Managing Entries

This page covers everything you need to know about managing entries once a race is live.

Contents

Monitoring race entries

The race dashboard is the main starting point for monitoring entries and orders.

The dashboard includes a Recent Entries card showing the most recent orders for the race. If you are an organisation race manager, you can also view recent orders across the whole organisation from the Organisation admin page.

Entries list

From your race dashboard, click Entries to see entries submitted for the race. By default, the list shows entries in the Pending and Accepted states only, but this can be changed using the status filters.

You can also:

  • Filter by club
  • Search by competitor name
  • Search by race number

The entries list shows each entry with competitor or crew details, membership information and a link to the parent order.

For each entry you can see:

  • Entry number (race number, if allocated)
  • Competitor name(s)
  • Crew type (e.g. K1, C2)
  • Race class entered
  • Division
  • Club
  • Entry status
  • Membership status
  • Amount paid / due

Orders list

From your race dashboard, click Orders to view the orders received for the race. Orders are listed with the most recent first, together with key details and a count of the entries in each order.

Click an order to open the order page, where you can see the full list of entries and perform actions on the order or on individual entries.

Live entries view

The Live Entries view can be generated from either the entries list page or the race settings page. It is a simple, read-only page intended to be shared with competitors so they can confirm their entries have been received.

To protect competitor privacy:

  • The race organiser must generate the unique link
  • The link expires after the race has taken place
  • Unpublishing and republishing generates a new link and invalidates the old one

If you intend to publish entries in this way, it is recommended that your race terms and conditions include consent for publishing entry information. Terms and conditions can be set in race settings.

Entry statuses

Status Meaning
Accepted The entry has been confirmed and is included in the race
Pending The entry is awaiting review (used when the race is configured to require manual approval)
Rejected The entry has been reviewed and rejected by the organiser
Deferred The entry has been deferred to a later race
Cancelled The entry has been cancelled and is excluded from the race

Entry alerts

The system automatically checks entries for potential issues and raises alerts when something requires attention. To view alerts:

  1. Go to the race entries page.
  2. Click Alerts or Entry Alerts.

Each alert shows the competitor name, the type of issue and a message explaining what needs to be done. You can dismiss an alert once it has been resolved, or take action directly from the alert.

Team leaders and competitors may also be able to see alerts related to their entries, but they cannot resolve alerts directly.

For a full list of all possible alerts and their meanings, see the Entry Alert Reference.

Common alert scenarios

What to do if a competitor enters the wrong division

If a competitor has entered the wrong division (for example, they entered Division 5 but should be in Division 4):

  1. Find the entry on the race entries page.
  2. Click Edit.
  3. Update the Division field to the correct value.
  4. Save the entry.

The competitor’s race number will remain the same. If the division change affects their race class assignment, update the race class field as well.

Tip: Dismiss any related entry alert once the correction has been made.

What to do if a competitor is promoted between entry and race day

If a competitor is promoted to a higher division after submitting their entry:

  1. Find the entry on the race entries page.
  2. Click Edit.
  3. Update the Division field to reflect the competitor’s new division.
  4. Check whether the race class also needs to change and update it if so.
  5. Save the entry.

If the system has raised a division mismatch alert for the entry, you can view the alert for details and dismiss it once you have made the correction.

Adding entries

Adding an entry

Entries are always created within an order.

To add a new entry, create an order first and then add one or more entries to that order. If the person has already submitted an order for the same race, you can open the existing order and add the new entry there instead.

All entries must have an associated order so that:

  • Agreement to race terms and conditions can be tracked
  • Payments can be tracked at order level

Organisers can enter details directly on behalf of entrants, but are responsible for ensuring that site terms and race terms and conditions have been agreed to.

After adding one or more entries, you will usually want to send an invoice. This can be done from the order page.

Importing entries

You can also import entries into an order from CSV or XLSX files, for example when receiving bulk entries from external entries software.

The required file format is provided in the appendix.

Editing race entries

Editing an individual entry

To edit an individual entry, click the Edit button (pencil icon ✏️) next to it in the entry list. This opens a combined edit form where you can change the entry details and the competitor or crew member details all in one place:

  • Competitor name(s)
  • Club
  • Age class, gender class and discipline class
  • Division
  • Race class
  • Entry status
  • Membership details

Note: Changing the race class may affect the entry fee. Any fee difference is not automatically collected — you will need to manage any outstanding balance separately.

Entry and order actions

Most bulk operations on entries and orders are performed through actions. To use an action:

  1. Go to the race entries page (for entry-level actions) or the orders page (for order-level actions).
  2. Select one or more entries or orders using the checkboxes.
  3. Choose the action from the Actions menu (note that some actions may not be available if an invalid number of items have been selected).
  4. Complete the form and confirm.

The Edit pencil icon next to each row will take you to a dedicated page where you can update most aspects of the entry, including

  • Crew type, where crew types are enabled
  • Competitor information including name, class, club and date of birth
  • Membership information
  • Race class entered, competitor group and pricing tier

Basic validation will be performed on the information entered and any invalid data must be corrected before the entry can be saved.

For some extended validation such as a racing division mismatch, save will be allowed but an entry alert warning will be added to the relevant crew member. It is recommended to check that no extra warnings have been generated, after saving.

After changing competitor group or pricing tiers it is likely that fees will have changed. You can use the order Create Invoice action to send an invoice to request any additional amount due or use the Refund action to perform any partial refund due.

For updating more than one entry simulteneously, to more quickly update just the race class or crew types or to combine or split entries you can instead use the actions described below.

Change Class

The Change Class action provides a quick way to reassign one or more entries to a different race class or crew type without opening each entry individually. It is available under the Actions menu on the entries page.

Changing the race class only

Use this when one or more entries need to be moved to a different class but the crew size stays the same (for example, K1 Open to K1 Junior):

  1. Select the entries to change.
  2. Choose Change Class from the Actions menu.
  3. Select the new Race class.
  4. Optionally tick Renumber entries to have new race numbers automatically reallocated to the new entries.
  5. Click Save.

If crew types are enabled then the system will check that the crew type is allowed in the chosen race class before saving.

Changing the crew type (same crew size)

Use this when the crew type label needs to change but the crew size stays the same (for example, K1 to C1 — both single-person):

  1. Select the entries to change.
  2. Choose Change Class from the Actions menu.
  3. Select the new Crew type (must have the same crew size as the current type).
  4. Select the new Race class (must allow the new crew type).
  5. Click Save.

When the crew size is unchanged, the existing entry records are updated in place — no entries are deleted or recreated.

Combining entries into a larger crew

Use this when you need to merge separate single-crew entries into a multi-person crew (for example, converting two K1 entries into a K2):

Requirement: All crew members must already be entered in the system. The total number of crew members across the selected entries must be an exact multiple of the new crew size (for example, 2 K1 entries for a K2, or 4 K1 entries for two K2 entries).

  1. Select all the entries whose crew members will form the new combined crew(s).
  2. Choose Change Class from the Actions menu.
  3. Select the new Crew type (e.g. K2).
  4. Select the new Race class.
  5. Select the Pricing tier to be applied to the new entries.
  6. Optionally tick Renumber entries to have race numbers automatically reallocated to the new entries.
  7. Click Save.

The system will:

  • Redistribute all crew members across the minimum number of new entries needed.
  • Delete the original entries that are no longer needed.
  • Optionally reallocate race numbers.

If the crew size does not divide evenly into the total number of crew members, the action will report an error and no changes will be made.

Splitting a crew into smaller entries

Use this when you need to break an existing multi-person crew into smaller entries (for example, splitting a K2 entry into two separate K1 entries):

Requirement: As with combining, the total number of crew members across the selected entries must be an exact multiple of the new (smaller) crew size.

  1. Select the entry (or entries) to split.
  2. Choose Change Class from the Actions menu.
  3. Select the new (smaller) Crew type (e.g. K1).
  4. Select the new Race class.
  5. Select the Pricing tier.
  6. Optionally tick Renumber entries to reallocate race numbers to the resulting entries.
  7. Click Save.

The system will create the required number of new smaller entries and distribute the crew members across them. For example, selecting one K2 entry and choosing crew type K1 will produce two K1 entries, one for each crew member.

Adding a new competitor to an existing crew

If you want to add a brand-new competitor (not yet in the system) to an existing crew:

  • Ask the new competitor to enter the race as a single crew (e.g. K1), and then use the Change Class action as described above to combine them into the correct multi-person entry.
  • Alternatively, open the existing entry using the Edit (pencil) link and add the new competitor manually to the entry’s crew member list. You can then send the competitor an invoice for any outstanding amount — see Creating an invoice.

Entry actions reference

These actions are available from the Actions menu on the Entries tab after selecting one or more entries.

Action Description
Change Class Reassigns selected entries to a different race class and/or crew type. Crew members from all selected entries are redistributed across the minimum number of new entries. Also used to combine multiple single entries into a larger crew (see above).
Update Status Sets the status of the selected entries to a chosen value (Accepted, Pending, Deferred or Cancelled). An optional notification email can be sent to competitors.
Cancel Entries Cancels the selected entries. Includes an option to issue a refund at the same time. An optional cancellation notification email can be sent.
Restore Entries Restores previously cancelled entries back to Accepted status. Only available for cancelled entries.
Delete Entries Permanently deletes the selected entries. Only available for entries that have already been cancelled.
Renumber Entries Allocates race numbers to the selected entries from the number ranges configured for each race class. An optional number allocation notification email can be sent.
Remove Race Numbers Removes the allocated race numbers from the selected entries. Only available for entries that have a number assigned.
Check-in Entries Marks the selected entries as checked in on race day. Requires a race number to have been allocated first.
Cancel Check-in Reverses a check-in for the selected entries. Only available for entries that are currently checked in.
Add Manual Payment Records a manual payment against the order for the selected entry. Use this for offline payments, or to take a card-reader payment when SumUp is configured.
Refund Entries Issues a refund via the connected payment provider for the selected entries. The refund amount is pre-filled based on the difference between the amount paid and the entry fee.
Move Entries Moves the selected entries from their current order into a different order within the same race.
Send Email Sends a transactional email to the competitors or order submitters associated with the selected entries.
Send SMS Sends an SMS message to the competitors associated with the selected entries. Only available when SMS is configured for the organisation.

Order actions reference

These actions are available from the Actions menu on the Orders tab after selecting one or more orders.

Action Description
Edit Order Opens the order details page where the order, its entries and entry contact information can all be edited.
Add Entry Adds a new entry to the selected order. A crew type must be chosen; the system then redirects to the entry creation form pre-filled for that order and crew type.
Cancel Entries Cancels all entries within the selected orders. Includes an option to issue a refund. An optional cancellation notification email can be sent.
Restore Entries Restores previously cancelled orders and their entries back to Accepted status. Only available for cancelled orders.
Delete Entries Permanently deletes the selected orders and all entries within them. Only available for cancelled orders.
Create Invoice Creates a payment invoice via Stripe or PayPal and sends it to the specified email address. The amount, due date and description can be customised. Requires Stripe or PayPal to be connected.
Add Manual Payment Records a manual payment against the selected order. Use this for offline payments, or to take a card-reader payment when SumUp is configured.
Refund Orders Issues a refund via the connected payment provider for the selected orders. The refund amount is pre-filled based on the amount paid minus the order total.
Move Orders Moves the selected orders to a different race. Entry race classes and pricing tiers are mapped to the equivalent classes in the destination race where possible.
Send Email Sends a transactional email to the order submitters for the selected orders.
Send SMS Sends an SMS message to the order submitters for the selected orders. Only available when SMS is configured for the organisation.

Taking a card-reader payment with SumUp

When using Add Manual Payment and SumUp reader payments are enabled:

  1. Open the order (or select the entry linked to the order) and choose Add Manual Payment.
  2. Select SumUp card reader as the payment method.
  3. Choose the reader device from the available reader list.
  4. Confirm the amount and start the payment.
  5. Ask the payer to complete card payment on the reader.
  6. Once approved, save the payment record.

The order payment summary is updated after the payment is recorded.

Cancelling race entries

To cancel an individual entry:

  1. Find the entry on the race entries page.
  2. Click Cancel (or select Cancelled from the status drop-down when editing).
  3. Confirm the cancellation. You will have the option to process a refund at the same time — select this option in the cancellation form if you wish to issue a refund. If you do not select it, any refund will need to be processed separately.

Cancelled entries remain in the system for record-keeping but are excluded from entry lists and exports by default.

To cancel an entire order:

  1. Find the order on the orders page.
  2. Click Cancel Order.
  3. Confirm the cancellation. As with individual entries, you can choose to process a refund at the same time using the option in the cancellation form.

Cancelling an order cancels all entries within it.

Exporting entries

Entry data can be exported to a spreadsheet for use with timing software or other race management tools.

To export entries:

  1. Go to the race entries page.
  2. Click Export.
  3. Select the entry statuses to include (e.g. Accepted only).
  4. Optionally filter by club (to export only one club’s entries).
  5. Select an export format (see below).
  6. Click Download to generate the file.

The export runs as a background job. Once complete, the file is available for download.

Export file format

When exporting, you can select an export format. The available formats depend on the race type:

  • Microsoft Excel, data only (.xlsx) — always available; exports a default set of entry data as an Excel spreadsheet where each race class has its own worksheet.
  • Custom templates — any additional export templates configured for the race type by your organisation administrator will also appear in the list, allowing you to export data in a format suited to specific timing or results software.

The standard columns included in the default Excel export are:

Column Description
Number Entry / race number
Surname Competitor’s surname
First name Competitor’s first name
Membership Number Competitor’s membership number (if available)
Expiry Membership expiry date
Club Club code
Class Age/gender class code
Div Division
Due Amount due
Paid Amount paid

The file name follows the pattern {event-name}-{region/club}-{date}.xlsx, for example: test-hasler-entries-2024-06-15.xlsx.

Sending emails to competitors

The platform supports two types of email to competitors:

  • Transactional emails — targeted emails related to specific entries or orders, sent to particular competitors or order submitters.
  • Marketing emails — broad emails sent to all users who have opted in to receive communications from your organisation or subaccount.

Sending transactional emails

Transactional emails can be sent in several ways:

From the entries or orders page (bulk send)

Click the Send Email button at the top of the entries page or orders page to send an email to all addresses associated with the current list. If you have applied a filter to the list first, the email is sent only to those matching the filter — a useful way to target a specific group (for example, all competitors in a particular class or all outstanding invoices).

From the actions list after selecting entries or orders

On the entries list, orders list or order details pages, select one or more entries or orders using the checkboxes and then choose Send Email from the actions menu. This is useful when you want to send to a smaller number of specific entries rather than a full filtered list.

From the entry details page (individual crew member)

If you have email addresses associated with individual crew members — for example through extended form data — you can send an email to a single crew member using the Send Email button on the entry details page.

Email templates

When composing a transactional email you will be asked to choose a template type:

Template type Description Typical use
Order template Addressed to the person who submitted the order Sending to orders or order submitters
Entry template Addressed to the entry as a whole Sending to individual entries
Crew member template Addressed to an individual crew member Sending from the entry details page

You can use template tags to personalise the message with details such as competitor names, entry numbers and race class. Use the Preview button before sending to see exactly which recipients the email will be sent to and how the message will look for each of them.

Emails are sent in the background so that the page does not need to stay open while sending.

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

The delivery status of each email is tracked. You can check whether individual messages were successfully delivered, bounced or encountered a delivery error.

Sending marketing emails

Marketing emails require explicit consent from recipients. Unlike transactional emails, they are sent to all users who have previously opted in to receive communications from your organisation or subaccount, rather than targeting specific entries or orders.

To send a marketing email, click the Send Marketing Email button at the top of the entries or orders page.

When users receive a marketing email, a link in the email footer allows them to unsubscribe from future marketing communications.

Sending SMS messages to competitors

If your organisation has an SMS account configured, you can send text messages to competitors in addition to or instead of emails.

To send an SMS:

  1. Go to the race entries page.
  2. Click SMS competitors (or Send SMS).
  3. Choose who to send to (same options as transactional email).
  4. Compose your message. SMS messages support the same template tags as email templates (excluding the email-only mailer and organisation tags). See the Email and SMS Template Tags Reference.
  5. Send.

The SMS facility is for race operations and real-time race updates only. Marketing communications must not be sent by SMS from this platform.

The delivery status of each SMS message is tracked. You can check whether individual messages were successfully delivered or encountered a delivery error.

Contact your organisation administrator to set up SMS messaging for your organisation.

Checking in competitors and crews

On race day you can check in entries to record which competitors or crews have arrived.

Checking in helps with on-the-day operations and is recommended if you use built-in results processing. When races begin, results processing can then mark entries that were not checked in as DNS where appropriate.

For available check-in actions and workflow details, see the Entry actions reference.

This site uses Just the Docs, a documentation theme for Jekyll.