Once your organization/organisation has set up a Stripe payment processing account for Roster registration, you are ready to enable registrations for your competition and accept participant payments.


For information on how to set up a Stripe account, please see the Organizers/Organisers: Enabling Stripe account guide.


This guide is structured as follows:



Getting started


This guide assumes you are familiar with setting up a competition within the Roster admin platform. If not, refer to the Create a competition guides before continuing.


Once your Stripe account is active, go to COMPETITIONS → Details → General → Registration nd switch the field from Disabled to Enabled for any competition in your organizational/organisational domain.


Please note: once registration is enabled for your competition, it cannot be disabled.



After enabling this field, a REGISTRATION section will appear on the far left-hand side blue column with the following options:

  • Registration setup
  • Products & add-ons
  • Discounts
  • Questionnaire
  • Management - events
  • Management - products & add-ons
  • Management - competition fees
  • Emailing



On the Details page, there are a few other fields that can be important for registration.



Licence/License verification


Under COMPETITIONS → Details → Country-specific options, you will find a Licence/License verification field that allows you to select the appropriate licence/license requirement setting for this competition.



This feature is available only if the country is set to England, Wales, the United Kingdom (England & Wales Athletics licences), Lithuania (Athletics Federation of Lithuania licences), or Nigeria (Athletic Federation of Nigeria).


Licence checks do not apply to athletes under the following ages on the day of competition:
 • U11 — England, Wales, or the United Kingdom
 • U14 — Lithuania
 • U12 — Nigeria


Select:

  • Strict — athletes will be required to have a valid licence/license number.
  • Allow foreign (licence/license is required for home athletes) — athletes from the selected country (England, Wales, Lithuania, or Nigeria) must have a valid active licence to register. Athletes from other countries may register without one.
  • None — no licence/license requirement is in place. 


England and Wales athletes' licence/license numbers are automatically verified with the Trinity database for validation.


Please note: once this field is set during competition set up, it can only be changed to a more relaxed option. This means Strict can be changed to Allow foreign or None, and Allow foreign can only be changed to None.



Age group verification



Under COMPETITIONS → Details → Country-specific options, you will also find an Age group verification field that allows you to set enforcement of age group events for your competition. The options are:

  • None — no age group sign-up restrictions, meaning any participant can sign up for any age group event.
  • Regular — participants compete in their own age group. Masters athletes may also compete in a younger age group; youth athletes may also compete in an older age group.
  • Strict — participants may only compete in their own age group, in events open to multiple age groups, or in Senior-only events.



Registration setup


Once you have added events to your competition, click REGISTRATION → Registration setup to open the main configuration page.



The Registration setup page lists all events grouped by gender. Next to each event are the following columns that detail a number of configuration options for that event:

  • Age group — the age group for that event (to set up multiple age groups for your competition, please refer to the Setting up multiple age group events user guide).
  • Max athletes — the maximum number of athletes allowed to register for that event.


Please note: The maximum athlete limit applies only to automatically approved registrations. Athletes added manually do not count towards this limit. If the maximum is reached and automatic approval is enabled, additional athletes will be moved to the waiting list. If you later increase the limit and athletes are on the waiting list, you will need to manually approve or reject them before automatic approval resumes.


  • Price — the price in your currency (see below) for each event to be paid by every participant in your competition. The price includes all processing fees (payment processing and Roster) and VAT/tax (if enabled) for each registration payment.
  • Refundable — information on whether an event fee is refundable or not.
  • Qualification standard — sets the performance mark a participant must meet before their registration is accepted. To use this feature, it must first be enabled in the Fees & defaults section below.
  • State — the state of each event, visible in the public registration view.
    • Pending — initial state, not yet open to public registration.
    • Open — registration is open for sign-ups.
    • Closed — registration is closed; no further sign-ups are accepted.
    • Excluded — these events will not have public registration (e.g. "Invitational Mile"). The organizer/organiser will manually add athletes to the start list. These events and participants are still visible in the public view.



Competition options



The competition options include the following:

  • Registration visibility
    • Draft — registration is not yet open to the public.
    • Published — registration is open and visible to the public.
  • Registration deadline - Date
  • Registration deadline - Time
  • Currency — select the appropriate currency for your country.


We strongly recommend selecting your organization's/organisation's native currency to avoid additional currency exchange charges.


  • VAT — choice of including appropriate VAT/tax amount in registration payments.
    • Enabled (xx %) — include appropriate VAT/tax amount for your geographical region on each participation payment transaction.
    • Disabled — do not include VAT/tax on each participation payment transaction.
  • Total fee — the total processing fee for each transaction, including payment processing and Roster fees.
  • Registrants are required to provide BIBs for participants
    • Disable — no option to add a BIB by registrant.
    • Enable — registrants can manually enter their participant's BIB when registering for the event.


Please note: once you have changed the Registration visibility from Draft (not visible to public) to Published (publicly visible), you will not be able to change the Currency value, VAT/tax enablement, or Terms & Conditions and Anti-doping Declaration documents (see below under Documents).



Qualification & approval



  • Require registrant to provide:
    • Personal best (PB)
    • Season best (SB)
    • Seeding result (SR)
  • Qualification standard verification
    • Open — do not use a qualifying mark as a registration acceptance criterion.
    • Strict — use a qualifying mark as a registration acceptance criterion.
  • Qualification standard record
    • Season best — use a season best mark as the qualifying registration criterion.
    • Personal best — use a personal best mark as the qualifying registration criterion.
    • Seeding result — use a seeding result mark as the qualifying registration criterion.
  • Automatically approve all registrations
    • Disable — manually approve all participants before they pay.
    • Enable — automatically approve all participants as they sign up, so they can pay and join the start lists immediately.



Fees & defaults



  • Max athletes per event — the default maximum number of athletes per event. See the note in the Registration setup section above for details on how this interacts with automatic approval and the waiting list.
  • Price per event — the default price charged to each participant per event, including all processing fees and VAT/tax (if enabled). This can be adjusted individually for each event afterwards.
  • Competition fee — a flat fee charged to each participant regardless of how many events they enter, including all processing fees and VAT/tax (if enabled). Use this if you want to charge a participation fee in addition to, or instead of, per-event fees.
  • Competition fee refundable
    • Enable — allows users to request a refund after refunding all event fees (if any).
    • Disable — do not allow users to request a competition fee refund.
  • Relays pay competition fee
    • Enable — all relays must pay a competition fee and potential event fee (if any).
    • Disable — relays do not have to pay a competition fee.


Please note: If a competition fee is greater than 0 and the price for the event is greater than 0, the sum of fees for the participation will be competition fee + event price. If the participant wants to register for two or more events, the sum will be competition fee + event no. 1 price + event no. 2 price, and so on.


Read more about the competition fee in the Organizers/Organisers: Competition fees guide.


Event defaults as Max athletes per event, and Price per event can be applied to multiple events at once as a quick way to update pricing or capacity.


To use the event defaults, select the desired events by clicking on the appropriate checkboxes or the select-all checkbox at the very top. Click Apply defaults to selection at the bottom of the page to apply the adjusted values and save.



To quickly adjust the state of all or multiple events, select the events, click the Modify selection button, choose Open selected, Close selected, or Excluded selected, and then save to apply.



Please note: Public registration will only be open if all three of the following conditions are met:
 • Competition status — set to Open (COMPETITIONS → Details → General)
 • Registration visibility — set to Published (publicly available) (REGISTRATION → Registration setup → Competition options)
 • Event State — set to Open for each event you want to accept registrations for
(REGISTRATION → Registration setup)



Documents


The Documents section allows you to upload documents that may be relevant to participants in your competition. You can upload the following documents:

  • Terms & Conditions — a PDF document that participants must consent to during sign-up.
  • Anti-doping Declaration — a PDF document that participants must consent to during sign-up.
  • Competition information — any relevant document for participants, such as a competition manual. This can be uploaded or updated at any time.


Please note: once Competition options → Registration visibility is changed from Draft to Publicly visible and saved, the Terms & Conditions and Anti-doping Declaration documents cannot be further uploaded or changed.



Notifications



Under Notifications, you can decide who receives email notifications related to registration activity, such as messages from participants, refund requests or registrations awaiting approval.


By default, only the competition creator will receive email notifications. To add a new user, select the person(s) from the list and click the Add button. Note that only users with Update permission for this competition can be added. Read more about permissions in the Permission to edit a competition guide.



Additional options


For other features related to Registration, please see the following user guides for more information: