/admin/allotment is where a delegate stops being an application and becomes a seat.
You work through people, not countries: pick someone who is waiting and give them a seat.
What the page shows
- A card per committee: how many seats are filled, how many are open, and how many waiting delegates want it as their first choice. That last number turns amber when more people want the committee first than it has seats left.
- Waiting for a seat: everyone registered and not yet seated. Each shows their choices and their MUN experience. A choice in colour names a seat that is still open; a struck-through one is already taken; a grey one did not match a seat in the matrix. Filter by the committee they chose or by experience, and sort by registration time or experience.
- Seated: everyone who has a seat, newest first. A Draft has not been emailed yet.
One search box filters both lists by name, email, roll number, committee or seat.
Giving someone a seat
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Choose a committee on their row. It starts on their first choice that still has room.
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Choose a seat. Seats they asked for are at the top.
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Check the fee (at a paid event) and press Allot. The seat is now a draft.
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Email whenever you are ready: Email on one row, tick several and press Email N ticked, or Email all. You can email in batches as the day goes on.
A draft reserves the seat but tells nobody: the delegate still sees themselves as waiting, so you can take seats back and reshuffle as more people register. The seat is only held for the moment you press Allot, so nothing blocks a colleague. If two people allot the same seat at once, one is told it is no longer open.
On-the-spot registrations
On the Delegates page, Add delegate takes a name, email, phone, and roll number or college. Add and give a seat brings you straight here with that person's row highlighted. Staff can add people even when public registration is closed.
What allotting and emailing do
Allot creates the allotment, marks the seat taken and mirrors it to the Google Sheet if sync is configured. The delegate is not told.
Email is when they are told. For each draft the platform:
- works out the fee from the committee type and the delegate's DTU flag;
- creates a payment through the configured provider;
- moves the delegate to Payment sent;
- emails the delegate, and their co-delegate if they have one.
If any step fails, that allotment stays a draft and you can press Email again.
Note
At a free event none of the payment steps happen. The delegate is Confirmed immediately. See operating modes.
Emailing from here only ever sends to drafts, and each draft is claimed before it is sent, so a delegate is never emailed twice from the Allotment page. To send someone their allotment again on purpose, open them on the Delegates page and use Send again under Emails.
Taking a seat back
Take back on the Seated list returns the delegate to waiting and reopens the seat. It is admin only, deliberately: it changes the delegate, the allotment, the seat and the payment together. A delegate who was already emailed is not emailed again; a draft was never seen.
If a delegate needs to move, take the seat back and give them the new one.
Practical advice
- Seat double delegation pairs first. Pairs are harder to place late.
- Watch the amber numbers. An over-subscribed committee is the cue to offer people their second choice.
- Check the payment provider works before the first allotment at a paid event, not after fifty.