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Step by Step – Allow Participants To Make Changes

18 Jun, 2020 Registrations, Step-by-Step Guides

Participants can make changes to their registrations and personal details based on a set of rules that you – the organiser – controls through settings on the administration system. This article describes the steps required to make that happen.

System Access for Participants

The first step in the process is to ensure your participants have access to Dashboard – the entrant portal. You would normally do this by placing a “LOGIN” hyperlink in a participant accessible location. This hyperlink could be placed in one or more of the following locations:

  • a button or link on your event web site.
  • a link on your marketing emails
  • a link on Director generated system emails such as the e-receipt

What is the URL for the entrant portal?
You can find the URL to be used for Dashboard access on the Director admin system.
Go to Admin -> Organisation Settings and look for the Dashboard URL.
Click the “Copy” button to make a copy of that URL that you can then paste into the required location.

Important! More information on User Accounts and how your participants gain access to Dashboard can be found here.

Change Rules

You can control the ability of your participants to make changes to their registrations using “Change Rules”. These are set per event and can be accessed on the Admin system at Registrations -> Change Rules.

For an in-depth description of Change Rules, see Deep Dive – Change Rules.

Important! Some Change Rules (Person-to-Person Transfer, Race Transfer, Withdrawal) support the levy of an Administration Fee for participants to pay when using the rule. If you want to levy an Administration Fee, you must select an SKU to which the fee will be attached.

Change Rules are available for the following scenarios:

  • Add merchandise items to a registration.
  • Update registration details; Address or Emergency Contact.
  • Transfer the registration to another person.
  • Transfer the registration to another race or event.
  • Update the answer to an registration question.
  • Withdraw the registration.

Once you have created the Change Rule you require, check the date validity on the list screen to ensure you have set the from and to parameters appropriately.

Tip: You can test the Change Rule is in effect by accessing an eligible registration on Dashboard and checking for the Make Changes or other edit buttons. if you don’t have access to such a registration in your own account, find a registration for the event which is already attached to a participant account (the Info pane on the view registration screen shows the current owner) and select the “login as …” hyperlink to access their Dashboard account.