Creating a Club event

Modified on Thu, 10 Nov 2022 at 10:09 AM

Clicking on Events will bring up a list of your events, both current and upcoming as well as an option to look at previous years events.

Clicking on an Event will open that event to show the information, entries and reports connected to that event. 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.

To create an event using the New Event button at the top.

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

To edit an existing event, 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.

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.

Members, Non-Members and Guests

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.

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.

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. 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.

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. You can also use multiple price levels together.

For example you can have one price for members, a second discounted price for entering both days of a two day and a third discounted price for members entering both days at a two day event.

Please contact the Support team to add discounts applicable to your club not shown here.

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.: