Advanced Registration Features
ITS YOUR RACE is much more than just a simple online registration platform. We offer many advanced features such as team registration, multi-stage race setup and results, promo codes, the ability to take donations during registration and much more. Use this section to answer your harder questions and to learn more about exactly what the ITS YOUR RACE's online registration platform can offer your event.
Assign Bib Numbers in Jaguar and IYR
Be sure to have all participants imported into ITS YOUR RACE
• The easiest way is to go to IMPORT/EXPORT DATA and then EXPORT DATA. Click the link to EXPORT A JAGUAR DATABASE and check the box to assign bib numbers. This will allow you to set which races you'd like to assign bib numbers to and which bib numbers you'd like to use.
• If you want to assign bib numbers in Excel, go to your event on IYR, go to IMPORT/EXPORT DATA and you can either EXPORT REGISTRATION DATA or or EXPORT A JAGUAR DATABASE. If you assign bib numbers through Excel, you must load your file into Jaguar then export your Jaguar Database and import it into ITS YOUR RACE.
Before you set up a TEAM ONLY REGISTRATION type, please be sure that you are setting this up correctly.
Add a team-only registration type is for events where you have a completely separate division set up for teams. When you add a registration type through this link, you create a reg type that allows a person to sign up and create a team and either pay one fee for the entire team or just pay for themselves and invite team members to join and pay for themselves. A password for the team is created by the team captain and they are able to send invitations with that password to people on their team.
Adding teams to an individual registration type is for "mass teams" most likely for charity or group purposes. Once a team is created, it show up in a dropdown for others to select when they are registering so they will also be associated with that team. They will NOT be added to a separate division through this method.
A simple "rule of thumb" is "If you're going to have a different DIVISION set up for teams, then you should create a separate RACE and TEAM ONLY REGISTRATION TYPE. If your teams are simply to allow people to associate themselves with a particular group and has no effect on scoring, then you should just check the "ALLOW TEAMS" box in your individual REGISTRATION TYPE.
So, for example, I'm directing a Breast Cancer 5K where I want to encourage people to form groups to enhance participation. The teams are NOT scored, it's more of a comradery thing. I created my "5K Participant" REGISTRATION TYPE and check the box under the "SHOW/REQUIRED" features that says "ALLOW TEAMS". When a participant goes to register, they will see a question that says, "Would you like to create or join a team?" If they select JOIN A TEAM, they will be shown a list of teams that have already been created that they can join. This prevents duplicate spellings of the same team name. Then, under the custom ITS YOUR RACE URL for my event with all of the event details, there will be a menu item called "TEAM LISTING" that shows all of the teams and the participants that have joined each one.
If you are setting up a TEAM ONLY REGISTRATION TYPE, we have two options for setting up team registration:
1) Team captain pays entire team fee upfront, creates the team and sets a password. Then he invites others to join his team via an email invite and they log in with the team password and fill out their individual registration form and sign the waiver. There must be a set price for this option or separate registration types set up, for example, several registration types set up as follows: – Team of 3 Registration, Team of 4 Registration, Team of 5 Registration, Team of 6 Registration
2) Team captain creates a team and pays for himself only then invites others to join and they pay individually. The issue with doing it this way is that there's no way to know if a team has hit a minimum requirement without checking teams manually. If you aren't worried about this, this may be the better option.
To set up a TEAM REGISTRATION TYPE:
If you are going to score teams separately, make sure you have a separate RACE (and therefore DIVISION) set up for the TEAM version of your race.
Go to REGISTRATION then click REGISTRATION TYPES
At the top, click the option to "Add a New TEAM-ONLY Registration Type".
Once you verify that you want to create a TEAM REGISTRATION TYPE, click CONTINUE
Name your REGISTRATION TYPE, set the price and choose who pays for the registration based on the options listed above.
Set minimum and maximum team sizes. PLEASE NOTE The minimum team size is not verified by the system. It simply displays the minimum team size to the team captain. We do not hold payments until a minimum team size is met yet, but we are working on this functionality.
Fill in the other fields as you would a "regular, non-team" REGISTRATION TYPE
1) You can add promo codes for your participants to use. Go to “REGISTRATION”, select the menu item “PROMO CODES” and then click the link to “ADD A NEW PROMO CODE”.
2) Put in your promo code(s). If you want to add a lot of promo codes with the same discount, the easiest way to do this is to:
a. Go to EXCEL and type in your first few promo codes in successions in the first column like this:
b. Highlight all of them and drag the cells down however many promo codes you’d like to create (IE drag it down to cell 100 to create 100 promo codes)
c. Save this as a CSV file
d. Locate the file on your computer, right click the file and OPEN WITH: NOTEPAD
e. Hightlight all of these promo codes, hit CTRL C to copy them, then go back to the ADD A NEW PROMO CODE wizard in ITS YOUR RACE and paste them in the PROMO CODE(s) box (CTRL+V)
3) Set your discount and the restrictions on the promo code. For example, if your promo code(s) is for a free 5K entry, put in 100% off and select the registration type(s) for your 5K race.
Explanation of promo code restrictions:
1. Can only be used x times - means no matter how many people they sign up at the same time, they can only use the code once. After it's used that one time, it won't be usable again, but it could've been used for many people during that one transaction.
Can only be used x time(s) per transaction - means that for a single transaction, the code can allow a discount for x number of people. Unless it's used in conjunction with #1 above, the code could be used for another transaction.
Can be used for a maximum of x participants - means that no matter what you did for #1 and #2 above, the code can't be used for more than x participants. So, if you only want 10 participants to get a free registration, you set this to 10. If you don't do anything with #1 or #2 above, then either one person could do a transaction with 10 people for free or 10 people could use the code for only one person. Either way, after the 10th person has benefited from the code, no more can.
Order must be $x.xx or more - It's kind of like saying you get 20% off of clothes if you buy $50 or more.
Promo Codes After Event Renewal
When an event is renewed for a new year, your promo codes will reset. You can still access those promo codes from the "YOU ARE VIEWING YEAR" dropdown
You can COPY the list of promo codes from a previous year and use the instructions above to insert those codes into your latest year (by pasting them into Excel, saving as a CSV, opening the file in Notepad and copying and pasting the codes into the PROMO CODES box under "create a new promo code".
Adding Manual Entries (Paper Registrations)
Your participants are also considered “orders” as they have paid one way or another to participate in your event. While they may also have a comped or free entry, they are still considered an order that needs to be accounted for. With that said, all manual orders must be added individually so that the IYR system can properly account for the registration type and amount that was paid. This helps you keep track of all of your revenue brought into the event.
PLEASE NOTE THAT ITS YOUR RACE DOES NOT CHARGE ANY FEES FOR MANUAL UPLOADS (Paper Registrations) UNLESS THE PERSON CHOOSES TO PAY BY CREDIT CARD. CHECK/CASH PAYMENTS DO NOT INCUR ANY PROCESSING FEES
To add a new participant or “order”:
1) Login to the IYR admin tool
2) Click on REGISTRATION on the left nav menu
3) Click on "ORDERS"
4) Click the link to "CREATE NEW ORDER"
5) A window will pop up where you can fill out the information as if you were the participant registering online. It will ask you for method of payment, amount that the participant paid and you can also make a payment note, such as the check number that they paid with. The money from these types of registrations will be calculated as MANUAL SALES on your dashboard so you can keep track of all financials from your event.
Setting Up Charities for Donations
If you would like to collect additional donations for a charity or several charities during your registration process, you can set up multiple charities directly in your ITS YOUR RACE registration account. Charitable donations are charge 6% for processing fees.
Go to the ADMIN tool and select the “CHARITIES” menu item (found under the “Event Home” menu items)
If you have a charity enabled, we automatically have the message “Not ready to register but you’d like to donate to one of our charities? Please click here.” appear at the top your registration. You can customize this message under the SETTINGS for charities.
If you’d like to include a note for donating in the long description section, you can do so in the “LONG TEXT” box.
If you click on the “CHARITIES” menu item, you’ll find the link to “ADD A NEW CHARITY”
Name your charity, select to show it in the site and write a brief description of the charity
Your charity page will appear as the image below. Adding a charity adds an extra step during the registration process which asks participants if they’d like to make a donation, or if they’d like to continue without donating.
To Post a link directly to the charitable donation page
When you click on your "REGISTER NOW" button, you'll notice a link at the bottom of the page that says "Not ready to register, but you'd like to donate to one of our charities? Please click here." Clicking that link will take you directly to the donation page. You can share that link on your website and tell people they can make charitable contributions there.
Custom Confirmation Email
We allow our customers to set up their own custom confirmation emails. These are sent out every time a participant registers. There is a standard receipt that is automatically populated from ITS YOUR RACE which is included in the confirmation email, however, you can customize the email with additional information and graphics.
To customize your confirmation receipt email:
1. Go to REGISTRATION
Click on RECEIPT/EMAIL SETTINGS
Use the tool to put in custom text or you can past in graphics or HTML if available. If you’d like our help with developing a custom HTML confirmation email, please contact us for pricing.
Setting Up a Custom Waiver
Setting Up a Custom Waiver
1. Go to “REGISTRATION”
Edit each REGISTRATION TYPE and scroll down to the waiver. You can customize any aspect of that waiver. Please note that the ITS YOUR RACE waiver during the payment process cannot be altered or hid.
If you have the same waiver across several registration types, you’ll need to copy and paste it to the other registration types and save them individually.
Enable Fundraising Feature
ITS YOUR RACE has the ability to offer individual fundraising for charities that your event supports.
When a participant registers, they can choose to
Race Day Registration
With the direct integration with the Jaguar Timing System, an event can take registrations and assign bib numbers up until the event starts. ITS YOUR RACE offers a convenient "registration kiosk" mode for race-day registration. This is a touch-screen-friendly registration process.that allows your athletes to quickly register on tablets or touch-screen laptops on race day.
To set up kiosk mode, follow these steps:
Set up a REGISTRATION TYPE that will be used on race day. Go to REGISTRATION then REGISTRATION TYPES and ADD A NEW REGISTRATION TYPE. Fill out the information and remember to set the start and end date and times to your race morning (or packet pickup times). SAVE your registration type
Go to REGISTRATION - DETAILS and scroll down to the "KIOSK MODE" section. Set ALLOW KIOSK MODE to YES
Set your Kiosk Start time and end time (the same times as your race-day registration type.
Select your options for allowing offline payments, showing the donation/fundraising page during the registration process and whether to show the promo code entry box in the kiosk
Check your race-day registration type that you've set up and SAVE the settings.
On race day,when you have your tablets or touch-screen laptops set up for race-day registration, use the KIOSK MODE URL displayed
Accounting and Reports
Bank Transfers - Note that you must be an event OWNER to view transfers.
If your event set up direct deposit for payments and you wish to view the transfers to your bank, login as the event OWNER and MANAGE your event. The top left menu will say OWNER with the menu item ACCOUNT - AUTOMATIC TRANSFERS under it. Click on that link and you will see a list of transfers made for your current event year. Click VIEW DETAILS to see each transaction involved in that transfer.
If your list of transfers is not up to date, you can click on the link that says "Missing a Transfer? Click here to request a Stripe data pull." Fill in the dates where you are missing transfers. Depending on the date range you select, this process typically occurs within minutes. Wait a few minutes after you submit your request and REFRESH your page to see your transfers up to date.
You can also log into your STRIPE account that was set up when your event registration was set up. Go to Stripe.com and enter the email and password for the Stripe account (the event OWNER would have set this up when they set up the event's financial information). There, you can view each transfer made to your account, view and change the bank account that's connected to your ITS YOUR RACE account and view details on any disputed payments that may have been opened.
Sending Emails to Registrants
To send an email to all of your participants that registered for your event, go to MANAGE your event. Under the "EVENT HOME MENU" select the EMAILS menu item.
Click the link to ADD A NEW EMAIL
Fill in the EMAIL NAME and DESCRIPTION (used for internal purposes only), the FROM EMAIL NAME and EMAIL ADDRESS (which will be displayed to all recipients) and the SUBJECT LINE and click SAVE AND CONTINUE
Enter the text of your email. You can alter the font and add images using the image upload option. Click SAVE AND CONTINUE
For the RECIPIENTS, you must either a) Select the list of participants you'd like to send to by CLICKING ON the year and number of emails you'll be sending your message to. OR b) manually entering the emails by copying and pasting them into the ADDITIONAL EMAILS box. You must enter one email address per line.
Note that you can select a participant list to send to AND enter additional emails to ensure that a copy of the email is sent to all members of your organization.
SAVE your recipients
Preview your email and make sure the content looks good. If you need to change anything, you can click on the MODIFY THE EMAIL or click CONTINUE
We offer the option to send the email immediately or schedule it for a future date and time. For example, if you want to remind participants about packet pickup information on certain scheduled dates and times, you can use the SCHEDULE EMAIL option.
SEND or SCHEDULE your email. Once the email goes out, you can view the RESULTS of the send by going back into your event admin tool and going to EMAILS, EDITING the email you've just created and clicking on the RESULTS menu item. The TOTAL opens and UNIQUE opens will be displayed there.