Race Registration Signup on ITS YOUR RACE

Transcription

1 Race Registration Signup on ITS YOUR RACE **IMPORTANT NOTE** Before Signing Your Race Up for ITS YOUR RACE Registration, it s important to know how our payment system works for registration, and what different ROLES we designate to different people involved in an event. TIMERS: You have two different options in setting up your race director s online registration for them: 1) Ask them ahead of time to select their payment option (see two options below) and provide the information required below before you create the race and set up online registration on the system. In this case you would designate your roles as OWNER AND TIMER when you create the event. The OWNER permission enables you to put in the financial information for registration fee payments. 2) Go in, create the race and designate your roles as a TIMER AND MANAGER, then invite your race director as an OWNER and he/she can finish the process of setting up registration by filling out the payment information required below. You will receive an once they have gone in and filled out their financial information. ITS YOUR RACE allows an EVENT OWNER (race director) to choose between two different options in order to receive the money from their online registrations: 1) Direct deposit Paid directly into your bank account on a 7 day rolling basis. Requirements for Direct Deposit: a. Business Type (corporation, sole proprietorship, non profit, etc) b. Legal Business Name c. EIN (Tax ID) d. Business Address e. Website f. Business Owner/Representative First Name and Last Name g. Business Owner/Representative Date of Birth h. Business Owner/Representative Last 4 Digits of Social Security Number i. Business Owner/Representative j. Business Name k. Business Phone l. Routing Number m. Account Number n. We will also require a w 9 form to be filled out electronically. 2) Check payments Paid on the 20 th of every month, or the first business day after Requirements for Check Payments: a. Country

2 b. Business Type (corporation, sole proprietorship, non profit, etc) c. Legal Business Name d. EIN (Tax ID) e. Business Address f. Website g. Business Owner/Representative First Name and Last Name h. Business Owner/Representative Date of Birth i. Business Owner/Representative j. Electronic Signature Basic Event Setup 1) If you do not have an ITS YOUR RACE account yet, create one here: a. *Note* Be sure to select TIMER in the dropdown box when you re creating your account 2) Once you ve signed up, click the link to Create a New Event 3) The system will require you to verify a cell phone number to verify that you are a real person. Standard text messaging rates will apply. 4) Fill out the form with details of your event. a. Event Name: The overall Name of your event, which may include title sponsors b. Event Website c. Event date and Time Zone that the event will be held in d. Event Type e. Event Website f. Short Description This would simply be The Awesome 5K is the summer s hottest event in Myrtle Beach. g. Full description This is the who, what, when, where and why. Include as much information as possible including parking, awards, spectator information, etc i. *NOTE* You can copy and paste directly from your website and the formatting (font, colors, spacing, etc) will carry over to the FULL DESCRIPTION box h. *IMPORTANT* Your role in this event: IF YOU HAVE ALL OF THE PAYMENT INFORMATION PRIOR TO CREATING THE EVENT ON ITS YOUR RACE: Check OWNER AND TIMER If you do not, and wish to invite the RACE OWNER to the platform to fill out the information for registration payments themselves, then check TIMER and EVENT MANAGER. Once you sign up for registration services, there will be a step to

3 invite a user as the event owner. 5) Fill out the location (address) of your event, and click search. You can drag and drop the pinpoint around if necessary. Click save. 6) Next, upload a large and small logo. Be sure to resize and save your logos to the specified formats (JPG or PNG files). Upload and then click Continue to the Next Step Sign Up for Registration Services Once your event is set up on IYR, you can now sign up for online registration. Check the box that says YES, I d like to sign up for registration services 1) Check the box stating that ITS YOUR RACE will be your exclusive online race registration provider and click CONTINUE TO NEXT STEP 2) If you have all of the payment information prior to putting the event on the platform and you ve designated yourself as the Event Owner, you will be able to continue choosing a payment option and filling out the corresponding information. IF YOU DO NOT HAVE THE PAYMENT INFORMATION YET, and you designated yourself as a timer and event manager only, you will be brought to the page where you need to invite your event owner via to sign up for ITS YOUR RACE and finish filling out the payment information. Once they have done this, you will receive an notifying you that the registration setup is complete and you can continue to the next step. Create Races for Your Event Once you ve set up registration and your application for direct deposit has been approved, you must complete a few more tasks before setting registration to live. On your IYR home dashboard, you have a To Do list which will walk you through the steps to complete setting up your registration. The first on your to do list will be Create the races for your event. Click this link. 1) Many event days or weekends have separate races. For example, an event may include a 5K and a 10K or a marathon, half and 5K. These would be considered separate races that must be set up individually. If your event only has a 5K, you only have to add 1 race. First, put in the Race Name. 2) Your Short Race Name is used in the mobile app and results. So, if it s the Myrtle Beach Marathon, the short name would be Marathon. If it s the XYZ Sponsor 5K, then the short name would be 5K. This is a required field.

4 3) The division name matches the Jaguar Division field 4) Put in the race Date, Time and Type 5) Choose whether the race is timed or not. 6) Choose whether your results will be sorted by Clock Time or Chip Time. You will need to talk to your timer about this. 7) Select whether results will be official or not. Some timers go back immediately following the event to adjust certain things beyond their control such as participants running the wrong event, missed chip reads and more. You may wish to make results unofficial until you can be sure that all issues have been worked out. 8) Display order. This is where the race will appear in the dropdown for the results on the web as well as in the mobile app. Most RD s want their biggest event to appear first, but you may wish to put them in chronological order. If you only have 1 race at your event, just keep it at 0. 9) Allow Registration for this Event. If this is a race that you want people to register for, select YES. Almost all races set up will select YES to this. 10) Put in the Minimum Age and Maximum Age, if any, for your event. 11) Put in the Maximum Number of Participants Allowed. 12) Save the race. 13) Repeat the process until all of your RACES have been added. Set Up Registration Types Your Registration Types include every possible scenario for your participants to register. If you offer a discount for early registration, that will be one separate registration type and the late registration will be another. If you have a student fee and an adult fee, those are two different registration types. These can be copied and altered to make it easier to set up multiple registration types that may be similar. You can also add custom questions to each registration type. 1) Click the REGISTRATION menu item on the left nav menu in the admin tool.

5 2) Set up your Registration Details. Change Allow Registration to Yes, change the name if you wish and change the From Name and if you wish. By default, your registration confirmations will come from ITS YOUR RACE and Finally, if you or anyone involved with your event wishes to receive a notification every time someone registers, you can add in any addresses under Registrations Notifications. Save these settings. 3) Click on Registration Types on the left nav menu. 4) Add a Registration Title. For example, 5K Earlybird Registration Until 7/31 5) Set the Price of this registration type 6) Set the Number of Participants to include for this entry. This will almost always be 1 except for team registration types. 7) Set the Start Date and Time and the End Date and Time a. *Note* In the above example, if earlybird registration ends on 7/31, then you would set the end date to 8/1 at 12AM. Then, your 5K Regular Entry would start on 8/1 at 12AM. 8) Select any included races with this registration type. For example, 5K Earlybird and 5K Regular Entry would be two separate registration types both tied to the 5K race. This is why it s important to set up all races prior to setting up registration types. If this registration type is something like Race After Party Ticket and it s not associated with any races, check the box that says no races are associated. 9) Set your Registration List Title. 10) Check all of the fields you d like to include on your registration form and whether or not you d like the fields to be required. You can add custom questions once you save the registration type. 11) Put in all available shirt sizes. 12) Change the waiver, if necessary. 13) Save the Registration Type.

6 14) If you need to add custom questions to the registration type, click EDIT next to the type that you just created and click the CUSTOM QUESTIONS button. 15) Click ADD A QUESTION and fill out the form for your custom question. Click SAVE QUESTION when you are done and add more custom questions if necessary. You can add as many as you want. When you are finished adding custom questions, go back to REGISTRATION TYPES 16) If you d like to copy and edit the registration type that you just created, you can click Copy this Reg Type and then edit the copy, or you can start the process over again. Live Registration Once you have completed setting up all possible registration types and made sure that ALLOW REGISTRATION is set to YES (under Registration details), you are now ready to share the link to online registration with your participants. 1) At the top of your admin tool, you will see a menu with a link to your race name. The top menu will look like this: Home / Admin Home / XYZ 5K Race. Click the name of your race. 2) This is your main dashboard and includes the link to your ITS YOUR RACE page to share. Under EVENT SUMMARY, you will see Event URL. This is the link to share on your website, Facebook page, Twitter page, etc to allow a direct link for participants to register. 3) You can check all of your orders on this main dashboard display when you login. If you d like to go into more depth regarding each order, you can click on REGISTRATION and ORDERS