Handle incoming entries

Overview

The competition overview has the tabs Overview, Communication (circular e-mail to the clubs), Billing and Documents; the last three are described in Circular e-mail, athlete fees and documents. The Overview tab collects the open tasks: pending late entries, invalid or incomplete crews, missing team leaders, bookings and cost statements.

“Complete entries” checks every boat with the same rules as the entry (age, gender, crew, pool boats, eligibility at national competitions). “Check and fix in the Manager” opens the boat check in Tools.

Decide late entries

The “Late entries” tab of the Boats page lists late boats, camping and meals, and the clubs' requests: changes to boats already accepted during the late entry period (type “Boat change”) and withdrawals after the entry deadline.

1. Check the item. For a boat change, the portal shows seat by seat the current and the requested crew, the old and new boat name, the club's comment and, if there is already a race plan, the race no., start time and lane of the boat.
2. Choose “Accept” and set the late entry fee for the boat: 0 up to the late entry fee of the race class, once per boat; a later change decides this fee again. It is added to the entry fee. Only the acceptance changes the boat, with the same checks as a direct change; an accepted withdrawal withdraws the boat.
3. Or choose “Reject”; the boat stays as it is.

An optional note goes to the club with the decision. Pending requests hold back the cost statements just like pending late entries. You yourself always change boats directly.

Decide exception requests

In the “Exception requests” tab you decide the clubs' requests for an exception for age or gender. On approval, the portal checks all other rules again; only then is the entry created. If it falls into the late entry period, you also decide on the late entry.

Delete or withdraw boats

Through “View registrations” of a race class or on the Boats page:

• Withdraw is the rule when a boat does not start: boat number, previous races, results and entry fee stay; the boat disappears from races that have not started yet (the lane stays empty). “Undo withdrawal” works until the next draw of the class.
• Delete removes the boat completely, also from races and results, and from the cost statement. Beforehand, the portal shows which races and results are affected. “Deleted entries” restores the entry, but not its lanes and results.

From the entry deadline on, clubs can no longer withdraw or delete boats themselves; their “Request withdrawal” request appears under “Late entries”. If you withdraw the boat directly, a pending withdrawal request counts as accepted and a pending change request as rejected. If you withdraw it in the Manager, a pending request remains: in that case, accept a requested withdrawal under “Late entries” (with a late entry fee) and reject a requested change.

Team leaders and referees

Under Clubs, tab “Team leaders & referees”, you see all entered clubs that lack a team leader or referee. “Remind clubs” sends their managers an e-mail with a link to the entry page. The clubs maintain these details themselves; you enter them only for imported clubs without a club account.