Give participants the freedom to switch to a different race, for example from the half marathon to the 10K, without having to contact you.
Plans change after people enter. Letting participants move race, rather than drop out, keeps them at your event and cuts down the emails your team has to deal with. You stay in control of what they pay and where they can move to.
This guide covers moving an entry to a different race. If a participant wants to give their place to someone else, see Transferring an Entry to Another Person.
Where to find this feature
From your event, click Setup > Basic Info, then scroll down to the Race Move Settings section. Click the + on the right to open it.
Allowing participants to change race
Tick Allow participants to change race to let participants move themselves to another race.
If the new race costs more, the participant pays the difference.
If the new race costs less, the participant does not receive a refund.
If you leave this unticked, participants can't move themselves, but you can still move them on their behalf. For a full guide on moving a participant yourself, click here.
You can also stop participants moving into particular races. See Stopping participants moving into a specific race below.
Charging an admin move fee
You can charge a fixed fee to cover the work involved in a race change. Enter the amount in the Admin Move Fee box, or leave it blank if you don't want to charge one.
The fee is added on top of any price difference. It applies whether the participant moves themselves or you move them.
Example: Sarah has entered the 10K (£30) and moves to the half marathon (£40). With a £5 admin move fee, she pays £15.
Choosing which events participants can move to
Participants can always move to other races within this event (unless prevented, Stopping participants moving into a specific race). You can also let them move to races in your other events:
All events, current and future: participants can move to any race in any of your events, including events you create later. These may be on different dates, and can include things like volunteer roles, so only use this if you're happy for people to switch to any of them.
Selected events only: untick "All events" and tick the events you want to allow from the list. New events won't be added automatically, so you'll need to come back and tick them.
Carrying over discounts
Tick Re-apply discounts used on the original entry if you want any discount code the participant used to carry over to their new race. They then only pay the difference after the discount is applied.
Note that this setting applies to participants moving into this event. If you want discounts to carry over when people move between two events, turn it on in the event they're moving to.
Click Submit when done.
Stopping participants moving into a specific race
Sometimes you'll want to allow race changes in general but keep one race closed, for example an elite wave, a club-only race, or a race that's nearly full.
From your event, click Setup > Races.
Edit the race you want to close.
Scroll down to Ordering Options.
Tick Do not allow participants to move to this race, then click Save.
Participants won't be able to move themselves into this race, even if the event is one you've allowed them to move to. You can still move someone into it yourself (as an admin)
What your participants see
Participants open their booking (using the link in their confirmation email) and click Change Race.
A pop-up lists the races they can move to, with the date and price of each, and shows any admin move fee before they confirm.
Tip: Before you switch this on, check which races appear in the list. If you've ticked "All events, current and future", participants may see races from every event you run, including volunteer roles and events on other dates.