Let participants pass their place to a friend, family member or club mate if they can no longer take part, without you having to step in.
When someone can't make it, a transfer keeps the place filled rather than leaving an empty spot on your start line. It also saves your team from handling "can my friend have my place?" emails. You decide whether participants can transfer, the deadline, and how payment is handled.
This guide covers giving a place to someone else. If a participant wants to switch to a different race, see Race Move Settings.
Where to find this feature
Transfers are set up on each race, so you'll need to do this for every race you want to allow transfers on.
From your event, click Setup > Races, edit the race, then scroll down to the User Management Configuration section. The settings are under Transfer Settings.
Allowing participants to transfer their place
Tick Allow participants to transfer their entry to another person.
Participants will then see a Transfer To Someone Else button on their booking.
Allowing transfers to the waiting list
If you run a waiting list for this race, you can also tick Allow participants to transfer their entry to someone on the waiting list. This lets participants offer their place to the next person waiting, rather than someone they know.
Waiting list transfers are always handled through the system, whichever payment option you choose below.
Setting a transfer deadline
Enter a date in Transfer to a friend deadline to set the last day participants can transfer their place.
If you leave this blank, participants can transfer until the race closes for entries.
Tip: Set the deadline far enough ahead of race day to update your start list, bib names and timing data.
Choosing how payment is handled
There are two options:
External: participants sort out payment between themselves. eventrac simply moves the place to the new person. This is the simplest option, but you have no involvement in the money.
System: the new participant pays the race's headline price through eventrac, and the original participant is refunded automatically, less any admin fee. This keeps everything in one place and means no one has to chase payment.
Example (System): Tom entered the marathon, which has a headline price of £40, and transfers his place to Amy. With a £5 admin fee, Amy pays £40 and Tom is refunded £35.
Good to know: if the entry being transferred was itself already transferred or moved from another race, the automatic refund may be less than expected. This is because the system can only refund what was paid on the current entry. In this case, check the original entry and refund any difference yourself. For a full guide on refunds, click here.
Charging an admin fee
Enter an amount in Optional Admin Fee To Be Deducted to cover the work involved in a transfer. The fee is taken off the original participant's refund. Leave it at £0.00 for no fee.
Two further options sit below the fee:
Prorate the transfer admin fee: if the participant has been paying in instalments, the fee is reduced in line with how much they've paid so far.
Booking fees should be refunded: tick this if any booking fee the original participant paid should be included in their refund.
These fee options apply to both System transfers and waiting list transfers.
Click Save when done.
How it works for your participants
What happens depends on the options you've chosen.
Transfer to a friend, with System payment
The participant clicks Transfer To Someone Else on their booking and enters their friend's name and email address.
The friend receives an email inviting them to complete the entry form and pay the race's headline price.
Once they've paid, the place is theirs and the original participant is refunded automatically, less any admin fee.
Transfer to a friend, with External payment
The two participants agree and sort out payment between themselves.
The original participant clicks Transfer To Someone Else on their booking, enters their friend's details and confirms the transfer.
The friend receives an email asking them to fill in their details, and the place becomes theirs.
Transfer to the waiting list
The participant chooses to give their place to the waiting list.
The system invites the next person on the waiting list. They have a set amount of time to accept and pay.
If they don't accept in time, the next person on the list is invited, and so on.
If they do accept, the place is theirs and the original participant is refunded automatically, less any admin fee.
If there's no one left on the waiting list, the transfer is cancelled, the original participant keeps their place and they're notified by email.
You can change how long a waiting list invite lasts on the same race page, under Ordering Options > Waiting List > Number of days a waiting list invite is valid for.
Until a transfer is complete, the original participant keeps their place on your start list.