Managing Events
Make updates and manage your events with ease
By Angus and 2 others3 authors48 articles
Before You Open (or Reopen) Entries
Preview, test and check your event so everything’s ready before participants see it.
- Making a Test EntryBefore launching (or relaunching) your event, we strongly recommend completing a test entry.
- Preview Your Event PageBefore opening entries, it’s always a good idea to experience your event exactly as your customers will. Previewing your event helps you spot issues early and ensures the customer journey…
- Event Relaunch ChecklistBefore relaunching your event, it’s important to validate the key setup elements to ensure everything is accurate, up to date, and ready for participants.
- Adding or Reviewing Your Event Terms & ConditionsIt’s important to review the terms and conditions (T&Cs) your participants agree to during entry. These protect your event, your team, and your participants — so keeping them clear, up…
- Reordering Event TicketsThe order your tickets appear on your event page and entry form can have a big impact on the participant experience.
- Enabling & Managing Waiting ListsWaiting lists are a useful way to manage capacity when your event or race sells out. They ensure that anyone still interested in participating can secure a place if cancellations…
- Priority Links: VIP Access for Your EventsPriority Links let you create exclusive, VIP-style entry links for your most valued customers, sponsors, or previous winners and marshals. These links guarantee entry—even if the event is closed, sold…
- Finding your Event page URLTo share your event on emails, social media, or other channels, you’ll need your event’s URL.
Changing an Entry
Transfer, move, defer, refund or remove an entry when a participant’s plans change
- Viewing an Individual Participant DetailsYou may want to access more detailed information about a specific participant or take actions such as issuing a refund, transferring them to another race, or removing them from the…
- Editing Participant DetailsEventrac allows you to update participant information quickly and accurately. Whether it’s a minor correction or reassigning a participant to another account, this guide walks you through the steps.
- How to move a participant to another raceMove a participant from one event/race to another event/race or allow participants to move themselves to another event/race
- Deferrals: Allow participants to move their place to a future raceLet participants defer their place to a future year of your event, either by moving themselves or with you doing it for them.
- Removing a Participant from a RaceIf a participant contacts you to let you know they can no longer attend your event, you can remove them from the race. This action frees up a space, allowing…
- Reinstating a ParticipantIf a participant has been accidentally removed from a race, you can reinstate their entry without requiring them to register again.
- How to Refund an Entry or Add OnAt some point, you may need to refund a participant. Eventrac makes it simple to issue full or partial refunds directly from your dashboard.
- Linking a Product to a ParticipantThis guide explains how to link a product purchase — such as an event t-shirt — to a participant after the original purchase has been completed.
- Crediting a customer accountCrediting a customer account with money allows them to use this credit across any of your items. Set an expiry date to ensure the credit must be used by a…
- Transferring an Entry to Another PersonTransferring an entry allows participants to pass their booking to someone else if they can no longer attend. This is one of the available self-management options, giving participants flexibility while…
Helping a Participant with Their Account
Fix login, basket and email issues so participants can get back on track fast.
- Editing a UserOccasionally, you may need to update a participant's account details for example, if they've changed their surname or need to use a new email address.
- Logging in as a UserIn some cases, a participant may report an issue that is difficult to diagnose from an organiser’s view alone. To help resolve these situations quickly, account administrators have the ability…
- Resending confirmation emails to participantsA participant may need their confirmation email resent — if they entered the wrong email address or can’t locate the original message.
- Removing Tickets from a Participant’s BasketSometimes tickets can get stuck in a participant’s basket if they begin registration but don’t complete checkout. This might prevent them from entering and could prevent others from registering and…
- How to Find an Account Holder’s User IDSometimes you may need a user’s ID (for example, to change user associations or transfer accounts). Here’s the quickest way to find it.
Contacting Participants
Send the right updates to the right people, without sending anything twice.
- Contacting ParticipantsStrong participant communication in the lead-up to event day builds trust, reduces uncertainty, and creates a smoother experience for everyone involved.
- Avoiding Duplicate CommunicationsWhen contacting participants, you may want to avoid sending the same or similar communication more than once. Eventrac makes it easy to filter out anyone who has already received a…
- Event-Specific EmailsEvent Email Templates can be customised individually to differentiate them from the Global Templates applied when creating an event. This allows you to tailor emails for specific events or participant…
Reports and Data
Reports and Data
- Understanding your Event DashboardThe Events Dashboard gives you a clear, visual overview of your event data. The more participant information you collect during registration, the more detailed your insights will be.
- Year-on-Year Entry ComparisonComparing your current entry numbers against the same point in the previous year can help you understand whether registrations are tracking ahead or behind previous editions of your event.
- View and export participant reports for your eventsEasily access participant data, apply filters, and export or share reports with colleagues and third parties.
- Participant reports: filtering, views, and exporting dataLearn how to use the new reporting experience to filter, view, segment, and export participant data from your events.
- All Sign-UpsThe All Sign-Ups page provides a live view of every registration across your events, making it easy to search for participants, review sign-up activity, and export registration data.
- Shared Reports – Real-Time Participant DataShared reports let you give third parties—like timing partners, medical support or volunteers—instant access to participant data in real time, without exporting sensitive information.
- Exporting your Participant Start ListGenerating reports for participants is a key component of managing an event. Eventrac makes it easy to filter the data you need, export/download the relevant information, and even create custom…
- Understanding Booking SourcesEventrac allows organisers to accept entries from multiple sources for the same event. To help you understand where registrations are coming from, every participant is automatically assigned a Booking Source…
- Finding Past Event Ticket or Sign-Up InformationEven after an event has finished, all associated data remains safely stored within Eventrac. Older events and ticket information are archived to keep your active workspace focused on the current…
- CRM: Better understand your customersThe Customers section is your central CRM, where you can view and manage everyone who has an account with you.
Event Day and Afterwards
Check in participants, assign bib numbers, publish results and collect reviews.
- Event Day Preparation ChecklistA successful event starts long before race day. Use this checklist to make sure you've covered the essentials, reduce last-minute stress, and deliver the best possible experience for your participants.
- 📱 RaceDay Check-In AppDeliver a Faster, Smoother Race-Day Check-In Experience
- Adding Results to a RacePublish your results to make it quick and easy for participants to find and interact with your results
- Uploading Historic Race ResultsIf you're new to Eventrac, uploading your historic race results is a great way to provide participants with a complete record of their event history.
- Hiding Tickets from the Results PageNot every ticket in your event needs to appear on the public results page. For example, you may offer a Fun Run, Family Run, or other non-competitive ticket that isn't…
- Archiving and Unarchiving RacesTo keep your event setup area organised, races are automatically archived once the event has passed (unless Manual Archiving is enabled).
- Collecting reviews for your eventsCollect reviews from your participants and display them on your landing pages
- Assigning Bib NumbersAssign bib numbers to your participants and include this information in emails, reports and the scanning app
Bulk Tools
Import participants, add entries manually and merge events in one go
- Importing ParticipantsUse this feature to upload participants from another system or from entries collected elsewhere to manage everything in Eventrac. If migrating from another platform, close entries there first and export…
- Merging EventsTo support strong long-term search visibility and ensure your event data remains clean and consolidated, Eventrac uses a structure designed around evergreen event URLs.
- Race ID'sA race ID is a unique identifier of a race/ticket. These can be useful when importing participants in bulk
- Adding Participants ManuallyEventrac supports both bulk imports and individual manual entries, making it easy to consolidate participant data.