Team Leaders Guide

This guide is for club team leaders — club representatives who have been granted permission to view and manage entries made by members of their club.

Contents

What is a team leader?

A team leader is a designated representative of a club who has been given special permissions on the Race Entries platform. Team leaders can:

  • View all entries submitted by members of their club for any race
  • See entry alerts raised against their club’s entries
  • Export their club’s entry list for a specific race
  • View competitors associated with their club, including ranking information (if enabled)

Team leaders do not have the ability to edit entries on behalf of competitors; that remains the responsibility of the race organiser. If you need an entry corrected, contact the organiser directly with the relevant information.

How to register as a team leader

Two things must be in place before you can access team leader functions:

  1. Your club must have an active subaccount. A subaccount links your club to the platform and allows authorised users to act on its behalf. An organisation administrator must create and activate the subaccount for your club. If you are unsure whether your club has a subaccount, contact your organisation administrator.

  2. Your user account must have the Team Leader role for that subaccount. A subaccount admin (for example, your club’s Race Organiser) can invite you by email. The invitation email will contain a link to set up your account and the Team Leader role will be granted automatically when you accept it.

Once the role has been assigned, log in and select your club from the user drop-down at the top of the page. The team leader options will be available in the navigation menu.

Team leader features overview

After logging in, select your club from the user drop-down at the top of the page. The main options available to a team leader are:

Feature Description
Club entries See a list of all races for which your club has entries and the number of entries for each
Race entries View entries for a specific race, filtered to your club’s members
Entry alerts View any alerts raised against your club’s entries (managing alerts requires this to be enabled on the platform)
Export entries Download a spreadsheet of your club’s entries for a specific race
Competitors View competitors associated with your club and their details

Viewing your club’s entries

From your club dashboard, click Club Entries to see a summary of all races for which your club has entries, along with the number of entries from your club for each race. Click a race to see the full list of entries from your club for that race.

The entries shown are those where:

  • the submitter has linked your club to the entry, or
  • one or more of the competitors in the entry is associated with your club.

For crew entries, all crew members are shown even if some are associated with a different club.

Each entry in the list shows:

  • Competitor name(s)
  • Crew type (e.g. K1, C2)
  • Race class entered
  • Division
  • Membership status

Filtering and searching entries

The entry list can be filtered by entry status (e.g. show only Accepted entries).

Entry alerts

The system automatically checks entries for potential issues and raises alerts (sometimes also called warnings) when something needs attention. To view alerts for a race, click Entry Alerts on the race entries page. Each alert shows the competitor’s name and the type of issue. For guidance on what each alert means and what action is needed, see the Entry Alert Reference.

Entry alerts are primarily for the benefit of race organisers, and it is the organiser who manages and resolves them. However, team leaders are encouraged to keep an eye on any alerts for their club members. If you have information that would help resolve an alert — for example, a name discrepancy or a membership issue — contact the race organiser directly.

Note: The ability to manage (dismiss or act on) entry alerts may not be available to team leaders unless this has been enabled by the platform. If you cannot see alert management options, contact your race organiser.

Exporting your club’s entries

To download an entry list for your club for a specific race:

  1. Go to the race entries page for the race.
  2. Click Export.
  3. Select the entry statuses you wish to include (e.g. Accepted only).
  4. Click Download.

The export is produced as an Excel spreadsheet (.xlsx). Each race class appears on a separate worksheet. The columns included are:

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

The file is named {event-name}-{club-code}-{date}.xlsx.

What to do if a competitor enters the wrong division

Team leaders cannot edit or correct entries directly. If a competitor has entered the wrong division, they should contact the race organiser as soon as possible. The race organiser can edit the entry to correct the division (see the Race Organisers Guide).

If an entry alert has already been raised for the entry, contact the organiser and provide any relevant information to help them resolve it.

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

Team leaders cannot update entries to reflect a competitor’s promotion. If a competitor has been promoted to a higher division after submitting their entry, they or the team leader should contact the race organiser directly, providing the competitor’s name, their old division and their new division. The race organiser can then edit the entry to update the division.

The system may also raise a division mismatch alert automatically — if so, contact the organiser and provide any relevant information to help resolve it.

Viewing competitors and their rankings

Competitors page

All competitors registered on the platform can be viewed from the Competitors page in the top navigation. This page allows you to filter by club and search by name.

As a club team leader, you also have access to a dedicated competitors page for your club. This page lists all competitors linked to your club and includes a summary of the races each competitor has already taken part in.

Both pages link to a common competitor details page, which shows:

  • Ranking information (if rankings are enabled on the platform)
  • Membership details
  • Qualification records (a qualification links a competitor to a specific race result)

Note: Rankings are an optional feature. If rankings are not enabled on your platform, ranking information will not be displayed.

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