Circular e-mail, athlete fees and documents

Besides the “Overview” tab, the competition overview has three more tabs: “Communication”, “Billing” and “Documents”.

Circular e-mail (Communication)

In the “Communication” tab you write to all clubs and people of the competition at once, for example with the timetable or notes on getting there.

1. Enter “Subject” and “Message”.
2. Choose the recipients. The buttons “Everyone”, “Clubs only”, “Team leaders only” and “Helpers, referees and officials only” set the ticks; below them you add or remove single groups:
   • Clubs: every club with at least one boat, at its billing address; without a valid billing address at the club managers.
   • Team leaders: the team leaders the clubs named for the competition.
   • Club referees: the referees the clubs named.
   • Helpers with roles: the accounts you entered under Helpers with roles.
   • Officials: the officials with a stored e-mail address.
3. Each group shows the number of its addresses, below them the number of all recipients. Every address gets the e-mail only once, even if it is in several groups or written differently. Clicking the number shows the addresses; the page names invalid addresses and leaves them out.
4. Choose “Send email”.

The portal reports how many recipients the e-mail is sent to; sending runs in the background and takes a few minutes for many recipients. Recipients get circular e-mails regardless of their notification settings.

Write with your own e-mail program

“Copy addresses” opens a window with the addresses of the chosen groups. Choose the separator (comma or semicolon; Outlook usually needs the semicolon) and “Copy to clipboard”. Paste the addresses into the BCC field of your e-mail program, not into “To” or “CC”: otherwise every recipient sees all other addresses.

Athlete fees (Billing)

The “Billing” tab leads to the cost statements and contains the “Entry charge rules”: age-based fees per athlete, in addition to the entry fees of the race classes.

1. Choose “Add rule”.
2. Enter “Name”, “Age from”, “Age to” and “Amount”.
3. Save the rules.

The fees appear in the clubs' cost statements.

Documents

In the “Documents” tab you upload files for the clubs, for example the announcement, the timetable or a site map: enter a “Label”, choose a file and select “Upload document”. The documents appear on the public competition page in the entry portal and on the clubs' entry page under “Deadlines and documents”. “Remove” deletes a document again.

Files for the public results page, on the other hand, are added on the Publication page; see Designing the results page.