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IPhO 2026 registration system – user manual

Welcome. This manual explains how to use the registration system of the International Physics Olympiad (IPhO) 2026, hosted by the Kingdom of Saudi Arabia and organised by Mawhiba.

What the system is for

Every participating country registers its delegation in this system. In one place, the country:

  • tells the organisers how many people it will send (students, leaders, observers and visitors) and how many single rooms it needs;
  • enters the personal and passport data of each person;
  • prepares and pays its invoices;
  • prints the letters its members need for their visas;
  • enters the flights of every member.

The Mawhiba staff use the same system to review the data, issue the invoices, confirm payments and follow the progress of every country.

Amounts

All amounts in the system are in US dollars (USD) and already include VAT (15 %). Amounts are whole dollars, without cents.

Who uses the system

Role What this person does
Country representative The team coordinator of a country. Registers the delegation stage by stage, prepares and pays the invoices, prints embassy letters and enters flights.
Mawhiba reviewer Checks each participant's data and passport, approves it or returns it for correction, reviews the proforma invoices, applies exemptions and issues the invoices.
Administrator Sets up the system: stage dates, staff accounts, country accounts, pay on arrival, withdrawals and reports. Can also review and issue invoices.
Finance Confirms bank transfers and payments made on arrival, sends settlement claims for amounts still due, and follows the payment status of every country.
Receptionist Collects amounts still due when a delegation arrives (by POS terminal or cash) and records them in the system.

The registration cycle from start to end

The steps below happen in this order. The role that acts at each step is shown in bold.

  1. Administrator: sets the dates of the three stages, creates the staff accounts and creates and sends the country accounts. Each representative receives a welcome e-mail.
  2. Representative: sets a password from the welcome e-mail, signs in and fills in stage 1 (coordinator details, country flag, numbers of participants and single rooms), then submits it. The system shows a fee estimate.
  3. Representative: fills in stage 2: the personal and passport data of every participant. Each participant is submitted on their own.
  4. Reviewer: checks every participant and approves them or returns them with a note. Representative: corrects returned participants and submits them again.
  5. Representative: prepares the proforma invoices: keeps one invoice or splits the bill over several invoices, enters the billing data of each invoice and sends them to the reviewer.
  6. Reviewer (or administrator): returns the invoices for changes or issues them. Any exemption (discount or support) is applied before the invoice is issued. Administrator: allows pay on arrival for a country when agreed.
  7. Representative: pays each issued invoice: online, by bank transfer, or on arrival when allowed. A receipt is issued for each fully paid invoice.
  8. Finance: confirms bank transfers and on-arrival payments, in full or in part, and sends a settlement claim for any amount still due. Receptionist: collects that amount when the delegation arrives.
  9. Representative: prints the embassy letters for the visas and fills in stage 3: the arrival and departure flights of every member, then submits it.
  10. Everyone: follows progress on the dashboards, the country page, the timeline and the reports.

How to use this manual

  • Start with Getting started. It explains how to sign in, set and change your password, switch the language and use the system on a phone.
  • Then open the section for your role. Each section follows the work in the order you will do it.
  • The Reference page lists all statuses, explains the words used in the system, answers common questions and lists the e-mails the system sends.
  • The examples follow one country, Jordan, whose representative is Lina Haddad. Your screens will show your own country, people and amounts.
  • Button and field names are written in bold, exactly as they appear on the screen.
  • The manual is available in English and Arabic. Use the language switch at the top of the page to change it.