2018 CHARITY GOLDEN BOND HOLDERS ONLINE CONSOLE STEP BY STEP GUIDE

Transcription

1 2018 CHARITY GOLDEN BOND HOLDERS ONLINE CONSOLE STEP BY STEP GUIDE 1. You would have received the following notification from with your personal username and prompts to create your own individual password which enables you to log on to your online entry system. This also includes the number of places allocated to your charity for the 2018 PRLS-100. Please note we ask charities ensure they do not wait until close to the deadline to start entering their riders, riders details can be entered immediately. Hi <CLIENT NAME> Welcome to the 2018 Prudential RideLondon-Surrey 100 Charity Golden Bond online entry system. We are delighted to confirm that your online administration console is now ready to use. It is important that you do not forward on this , along with your chosen password, to any of your riders who are doing their own entry - this is exclusively for you as the administrator of these entries. You have been allocated xxxx place(s). In order to access your console please make a note of your username below: Username: xxxxxxxxx Then, click on this link <LINK> to go to the 2018 Prudential RideLondon-Surrey 100 Charity Golden Bond online entry system and set a password for your account. To note, the password link expires within three days of being received. If you have not set your password within three days of receiving the notification , please contact charityentries@ridelondon.co.uk to have the notification re-sent. Once you ve set your password you ll be automatically taken to your Charity Golden Bond online entry console here: <LINK> Once you have created your password, please use this link to log into your console. The charity's console will close at 17:00 on Friday 25 May. Please note that all entries must be completed before 17:00 on Friday 25 May Entries that are not fully completed by the deadline will be void and will not be entered into the 2018 Prudential RideLondon-Surrey 100. It is the charity s responsibility to ensure all riders are registered successfully on the console before the deadline. Once the entry is complete, the rider will receive an confirming their entry. A green 'complete' will appear on each rider s entry once their online registration has been successfully completed. Download the Step by step guide on how to use the console at: <LINK> If you require any further assistance, please do not hesitate to contact us on or charityentries@ridelondon.co.uk Yours sincerely, The Prudential RideLondon-Surrey 100 Team

2 2. You will then need to follow the prompts and link to create your password. 3. You will then need to follow the second link on the notification to log-on to your page, using the username on the notification and password you created. Below is a sample of what the log-in page will look like. Please note the username and password are case sensitive, so please make sure you copy and paste both of these into the relevant field ensuring no spaces are added.

3 4. Once you have successfully logged on you will be taken to the following page: 5. You can then start to add your riders details one by one, by choosing add riders button to the left of the screen, when you choose it the below screen will appear.

4 6. You can also add your riders details all together by choosing Import CSV the Import CSV screen will look like this: 7. If you choose to upload a CSV file, you must save your file as a CSV file as otherwise it will not correctly import the riders address, within this file you will need 3 columns: , first name and last name. Please see below on how to save a file as CSV. PLEASE NOTE IF YOU UPLOAD A SEPARATE CSV TO THE ORGINAL IT WILL BE OVERWRITTEN BY THE NEW FILE:

5 8. When you have added your riders your screen will show the riders you have added with not notified under Status: 9. Once you are ready you must send an to your riders by either ticking by the riders name and then choosing notify selected or if you have a group of riders you wish to you can click on the notify all riders, this will only notify those who have not previously been notified, and will change the riders status to notified. IT IS VERY IMPORTANT THAT THIS IS DONE AS AN IS NOT AUTOMATICALLY GENERATED AND THE RIDER WILL NOT RECEIVE THEIR INVITATION TO REGISTER. 10. The System will keep a tally of how many places you have, the breakdown of how the places are made up, and also how many you have notified and how many have completed: 11. Once you have ed the rider, the status by their name will change to notified with the date they were notified on. It also gives you the option to re-notify if the rider does not receive the first

6 12. The notification that each rider receives will include the entry console link, their personal username and instructions to set up their personal password, these details enable them to log onto the online entry system. The will come from and this is what the will look like: Dear Prudential RideLondon-Surrey 100 rider, We are delighted to confirm that your 2018 charity entry console is now ready to use. Please follow the instructions below to begin your journey to the Start Line. In order to access your personal console please make a note of your username below: Username: xxxxxxx Then, click on this link <LINK> to go to the 2018 Prudential RideLondon-Surrey 100 Charity Golden Bond account and set a password for your account. Please note: the password link expires within three days of being received. If you have not set your password within three days of receiving the notification , please contact <CLIENT NAME> directly on <CLIENT NUMBER> to have the notification resent. Once you ve set your password, you ll be automatically taken to your online form here: <LINK> where you can input your details and complete the online entry form. Once you have set your password, please use this link to enter the console. Please note: your online entry form must be successfully completed before 17:00 Friday on 25 May 2018 otherwise the entry will be void and you will not be entered into the 2018 Prudential RideLondon-Surrey 100. Once the entry is complete you will receive an confirming your entry. If you need to speak to anyone about your entry, please contact <CLIENT NAME> directly, on <CLIENT NUMBER> Yours sincerely, The Prudential RideLondon-Surrey 100 Team

7 13. Once the rider has logged onto the online system, they will be asked to complete the following online entry form with all their details and also agree to the disclaimer and terms and conditions. They must agree to the disclaimer and terms and conditions, otherwise their entry will be void: 14. Once they have successfully completed the online entry form they will see this screen, with your charities telephone number.

8 15. The rider will then receive the below confirmation once they have successfully completed their online entry. At this stage the rider cannot go back into the console to edit or view their application, only you the charity has the access. Congratulations! You have secured a place in the 2018 Prudential RideLondon-Surrey 100 on Sunday 29 July. Thank you for submitting your details through your Prudential RideLondon-Surrey 100 Charity Golden Bond Entry System account for {{ client_name }}. Should you need to speak to anyone about your entry, please contact {{ client_name }} directly, on {{ client daytime_phone }}. Thank-you for choosing to support a charity. Your fundraising will help to make a huge difference to their amazing work. We recommend you fundraise with our official partner, Virgin Money Giving. Because Virgin Money Giving is not-for-profit and generally charges much lower fees than Just Giving, more of the money you raise goes to your charity and the causes you care about. Start fundraising today at virginmoneygiving.com We will be in touch with regular updates including training tips and special offers to help you prepare in the build up to Ride Day. In the meantime, for news, behind the scenes footage, live video, training advice and the most comprehensive coverage of 2018 Prudential RideLondon, please visit prudentialridelondon.co.uk and on Facebook, Twitter and Instagram. Congratulations once again and good luck with your training! Best wishes, The Prudential RideLondon-Surrey 100 Team 16. Once the rider has completed their online entry form successfully the status will show, as below, with completed next to their name with the date they completed:

9 17. You can view or edit rider s information at any stage before the deadline by clicking on either their first or last name. Remember once they have entered their details and ticked the disclaimer they cannot go back to make any further changes, e.g. address etc. Only you the charity can do this so please make this clear to your riders so they know to contact you with any changes of details. 18. IT IS VERY IMPORTANT THAT YOU SEND THE NOTIFY FROM THE SYSTEM ASKING YOUR RIDERS TO COMPLETE THEIR ONLINE ENTY FORM AS THIS IS NOT AUTOMATICALLY GENERATED AND THE RIDER WILL NOT RECEIVE THEIR INVITATION TO REGISTER. 19. The system will prevent charities making any changes or additions after 5pm 25 May 2018 so please ensure that all your riders are entered on the database, have completed the online entry and are showing in green with completed and a date under the status column. Any entries which are not filled by this date will be frozen and carried over to the 2019 event. We strongly suggest that you chase up any riders to whom you have sent s but are not showing as completed under the status column. We will not chase non completed riders. NB Late applicants will not be accepted under any circumstances. 20. If you wish to get riders details from the system for communication purposes, you can choose the export riders option on your console and export your riders details to an excel spreadsheet, or a csv document. 21. We do recommend once you do have access to your console you practice setting up your riders by using your details and those of your colleagues. These records can easily be deleted by pressing the red x on the relevant entry. 22. If you have any questions or need assistance please the entries team at charityentries@ridelondon.co.uk with your query or call the helpline on We do prefer that you as most queries will need to be looked into.