How does the 'Closed Event' feature work?

A closed event is an event that is only open to a limited number of people.

Can I only invite a set number of athletes to my closed event?

You do not have to limit the amount of people that can enter a closed event. The only difference between an open entry event and closed entry event is that a prospective entrant must be invited in order to see/ enter the event through the Platform.

How do I send an invite to people I want to attend my event?

1. Login (make sure you switch into the account that has access to the event)

2. Click ‘Events Admin’

3. Locate your event and click the settings button to access the admin panel of the event

4. Click ‘Invitees’

5. Click ‘+ Add New’

You can then add athletes in two ways:

• Individually - Search for the person, click ‘+ Add’ next to their name and select ‘Invite’

• Bulk Upload - Download the template, fill in the information and upload the template and then click ‘Add +’

You will be prompted to send the invite emails directly to the users. You can edit and preview the main body text to this email however no other areas on this email are configurable.

Note: The default process to search for an Individual Person is to input the Membership Number.

In addition, Users and Organizations can be granted access to a 'Search Widget' using the 'Search Widget Permissions' within the Events Admin area.

Note: As this generates possible matches with individual data based on what is type in the search box, this should be strictly controlled by the NGB.

What information is required when using the bulk upload?

You will need to complete either the 'CID' column OR the 'Membership Number' column.

To invite the athlete, select 'No' in the add to waiting list column. Users you wish to add to the waiting list should obviously marked as 'Yes'.

How does the 'Waiting List' feature work for closed events?

The waiting list cannot be used for closed events.

What is the process for the user once they 'accept' their place to a closed event?

Once a user accepts a place for a closed event (from an invitation email) they will be prompted to log in and formally enter by completing the event entry form.

1. Login

2. Click ‘Events’ (this may differ depending on the type of event as this could ‘Tournaments’/ 'Courses etc.)

3. Locate the event they have been invited too and click ‘Enter’

4. Read the ‘Event Information' and then click ‘Next’

5. Click ‘+ Add New Entry’

6. Next to their name click the icon ‘+ Add’ and then click ‘Next’

7. Follow the on-screen prompts to progress through the entry form

8. Click ‘Checkout’ and follow the on-screen prompts to pay for your event entry

9. Once you have successfully checked-out you will now be entered into the closed event

For further information and how the register for events, see: Event Registration

What do the different ‘Action’ buttons mean?

These action buttons will appear when you have sent an invitation to a prospective entrant and they will stay until the prospective entrant has either accepted or declined the event invitation.

• ‘Green tick’ - Accepts the invitation on behalf of the prospective entrant
• ‘No entry sign’ - Declines the invitation on behalf of the prospective entrant
• ‘Envelope’ - Re-sends the invitation via email
• ‘Red X' - Removes the prospective entrant from the invitee list