Knowledge Base

This article covers your overall event setup as well as management before, during, and after your event. You can access all of your events from the My Events page.

Initial Event Setup

• You can manage your event details from the Overview section
  • Registration dates can be used to limit the registration window for your event. The Registration Close Date can be set to the last day you wish to allow competitors to unregister. If you do not want to allow competitor unregistration, then you will want to set registration to close before you publish your event.
  • You can also customize your event by giving your event a custom Url Id or adding your event image and facebook page
• Start by adding your events name, date, description, and location on the initial event registration form
• Next you will need to create your Divisions
  • If you are charging for registration, then you will set your price here for each division
  • If you are hosting a free event, then do not set a division price
• You can add additional event administrators from the Payment/Admin section. An e-mail will be sent including information on how to access your events administration page.

Publishing Your Event

• Before publishing your event, you will want to evaluate your payment settings and create your payout account from the Payment/Admin section
  • If you are hosting a free event, then you will not need to change the payment settings or create a payout account
• Payment Settings
  • Absorb Processing Fee: A {{ options.fee }}% processing fee is required for competitor registration. You have the option to either absorb this processing fee into your event cost or add the fee onto the registration cost.
  • Pay Now: You have the option to pay ${{ options.baseEventCost }} for your event upfront or you can add ${{ options.baseIndividualCost }} per competitor onto your event registration price.
• Payout Account
  • Your payout account is where you will set up how you want to be paid once your event has ended
  • You can view your expected payout amount from this section
  • Payouts occur {{ options.payoutHoldingDays }} business days after your event ends
• You can now go to the Overview section and click the Publish button in order to open your event for registration.
  • Be sure to preview your event by using the Preview button before publishing your event to ensure you are satisfied with your event page.
• Competitors will be able to access their registration information from their My Events page after they register for your event

Prior to Your Event

• At this point you will want to create your workouts in the Workouts section
  • If you do not want to release your workouts at this time then you can choose to save without publishing by clicking the Save button
  • Otherwise click the Publish button to post your workouts directly to your event page
• Once competitors begin registering for your event, you can manage registrations from the Competitors section
  • Competitors can be manually unregistered if needed. This will refund any payment made and remove this registration from your competitor list.
  • Teams can change their team members from their My Events page.
  • You will be able to add teams and competitors manually after your event is published and if you chose to absorb the event cost.
  • Once you have active registrations, you will not be allowed to unpublish your event. If you wish to unpublish your event you will need to unregister all competitors.
• Once you have your workouts entered and registration has closed, you can start scheduling your heat assignments from the Schedule section
  • To begin scheduling you will first choose the how many days your event will be and then assign workouts to each day by clicking on the workout name under the specific day
  • Next you can either use the Auto Assign feature or manually assign your heats
  • Auto Assigning will schedule any unassigned competitor to a heat based on the division order
  • To manually assign your heats, specify the number of heats and lanes for the workout in the heat settings
  • You can also specify the first heat start time and time between heat starts in order to add the time to each individual heat
  • You can move lane assignments between heats by clicking the X in the lane assignment and then clicking the Assign button in the lane of the new heat
  • You can remove a heat by clicking the X in the top right corner of the heat
  • Once you complete a workouts schedule, you can click on the next workout or day to continue scheduling
  • Workout schedules will be posted to your event page as they are added. Be sure to view your event page to verify you are satisfied with your workout schedules

During Your Event

• Scoring can be updated during your event from the Scoring section
  • You can enter scores as heats complete or you can wait and post scores all together
  • Once you are finished entering competitor scores, you will need to click the Save button to publish the scores and update the leaderboard
  • Timed events must use the format mm:ss or ss, for example if the time was 5 minutes and 30 seconds, the score would be 5:30, if the score was only 30 seconds then you would enter 30.
  • Time Caps can be handled by adding 1 second onto the time cap for each repetition not completed
• You can make heat and lane adjustments as needed from the Schedule section
• Your leaderboards will display on your event page and automatically refresh with new standings every minute during your event
• Competitors can use their event Dashboard, found on their My Events page, for an individualized competition experience.

After Your Event

• Congratulations on a successful event! Your event payout will occur within {{ options.payoutHoldingDays }} business days.
  • Please contact us if you have any issues with your event payout