Managing Race Forms

Race forms are reusable form definitions that collect additional data during entry and checkout. You can attach them to race types using the Include extra forms setting described in Managing race types.

Typical uses include:

• Medical declarations
• Equipment or kit checklists
• Safety acknowledgements
• Travel or accommodation information

Types of race form

Race forms are collected as an additional step during checkout. The Target setting controls which kind of data a form collects:

Entry forms collect a single set of responses for the entry as a whole. Use these when the information relates to the entire entry rather than an individual competitor — for example a medical declaration or a safety acknowledgement.

Crew member forms collect a separate set of responses for each competitor in the entry. Use these when your race includes crew types with more than one competitor and you need to record individual information for each — for example contact telephone numbers or emergency contact details.

Listing race forms

To view the available forms:

1. Go to the Admin section.
2. Click Form Definitions.

The list page shows each form’s:

• Name
• Code
• Target
• Number of configured Fields

You can filter the list using:

• Search, which matches both the form name and code
• Target, which limits the list to forms for a specific type of data

Creating a race form

To create a new form:

1. Open Admin then Form Definitions.
2. Click Create Form Definition.
3. Enter the form settings.
4. Add one or more fields in the Fields section.
5. Save the form.

The main form settings are:

Field	Description
Code	A short unique identifier used in imports and exports
Name	The internal name used in admin lists
Title	The title shown to users when the form is displayed
Description	Rich-text explanatory content shown with the form
Target	The kind of data this form collects
Public	When enabled, the form must be filled out during entry submission
Allow user editing	When enabled, users can edit the form data from their order after submission
Only specific roles can edit data	Restricts editing so only users with one of the additional editing roles can edit the data
Additional editing roles	The roles that can edit data when restricted editing is enabled
Only specific roles can view data	Restricts visibility so only users with one of the additional viewing roles can view the data
Additional viewing roles	The roles that can view data when restricted viewing is enabled
Allow copy between entries	Lets users copy data from the same form on a previous entry during checkout
Display order	Controls the form order when multiple extra forms are shown

Editing fields on a race form

Each race form has a Fields section where you define the questions or pieces of data to collect.

For each field you can configure:

Field	Description
Field id	A stable identifier used in exported and imported data. Must start with a letter and then use letters, numbers, underscores (_) or hyphens (-) only
Name	Internal display name used as the column header in exports and as the display label in entry cards
Label	Prompt shown to users when filling in the form. If left blank, the name is used
Help text	Optional guidance displayed with the field
Field type	The type of input to display
Choices	For text fields only, the list of allowed options, one per line
Required	Whether the field must be completed
Display order	Controls the order of fields within the form

The available field types are:

Label	ID	Description
Text	text	Single-line text input. If choices are provided, this is shown as a select list
Email	email	Email address input with email validation
Phone	phone	Telephone number input
Long text	long_text	Multi-line text area
Yes/No	boolean	Yes/No selection
Checkbox	checkbox	Single checkbox input
Integer / number	integer	Whole number input
Address	address	Address input stored as structured address data
Country	country	Country select list

Use the ID values in import/export JSON files (field_type values).

Fields can be reordered by dragging them into the required sequence before saving.

Editing an existing race form

To update an existing form:

1. Open Admin then Form Definitions.
2. Use the list filters if needed to find the form.
3. Click the edit icon for the form.
4. Update the main form settings or its fields.
5. Save the changes.

On the edit page you can also:

• Click Preview to validate the current unsaved configuration and open a modal showing how the form will render to users
• Delete the form if it is no longer needed

Deleting a race form

Forms with associated entry data cannot be deleted. If you attempt to delete a form that has data entries referencing it, an error will be displayed.

To delete a form, you must first delete all entries that contain data for that form. Once all associated entry data has been removed, the form can be deleted.

Importing race forms

Race forms can be imported from a JSON file. This is useful when copying definitions between organisations or moving a form between environments.

To import a form:

1. Open Admin then Form Definitions.
2. Click Import Form Definition.
3. Select the JSON file to upload.
4. Submit the form.

During import, the uploaded data is validated before any changes are applied. Importing a form with the same code updates the existing definition, including its fields. Fields no longer present in the imported file are removed from the existing definition.

Exporting race forms

To export a form definition:

1. Open Admin then Form Definitions.
2. Edit the form you want to export.
3. Click Export Form Definition.

The export is downloaded as a JSON file containing the form definition and all of its fields. You can use this file for backup, review or import into another environment.