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Finding and editing participant information

Using All Entries to search across every event, the four sections of Manage Racers, and which fields are locked under GDPR.

There are two places to look at participants: All Entries for everyone across all your events, and Manage Racers for one event in detail.

All Entries: searching across every event

The All Entries tab in the main menu finds participant information from any of your events instantly. If Speedy Checkout is switched on, it also shows ticket status: registered, unregistered, or pending, meaning bought and sent by one participant to another but not yet registered.

Use the Search tool in the top right to find someone by participant name, team name or email address.

The Action column gives you three links:

  • Details. All the basic and event-specific information from the entry form. You can update some fields on the participant's behalf.

  • Receipt. Downloads that participant's receipt.

  • Ticket. Downloads that participant's ticket.

What you cannot edit, and why

Basic information is shown in grey boxes and cannot be edited, following GDPR guidelines. You can change the other fields, then scroll to the bottom and select Update to save. This applies both in All Entries and in Manage Racers.

Manage Racers: one event in detail

Go to My Events in the main menu, hover over the event, and select Manage Racers from the Action dropdown.

The page has four sections: Manage Racers, Unregistered Tickets, Transfers and Removed Tickets. If the event has sub-events, the All Sub events dropdown lets you view everyone or filter to one sub-event.

Manage Racers lists participants currently entered, with first name, last name, team name where relevant, email address, and whether the participant agreed to email consent. Select a participant and a dropdown opens with further detail and five tools shown as red links in the bottom right:

  • Edit. Update fields on their behalf, subject to the GDPR restriction above.

  • Ticket. Download their ticket.

  • Refund. Issue a partial or full refund, and choose whether to keep or remove their ticket.

  • Transfer. Issue transfer credits, either matching the original ticket value or with a transfer cost deducted.

  • Resend Ticket Email. Resends the original confirmation email with the ticket attached. This is the fix for most "I never got my ticket" messages.

Unregistered Tickets lists people who bought through Speedy Checkout and still have tickets to register, with purchase date, how many of their entries are registered, purchaser name and email, sub-event and when they were last reminded. Select Action in the Action column to open the Entry Actions side panel, where Send Reminder chases them immediately and Refund Entry issues a partial or full refund.

Transfers lists participants who have been transferred out of the event in exchange for credits, with user, email, sub-event and the value of the credit received. Select Undo Transfer in the Action column to reverse the credit and reinstate them.

Removed Tickets lists participants removed from the event, with date, name, email address, sub-event, whether the removal was part of a refund, racer paid, amount refunded and organiser paid.

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