Creating a registration form

If you want to create a new registration form, just follow these simple steps:

1. Go to either the My Events or My Members section of the site.
2. Look for the green "CREATE EVENT" button at the top of the page. If you're in the "My Members" section, it will say "CREATE PAGE" instead.
3. Click the button and fill out all of the required fields under "01: General Information". There are also plenty of optional settings that you can take advantage of if needed.

   (+) Click here to show detailed information about each setting.

   GENERAL SETTINGS
   Event Title Your "Event Title" refers to the official name of your event, such as "Canada Sport Championship." For input fields that allow bilingual inputs (French/English), you'll notice an EN/FR toggle button that lets you enter both versions. Even if you don't have a French version, the system will still display the English version for anyone viewing your page.
   Add Keywords To access the "Add Keywords" pop-up, click the link to the right of the "Event Title". This feature allows you to include various keywords or phrases that you believe would assist individuals in discovering your event on our "Calendar."
   Type Each type has identical functionality, except for the "Products/Tickets" type, which eliminates the "02. Categories" and "03. Division Information" steps. These various types are primarily available to assist you in organizing your events on our Calendar and in your "My Events" area.
   Your Page URL Your Page URL refers to the website address that you can promote to make your page discoverable to others. To redirect your own custom domain to your Trackie page, simply click on the "Setup Custom Domain" link.
   City Allows you to indicate the city where your event is being held. If this is not applicable (e.g. for an online webinar), select "Not Applicable".
   Add Venue Location To access the "Add Venue Location" pop-up, click the link to the right of the "City". By adding the address(es) of the venue(s) where your event is taking place, you can create an interactive map on your event webpage.
   Country Allows you to indicate the country where your event is being held.
   Province/State/Region Allows you to indicate the province/state/region where your event is being held. If this setting does not apply (e.g. an online seminar), you can select "Other" and enter the appropriate option, such as "Online".
   Logo You can upload your own event logo, which will be showcased on your event webpage, registration forms, and other relevant locations.
   Banner Image You have the option to upload your own banner images or select one of our stock banner images, which will be displayed on your event webpage.
   Page Color You can choose the color that best represents your event, which will be utilized for various elements on your event webpage, such as buttons and icons.
   Date Allows you to specify the date(s) on which your event will occur. If you're unsure of the date, you can use the "TBA" checkbox. If a date is not applicable to your event, select the "Not Applicable" checkbox. The option labeled "+ Multiple dates" is solely for visual purposes. This option does not give registrants the ability to register for each date separately.
   Twitter/Facebook Provides the ability to incorporate social media widgets into your event webpage.
   External Website If you have an existing external website, you can link it to your event webpage.
   Contact Information You can enter all relevant contact information for your event, enabling registrants to discover who to contact if they have any specific questions.
   Documents You have the ability to upload various documents or link to external websites that may be beneficial for your participants to obtain additional information about your event. Once you add extra documents, they will appear on your event webpage in a similar layout to the image shown.
   Other Information You are provided with an open textbox, where you can include any additional information about your event that you believe will be beneficial to your registrants.
   As these functionalities are more comprehensive, they have been given their own section in the Knowledge Base where you can learn how they work. • Manage Questions • Waiver Forms • Additional Purchases • Custom Messages

   ADVANCED SETTINGS
   Disable public webpage Each event setup has the capability of having its own dedicated webpage. You can find additional information on this feature by referring to the webpage documentation. If you prefer not to use the webpage component and instead wish to redirect registrants straight to your registration form, you can easily disable the webpage.
   Hide social media sharing Every event webpage includes a social media sharing widget that allows participants to effortlessly share your event on Facebook, Twitter, and other platforms. If you wish to remove this widget from your event webpage, you can do so.
   Redirect this page to another page With this feature, you can redirect other event pages you have created to a different event page. This can come in handy, for instance, if you have organized the 2022 Trackie Championships and then set up the 2023 edition the following year. By redirecting your old 2022 page to the new 2023 page, you can ensure that registrants who come across the old page through search engines or other means are automatically redirected to the latest information.
   Require billing phone You can decide whether or not to require the registrant's billing phone number during registration.
   Enable entry notification Enables you to receive email alerts whenever registrants register for your event. You can input multiple email addresses by separating each one with a comma.
   Enable registrant transfer Enables registrants the ability to transfer their registration to another individual.
   Integrate Google Analytics Allows you to monitor website traffic and analytics through your personal Google Analytics account.
   Public Confirmation List This feature allows you to control the visibility of your event's registration list. If set to "yes", anyone can view the list; if set to "no", only you as an administrator can view it; and if set to "Registrant access only", only registered individuals can access the confirmation list. Checking the "Show only after registration deadline" option will hide your public confirmation list from the public until after the registration deadline has passed. Confirmation list format This setting allows you to modify the format of your confirmation. Multiple columns: registrants are organized by gender and/or division. Single column: Lists all registrants in one column. Lookup box: allows registrants to search for a specific individual's registration.
   Combine entry list with other pages This setting allows you to combine different event registrations into a single confirmation list. For instance, if you wanted to create separate registration forms for provincial team athletes and open athletes, you could still combine their entries to appear together.
   Enable editing If you want registrants to have the ability to modify their information after completing registration. Through the "settings" link, you can select which fields are editable and establish an edit entry deadline if required.
   Enable removals Allows registrants the ability to cancel their own registration. Through the "settings" link, you can establish a cancellation deadline and determine the procedure for handling refunds. You can learn more on submitting refunds here
   Manually approve entries This setting allows you to hide registrants from the public confirmation list until they are manually approved by an administrator. Please keep in mind that if you are collecting online payments, registrants will still be charged when registering, even if their status is pending approval. If an individual is not approved and you want to issue a refund, you must still initiate the refund process manually. If you do not want registrants to pay during registration, we suggest using our registration limits & waitlist feature instead.
   Hide on Trackie This setting allows you to hide your event from our public calendar.
   Disable registration This setting enables you to deactivate your registration form, preventing anyone from registering for your event. However, as an administrator, you will still have access.
   Setup access code This setting allows you to password-protect your registration form, which means that without the access code, registrants will be unable to register for your event.
   Restrict access to specific emails This setting enables you to limit access to your registration form to particular email addresses. To register for your event, individuals would need to log in with their email first to gain access. If the "Allow registration to others as Unattached" option is selected, anyone can register for your event. However, if their email address is not on your list, they will need to register as "Unattached" (e.g. without the ability to choose a club/team).
   Enable volunteer promotion As this functionality is more comprehensive, it has its own section in the Knowledge Base where you can learn how it works.
   Enable donations As this functionality is more comprehensive, it has its own section in the Knowledge Base where you can learn how it works.
   Enable matches/brackets As this functionality is more comprehensive, it has its own section in the Knowledge Base where you can learn how it works.
   Enable Hy-Tek Team Manager imports This setting allows you to upload your meets Hy-Tek Meet Manager (*.ev1) file to give coaches the ability to work on their entries using Hy-Tek Team Manager which they can later import into Trackie. You can create your meets (*.ev1) file in Hy-Tek Meet Manager by choosing "File" → "Export" → "Meet Events for Team Manager".

4. After you've provided all of the required information under "01: General Information", simply click on the "CONTINUE TO NEXT STEP" button to proceed to the next step.

5. Each of the remaining steps enable you to further customize your registration form. There is a dedicated section for each step in our Knowledge Base, where you can learn more.

   02: Categories: In this section, you can create various categories with age restrictions. Learn more

   

   03: Division: In this section, you can create specific events/divisions (such as 100m, 200m, long jump, etc.) or membership types (such as athlete, coach, official, associate, etc.). Learn more

   

   04: Payments & Deadlines: In this section, you can specify both the registration deadlines and costs. Learn more

   

   05: Confirmation: This section provides you with an overview of all your settings.

   

Editing previously created forms

These simple steps will guide you on how to edit a registration form that you've created previously.

1. To log into your account, use this link: secure.karatecanada.org/login/.
2. Navigate to either the My Events or My Members section, depending on where you originally created it.
3. Click the "Options" button and then choose "Edit Settings".

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You can also find a link to edit your settings at the top of the "View Registrants" section.

At the core of every registration form are questions! Our system allows you to ask as many questions as necessary to your registrants. This section will provide guidance on managing the questions and waiver forms that show up on your registration form.

Note

The interface for both "Manage Questions" and "Waiver Forms" is very similar, and the information provided below applies to both, unless specified otherwise.

To access the settings for managing your questions/waiver forms, you need to first create a registration form. You can find these settings under "Step 1: General Information" by clicking on either the "Manage Questions" or "Waiver Forms" buttons.

Below is what the interface to manage your questions (or waiver forms) looks like.

(+) Click here to show detailed information about each setting.

Please note that we have included an example registration form that demonstrates many of the available settings.

DEFAULT FIELDS
Member # This field allows you to validate membership status and provides the option to either limit registration to members only or allow non-members to register. If you choose the latter, you can set up additional non-member fees in "Step 4: Payments & Deadlines". As this functionality is more comprehensive, it has its own section in the Knowledge Base where you can learn how it works.
First Name This field allows you to collect the first name of the registrant.
Last Name This field allows you to collect the last name of the registrant.
Gender This field allows you to collect the gender of the registrant, and if necessary, you can include a non-binary option. However, if you require more than three gender selections, we suggest creating an additional question using either the "Custom Dropdown" or "Radio Buttons" type, which allows for more options.
Date of Birth This field allows you to collect the registrant's date of birth. Please note that this field is mandatory if you plan to create distinct age categories under Step 2: Categories, as the system utilizes this information to determine the registrant's age.
Team This field allows you to collect the team of the registrant. You can choose to set it up as an open textbox or a drop-down menu, and you have the option to personalize the list of teams displayed.
Hometown This field allows you to collect the hometown of the registrant.
Full Mailing Address This field allows you to collect the complete mailing address of the registrant. It generates input fields for the street address, city, state/province, country, and postal code.
School Grade/Year This field allows you to collect the school grade/year of the registrant. You have the option to personalize the list of available grades/years.
Profile Photo This field allows the registrant to upload a photo of themselves.
Individual Email This field allows you to collect the email address of each individual registrant. Please note that a billing email address is always collected, whether this field is enabled or not. Keep in mind that if, for example, a coach registers 10 athletes, all 10 athletes will have the same billing email address.
Canadian Citizen This field allows you to inquire whether the registrant is a Canadian citizen. This can be particularly useful for Canadian National Championships, as it enables you to identify which registrants are eligible for awards by flagging non-Canadian citizens with an asterisk.

 

Our system offers the flexibility to ask various types of questions.

QUESTION TYPES
Textual Waiver * Available in "waiver forms" only. This type allows you to enter a large amount of waiver text, making it well-suited for large textual waivers that registrants must agree to. This type of input field also offers the option to display the waiver in a pop-up window or directly on the registration form.
Uploaded Waiver * Available in "waiver forms" only. This type allows you can upload a document, such as a PDF, that contains your waiver text. Registrants can view the document and agree to it during registration.
Textual This type generates a basic textual input.
Numeric This type generates a textual input that must be a numeric value.
Datepicker This type generates a datepicker that allows registrants to select a date.
Email Address This type generates an input field where registrants can enter their email address.This feature can be particularly useful, as you can send emails to specific email address types in the Mass Email section.
Phone Number This type generates a textual input that must be in the format of a phone number.
Postal/Zip Code This type generates a textual input that must be in the format of a postal/zip code.
Textarea (multi-line text) This type generates a basic textual input that allows for multiple lines of text.
Custom Dropdown This type generates an input field that registrants can select an option from a list of items. If "Allow multiple selections" is checked, a registrant can select one or more items. Alternatively, if you want to allow registrants to enter an option that is not listed, you can use the "Add other option".
Province/State/Region This type generates a drop-down menu where registrants can select their province/state or region.
Countries This type generates a drop-down menu where registrants can select their country.
Radio Buttons This type generates a list of options that a registrant can choose only one of.
Checkbox This type generates an input field that can two options (checked or not checked).
File Upload This type generates a file upload field. You can choose to allow any file type or restrict it to certain types, such as images, documents, audio, video, or compressed files.
Label This type does not require any input from the registrant. Instead, it can be used to organize your registration form or provide instructions to registrants.

 

To access most shared settings, click on the "(+) More Settings" link.

SHARED SETTINGS
Make Required You can use this setting to determine whether the question needs to be answered or if it is optional.
Default value This setting enables you to assign a default value to a question. If you don't enter a default value, the question will be blank by default.
Width You can utilize this setting to manage the width of the question as it appears on the registration form.
Deadline With this setting, you can hide a question after a designated date. For instance, if you want registrants to be able to select a shirt size but only until a specific date.
Apply to You can use this setting to specify which registrants will see a particular question. For instance, you could limit the question to only display to certain age categories or membership types/divisions.
Tooltip text By using this setting, you can include additional details about a question. Adding text will cause an "information" icon to appear next to the question, and when a user hovers over it, the information will be displayed.
Character limit This setting is available only for textual inputs and limits the number of characters that the registrant can enter to a specified amount.
Accessible to admins only This setting enables you to generate questions that are only visible and editable by administrators.
Show/hide based on other question With this setting, you can display a question based on the response to another question.

 

Example Registration Form

Our system provides you the ability to offer additional items for sale alongside your registration form, such as event t-shirts, spectator tickets, parking passes, and more.

To access the settings for managing your additional purchases, you need to first create a registration form. You can find these settings under "Step 1: General Information" by clicking on the "Additional Purchases" button.

Below is what the interface to manage your additional purchases looks like.

3. Edit
To edit or delete an item, click on the "Edit" button to access the question settings.

4. Save
Once you have finished making changes, click the "Save" button to save your modifications.

To view detailed information about each setting, click here.

To access most settings, click on the "(+) More Settings" link.

SETTINGS
Item Name You can enter the name of the item in this field.
Price You can enter the price of the item in this field.
Item Image You can upload an image of the item in this field.
Make required You can use this setting to make an item mandatory for purchase.
Item Description You can provide a more detailed description of the item in this field.
Deadline With this setting, you can hide an item after a designated date.
Tooltip text By using this setting, you can include additional details about an item. Adding text will cause an "information" icon to appear next to the item, and when a user hovers over it, the information will be displayed.
Apply to You can use this setting to specify which registrants will see a particular item. For instance, you could limit an item to only display to certain age categories or membership types/divisions.
Default quantity You can modify the default quantity per registrant of an item using this setting. The default quantity is 0.
Minimum quantity You can modify the minimum quantity per registrant of an item using this setting.
Maximum quantity You can modify the maximum quantity per registrant of an item using this setting.
Sizes/colors You can use this setting to include various sizes and/or colors. The available options are: • Not applicable • One size fits all • Add different sizes • Add different colors • Add different sizes & colors
Inventory & quantity You can use this setting to specify inventory levels. The available options are: • Unlimited quantity • Set total quantity • Set quantity per size
Set different price per size You can use this setting to assign a different price for each size, such as offering a lower price for an XXX-Small size.

 

Here's an example of how additional purchases appear on the registration form.

With our system, you can easily add your own text to several important places.

To access the settings for custom messages, you need to first create a registration form. You can find these settings under "Step 1: General Information" by clicking on the "Custom Messages" button.

Below is what the interface to manage your custom messages looks like.

With our system, you can add custom messages to four key locations:

1. Confirmation/Receipt: Once registration is complete, the registrant will land on this page, and a receipt will be sent to the billing email address.
2. Welcome Email: You can choose to send a separate email to each registrant upon completion of their registration, in addition to the receipt.
3. Registration Page: Place some text at the top of your page's registration form.
4. Confirmation List: Place some text at the top of your page's public confirmation list.

Below is an example of text that has been added to the confirmation/receipt page.

When you set up your registration form, our system allows you to create multiple categories. You can customize the names of these categories, and for each category, you can set specific minimum and maximum age requirements if needed.

To access the settings for "Categories", you need to first create a registration form. You can find these settings under "Step 2: Categories".

Below is what the interface to manage your categories looks like.

Settings

Open If you prefer not to set up separate categories, you can use the "Open" setting instead. This will hide the category drop-down menu on the registration form.

Category Specific To set up separate categories, use the "Category Specific" option. This enables you to create multiple categories that registrants can choose from when registering.

+ Predefined Categories You have the option to select categories from our predefined list of commonly used categories. Additionally, any past custom categories you created will also appear in this list.

+ Add Custom Category To add your own custom categories, simply click on the "+ ADD CUSTOM CATEGORY" button and enter the desired settings as needed.

Ordering You can easily arrange the order in which categories appear on the registration form by clicking and dragging the "4 arrow" icon located to the left of the category.

Description This setting allows you to enter a description for your category.

Type This setting enables you to specify whether the category is based on age or grade. If neither option applies, you can choose "By age" and leave the minimum and maximum age settings blank, which will allow any age to register for that category.

Min This setting allows you to set the minimum age or grade requirement for the category, depending on the "Type" you have selected. For example, if "By age" you can enter "16" for a minimum age requirement of 16 years old. If there is no minimum requirement, you can either enter 0 or leave the field blank.

Max This setting allows you to set the maximum age or grade requirement for the category, depending on the "Type" you have selected. If there is no maximum requirement, you can either leave the field blank or enter a value that all registrants will satisfy, such as 150.

Age calculated on This setting allows you to specify when the registrants age should be calculated on. It has the following options: Dec 31: The registrant's age will be calculated as of December 31st of the event date or club membership year. Event date: The registrant's age will be calculated based on the date of the event. Registration date: The registrant's age will be calculated based on the date they are registering for the event or club. Custom date: You can select any date by using a date picker.

Additional Settings To access additional settings, click on the "gear" icon to the right of the category. The available settings are as follows: Disable this category: If you want to prevent future registrants from selecting a category without deleting it, you can disable the category. Don't require this category to enter a DOB: If you want to allow a category to be selected without requiring the registrant to enter their date of birth, you can enable this option. Division #: This field is utilized by programs such as HyTek Meet Manager or Meet Pro to link our system's categories to the categories set up in Hytek Meet Manager or Meet Pro. You can find more information about importing to Hytek Meet Manager or MeetPro in their respective sections.

Delete You can use the delete icon to the right of each category to remove a category from your page. However, if you delete a category that already has registrations, it will not delete those who have already registered. It will simply no longer show up as an option for future registrants.

Advanced Options
Allow older registrants to register for younger categories. This setting allows older registrants to register for categories intended for younger participants. For example, if you want to enable parents to register their children for a kids category.
Allow younger registrants to register for older categories. This setting allows younger registrants to register for categories intended for older participants. For example, if you allow a 13-year-old to register for a 14-15 year old category.
Auto populate age category based on registrants DOB. When enabled, this setting will automatically populate the category drop-down menu after a registrant enters their date of birth. This can be a useful feature, but be cautious if you have overlapping age categories set up. In such cases, the system will auto-populate the first category found that the registrant is eligible for.
Combine categories on confirmation/entry list. When enabled, this setting allows you to set up different categories while having all registrants appear together on the confirmation list.
Hide categories that registrant cannot register. Enabling this setting allows you to hide categories that a registrant is not eligible for, based on their age or other criteria. For instance, if an registrant is 35 years old, the system will automatically hide options for younger age categories. If this option is not enabled, the ineligible categories will still be visible but disabled.
Rename dropdown to: This setting allows you to customize the label for the "Category" drop down menu to a name of your choice.

 

It's important to note that the categories in our system are not restricted to age requirements. You have the flexibility to rename the "Category" field to any label that best fits your needs. For example, in the screenshot below, we have renamed the categories as time slot.

You have the option to establish multiple divisions or individual events/membership types based on your requirements. Our system enables you to personalize the names of these divisions, giving you the flexibility to use them in a way that aligns with your preferences.

To access the settings for "Divisions", you need to first create a registration form. You can find these settings under "Step 3: Division Information" (is labelled "Step 3: Membership Types" on membership pages).

Below is what the interface to manage your divisions looks like.

Settings

Single Division If you prefer not to create multiple divisions, you can use this setting to simplify the registration process. Enabling this option will remove the division selection from the registration form.

Multiple Divisions If you want to offer multiple divisions for registrants to choose from during registration, you can set up this setting.

+ Predefined Divisions You have the option to select divisions from our predefined list of commonly used divisions. Additionally, any past custom divisions you created will also appear in this list.

+ Add Custom Division To add your own custom divisions, simply click on the "+ ADD CUSTOM DIVISION" button and enter the desired settings as needed. When creating a custom division, you can also specify the "Type". Depending on the type of event, you may see different options, as shown in the screenshots below.

Apply to checked This feature enables you to apply settings to multiple divisions simultaneously. By selecting each division you wish to configure and then clicking the link to the right of "Apply to checked," you can swiftly apply settings to all selected divisions.

Ordering You can easily arrange the order in which divisions appear on the registration form by clicking and dragging the "4 arrow" icon located to the left of the division.

Description This setting allows you to enter a description for your division.

Male Categories This setting allows you to restrict a division to certain male categories (or prohibit registration for male participants).

Female Categories This setting allows you to restrict a division to certain female categories (or prohibit registration for female participants).

Additional Settings To access additional settings, click on the "gear" icon to the right of the division. The available settings are as follows: General Settings Disable this division: If you want to prevent future registrants from selecting a division without deleting it, you can disable the division. Don't require this division to be for members only: If your event is exclusively open to "members only," but you also wish to make certain divisions accessible to non-members, you can utilize this feature. Allow the following younger categories to register: If you wish to enable registration of certain younger categories for a division that is typically restricted to older participants, you can use this functionality. If registered for "division name" then disable registration for: If you want to ensure that a registrant who signs up for a specific division cannot register for another specific division, you can utilize this setting. Division Code: This field is utilized by programs such as HyTek Meet Manager or Meet Pro to link our system's divisions to the divisions set up in Hytek Meet Manager or Meet Pro. Enable seasonal type: This feature enables you to establish seasonal divisions (typically utilized for membership types). Seasonal divisions can be configured to span a specified time period or a certain number of days/months/years after registration. With seasonal divisions, you can also automate the process of sending renewal notifications to each registrant prior to their expiration date. When configuring seasonal types, you have the option to choose between "Static Timeline" and "Dynamic Timeline." Here's how they differ: Static Timeline: With this option, the start and end dates for the seasonal type are fixed and do not change regardless of when a registrant signs up. For example, if the seasonal type is set to run from January 1st to December 31st, all registrants who sign up for that type during that time period will have the same start and end dates. Dynamic timeline: This option allows the start and end dates for the seasonal type to be based on the registrant's registration date. For example, if a seasonal type is configured to last for one year, the expiration date for each registrant will be 365 days after they register. Cap/Waitlist As this functionality is more comprehensive, it has its own section in the Knowledge Base where you can learn how it works.

Delete You can use the delete icon to the right of each division to remove a division from your page. However, if you delete a division that already has registrations, it will not delete those who have already registered. It will simply no longer show up as an option for future registrants.

Advanced Options
Maximum individual divisions per registrant With this setting, you can restrict individual registrants from registering for more than a predetermined number of divisions. For instance, if you organize a track & field meet that permits a maximum of three individual events per registrant, you can enforce this restriction using this setting.
Location of divisions By default your divisions will be listed at the bottom of the registration form. However, this setting allows you to customize the location of your divisions on the registration form. For instance, if you prefer to have them at the top of the form or after a specific question, you can adjust their placement using this setting.
Rename to This setting allows you to customize the label for the "Division" options to a description of your choice.
Display before category / Display after If you setup categories under Step 2: Categories this setting allows you to decide whether the division drop down appear before or after the category drop down. This setting is not available when using "Display as checkboxes".
Display as checkboxes This setting enables you to change the format of the drop-down menu to checkboxes, which is often a more user-friendly format for registrations that allow multiple division entries, such as a track & field meet.
Limit registration form to one registrant at a time By default, the registration form allows multiple registrants to be registered simultaneously, such as when a family registers five people or a coach registers 25 athletes. However, if you prefer to restrict your registration form to allow only one registrant at a time, you can utilize this setting to enforce that rule.
Allow duplicate registrations By default, the system automatically checks for duplicate registrations, which occur when someone shares the same name, date of birth, and division entry (for seasonal membership, only active members are included). However, if you want to allow duplicate registrations, you can enable this setting.
Require team members for relays If you have any "relay" type divisions added there are some addition settings you can utilize. This setting allows you to require registrants to add relay team members or not. There is also an "Additional Settings" link which has the following settings: # of team members: You can set the minimum and maximum number of team members using this setting. Allow mixed teams: If you want to allow the registration of both males and females on the same teams. Allow team alternates: If you want to allow registrants to enter alternate members who may replace the original team members. Rename to: You can use this feature to rename the term "Relay". For instance, in Karate, you could use the term "Team Kata" to describe similar division types.
Limit # of registrants/setup waitlist (all entries) This feature enables you to set registration limits. For instance, if you set a limit of 1000 participants, registration will only be available to the first 1000 registrants. Additionally, you can activate a waitlist if desired. As this functionality is more complex, it has its own section in the Knowledge Base where you can learn how to use it.
Enable seed-marks You can gather seed-mark information from registrants during the registration process using this setting. This feature is primarily intended for events such as track and field, swimming, and similar sports. When activated, the following settings are available: Show on confirmation list: If you have activated a public confirmation list, you can choose to display the seed marks on it using this option. Request location/date for seed-marks: If you want to gather additional information about the location and date when the seed-mark was obtained. Make seed-marks required: If you want to make it required that registrants provide a seed-mark during the registration process. Enable seed-mark validation: As this functionality is more complex, it has its own section in the Knowledge Base where you can learn how to use it.

 

It's important to note that the divisions in our system are very flexibility and you can rename the "Division" label to what best fits your needs. It is not restricted to examples we provide above.

You have the option to set multiple deadlines and customize the pricing for your registration form to a great extent.

To access the settings for "Payments & Deadlines", you need to first create a registration form. You can find these settings under "Step 4: Payments & Deadlines". There are many settings, but we will review each one in detail below.

Settings

No entry deadline (registration always opened) With this setting, you can eliminate any constraints on registration time limits. It comes in handy for registrations that run continuously throughout the year, such as a "year-round" event or club that accepts registrations regardless of the date.

No charges for registration (free event) If your event or club does not charge any registration fees, you can easily set it up as a free registration page. By enabling this option, all pricing options will be removed.

Open registration on a specific date. You can use this setting if you wish to open your registration on a specific date.

Deadlines The system enables you to set up multiple entry deadlines, which can be beneficial if you want to incentivize early registrations by offering discounted fees, or discourage late registrations by increasing fees. You have the ability to activate an "Early Bird Deadline", "Regular Deadline", and "Late Deadline". However, you can also include additional deadlines by selecting the "+ Add Another Deadline" link. Please keep in mind that you can customize the names of these deadlines as required (e.g., you could rename "Early Bird Deadline" to "Early Discounted Booking").

Default Price This price field can be utilized for straightforward registration pricing if you have a standard fee for each registrant. This price can also be customized to: Per registrant: Regardless of the number of individual entries/divisions that a registrant signs up for, they will only be charged a single fee. For example, if the price is set at $10.00 and a registrant registers for the 100m, 200m, and Long Jump events, they will only be charged $10.00. Per entry: The registrant will be charged this fee for every individual entry/division they sign up for. For instance, if the price is set at $10.00 and a registrant registers for the 100m, 200m, and Long Jump events, they will be charged $30.00 in total. Per day: Upon activation, the system includes a field that requests the number of days the registrant will be participating. For instance if the price is set at $10.00 and they are participating for 3 days, they will be charged a total of $30.00. Per order: Regardless of the number of registrants or individual entries/divisions, they will all be charged the same fee. For example, if the price is set at $100.00 and a coach registers 20 participants, the total charge will be $100.00.

Custom Price(s) Our system provides you the ability to create very simple or complex pricing for your event or club. Since this functionality is more extensive, it has its own section in the Knowledge Base.

Manage Promotions This feature enables you to generate promotion codes, offer discounts to registrants belonging to specific teams, or provide discounts based on the total number of entries. Since this functionality is more extensive, it has its own section in the Knowledge Base, where you can obtain a detailed understanding of its workings.

Manage Discounts for Specific Registrants With this setting, you can offer customized pricing for a designated list of registrants. As this functionality is more comprehensive, it has its own section in the Knowledge Base where you can learn how it works.

Processing fee When collecting payments online our system charges a processing fee. The processing fee may be incurred by the registrant or covered by the event/club.

How would you like to handle refunds This setting lets you choose how to handle refunds. Options include: Manually submit refunds: Submitting refunds is limited to administrators only. Learn more about how you can submit refunds. No refunds: If this option is chosen, the admin can still issue refunds, but the registration process will include a description informing registrants that no refunds are offered. Automatically refund cancellations: If this option is enabled, and a registrant cancels their registration (if cancellations are allowed), the system will automatically initiate a refund for their registration. Note that this option can be changed manually at any time. For instance, if you wish to set the system to automatically refund cancellations until a certain date, you can do so and then turn off the option on that date.

How would you like us to transfer funds to you Currently, you have the following options available: Into your bank account (recommended): We recommend this option as it allows you to deposit funds into your account anytime (available for most countries). By cheque: If necessary, we can send a cheque to your organization via mail (available in Canada only). Other payment method: If you would like to use a different funding method, such as an eTransfer.

Advanced Options
Timezone This feature enables you to select the timezone on which registration deadlines will be based.
Allow extra registration time after deadline By default, we provide registrants who are already on your registration form before the deadline with a grace period to complete their registration. However, you can modify this setting as needed.
Currency Currently, we offer payment collection capabilities in CAD $, USD $, EUR €, GBP £, and AUD $. If you would like to process payments in a different currency, please contact us at hello@trackie.com.
Edit entry deadline If you allow registrants the ability to edit their registration data, the default deadline for edits is the same as the registration deadline. This feature allows you to adjust the edit entry deadline if needed (e.g. if you want to restrict edits before or after the registration deadline).
Non-member fee With this feature, you can apply an extra fee for non-members. To use this option, you need to have the "Member #" field added in Manage Questions. You can use the "Apply to" drop-down to specify which categories and/or divisions this fee will apply to.
Add extra fees Our system allows you to add extra fees on top of your regular registration costs. For instance, you might want to include a "volunteer fee" of $5.00 per registrant to cover expenses like volunteer lunches. You have the flexibility to rename these additional fees as needed. You can use the "Apply to" drop-down to specify which categories and/or divisions this fee will apply to.
Charge tax If you need to apply tax on top of your registration fees, our system allows you to do so. For instance, in Quebec, you could configure the system to add 5% GST and 9.975% QST to the registration fees. You can customize the tax names as required and include your tax number, which will appear on the registrants' receipts. You can use the "Apply to" drop-down to specify which categories and/or divisions this fee will apply to.
Team cap The team cap feature allows you to set a limit on the number of participants or total dollar amount per team. Here are the options available: Cap amount: This is the total amount of the cap. It can be set in dollars or the number of participants. $ Amount / # of participants: This option allows you to choose whether the cap should be based on the total dollar amount or the total number of participants. Separate by gender: When this option is checked, there will be a separate team cap for men and women on the same team. Restrict to certain teams: This feature enables you to limit the team cap to certain teams only. It can be useful, for example, at a university/open meet that has a team cap for university teams only. Apply to: This setting is only available when "$ amount" is selected. It allows you to specify which fees count towards the total. For instance, if you have added a T-shirt for sale on top of the registration costs, but you don't want those T-shirt purchases to count towards the team cap. Disable entries after cap / Free entries after cap: This feature is only available when "# of participants" is selected. It allows you to either give free entries to the team after they hit their cap or disallow them from registering more than a certain number of participants.

Many events and clubs involve complex pricing structures. With our system, you have the flexibility to incorporate custom prices to meet your needs. To access the settings to add custom prices, you need to first create a registration form. You can find the settings for custom prices under "Step 4: Payments & Deadlines".

To add a custom price you can click the "+ Add Custom Price" under the respective deadline. You can create as many custom prices as needed. For instance, in the image below, there are three custom prices setup for the Early Bird Deadline, and three for the Regular Deadline.

You have the ability to choose between 5 types:

1. By # of Division: Using this option, you can specify the cost that a participant will be charged when they register for one or more individual divisions/events/membership types. For instance, suppose you set $15.00 for the 1st division, $10.00 for the 2nd division, and $5.00 for the 3rd division, and a participant registers for the 100m, 200m, and Long Jump. In that case, they will be charged $15.00 for the 100m, $10.00 for the 200m, and $5.00 for the Long Jump, totaling $30.00.
2. Division/Age Specific: This option allows you to establish customized pricing for particular categories and/or divisions. For example, you may choose to charge $30.00 for Decathlon and Heptathlon entries.
3. Per Day Price: With this option, you can establish a price per day for participation.
4. Family/group: This option enables you to configure pricing for groups, such as a family of four.
5. Max Charge: With this option, you can establish a maximum fee that will be charged to each registrant.

Below is a more detailed explanation of each type.

(+) Learn more - By # of Division

The following image shows the interface for "By # of Division".

SETTINGS
1st division entry The price that will be charged for a participants first division (or event/membership type depending on sport).
2nd division entry The price that will be charged for a participants second division.
3rd division entry The price that will be charged for a participants third division. Please note that you also have the option to establish prices for additional divisions, such as the fourth or fifth division, if you permit registrants to enter that many divisions.
Extra division entries The price that will be charged for a participants extra divisions. Please keep in mind that if you wish to charge a fee for a participant's second division entry, you need to specify the price in the "2nd division entry" box and not leave it blank. If you establish a price for "extra division entries" but leave the "2nd division entry" field blank, participants will not be charged for their second division entry.

 

Please note that the settings "Division(s)", "Applies to", "All registrants", "Members only", "Non-members only" and "Share custom price with other deadlines" are common settings that we will cover in detail below.

(+) Learn more - Division/Age Specific

The following image shows the interface for "Division/Age Specific".

SETTINGS
Price The amount that you want to charge.
One-time cost If the fee is a one-time cost, such as a $50.00 fee to enroll in our training camp.
Recurring Payment If the fee involves a recurring payment, such as a club member who pays $50.00 per month. This option allows you to designate the payment frequency and duration of the fee.
Prorated Amount This feature enables you to establish a prorated fee. For instance, if your club charges $1200 annually but offers a $100.00 monthly discount. Therefore, if a person registers on February 1st, they would pay $1100; on March 1st, they would pay $1000; on April 1st, they would pay $900, and so on. When setting prorate amounts, you have the option to either automatically calculate prorated prices or manually set each price.

 

Please note that the settings "Division(s)", "Applies to", "All registrants", "Members only", "Non-members only" and "Share custom price with other deadlines" are common settings that we will cover in detail below.

(+) Learn more - Per Day Price

The following image shows the interface for "Per Day Price".

SETTINGS
Total price for 1 day This option allows you to set the registration price for one day of participation.
Total price for 2 days This option allows you to set the registration price for two days of participation.
Total price for ... days The interface will display the option to set the total price for the number of days your event or club will run. For instance, if your event runs for four days, you will see the options up to "Total Price for 4 days" instead of just two days, as shown in our example.

 

Please note that the settings "Applies to", "All registrants", "Members only", "Non-members only" and "Share custom price with other deadlines" are common settings that we will cover in detail below.

(+) Learn more - Family/Group

The following image shows the interface for "Family/Group".

SETTINGS
Max # of members The maximum number of members allowed to register for this group/family price.
Required # of members The required minimum number of members that must register for this group/family price.
Set one lump sum price If the group deal is a fixed amount for the entire group, such as $200 for a family of four.
Set individual price per member With this setting, you can set different prices for each member of the group. For example, you could set the price for the first member as $200, the second member as $150, the third member as $100, and so on.
Rename family/group You can rename how this shows up on the registration form. This can be very useful for example if you are setting up registration for a road race relay (such as the Whistler 50) and you have different prices for a 4 person relay and 8 person relay. To achieve this pricing structure you can setup 2 custom prices of type "Family/Group" and rename them accordingly. Here is an example of how such family/group rates will be displayed when someone is registering (registrant must first choose which team size).

 

Please note that the settings "Division(s)", "Applies to", "All registrants", "Members only", "Non-members only" and "Share custom price with other deadlines" are common settings that we will cover in detail below.

(+) Learn more - Max Charge

The following image shows the interface for "Max Charge".

Please note that this pricing option does not function as a standalone price. You must setup other custom prices for your registrants, and this option will restrict their total charge to a designated amount if they exceed the maximum limit.

SETTINGS
Set max fee Set a maximum fee for each participant.
Charge highest fee for multiple divisions If you have varying fees for different divisions, event entries, or membership types, you can choose to charge registrants only the highest fee among the options they select. For instance, suppose it costs $50 to register as an athlete and $20 to register as a coach. If a person registers as both an athlete and a coach, they will only be charged $50 since that is the highest membership type cost.
When registering for at minimum This setting allows you to specify the minimum number of divisions that a registrant must register for before the maximum charge applies.
Include fees from This setting allows you to specify which fees count towards the total cost of the registrant. For instance, if you have added a T-shirt for sale on top of the registration costs, but you don't want those T-shirt purchases to count towards the max charge.

 

Please note that the settings "Division(s)", "Applies to", "All registrants", "Members only", "Non-members only" and "Share custom price with other deadlines" are common settings that we will cover in detail below.

(+) Learn more - Shared settings (between multiple types)

The following image shows settings that apply to most of the custom price types.

SETTINGS
Division(s) This setting allows you to choose which divisions your custom price applies too. By default, the custom price applies to all divisions.
Applies to This setting allows you to choose which categories your custom price applies too. By default, the custom price applies to all categories.
All registrants If you want your custom price to apply to both members and non-members.
Members only If you want your custom price to apply to members only. To use this option, you need to have the "Member #" field added in Manage Questions.
Non-members only If you want your custom price to apply to non-members only. To use this option, you need to have the "Member #" field added in Manage Questions.
Share custom price with other deadlines This feature allows you to use the same custom price for multiple registration deadlines. For instance, if you have both a regular and a late deadline, but the pricing for children under 10 years old remains the same for both, you can set up the custom price for the regular deadline and share it with the late deadline, eliminating the need to create the custom price again.