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Restricting Viewing Access to Paid Entries Only

Nucleus now includes additional functionality to help Admins manage entry payments more effectively before judging begins. This guide explains how to configure your award so that only paid entries are visible in the Viewing Interface, and outlines new features that support better tracking of unpaid entries.

By using the Show only paid entries option and leveraging the Requires Payment status, Admins can:

  • Prevent unpaid entries from appearing to judges
  • Track payment status more clearly
  • Prompt entrants to pay promptly using tailored email templates

This feature is particularly useful for awards with strict judging deadlines or where payment must be enforced before any assessment takes place.

How to Set Up an Award So That Only Paid Entries Appear on the Viewing Interface

  1. Log into the Admin Interface
  2. Navigate to Awards
  3. Locate the relevant award and click on Overview
  4. On the Award Settings page, scroll down to the Pricing section
  5. Locate the setting labelled Show only paid entries on viewing portal
  6. Set this dropdown to Yes
  7. Scroll to the Options section
  8. Ensure Send emails on entry approval is set to Yes
  9. Click Save

Once enabled, only entries with invoices marked as Paid will appear in the Viewing Interface. Entries approved without payment will:

  • Display a message for Admin users indicating the entry is not visible
  • Be automatically assigned the Requires Payment status
  • Be filterable using the Admin Entry List filters

What’s New?

  • Requires Payment Status
    A new status called Requires Payment has been introduced. This is automatically assigned to entries that have been approved but are still awaiting payment. Entries with this status are not visible to judges in the Viewing Interface.
  • Pending Category on Entry Bar Graphs
    A new Pending category has been added to the bar graphs shown on the Admin Entry List. This category provides a clear visual cue when entries are awaiting payment.

Note: These changes help Admins track and follow up on unpaid entries while ensuring only paid entries progress to judging.

Email Notification to Entrants

When this setting is in place, and an entry is approved without payment (by a non-credit-approved organisation), a different email template will be triggered:
entry/approvedunpaid

This allows Admins to notify the entrant that:

  • Their entry has been approved
  • It will not be presented to judges until payment has been made