2. Click on the Maintain Competitions link on the left hand menu.

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1 Setting up a competition Before you are able to set up a competition, you will require a user login and competition secretary access. Please contact k9entries@gmail.com for the latter. Refer to the Logging in guide for the user login. 1. Log in and click on Admin link on the left hand menu. 2. Click on the Maintain Competitions link on the left hand menu. 3. Click on the Add competition button under the Maintain Competitions heading. 4. Select the Club you wish to create a competition for. Please note that only clubs that you have competition secretary access for will be listed in the drop down list box.

2 5. Next, if you wish to give a name to a competition (eg. Easter Extravaganza ), enter this in the Comp Name field. This field is optional, and anything entered in the field will appear in the drop-down list of competitions that is seen on the Submit Entry page. 6. Enter the Entry Close Date. Click on the text box field next to the Entry Close Date, and a calendar should appear as shown below (for best effect, it is recommended to use the Google Chrome Internet browser to view the website with). 7. Enter the Early Bird Close Date in the same fashion you selected the Entry Close Date. 8. Enter the Early Bird Fee. Include the decimal point, but do not include any dollar ($) signs. 9. As above for the Late Close Fee. 10. Next, select the payment methods that your club is willing accept for the competition. If the club wishes to allow Direct Deposit, they should also ensure that the club s bank account details are also set up (view the section on changing club details below). When a user selects the direct deposit option, they will then see the bank account details appear in the Submit Entry page. Note the PayPal feature is not fully setup for K9 Entries at the time of writing. Should your club wish to allow PayPal as a payment method, please contact k9entries@gmail.com with at least 2 weeks notice (prior to publishing the competition).

3 11. Leave the Ready to Publish tick box blank for now. This is so that people cannot try to enter the competition before it has been fully set up. Click on the Save button. This will take you back to the Maintain Competitions page. 12. Find the competition that you just created, and click on the Edit button located to the right of it. 13. Once back in the Edit Competition page, you can start adding classes. Click on the Add Class button. 14. Note that the competition details are shown at the top of the Edit Class page. These are not editable, but just there to remind you of which competition you are adding classes for. 15. Enter the Class Number. In ADAA, the format is 1a, 1b, etc. In this example, we are setting up the class 1a. Combined Elementary Maxi Jumping

4 16. Select the Programme, by clicking on the radio button (circle) to the left of the programme name. In the above, we have selected the Combined programme (as in Combined Elementary Maxi Jumping ). 17. Select the Standard, by clicking on the drop down list and selecting it from the list. In the above example, we have selected Elementary (as in Combined Elementary Maxi Jumping ). 18. Select the Height Class, by clicking on the drop down list and selecting it from the list. In the above example, we have selected Maxi (as in Combined Elementary Maxi Jumping ). 19. Select the Test Type, by clicking on the drop down list and selecting it from the list. In the above example, we have selected Jumping (as in Combined Elementary Maxi Jumping ). 20. Select the ring number for the event. 21. Select the judge from the Judges Name drop down list. 22. Select the number of dogs per entry, by clicking on the radio button (circle) to the left of the number of dogs. Generally, this is 1. As described on the page, if it is a pairs event, select 2, 3 for a 3 dog team, and so on. 23. Select the Card Type to be used for clear rounds. If it is an Agility/Jumping event, select the Clear Round, and for games, select Qualifying Certificate. 24. Lastly, select the scoring type to be used (to calculate placings and clear rounds). Select AGILITY/JUMPING for Agility and Jumping events, GAMBLERS for gamblers and gamblersstyle events, SNOOKER for snooker and snooker-style events, or TIME PLUS FAULTS (which will be indicated by the judge usually on the day of judging). This is usually used for events such as JWOW or Steeplechase, but please check with the judge. 25. Most competitions will run events for all height classes. If this is the case, you can take a short-cut to create the remainder of the height classes by clicking the Save and Copy for all heights button. In the above example, this will create the classes: a. 1b. Combined Elementary Midi Jumping; b. 1c. Combined Elementary Mini Jumping; and c. 1d. Combined Elementary Toy Jumping 26. Should you only want to add one height class for this event, and want to add another event, click on the Save and Add Another Class, and it will save this event class and take you back to the Edit Class page. Alternatively, click on the Save button and it will save the event class and take you back to the Edit Competition page. 27. In the above example, the Save and Copy for all heights button is clicked.

5 28. The Edit Competition will now show the classes that you just added as shown in the below example. 29. If you made a mistake (or perhaps you need to change the scoring method or judge, etc), you can view all the classes in one page for a bulk update. This can be done via clicking the Edit All Classes button shown just below the Save and Cancel buttons. 30. Edit the Class details as necessary and click on the Save button. The <<Back button returns you to the Edit Competition page without any changes. 31. If only have one class to change, you can also click on the Edit button next to the class you wish to change.

6 32. Clicking the Edit button will take you back to the Edit Class page. Simply make your changes and click on the Save button in the Edit Class page. 33. Once you have finished creating all the event classes for the competition, click on the Ready to Publish checkbox. 34. Make sure the Publish Running Order is un-ticked. Unticking this box means that competitors will see a running order (so that they can double check that their entries were received), but there will be a DRAFT watermark printed on the running orders. This indicates to the competitor that the running order is not yet finalised.

7 35. Click on the Save button. Your competition will now be shown in the competition drop down list on the Submit Entry page (ie competitors are able to enter!). After close of entry Updating entries and entrant details Some competitors may wish to change their entries after the closing date. They are not able to do this via their Members Area (as the website does not allow it so that competition secretaries are made aware of their changes). The competition secretary has access to do this via the Entrant Maintenance page. 1. Click on the Entrant Maintenance button on the Edit Competition page. 2. Note the links under the Owner, Handler, Dog and Date recvd/modified column headings. Clicking on these links will order the competitors as per the specified column. For example, if you want the competitors to appear in order of the handler name (alphabetically), click on the Handler column header. If you want to see the competitors in order of their dogs name, click on the Dog column header, etc. 3. It may also be interesting to note the dates that the entries were received on this might be useful for club statistics, etc. 4. To modify an entry, click on the Modify Entry page. This takes you to the Submit Entry page, and you should refer to the Entering a competition guide for help on this. When

8 modifying an entry there will be the option to Withdraw the entry or Submit Changes as shown below. 5. If you find mistakes in the Owner/Handler or Dog details (eg. Name misspelt, etc), you can update their details via clicking on the link under their name: 6. Simply change the person or dogs details on the Edit Dog or Edit Person page, and click on the Save button. 7. Note that you will only need to change the details once for each person/dog, as the changes will be saved against that particular person or dog. 8. Click on the <<Back button to return to the Edit Competition page. Viewing all entry forms 1. Click on the Download Entry Forms button on the Edit Competition page as shown below to download a copy of all the entry forms.

9 Updating the payment status of competitors To keep track of whether a competitor has paid, the Payment Status List page is available. Here the competition secretary can update the paid status of each of the competitors. 1. Click on the Payment Status List button on the Edit Competition page. 2. Note that the payment type that was selected by the competitor is displayed for each competitor. 3. For each of the competitors who have paid, click on the Paid tick-box against the competitor. 4. Click on the Update button to save the changes. 5. You may wish to download a copy of the contents of this page via PDF by clicking on the Download as PDF button. Please ensure you have saved any changes first, as they will not be reflected on the PDF otherwise. Running Orders The website automatically sets the running orders to be in the order of the entries received. Running orders should always be checked so that no competitors are disadvantaged by the default running order given by K9 Entries. This should be done after close of entries. 1. Note the number of entries received against each class is displayed in the Edit Competition page.

10 2. To view the running order for a particular class, click on the Edit Running Order button next to the class. 3. To move an entry up or down the order, click on the up or down arrow button against the entry 4. To reverse the order of the class, click on the Reverse Order button. 5. When you have finished updating the running order for the class, either click on the Go to Next Class button (to go the Edit Running Order for the next class in the list) or the <<Back button to go back to the Edit Competition page. 6. You can view Running orders for the entire competition via clicking on the Running Orders button on the Edit Competition page. 7. Once you are happy with the running orders, don t forget to tick the Publish Running order tick-box on the Edit Competition page, and click on the Save button to publish the running orders to competitors.

11 Viewing details of competitors who have opted to pay via Direct Deposit 1. Click on the Direct Deposit Report button on the Edit Competition page. This downloads a PDF listing who has paid what amount, when they paid and the reference they used. Note that this is based on the information supplied by the competitor at point of entry. It is not meant to replace any bank statements, etc. It is just to be used to compare against any bank statements. Sending Notifications to competitors entered in a competition From time to time, you may need to send an to the competitors entered in the competition you are running. This might be a change of venue or starting time, etc. It should be noted that this feature only sends s to people already entered, so sending out reminders that a competition entry close date is approaching will not be a good use of this feature (for example). Warning: Over-use of this feature may result in an increased cost of running competitions via K9 entries. Please limit the use of this feature to 3 or less (group) notifications. This feature is monitored. 1. Click on the Entrant Notification button on the Edit Competition page. 2. Enter your address. You will be sent a copy of the as sent to competitors. 3. Enter the subject of your . This is a required field to help avoid the s ending up in competitors Spam or Junk folders. 4. Enter the body as you would a normal Click Send to send the .

12 Importing the entries into the ADAA Access database You can now import entries, received via K9 entries, into the ADAA Access database. Click on the ADAA Access Import button on the Edit Competition page. The page has a guide on how to import the data. For Competition Day You will need to download scoresheets, scribe sheets, and the competition report prior to the start of the competition. This can be done per event class (ie. by clicking on the Download Scoresheet, and/or Download Scribesheets button): Or all sheets for the competition, by clicking on the Download Scribesheets and/or Download Scoresheets buttons as shown below:

13 The Competition Report button will download the competition report as required by ADAA. On Competition Day Results will be entered for each class via the Manage Class page. This is access via the link under each class in the Edit Competition page: Please refer to the Scribing for a competition guide for details on entering results. Please note that each class will have a coloured button against it (in the above example, they are red). Each colour indicates the class status: Red: Class has yet to start Orange: Data entry for the class is in progress** Green: Data entry for the class is complete this is when cards can be generated. **Please note that the button will not change from orange to green until all dogs have either a time recorded against them, or they have something entered in the E/Wd/NFC field. It is recommended that when the competition secretary sees classes change to a green button they go into the Manage Class page and check that the results are entered accurately. Check that the Total Faults field has something entered in it, even if this is a 0, as this may affect the results. For classes with the Clear/Quali tickbox ticked, the competition secretary can click on the Generate Cards button, which will download a PDF file containing the print for the cards achieved in this class.

14 Please note that you may need to alter print settings to ensure the card prints correctly. Hints on how to set up the printer settings are available via the Help page (you may need to click on the Entries Home link first if you are in the Admin area): Once you have printed the cards, you can tick the Results Finalised tick-box to help you determine which classes you have already printed cards for. At the conclusion of the competition, you will need to tick the Publish Results tick-box, and click the Save button, so that competitors can view their results.

15 Setting up club details (including bank account details for direct deposit). 1. Log in and access the Admin area. 2. Click on the Maintain Clubs link on the left hand menu. 3. Click on the Edit button for the club you wish to setup/update the details for. 4. Enter the club s details, and click on the Save button.