.png){kind=small}
A Comprehensive Guide for Race Directors
Managing a race is no small feat, and having the right tools at your disposal is crucial for ensuring everything runs smoothly. At Sublime Timing, we understand the unique needs of race directors, which is why we've equipped our platform with a robust set of admin functions designed to streamline your race management process. This post provides an overview of the admin features available to you, along with detailed instructions on how to access and use each one.
Section 1: Edit Race Details
As a Race Director, you can easily update key race details at any time. To access this feature, log in with your admin account, go to your race page and select "Edit Race" Here, you can make changes to the following:
Transfers Allowed Until: Set or modify the deadline (date and time) for participant transfers. (See instructions for transfers here)
Location: Update the race location to reflect any changes.
Race Description: Edit the race description to provide participants with the most accurate and up-to-date information.
These fields allow you to keep your event details current and ensure participants are informed of any changes.
Section 2: Open and Close Entries
Opening and closing entries is a fundamental part of race management. From the race page, select "Edit Race". To control the entry status, simply select or deselect the "Entrance open" checkbox. (The race is open for entries when the box is checked)
Section 3: Note to Participants in the Confirmation Email
Race Directors can add a personalized note to the confirmation email that participants receive upon registration. To do this, select "Edit Race" from the race page and type your message into the box "Email message". Include special instructions, thank you messages, or additional event details.
This customization enhances communication and engagement with your participants.
Section 4: Edit Participant Details
Need to make changes to a participant's information? From the race page, select "Edit" button beside the participant that you want to update. You can update:
Name: Correct any misspellings or changes in the participant's name.
Gender: Amend gender details as required.
Date of Birth: Ensure the correct date of birth is recorded.
Club: Modify the participant’s club affiliation.
These adjustments help maintain accurate records and provide a better participant experience.
Section 5: Remove Participant from the Event
In cases where a participant needs to be removed, you can easily do so from the "View Entrants" panel on the race page. Select the "Edit" button beside the participant you wish to remove, and click the "Defer" button. This function ensures that your entry list remains current and accurate.
Section 6: Monitor Entries
Keep track of your event’s progress with the "Race Admin" view, from the race page.
You can monitor:
Number of Entries: Check how many participants have registered.
Number of Vouchers Used: Monitor the usage of promotional vouchers.
Number of Vouchers Created: Track how many vouchers have been generated.
Entry Income: Review the total income generated from race entries.
Entry Sales Graph (Year on Year): Visualize entry trends over the years with an easy-to-read graph.
These tools provide valuable insights into your race’s performance, helping you make data-driven decisions.
Section 7: Create Vouchers
If you need to provide free to enter vouchers, select the number of vouchers required and click on the "Create Vouchers" button in "Race Admin" view. Your voucher codes will show on the green bar across the screen. (Shown below)
Section 8: Enter Participant (at no cost)
To enter a participant into an event without requiring payment, simply provide them with a voucher code (see instructions above). Ask them to complete the registration as usual, using the voucher code in place of making a payment.
Section 9: Download Entry Data
For race management, data analysis or record-keeping, you can download all entry data directly from the "Race Admin" view. Select file type you wish to export from the dropdown list (marked with an arrow) on the right-hand side of the "Race Admin" view. A file containing all relevant participant information will download to your device.
By utilizing these admin functions, you can effectively manage every aspect of your race, ensuring a seamless experience for both you and your participants. Dive into your "Admin" panel today and explore the full range of features Sublime Timing has to offer! If you require any support with the Admin tools, please contact us at info@sublimetiming.com.
Comments