This online entry system website is new this year. It may have bugs or deficiencies so if strange things happen while you are using it please let us know. You can find the email address on the contact us page.
This online entry system tries to work like the previous SEIRC online entry system, if you have used that, although there are a number of changes that we hope will make it easier to use. Information from the old site has been copied to the new site so you should find your club and athletes are already present if you are returning after entering a previous competition.
Although we have copied all the data from the old system, it wasn't possible to use the old registration information. We have set up all the contacts registered to the club so that they can log in but they need to go through the forgotten password process to set their password.
We would recommend that the first time you log on you go to the show contacts page and delete all old contacts (eg. coaches that have left the club) and disable login for any of the others that you do not want to be able to log in to manage your account. (They will have the same capabilities to change things that you have.)
First you must register your club (or school) then you can create contacts, which represent officers and coaches associated with your club, and athletes, which represent potential competitors.
The next step is to register your contacts, particularly the coaches who will be accompanying athletes to the competition. You can give any contact the ability to log in to your club account just like you can.
Then you should register your athletes who are going to take part in the competition. Note that if a coach is going to enter one of the coach's races then they will need to be registered as an athlete as well as a contact.
Finally you can create entries for a competition. You do this by creating an entry and selecting an athlete or athletes into it.
Arrangements for paying for your entries have not been finalised yet. It is likely that we will send you an invoice at some point after the competition closes for entries.
Various information is needed about your club. These include an address and telephone number. You can also provide a separate billing address if invoices need to be sent to a different address to the main address.
No email address is needed for a club as we associate these with contacts (see below). One of your contacts will be deemed to be your primary contact; initially this will be whoever registered the club but you can change this on the show contacts page. We will send general emails to the primary contact.
Contacts represent people associated with your club. We will normally send general communications to your primary contact (usually the person who registered the club with the online entry system) by email or by post to the club address. Sometimes we may need to use the primary contact or club telephone numbers.
Before you can enter a competition you need to specify one or more contacts (coaches) who will accompany the athletes on the day. We will send emails about your competition entries to these registered competition coaches (as well as the primary contact). On the day we may need to use a mobile telephone number to contact a coach.
Any of your contacts can be enabled for logging in. This gives them the same capabilities for managing your club and entries as yourself. Once you have enabled logging in for a contact (which requires you to supply an email address for them if they don't already have one set) they should use the forgotten password mechanism on the login page to complete the process.
Similarly, you can disable logging in for any contact and even delete them. If you have recovered your account from the old online entry system then all your contacts will have the capability to log in. We recommend going through them to delete or disable old ones.
Athletes represent potential competitors in a competition. They are registered with the site and then selected into your competition entries. ie. You must create your athletes first and then create your entries.
If you enter the next year's competition then all the athletes you registered this year will already be available. You should only need to register new athletes for the second year, and so on.
For junior athletes we record an indication of their year of birth; for everyone we record their gender. This allows us limit the athletes that can be selected into an entry to those that are eligible.
You can delete athletes if they are no longer members of your club or are now too old to compete.
An entry into a race has a name and one or more athletes associated with it. For individual races the name of the entry is set to the name of the athlete automatically. For team races, a name must be specified explicitly.
For some popular races we require an estimated time or distance for an entry. We use these to allocate athletes to different divisions of approximately equal prowess. It helps us if you can be reasonably accurate with the values you supply.