Chasing medical certificates, ID or qualification evidence by email eats up time and is easy to lose track of. Document uploads move that process into eventrac. Participants upload what you need when they book, you review it in one place, and everyone is told the outcome automatically.
What can document uploads do for your event?
Save hours of admin. No more digging through inboxes, matching attachments to entries or keeping a separate spreadsheet.
Know who’s cleared to race. See at a glance who has uploaded, who’s waiting for review and who still needs to act, long before event day.
Fewer mistakes and missing documents. Clear instructions at upload mean participants send the right thing first time.
Stay on the right side of compliance. Collect the evidence your sanctioning body, insurer or venue requires, and delete it automatically when you no longer need it.
A smoother experience for participants. They upload once, get told straight away if anything’s wrong, and know exactly what to do next.
It’s ideal for events that need ID, medical certificates, waivers or proof of qualification, such as ultras, open-water swims, triathlons and overseas races.
How do document uploads work?
You turn on document uploads and tell eventrac which documents you need.
Participants in the relevant races are asked to upload them. [Confirm: at checkout, after booking, or both?]
You review each upload and accept or reject it.
Participants are emailed the outcome, and asked to upload a replacement if needed.
How do I turn on document uploads?
It takes less than a minute:
Go to Setup → Basic Info → Advanced Options.
Tick Enable Document Uploads.
Save your changes.
A new Document Types option will appear in your Setup menu.
How do I choose which documents to collect?
You create a document type for each document you need. For example:
Passport (front)
Passport (back)
Medical certificate
Proof of qualification
Splitting documents up like this, such as the front and back of a passport, makes each upload easier to check.
To add one, go to Setup → Document Types → Add New Document Type and fill in:
Document Name. What participants see, so make it obvious, such as “Medical certificate (dated within 12 months)”.
Description. Instructions shown when participants hover over the information icon. Clear instructions here are the best way to avoid rejected uploads.
Retention Period. How long the document is kept after the participant’s entry category is archived. Keep it only as long as you genuinely need it.
Which race(s) should ask for this document? Only participants in the races you select will be asked to upload it, so nobody is asked for something they don’t need.
Click Submit to save.
💡 Tip: Think about what makes an upload acceptable, such as a date range, a legible scan or a specific certificate, and put it in the description. The more specific you are, the less time you’ll spend rejecting and re-checking.
How do I see who has uploaded their documents?
Go to Sign Ups → Documents
The Documents tab shows every submission in one place, so you can see:
who has uploaded documents
which uploads are waiting for your review
which have been accepted or rejected.
You can also add upload status to your participant reports. Tick the Documents field when you generate the report and you’ll see document status alongside your other participant data. This is handy for final checks before race day or for sharing with your team. See Participant Reports for more help.
How do I accept or reject a document?
Review each document in eventrac and mark it as:
Accepted, if it meets your requirements. The participant is confirmed as having provided what you need.
Rejected, if it’s incomplete, incorrect or not up to the required standard. The participant is asked to upload a replacement.
How do I tell participants the outcome?
Participants are emailed automatically when a document is accepted or rejected. You can customise these emails so they match your event’s tone and leave no doubt about:
whether their document has been approved
why it was rejected
what they need to do next.
A helpful, specific rejection email means fewer replies asking “what’s wrong with it?” and faster replacement uploads.
Go to Organisation Settings → System Options → Email Templates → General Emails
Subject: Document Update
ℹ️ Add a direct link to their submission
Include the placeholder %receipt_url% in your emails. It adds a link the participant can use to view their submission details, so they can see what they sent and fix it quickly.
FAQs
Which participants are asked to upload documents?
Only those entered in the races you selected for each document type.
What happens when I reject a document?
The participant is emailed and asked to upload a replacement. Adding a clear reason to your rejection email speeds this up.
How long are documents kept?
For the retention period you set on each document type, counted from when the participant’s entry category is archived.
Can I see document status in my reports?
Yes. Tick the Documents field when generating a participant report.