Organisation Admins Guide

This guide is for organisation administrators who configure and manage the Race Entries platform for their organisation.

Contents

What is an organisation admin?

An organisation admin has full administrative access to the Race Entries platform for their organisation. Admins can:

  • Create and manage clubs within the organisation
  • Define and manage race types and result types
  • Configure payment providers (Stripe, PayPal, SumUp)
  • Set up user roles and permissions
  • Invite new users and assign roles
  • Manage organisation-wide settings such as currency, branding and email configuration
  • View and manage all races and entries across the organisation

Registering as an organisation admin

To become an organisation admin you need:

  1. A site account (see the Site Users Guide for how to register).
  2. An invitation from an existing organisation admin, who will assign you the administrator role.

If you are setting up a brand new organisation on the platform, contact the platform provider for assistance with initial setup.

Setting up your organisation (first-time setup wizard)

When a new organisation admin account is created for the first time, following the invitation link in your welcome email opens the Organisation Setup wizard. This wizard walks you through the minimum configuration needed before you can start creating race types and races.

Each step in the wizard can be completed and saved individually. Settings entered here can also be changed later from the Organisation settings page.

Step 1 — Details

The first step configures your organisation’s public-facing identity on the site.

Field Description
Organisation name Pre-filled and read-only — set by the platform provider
Site title The title shown in the navigation bar at the top of every page
Brand image The main logo displayed in the site header. Upload a PNG, JPEG or SVG file.
Square brand image A square version of the logo used in compact contexts (e.g. mobile header). Upload a PNG, JPEG or SVG file.

The site title and logo will be displayed in the navigation bar at the top of every page.

Step 2 — Age classes

Age classes define the age categories — such as Junior, Senior and Veteran — that competitors are placed into. They are used to control entry eligibility and group competitors in results.

Default age classes are pre-populated based on common categories; you can edit, remove or add to them here.

Field Description
Code A short identifier used in exports and data (e.g. J, S, V)
Name The display name shown to competitors (e.g. Junior, Senior, Veteran)
Description An optional description of the age class
Min age The minimum age (in whole years, inclusive) for this class. Leave blank for no lower limit.
Max age The maximum age (in whole years, inclusive) for this class. Leave blank for no upper limit.

Age classes can be further organised into age class sets (which define the reference date used to calculate competitors’ ages) via the Age class sets tab and Age classes tab in the organisation settings.

Step 3 — Gender classes

Gender classes define the gender categories available across the organisation. Default classes for Female and Male are pre-populated; you can edit these or add additional categories.

Field Description
Code A short identifier (e.g. F, M, O)
Name The display name (e.g. Female, Male, Open)

Step 4 — Crew types

Crew types define the entry formats available at your events — for example a single kayak or a double canoe. Each crew type specifies how many competitors make up a single entry of that type.

Field Description
Name The display name of the crew type (e.g. Kayak Single, Canoe Double)
Code A short code used in exports and data (e.g. K1, C2)
Description An optional description
Crew size The number of competitors in one entry of this crew type
Class The ranking variant (e.g. Kayak, Canoe) this crew type is associated with, used to link entries to the correct ranking variant for results. Leave blank if not applicable.

Crew types may be a single athlete or multiple athletes together (e.g. relay entries), or one or more athletes with equipment (e.g. a cycle or boat type).

Step 5 — Race contacts

Race contacts are named email addresses published with your events, allowing competitors to contact you about their entries. At least one contact is recommended so that competitors know who to get in touch with.

Field Description
Name A descriptive name for the contact (e.g. Entries Secretary, Race Organiser)
Email The email address for this contact

Once you have completed all five steps and clicked Finish, your organisation is configured and you will be taken to the administration dashboard. You can then begin configuring race types and creating races.

Organisation settings

Organisation-level settings are accessed via Settings in the Admin section (available to users with admin permissions). The settings page is divided into tabs, each covering a different area of configuration.

Note: Many organisation-wide settings (such as the organisation name, currency, country, activity type and email domain) are configured by the platform provider when the organisation is first created. These are shown on the Details tab but cannot be changed here. Contact your platform provider if any of these core settings need updating.

Details tab

The Details tab shows the organisation’s core identity settings. Only the site title and logo files can be edited here; all other settings on this tab are read-only.

Field Description
Organisation name The name of the organisation — read-only, set during initial setup
Site title The title shown at the top of every page on the site — editable
Brand image The main logo image displayed in the site header — editable
Square brand image A square version of the logo used in compact contexts such as favicons — editable

Age class sets tab

Age class sets define the reference date used to calculate competitors’ ages. Each set groups together the individual age classes (see Age classes tab) that use the same reference date. A race type is then associated with one age class set.

Field Description
Name The name of the age class set (e.g. BCU Standard)
Code A short identifier for the set
Base month / Base day The reference date (month and day) used to calculate a competitor’s age. Competitors’ ages are determined as of this date in the year the race takes place — for example, a base date of 1 January means ages are calculated as of 1 January of the race year.
Default Tick to make this the default age class set, used when a race type does not specify one

Age classes tab

Age classes are the individual age categories — for example Junior, Senior, Veteran — that competitors are assigned to. They belong to an age class set and are used to control entry eligibility and group competitors for results.

Field Description
Set The age class set this class belongs to
Code A short identifier (e.g. J, S, V)
Name The display name (e.g. Junior, Senior, Veteran)
Description An optional description of the age class
Min age / Max age The age range (in whole years, inclusive) for this class. A competitor is placed in the class whose range matches their age as calculated against the age class set’s base date. Leave blank for no lower or upper limit.

Gender classes tab

Gender classes define the gender categories available across the organisation. They are used when recording competitors’ gender information and for organising results.

Field Description
Code A short identifier (e.g. M, F, O)
Name The display name (e.g. Male, Female, Open)

Crew types tab

Crew types define the entry formats available to competitors at the organisation level. Each crew type specifies how many competitors make up a single entry of that type. Race types reference these crew types to control which formats are available when submitting entries.

Note: Crew types at organisation level are distinct from team configurations in the race type editor. A crew type applies to an individual entry; a team is a separate grouping of entries or crew members submitted independently.

Field Description
Name The display name of the crew type (e.g. Kayak Single, Canoe Double)
Code A short code used in exports and data (e.g. K1, C2)
Description An optional description
Crew size The number of competitors in one entry of this crew type
Class The ranking variant (e.g. Kayak, Canoe) this crew type is associated with, used to link entries to the correct ranking variant for results. Leave blank if not applicable.

Membership organisations tab

Membership organisations are the governing bodies or other organisations whose memberships competitors may be required to hold. They are used to configure membership verification and event ticket (temporary membership) purchasing during checkout.

Field Description
Code A short identifier for the organisation (e.g. BCU, SCA)
Name The full name of the organisation (e.g. British Canoeing)
Event ticket allowed Tick to allow competitors to purchase an event ticket — a temporary membership from this organisation — as part of their checkout
Event ticket fee The fee charged to competitors who purchase an event ticket from this organisation
Logo A square logo image for this organisation, displayed during checkout and on membership-related pages

Race contacts tab

Race contacts are named email addresses used when sending race-related communications. They can be selected as the sender or reply-to address when composing emails to competitors.

Field Description
Name A descriptive name for the contact (e.g. Entries Secretary, Race Organiser)
Email The email address for this contact

Email templates tab

Email templates define the layout and content of emails sent to competitors. Templates use template tags to personalise messages with entry-specific information such as competitor names and race details.

Field Description
Title A descriptive name for the template — must be unique within the organisation
Description An optional description of what the template is used for
Type The type of object the template is associated with: Order, Entry, Crew Member, Team or Result. This determines which template variables are available and how the message is addressed when sent.
Subject The email subject line
HTML content The body of the email in HTML format, with template tags for personalisation

For information about how to send emails using these templates, see Sending emails to competitors. For a complete list of all available template tags, see the Email and SMS Template Tags Reference.

SMS templates tab

SMS templates define the content of text messages sent to competitors. Like email templates, they use template tags to personalise messages with entry-specific information.

Field Description
Title A descriptive name for the template
Type The type of object the template is associated with: Order, Entry or Crew Member
Body The text content of the SMS message, with template tags for personalisation
Fixed content Tick to prevent the message body from being edited when composing messages using this template. Intended for pre-approved message templates that must not be altered — for example WhatsApp templates that require approval before use.

For a complete list of all available template tags, see the Email and SMS Template Tags Reference.

Payments tab

The Payments tab is where payment provider accounts are connected for the organisation. See Configuring payment providers below for details.

Managing clubs

Clubs are member organisations within your organisation. Each club can organise races and have its own team leaders and organisers.

To manage clubs:

  1. Go to the Admin section.
  2. Click Clubs.
  3. From here you can:
    • View all clubs
    • Create a new club (providing the club name and a unique club code)
    • Edit club details
    • Assign club-level settings such as payment configuration

Managing subaccounts

If subaccounts are enabled for your organisation, you can create subaccounts for clubs or other groups to give them their own secure space for creating races and managing entries.

Subaccounts also support team leader workflows, allowing team leaders to monitor entries made for their club across races in the organisation.

Organisation race managers retain full visibility of races owned by subaccounts, while subaccount admins are responsible for managing their own payment method connections.

In the subaccounts list, organisation admins can:

  • View all configured subaccounts
  • See payment methods connected for each subaccount
  • Create new subaccounts
  • Invite users to a subaccount

After you invite the first subaccount admin and they accept the invitation, that admin can invite additional users to the same subaccount directly.

Club subaccounts

There is a distinction between a club registered in the system and a subaccount, which controls who can act on behalf of that club on the platform. A subaccount links a user to a club with a specific role — for example:

Subaccount role What the user can do
Race Organiser Create and manage races published under the club
Club Team Leader View and manage entries submitted by the club’s members

To grant a user access to act on behalf of a club, assign them the appropriate role scoped to that club when inviting them or editing their permissions (see User roles and permissions).

Managing regions

Regions allow you to group clubs geographically and assign regional administrators who can view and export entries for races in their region.

To manage regions:

  1. Go to the Admin section.
  2. Click Regions.
  3. Add, edit or remove regions as required.
  4. Assign clubs to regions via the club settings.

User roles and permissions

Access to different parts of the platform is controlled by roles. Each user can be assigned one or more roles, which grant specific permissions.

Available roles

Role Description
Organisation Admin Full administrative access to the platform
Race Organiser Can create and manage races for their club
Club Team Leader Can view and manage entries for their club’s members
Regional administrator Can view and export entries for races in their region

Individual roles can be configured with specific permission sets. Contact the platform provider for information about creating custom roles.

Assigning roles

To assign a role to a user:

  1. Go to the Admin section.
  2. Find the user (by username or email).
  3. Select the role(s) to assign and the scope (organisation-wide, specific club or specific region).
  4. Save.

Inviting new users

To invite someone to join the platform with a specific role:

  1. Go to the Admin section.
  2. Click Invite User.
  3. Enter the person’s email address and select the role to assign.
  4. Send the invitation.

The person will receive an email with a link to create their account. When they create their account, the specified role will be assigned automatically.

Configuring payment providers

Payment provider credentials configured here only apply to races created directly within the organisation itself. They are not available to races created by club or subaccount users.

If your organisation uses subaccounts, each subaccount admin must connect their own payment accounts from the subaccount settings page. See the Club and Subaccount Admins Guide.

Stripe

Stripe is the recommended provider for online card payments.

  1. Go to the Admin section.
  2. Click Stripe Account (or the Stripe configuration option).
  3. Click Connect with Stripe.
  4. If you are not already signed in to Stripe, log in when prompted.
  5. Complete the Stripe connection flow to securely link your Stripe account to your organisation.

Once connected, your Stripe Account ID is stored and races created directly within the organisation can enable Stripe.

PayPal

  1. Go to the Admin section.
  2. Click PayPal Account.
  3. Click the Connect button.
  4. If you are not already signed in to PayPal, log in when prompted.
  5. Complete the PayPal connection flow to securely link your PayPal account to your organisation.

Once connected, races created directly within the organisation can enable PayPal.

SumUp

SumUp is currently only supported for subaccounts. Organisation-level races cannot use an organisation-linked SumUp account.

If you need SumUp for races created under a club or subaccount, connect it from that subaccount’s own settings page as described in the Club and Subaccount Admins Guide.

Managing race types

See Managing race types for the full guide to creating and maintaining race type templates.

Managing race forms

See Managing race forms for how to list, create, edit, import and export the additional forms that can be attached to race types.

Managing export templates

Export templates define the file format used when race organisers export entry data. After one or more race types have been added, you can upload custom templates and link them to your race types. The Microsoft Excel, data only (.xlsx) option is always available regardless of any custom templates configured.

To manage export templates:

  1. Go to the Admin section.
  2. Click Export Templates.
  3. Upload a new template file, or edit or remove existing templates.

For each template you can configure:

Field Description
Name The display name shown to race organisers in the export format list
File The template file to upload
Race types The race types this template is linked to — the template will appear as an export option for races of these types

Configuring result types

Result types define how race results are structured and displayed.

To manage result types:

  1. Go to the Admin section.
  2. Click Result Types.
  3. Create or edit result types as required.

SMS messaging

To enable SMS messaging for your organisation:

  1. Go to the Admin section.
  2. Click SMS Accounts.
  3. Click Add SMS Account and enter your SMS account credentials.

Once an SMS account is configured, race organisers can send SMS messages to competitors from the race dashboard. The delivery status of each individual message is tracked so you can see exactly what happened to each one.

SMS delivery statuses

Status Meaning
Accepted The message has been accepted by the messaging platform and will be sent
Scheduled The message is queued for delivery at a future time
Queued The message is waiting to be dispatched
Sending The message is currently being sent to the carrier
Sent The message has been handed off to the carrier network
Delivered The carrier has confirmed the message was delivered to the recipient’s device
Undelivered The carrier received the message but could not deliver it (e.g. invalid number or device unreachable)
Failed The message could not be sent — for example due to an account or configuration error
Received An incoming reply to the message was received
Read The message was read by the recipient (reported by carriers that support read receipts)
Canceled The message was canceled before it was sent

Email configuration

The platform supports two types of email:

  • Transactional emails are related to a competitor’s entry or order — for example entry confirmations, race information and reminders. Race organisers can send these directly from the entries and orders pages (see the Race Organisers Guide for details on how to send them).
  • Marketing emails require explicit consent from recipients. They are sent to users who have previously opted in to receive emails from your organisation or subaccount. When users receive a marketing email, a link in the email footer allows them to unsubscribe from future marketing communications.

The delivery status of individual emails is tracked. Race organisers can check whether each message was successfully delivered, bounced or encountered a delivery error.

Email delivery statuses

Status Meaning
Sent The message has been sent from the platform
Delivered The message was successfully delivered to the recipient’s inbox
Bounced The message could not be delivered — for example because the email address is invalid or the recipient’s inbox is full
Complaint The recipient marked the message as spam

The platform also supports an inbox feature, where competitors can reply to race emails and their replies are stored in the platform inbox, linked to the relevant race or entry.

To configure the email domain used for inboxes, set the Email domain in your organisation settings (contact the platform provider to change this).

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