Why accounts belong to you, not Eventrac
Every organiser on Eventrac has their own account platform. When someone creates an account to enter your event, that account sits with your organisation and connects them to your events.
For your participants, this means they deal with you directly. For you, it means a growing base of returning participants who can book again quickly and look after their own entries.
Booking as a guest or with an account
We never force anyone to create an account before they book. Making people sign up first adds friction at checkout and costs you entries.
Instead, participants can book as a guest and create an account afterwards in just a few clicks. Their booking is then linked to their account, giving them full access to self-management.
How participants access their account
There are two ways in:
Your Eventrac subdomain — participants can log in directly on your organisation's Eventrac subdomain. [Add example URL format here, e.g. yourorganisation.eventrac…]
Their entry confirmation email — every confirmation email includes a link straight to their booking, where they can log in or create an account.
Tip: Link to your subdomain from your event website, social posts and pre-race emails so participants always know where to manage their entry.
Why participants should create an account
Guests can still enter your events, but account holders get a lot more:
Automated credits — credits are applied to their account automatically, ready to use on a future entry.
Results — they can find their results information in one place.
Fundraising pages — they can set up or link to a JustGiving or EventGiving fundraising page at any time, not just straight after checkout, and see how much they've raised from their booking.
Faster booking — their details are saved, so entering your next event takes a fraction of the time.
It's worth encouraging participants to create an account in your confirmation emails. Every account holder is one less admin request landing in your inbox.
What account holders can do
Once logged in, participants can handle most entry changes themselves. Some options are always on; others only appear when you switch them on.
Action | What the participant can do | Your control | Guide |
Get support | Ask your AI Support Agent questions, answered from your FAQs, 24/7 | Set up the agent and your FAQs | |
Refer friends | Share their referral link and earn rewards automatically | Enable and personalise the scheme | |
Update details | Change contact details, address and registration answers | On/off, with a deadline | |
Change race | Move to another race, distance or date | On/off, admin fee, which events they can move to | |
Transfer place | Give their place to someone else | On/off, deadline, admin fee, waiting list transfers | |
Cancel | Withdraw and receive a refund under your rules | Timeframes and % of fee you keep | |
Add items | Add extras such as merchandise to their booking | — | — |
Receipts | Print or download a receipt for their booking | Always available | — |
What participants can't do
Change their name — names are excluded from self-service updates, so transfers go through the transfer process.
Get a refund for moving to a cheaper race — moving up means paying the difference; moving down isn't refunded.
Make changes after your deadline — every self-management feature stops at the deadline you set, or your entries closing date if you haven't set one.
Use features you haven't switched on — if an option is off, they'll need to contact you instead.
Switching on self-management
Before you start, make sure your event has an entries closing date. It's the default deadline for every self-management feature.
Then work through each option in our Setting Up Participant Self-Management guide:
Personal details — Race Details → User Management Configuration → tick Allow participants to manage their entries.
Transfers — Event → Setup → Race → User Management Configuration → tick Allow participants to transfer to another person.
Race changes — Event → Basic Info → Race Transfer Settings → tick Allow participants to change race after signing up.
Self-cancellation — Organisation Settings → System Options → Cancellation Policy.