Site Users Guide
This guide is for anyone who wants to find a race and submit an entry.
Contents
- Registering for an account
- Finding a race
- Viewing event information
- Creating an entry
- Your basket
- Checking out
Registering for an account
Creating a site account is optional for entering races, but it is recommended if you plan to enter multiple events, as it saves you re-entering your contact details each time you check out.
To register, click Sign up (or Register) in the top navigation bar and complete the short registration form. You will receive a confirmation email — click the link in that email to activate your account.
Tip: You can also create an account at the end of the checkout process, which will automatically link your new account to the order you have just completed.
Finding a race
Advertised races
The site home page displays a list of upcoming races in date order, with the soonest race shown first. For each race the following information is shown:
- Race name
- Date
- Organising club
- Entry status — Open or Closed
A race has an optional entry opening date and a closing date (deadline). Entries can only be submitted while the race is Open, i.e. between those two dates. When entries are not yet open, the opening date is shown; when entries have closed, the closing date is shown.
Tip: Click the site logo or title at the top of any page to return to the race list.
Hidden races
Some races are not listed on the home page. A race organiser may choose to make a race hidden, so that it is only accessible to people who have been given a direct link. If you have been provided with a link to a hidden race you can go directly to the race page and enter as normal.
Past events
Once a race date has passed, the race is removed from the main list. You can still access information about past races from the Past Events list, which is available from the navigation bar or homepage.
Viewing event information
Click the race name on the home page to view detailed information about the race, including:
- Race description and any notes from the organiser
- Race date and location
- Available race classes and entry fees
- Entry opening and closing dates
- Terms and conditions
Creating an entry
Entries can only be created while a race is Open. To start an entry, open the race page and click the Add Entry button.
Creating an entry takes you through a short wizard with the following steps:
- Select a crew type
- Enter competitor details
- Select a race class
Selecting a crew type
Choose the crew format for this entry, for example:
- K1 — single kayak (one competitor)
- C2 — double canoe (two competitors)
- Team — team entry (number of competitors defined by the race organiser)
The crew types available depend on how the race has been configured.
Entering competitor details — existing competitor
For competitors who have previously entered an event, you can search for them by name. Type their surname (and optionally first name) into the search box and select the correct person from the list. Their details — club, age class, gender class and division — will be pre-filled for you.
Review the pre-filled details carefully before continuing; if anything needs to be corrected (for example if the competitor’s age category has changed), click Back and update the details on the Manual Entry tab before proceeding.
For crew entries, repeat this process for each competitor in the crew.
Entering competitor details — new competitor
If the competitor has not entered before, click the Manual Entry tab and fill in their details:
| Field | Description |
|---|---|
| Surname | Competitor’s surname |
| First name | Competitor’s first name |
| Club | The club they represent |
| Age class | Age category, e.g. Junior, Senior, Veteran |
| Gender class | Gender category, e.g. Male, Female |
| Discipline class | The variant of the sport, e.g. Kayak, Canoe |
| Division | Current competitive division or grade |
Selecting a race class
The final step shows the race classes available for the crew type and competitor details you have provided. Select the class you wish to enter.
If the race has been configured to support automatic class selection, the most appropriate class will be pre-selected for you based on the crew’s division, gender and/or age. You can accept the suggestion or choose a different class from the list.
Tip: If you realise that a detail is incorrect at this stage, click Back to go back and update the competitor details before selecting a class.
Your basket
Once you have successfully created an entry, it is placed in your basket. You can continue adding further entries before checking out. The basket is shown at the top of the race page and lists all entries you have added so far.
You can remove an entry from the basket at any time before checking out.
Checking out
When you are ready to submit all entries in your basket, click Checkout (or Submit entries).
The checkout process consists of two or three steps, depending on how the race has been configured.
Membership checks
The first step reviews the membership details for every competitor in your basket. Where the system can verify membership automatically, it will do so. If there is a problem with a competitor’s membership, it will be flagged here and you must resolve it before continuing.
Membership types
Races may require competitors to hold a specific type of membership. The following types may be accepted, depending on how the race organiser has configured the event:
| Membership type | Description |
|---|---|
| Full or associate membership | A current governing body membership (full or associate category), verified online or by proof upload |
| Event ticket | A temporary membership purchased as part of the checkout — if the race organiser has enabled this, the cost is added to your entry fee automatically |
| Single Event Membership (SEM) | A membership purchased separately from the governing body for a specific event. If required, you will be prompted to enter your SEM details at checkout |
| No membership | Some races allow competitors to enter without a governing body membership, if the race organiser has enabled this option |
Resolving membership issues
The options available to resolve a membership issue depend on what the race organiser has enabled:
| Option | Description |
|---|---|
| Online check | Membership is verified automatically against an external database |
| Upload membership card | Upload a photo or scan of the competitor’s membership card |
| Show on the day | Agree to show proof of membership to a marshal at the race |
Note: If an additional fee applies for providing proof of membership on the day, this will be shown clearly before you agree to proceed.
If you are unable to resolve a membership problem for a particular competitor (for example, because you are entering on their behalf and need more information from them), you can remove that entry from the basket and complete the checkout for the remaining entries. You can then create a separate order for the removed entry once the issue has been resolved.
Pre-renewal entries
Where a competitor’s membership is close to expiry, the system may allow a pre-renewal entry, meaning the entry is accepted provisionally on the understanding that the membership will be renewed before race day. The organiser can configure whether pre-renewal entries are permitted for a particular race.
Additional entry data
Some races require additional information to be provided with each entry, for example an estimated finish time or a start-group preference. If this is the case, an additional step will appear in the checkout wizard where you can enter this information.
Your details
Provide your contact details — name, email address and phone number — as the person making the entries. You must also agree to the event terms and conditions and the site’s service terms.
If you are creating entries as a team leader on behalf of your club, you will see an option to indicate this.
Payment
How (and whether) payment is collected at checkout depends on how the race organiser has set up the event:
| Payment method | Description |
|---|---|
| Online | Pay at checkout via Stripe, PayPal or SumUp. Depending on what the race organiser has enabled, online payment options may include card, bank transfer, Pay by Bank or Direct Debit |
| Invoice | An invoice is raised; payment is made separately (e.g. by bank transfer) |
| Pay later | Entries are submitted without payment; payment is made on the day of the race |
Note: The online payment methods available to you at checkout depend on what the race organiser has configured. In addition to card payments, options such as bank transfer, Pay by Bank or Direct Debit may be offered if the race organiser has enabled these through Stripe.
If Pay later is available and you select it, note that the organiser may charge an additional on-the-day surcharge, which will be shown clearly before you confirm.
If no payment is required (e.g. for a free event), the payment step is skipped.
Confirmation
Once all entries have been submitted you will see a confirmation screen showing:
- A summary of all entries submitted
- The total amount paid (or due)
- Your order reference
A confirmation email is sent to the email address you provided during checkout. The email contains the same information as the confirmation screen.
If you are logged in, the order is automatically linked to your account and you can view it later from the My Orders page. If you are not logged in, you will be given the option to create an account at this point, which will link the order to your new account.