Online Entry/Comp Admin/Setup

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Competition Setup Guide

This guide will explain how to setup, add and edit events in a competition.

  • Log into the British Rowing website
  • Hover over the Online Services button on the top left of the page.
  • Click the Online Entry button from the dropdown.
  • You will be presented with a screen that has a menu down the left hand side, and a list of all the clubs and competitions you are an administrator for in the centre.
  • Find your meeting in the Administer Competitions list and click on it.
  • Click the competition date.
  • A page with tabs should have appeared. The instructions below tell you what to do with these tabs.
  • It is best to follow these instructions in order.

Details Tab

  • Fill in the form as described below:
    • Boating permissions required - for tideway events only. You need to contact us to set these up properly.
    • Allow composite - allows composite entries with rowers from more than club.
    • Allow non British Rowing crews - let Scottish and overseas crews enter.
    • Requires priority - forces the club to prioritise their entries in case the competition fills up.
      • When you view entries from a club, you will be able to see the priority of the crews the club has entered, and choose at your own discretion which crews to reject if needed.
    • Accepts online payments - takes payment via WorldPay.
    • Terms and Conditions URL - a link to the page about your event on the internet, if there is one.
    • Address - the address for people to send cheques to.
    • Notes - any other notes that should be added for this event.
  • Click Update Meeting Details to save this information.

Events Tab

Choose the event type and how you want to add the events below and follow the instructions. The majority of the time you will want to be adding bulk events, as it makes the process of adding more than one event at a time a lot easier. However, if you are looking to add just one event, the individual event entry is the process you will want to follow.

Events can also be edited before the competition status is "Open for entries".

Bulk Add Events

Senior Events

  • Click Bulk add events.
  • Choose Senior and click Continue.
  • Tick the U23 or Lightweight boxes if the events fall into these categories. To just add a senior event, don't tick any boxes.
  • Enter in the relevant prices for the event categories, and click Continue.
  • Enter any notes that you want attached to the events - these will be added to every single event you create at this time. They can be edited individually later.
  • Tick all the boxes that represent the events you want to add. Open is visible by default, so to add Female events, just click the words Female Events and the box will expand. This also works for Mixed events when you click the Mixed Events title.
    • If you want all of a category ticked, you can click the green tick icon at the bottom of the column, and it will tick all of the categories for you.
  • Click Continue when you are happy you have added all the events you need.
  • A confirmation screen will now appear. Check this, and then click Finish.
  • The events will now show up in the events list.

Junior Events

  • Click Bulk add events.
  • Choose Junior and click Continue.
  • Leave the sub-category section and click Continue.
  • Enter in the relevant prices for the event categories, and click Continue.
  • Enter any notes that you want attached to the events - these will be added to every single event you create at this time. They can be edited individually later.
  • Tick all the boxes that represent the events you want to add. Open is visible by default, so to add Female events, just click the words Female Events and the box will expand. This also works for Mixed events when you click the Mixed Events title.
    • If you want all of a category ticked, you can click the green tick icon at the bottom of the column, and it will tick all of the categories for you.
  • Click Continue when you are happy you have added all the events you need.
  • A confirmation screen will now appear. Check this, and then click Finish.
  • The events will now show up in the events list.

Veteran Events

  • Click Bulk add events.
  • Choose Veteran and click Continue.
  • Select None on the racing class and Continue.
  • Enter in the relevant prices for the event categories, and click Continue.
  • Enter any notes that you want attached to the events - these will be added to every single event you create at this time. They can be edited individually later.
  • Tick all the boxes that represent the events you want to add. Open is visible by default, so to add Female events, just click the words Female Events and the box will expand. This also works for Mixed events when you click the Mixed Events title.
    • If you want all of a category ticked, you can click the green tick icon at the bottom of the column, and it will tick all of the categories for you.
  • Click Continue when you are happy you have added all the events you need.
  • A confirmation screen will now appear. Check this, and then click Finish.
  • The events will now show up in the events list.

Individually Add Events

Senior Events

  • Click New event.
  • Choose Senior from the drop down box.
  • Tick the U23 or Lightweight boxes if the events fall into these categories. To just add a senior event, don't tick any boxes.
  • Select the gender from the drop down box.
  • Select the boat size and type from the drop down box.
  • Select the racing class from the drop down box.
  • Enter the fee for the race in the text box.
  • Enter any event information in the info box - this will show up on the list of all the events in the competition.
  • Enter any other notes that you want attached to the events - while these will not show up in the list view of the events, they can be seen when you select an individual event to view.
  • Click Create event when you are happy with all the details of the event entry.
  • You will be taken back to the events screen where the race you added will now show up in the events list.

Junior Events

  • Click New event.
  • Choose Junior from the drop down box.
  • Leave the sub category drop down box as it is.
  • Select the gender from the drop down box.
  • Select the boat size and type from the drop down box.
  • Select the junior age from the drop down box.
  • Enter the fee for the race in the text box.
  • Enter any event information in the info box - this will show up on the list of all the events in the competition.
  • Enter any other notes that you want attached to the events - while these will not show up in the list view of the events, they can be seen when you select an individual event to view.
  • Click Create event when you are happy with all the details of the event entry.
  • You will be taken back to the events screen where the race you added will now show up in the events list.

Veteran Events

  • Click New event.
  • Choose Veteran from the drop down box.
  • Select the racing class from the drop down box.
  • Select the gender from the drop down box.
  • Select the boat size and type from the drop down box.
  • Select the Veteran category from the drop down box.
  • Enter the fee for the race in the text box.
  • Enter any event information in the info box - this will show up on the list of all the events in the competition.
  • Enter any other notes that you want attached to the events - while these will not show up in the list view of the events, they can be seen when you select an individual event to view.
  • Click Create event when you are happy with all the details of the event entry.
  • You will be taken back to the events screen where the race you added will now show up in the events list.

Post Setup Tasks

Editing Events

To edit events, the competition status must be "In Planning". Otherwise, any existing crew entries to the event will not be checked against the event's new criteria. This could mean crews get entered into the inappropriate event.

  • Click the Events tab.
  • Find the event you wish to edit, and click on it's Event Identifier.
  • You many now change any boxes as when you entered the event originally.
    • The only category that cannot be changed is the age (i.e. Senior, Junior, Veteran).
    • To change the age, you must delete the event and add it again with the changed age category.
  • Once you have changed all the information about the event you need to, click Update event details.
  • You will be taken back to the events overview page, where you can select other events to edit if you wish.

Deleting Events

Once an event is deleted it cannot be retrieved by any means. Use this function carefully, as deleting an event from a competition that is "Open for entries" will delete all the crew entries. We recommend only deleting events with the "In Planning" competition status.

  • Go to the Events tab.
  • Find the event you wish to delete, and tick the tick box to the left of it's Event Identifier.
    • Clicking the All or None yellow links at the top of the table selects all of the tick boxes, or none, as appropriate.
  • Click Remove event(s).
  • The events overview page will be updated, with the events selected for deletion being removed.

Splitting events into two divisions

If you have events that become full or oversubscribed, and you want to create divisions for them, it can be done post setup (although we recommend the initial division infrastructure is setup prior to the event opening for entries).

  • Go to the Divisions tab.
  • Create a new division that will be used exclusively for event overflows.
  • Suspend this division (so no one can choose to enter it).
  • Ensure all events can enter this division (although no one will be able to because the division is suspended), by assigning all events to be available to this division.

Once entries are closed, unsuspend your overflow division (created above).

  • Click the Entries tab.
  • Choose the event you wish to split out into divisions.
  • Select the entries you wish to move to the second division (by ticking the box next to them), and "Assign selected entries" to the overflow division (at the bottom of the page).
  • The entries will now be split over two divisions - which will be reflected in the crew export, and subsequent results entry.
  • Please note, if the events in each division will have their own winner, they need to be created as separate events