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Entries setup

This is going to be one of the least used pages on the Wiki.

We use SI Entries for our entries, which gives us the benefit of being able to accept entries on the day, albeit online. On the day entries are downloaded to the SI system, but note that entry amendments on the day are NOT downloaded* and will have to be re-entered by the SI Team.
* this is because there's no way of the system arbitrating between amendments made by the entrant and the SI team

Currently 3 people have editing rights on SI Entries: the Entries coordinator; the Treasurer, who needs to track the money; and the SI Coordinator, who needs to download an entries file the night before the event. Actually, there's a 4th called HH Entries, which we use to send emails eg telling entrants that final details or results are available, or that the event has been cancelled :( All of those people have full admin rights so can give privileges to other people as needed.

We aim to open entries for Saturday events the day after the previous Saturday event. For level C and above events it should be earlier. You can do everything in advance and set the Go Live date/time in the future.

Setting up an event

We used to have to ring / email admin@sientries.co.uk, but now we can do most of it ourselves.

Go to Events in left hand menu and click New Event. It will ask you which one to copy. It's usually best to start from the previous YL / non-YL event as appropriate, but be careful because you will have to repeat any changes that have been made to the other class of events e.g. if prices have changed. Level C and above events have the same issue but writ larger because there are bigger gaps between them.

Sort out the obvious stuff in Event Summary.
Be careful with event location, it should be the car park - or event centre if we're using on street parking.
There's an option hidden in Event Summary > Other options called BO Event Mapping. Do it.

You have now set up a Demo Event

Checking a Demo event

Demo events are not open for entries, except test entries that admins make.

You need to make sure that everything looks good before opening entries to the public:

Do a couple of test entries - adults, juniors, members, any discount codes ... - to make sure the pricing is right and all the right questions are being asked, especially if you have a new pricing structure or discount code (Note: not sure that we can add discount codes, that may need SI Entries to do it)
Read and check the Event Setup Report linked from the Event Summary page

Modifying the event

We've not done much of this yet. You can always ask SI Entries to do it for you.

You can add/subtract/move the fields we ask for from each entry owner or participant, including adding explanatory text. For instance, we recently added a request for emergency contact details - that was a SI Entries boilerplate Field Group, although we didn't use all their fields.

If you do add fields, you may need to copy them across to SI Timing (which we use on the day). Consult the SI Coordinator.

Go back and do the Checking a Demo Event bit again!

Making the event Live

Do it from the Event Summary screen. People can now enter! You can set the event to go live at any future date/ time.
Copy the entry link then paste it into the event webpage. You will probably also need to change the text to say "entries now open at".
Ditto for any post on the website e.g the Next Saturday Event post.
And if you're going to be there, enter yourself so that you're number 1!

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