Creating a Club event

Modified on Tue, 19 Aug at 9:06 AM

Clicking on Events in the Manage menu will bring up a list of your events, which you can select between upcoming and past events as well as yearly calendar view option.

There is also the ability to filter your events, by event type, category or venue. You can also export all your events in the current season to a spreadsheet.

Clicking on an Event will open that event to show the information, entries and reports connected to that it. You can also click on a class within that event, shown in the column on the right to go straight to the Entry List for that class.

Before you can create an event, you need a Venue, a Class and a Sport type set in your Account Settings.

To create an event, use the + New Event button at the top of the list.

To edit an existing event, open an event and click the Edit button at the top of the event screen and select "Event Settings".

Event Settings

Set the date, time and name of your event in this section. You will need to specify whether the event is a Race Day (competitors will be scrutineered and tyres recorded) or a Test Day (no scrutineering and no tyre scanning).

You can designate a short name for your event which will be used to truncate the name in tables on the system for easier viewing i.e. Round 1 would have the short name R1.

Pick your venue from the dropdown. If you don't have or the venue isn't listed you will need to create a venue first.

Then set the Event Category (if configured) and end if more than one day. Set the Time zone if required.

You can then set some entry restrictions if required.

You can also set how many classes an individual person can enter. Leave blank if there is no limit.

You can also restrict the event to only those who are Club Members. See Memberships for more details on who is classed as a Club Member.

You can also restrict the number of entries for the entire event by setting the Override Class Max Entries. This is useful if you need to restrict the total number of drivers for the event or have all your classes on track at the same time e.g. Open Testing, Endurance Races etc.

If you have set age limits on a Class you can prevent entry to a class if a competitor does not meet the age requirements.

You can choose whether an event is open for members or non members. Leave blank to have the event open to any one or click the "+add membership restrictions" button to add one or more membership levels that can enter this event.

You can also choose whether an event is restricted to those with a tag. Leave blank to have the event open to any one or click the "+add tag restrictions" button to add one or more tags that a person needs to enter this event.

Guest Entries

If your championship is configured to allow guest entries, you can select whether this event allows guests to enter by ticking the respective box.

Transponders

You can choose whether to offer hire transponders and set their price for hire here.

Race Numbers

In this section you can set what race number policy to apply to the event. FOr example if you're running an endurance event where all classes are on track at the same time, you may want to have all numbers unique across all classes.

Invoicing & Financial

If you need to add a a special code to classify your event entry income or your transponder rental income on the financial reports you can do so here in this section.

Online Settings

The online settings allow you to control the visibility and function of features online. These include the ability to Open Entries, Publish Entries or grids online, whether products are buyable online (if applicable) and to show the classes to enter or whether to show the event online at all. Access to the event can be restricted with a passcode as well.

You can also set a date and time for the entries to open and close, when to apply late entry fees and when products are available to buy automatically.

The following options are available for when opening or closing an event, applying the late fees or the sale of products:

Not set - the opening or closing must be done manually
Start of event - the first day of the event, at the time the event is set to start
End of event - the last day of the event at midnight
Days before start of event - the number of days before the first day of the event at midnight
Days before end of event - the number of days before the last day of the event at midnight
Specific time - a specified date and time

Note: If you copy your events, we recommend you use days before/after and not a specific date, as this date will be copied to the new event.

Public Event Page

This is an optional section when you can add a short description of your event or important entry information. You can format the text and include hyperlinks too by using the buttons above the text input.

You can also add an image that will be displayed above the description. The image should be a JPEG file with maximum dimensions of 720px by 360px and should be no bigger than 300kb in size.

This would then be shown to those entering as so:

Class Configuration

The class configuration shows which Season the Event is in (with a dropdown if there are multiple options), which Classes are able to enter the event, the championship they are part of, which entry form to use, the maximum number of entries and the pricing for each class.

Tick the classes you want to add to this event and select the relevant championship and entry form for that class (each class can have their own entry form made in the form builder if they require different entry information i.e. individual entries versus team entries.)

Each class can have its own maximum number of entries and its own price. You can also set different price levels depending on membership type or discounts. Click the blue + Price button and select from the available options of price levels. Please see the Entry Prices and Discounts article for more information.

Tickets and Passes

At the bottom of the page is where you can get add any tickets or passes to the event. Click + Add Ticket to select from one of your configured tickets or passes, its purchase window and any waivers that apply. For more information, see the Tickets and Passes support article.

Other Settings

Once you have configured all of these settings you are then ready to click the create/update button to save it. You can then make use of other features linked to this event e.g.: