Race Entries Documentation
Race Entries is a web application that allows competitors and team leaders to enter races online, and gives race organisers and club administrators the tools to manage those entries from start to finish.
Who is this documentation for?
This documentation is divided into four sections, each aimed at a different type of user:
| Section | Audience |
|---|---|
| Site Users | Anyone who wants to find and enter a race |
| Team Leaders | Club representatives who manage entries for their club members |
| Race Organisers | Clubs and individuals who create and manage races |
| Organisation Admins | Administrators who configure the platform for their organisation |
| Club and Subaccount Admins | Administrators who manage subaccount settings, users and payment providers for club-owned races |
| Competitor Admins | Administrators who manage competitor data and ranking lists |
| Results Managers | Users who manage and publish race results across the platform |
| Reference | Reference material including entry alert descriptions |
Overview
Race Entries supports the full lifecycle of a race event:
- Race creation — a race organiser sets up a race with dates, classes, pricing and payment options.
- Entry submission — competitors or team leaders visit the site, find the race and submit entries.
- Membership verification — where required, competitor memberships are checked online, or proofs are uploaded or verified on the day.
- Payment — entries are paid for online (Stripe, PayPal or SumUp), by invoice or on the day.
- Entry management — the organiser monitors entries, edits or cancels them where necessary, and handles any alerts.
- Export and results — entry data is exported for use with timing and results software, and results can be published back through the system.
Accounts
A site user account is not required to create entries and check out. However, an account is required to access protected pages such as creating a race for your club, and is recommended if you create a lot of entries, because it saves you re-entering your personal information each time you check out. Logged-in users can also view their past orders from the My Orders page.
Key concepts
- Organisation
- An organisation (for example, a national governing body or regional association) runs its own instance of the platform with its own clubs, race types, branding and settings.
- Club
- A club is a member organisation registered in the system. Clubs can organise races and have team leaders who manage entries on behalf of their members. Access to act on behalf of a club is managed through subaccounts.
- Subaccount
- A subaccount links an authorised user to a specific club, granting them permission to act on behalf of that club. For example, a Race Organiser subaccount allows a user to publish and manage races for the club; a Club Team Leader subaccount allows a user to view and manage the club’s entries.
- Race / Event
- A race (sometimes called an event) is a competition that competitors can enter. A race can contain multiple race classes (categories), each with its own pricing and eligibility rules.
- Entry
- An entry is a single submission for one competitor or crew in a specific race class.
- Order
- A collection of one or more entries submitted together and paid for as a single transaction.
- Competitor
- An individual person who takes part in a race. For crew events, multiple competitors share one entry.
- Crew Type
- Defines the format of an individual entry — for example K1 (single kayak) or C2 (double canoe). Crew types are selected by the entrant when submitting an order, if crew types are enabled for the race type.
- Team
- A separate collection of one or more entries or crew members submitted as a team. Teams are submitted independently of the individual entries that make them up, and can be submitted up until the race date without a separate deadline.
- Team Leader
- A club representative who has permission to view and manage entries made by members of their club.