Competitor Admins Guide

This guide is for competitor administrators — users who manage competitor data and ranking lists for their organisation.

Contents

What is a competitor admin?

A competitor admin is a user who has been granted permission to manage competitor data across the organisation. Competitor admins can:

  • View and edit individual competitor profiles
  • Manage ranking lists, including the seasons and disciplines they cover
  • Add, update or remove competitors’ rankings, divisions and handicaps
  • Import competitor data in bulk and export it for use with other systems

Competitor admins typically work alongside organisation administrators and race organisers. They do not have access to create or manage races, configure payment providers or administer user roles; those functions remain with the Organisation Admins Guide.

Getting access

To access competitor admin functions you need:

  1. A user account on the platform. If you do not already have one, create an account using the Sign up link in the navigation bar.

  2. The Competitor Admin role for your organisation. An organisation administrator must grant you this role. Contact your administrator and ask them to assign the role from the User roles and permissions section of the admin area.

Once the role has been granted, log in and navigate to the Admin section. You will see a Competitors option in the navigation menu.

Managing competitors

The competitor management area provides a searchable list of all competitors registered in the organisation’s system. Each competitor record stores the personal and classification details that are used when they are entered in a race.

Finding a competitor

To search for a competitor:

  1. Go to the Admin section and click Competitors.
  2. Use the search box to filter by surname, first name or membership number.
  3. Click the competitor’s name to open their profile.

The list can also be filtered by club, age class or gender class using the filter controls above the list.

Editing competitor details

To edit a competitor’s core details:

  1. Open the competitor’s profile.
  2. Click Edit.
  3. Update the relevant fields and click Save.

The editable fields are:

Field Description
Surname The competitor’s surname
First name The competitor’s first name
Date of birth Used to determine the competitor’s age class
Gender class The competitor’s gender category (e.g. Male, Female)
Age class The competitor’s age category (e.g. Junior, Senior, Veteran)
Club The club this competitor represents
Membership number The competitor’s governing body membership number

Note: Changes to a competitor’s age class or gender class take effect immediately and will be reflected in any new entries the competitor creates. Existing entries already submitted to a race are not automatically updated.

Competitor profile

The competitor profile page shows all information held for a competitor in one place:

  • Personal details — name, date of birth, club and membership information
  • Rankings — the competitor’s current and historical ranking data, grouped by season and optionally by competition discipline
  • Entry history — a record of races the competitor has entered

From the profile page you can edit the competitor’s details, add or update their rankings, and view their full entry history.

Ranking lists

A ranking list is a structured record that tracks competitors’ competitive standings across one or more seasons. Rankings determine which division a competitor is placed in and, where applicable, store a handicap value used to adjust race times.

Ranking lists are configured by your organisation administrator (see Configuring race types in the Organisation Admins Guide). As a competitor admin you manage the data held within those lists — the competitors, seasons and per-competitor ranking entries.

To view and manage ranking lists:

  1. Go to the Admin section.
  2. Click Rankings or Ranking Lists.

The ranking lists page shows all lists configured for your organisation. Click a list name to open it and manage its contents.

Seasons

Rankings are specific to a season. A season typically corresponds to a calendar year or a defined competition period set by your organisation. Each season within a ranking list holds an independent set of competitor rankings; a competitor’s division or handicap in one season does not automatically carry over to the next.

To manage seasons for a ranking list:

  1. Open the ranking list.
  2. Click Seasons (or select a season from the season drop-down).
  3. To add a new season, click Add Season and provide the season name and date range.
  4. To edit an existing season, click Edit next to the season name.

Each season record contains:

Field Description
Name The season name or label (e.g. 2024, 2024–25)
Start date The date from which this season’s rankings apply
End date The date on which this season’s rankings expire

When a race is run, the system uses the active season at the time of the race to look up each competitor’s division and handicap. Keeping season dates accurate ensures that entries are validated against the correct rankings.

Competition disciplines

Within a ranking list, rankings can optionally be associated with a competition discipline (also referred to as a ranking variant). A discipline represents a specific variant of the sport — for example Kayak or Canoe — and allows competitors to hold separate rankings for each discipline they compete in.

Whether disciplines are used depends on how your organisation has configured the ranking list. If disciplines are not configured, all rankings in the list share a single pool regardless of crew type.

When disciplines are in use, the entry form and the ranking lookup for race entries will filter by the discipline associated with the selected crew type (configured in Crew types). This ensures that, for example, a competitor entered in a kayak class is validated against their kayak division rather than their canoe division.

Managing rankings, divisions and handicaps

A competitor’s ranking within a given season (and optionally discipline) stores:

  • Division — the competitive grade or level assigned to the competitor (e.g. Division 1, Division 2). Divisions are used to determine which race classes a competitor is eligible for and to raise alerts when a competitor enters at the wrong level.
  • Handicap — an optional numeric value applied to adjust the competitor’s recorded time in races that use a handicap format. Not all ranking lists use handicaps.

Adding or updating a competitor’s ranking

To add or update a ranking entry for a competitor:

  1. Open the ranking list and select the relevant season.
  2. If disciplines are in use, select the relevant discipline.
  3. Search for the competitor by name or membership number.
  4. If the competitor does not yet have an entry in this season, click Add Competitor and select them from the search results.
  5. Click Edit next to the competitor’s row.
  6. Set the Division and, if applicable, the Handicap value.
  7. Click Save.

Tip: If you need to update rankings for a large number of competitors, use the import function to apply changes in bulk.

Divisions

Divisions represent the competitive hierarchy within a ranking list. The available divisions are defined by your organisation administrator when the ranking list is configured.

When a competitor enters a race, the system looks up their division in the active season of the linked ranking list. If the division on the entry does not match the competitor’s current division, an entry alert is raised for the race organiser to review.

Updating a competitor’s division mid-season will take effect immediately for any new entries they create, but will not automatically update entries already submitted to a race.

Handicaps

A handicap is a numeric adjustment applied to a competitor’s race time to account for their competitive level. Handicaps are only used when the ranking list is configured to support them.

Handicap values are stored per competitor, per season and (where applicable) per discipline. To update a competitor’s handicap, follow the same steps as for updating a division, and enter the new value in the Handicap field when editing the competitor’s ranking row.

Importing and exporting competitor data

For organisations with large competitor databases, bulk import and export are available to manage competitor records and ranking data efficiently.

Exporting competitor data

To export the competitor list or a ranking list:

  1. Go to Admin > Competitors (for competitor records) or open the relevant ranking list.
  2. Click Export.
  3. Choose the data to include (e.g. all competitors, a specific season and discipline).
  4. Click Download to generate an Excel spreadsheet (.xlsx).

The export file includes all fields visible in the list view. For ranking lists, each row represents one competitor’s ranking entry for the selected season and discipline.

Importing competitor data

To import or update competitor records or ranking data in bulk:

  1. Go to Admin > Competitors (for competitor records) or open the relevant ranking list.
  2. Click Import.
  3. Download the import template if you do not already have one — the template matches the expected column layout.
  4. Fill in the template with the data to import. Required columns are indicated in the template.
  5. Upload the completed file and click Preview to review the changes before applying them.
  6. If the preview looks correct, click Confirm to apply the import.

The import process matches competitors by membership number. If a matching record is found it will be updated; if no match is found a new competitor record will be created. Review the preview carefully before confirming, as the import cannot be automatically reversed.

Tip: For ranking imports, ensure the correct season (and discipline, if applicable) is selected before starting the import, as all rows in the file will be applied to that season.

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