Define Registration

Use this page when Registration is part of your scenario. If Registration is not used, you can skip this page.

Preconditions

If this is a multi-event Registration, minimum setup must be completed for every included Event.

Event(s) minimum setup is completed in Define Event:

• Event;
• Races;
• Categories.

Setup steps

1. Set up registration.
2. Create registration entries by attaching events (for multi-event mode only).
3. Configure registration form (include custom questions and products).
4. Configure fees and discounts.

Set up registration

• Mode:

  • Single-event registration
  • Multi-event registration.

  Registration mode cannot be changed after the Registration is created.

• Select Event (for single-event mode only): Select one Event from the list. If an Event exists in the system but does not appear in this list, it means the Event is deleted or already attached to another Registration.

• Status: Controls whether Registration is available on the public site. It is recommended to keep Status as Disabled at first, and switch to Enabled only after Registration is fully configured.

• Allow participants to edit their application entities after submission (for single-event mode only): Disable participant self-edit during periods when submitted data must remain unchanged, or when self-edit should not be allowed at all. This is useful, for example, during personalized material preparation, while still allowing new registrations to be submitted. During transfer to Event, self-edit is also automatically blocked for each transferred participant.

• Opens at: Date and time from which Registration becomes publicly available. If not set, Registration is treated as already started.

• Closes at (for single-event mode only): Date and time from which Registration is no longer publicly available. If not set, Registration is treated as not yet closed. Registration is not available after the Event end date, even if Closes at is later or not set.

• Languages: Additional languages make the registration form easier for participants, but they also increase organizer workload because more information must be maintained in multiple languages. Enable only languages that are relevant for your Event. Order matters: the first language in the list is used as the default in the registration form. If you do not see a language you need, contact the RaceTribe team.

• Show entry limits: Controls whether remaining entry limits are shown in the registration form.
• Show online waiver: Controls whether the online waiver/terms confirmation is shown and required during registration. If set to YES, you must also fill in Online waiver content. Keep it concise where possible, and reference the competition regulations for full details. The waiver is shown before each registration submission and is accepted only by the applicant who submits the registration. The applicant may be different from the participant(s) being registered.
• Registration contact email: Contact email shown to participants for registration-related questions.
• Registration contact phone: Contact phone number shown to participants for registration-related questions.

Configure registration payment settings

When you charge participation fees or sell products, fill in all information required for payments and invoices.

First, review and accept the Terms and Conditions.

Then set the currency and VAT rate. If the recipient is not a VAT payer, leave the VAT rate field empty. If the recipient is a VAT payer, enter the applicable VAT rate.

Then select the payment method. You can select multiple payment methods. Order matters: the first selected method is used as the default in the registration form. Currently available options are Manual payment and Klix. Stripe is currently in implementation.

• Manual payment is a payment method where you provide payment instructions, manually track received payments, and mark invoices as paid in the Applications section.

  Be sure to provide clear and detailed Instructions for manual payment. These instructions should make it easy for participants to understand how and where to pay. For example, you can include: Bank account details for wire transfer, or Information about in-person payment at a specific location, or any other payment method defined by the organizer

  Clear instructions help avoid confusion and ensure that payments are processed smoothly.

  Use Preview (top-right corner of the input field) to check how this text appears to the registering participant.

• Klix is a payment method intended for the Baltic states and supports only EUR currency. Payments are processed automatically, so no manual payment marking is required. Funds are received in the RaceTribe account and paid out according to the signed agreement.

• Stripe is currently in implementation. It is an automatic payment method and no manual payment marking is required. It will support multiple currencies, and collected funds will be transferred directly to your specified Stripe account.

Finally, fill in Payment receiver data for invoices and receipts.

• For a Legal person, provide: Company name, Registration number, Legal address, and VAT number (if you are a VAT payer).
• For a Natural person, provide: First name and Last name.

If you want additional specific information to appear on invoices/receipts, also fill in Additional notes appear on the invoice.

Create registration entries (for multi-event mode only)

A registration entry is a registration unit that links an Event, the registration closing date for that Event, and the self-edit permission for submitted applications. Think of an entry as one stage in a competition series, or one day in a multi-day event, that participants can register for separately.

In single-event registration, these entry fields are integrated into the main setup form to keep the UX simpler.

In multi-event registration, registration opening is shared across all entries and is configured in the main Registration setup. However, each entry can have a different closing date.

Participant self-edit is also controlled per entry. As one stage approaches, self-edit can be disabled for that stage while remaining enabled for later stages. This is especially useful for long season series, where participant details may legitimately change over time.

To create a registration entry:

1. Select Event

   Select one Event from the list. If an Event exists in the system but does not appear in this list, it means the Event is deleted or already attached to another Registration.

2. Configure entry

   • Entry name: Usually used to provide a shorter display name.
   • Closes at: Date and time from which Registration is no longer publicly available. If not set, Registration is treated as not yet closed. Based on the Event end date, registration is not available once the Event has ended, even if Closes at is later or not set.
   • Allow participants to edit their application entities after submission: Disable participant self-edit during periods when submitted data must remain unchanged, or when self-edit should not be allowed at all. This is useful, for example, during personalized material preparation, while still allowing new registrations to be submitted. During transfer to Event, self-edit is also automatically blocked for each transferred participant.

Configure Registration Form

This section defines how the registration form looks, what additional data is collected, and which products/services are offered.

Participants usually dislike long registration forms, so ask only for information that is truly necessary.

The form is organized into logical blocks, each with its own predefined fields:

• General
• Affiliation
• Region and Location
• Contacts
• Custom data / Products / Services
• Other

For multi-event registration, each entry has its own:

• Race/Category configuration
• Custom data / Products / Services configuration

In multi-event mode, the General section does not expose direct Race and Category field configuration. Instead, you select which entry to use as the source for Race/Category configuration.

Adding fields is straightforward: in the relevant section, click Add field and choose the field.

In most sections, fields can be reordered within their section using drag and drop. They appear in the registration form in that same order.

For predefined fields, mark whether the field is required in the registration form.

The Instruction only field is an informational text shown in the registration form. It is required in the primary language and strongly recommended in other enabled languages. If a translation is not filled in, that language version of the form falls back to the primary language text.

Race and Category field behavior

• Race is always required.

• Category is configured differently and may be optional or not shown at all (for example, when the Event has no categories).

  If the Event has multiple category sets, the form can require category selection in some sets and make it optional in others.

  This is configured using two fields:category sets where category selection is required and category sets where participants choose whether to participate in that standings context.

  The most common setup is one category set (Default) where category selection is required.

Birth data field selection affects how category limits work:

• If any category of any Event attached to the Registration uses age limits based on Age at event start date or Age at custom date, then Date of birth must be selected in the General section.
• In all other cases, Year of birth is sufficient and is the preferred option (best practice: do not collect unnecessary personal data).
• Do not request both Date of birth and Year of birth. Year of birth is automatically derived from Date of birth.
• If the wrong birth field is selected, age-based category limits are not applied. In that case, the registration form shows all categories instead of only those matching the participant.

Custom data / Products / Services behavior

In this section, you can create your own custom fields. Custom fields are used to collect information that is not covered by predefined fields. Most commonly, they are used for:

• information needed for event operations;
• information needed for discount rules;
• products or services you want to sell.

For instructions on creating custom fields, see [TODO: add custom field guide link].

As noted above, in multi-event registration this section appears in multiple places: at global level and separately for each entry.

Use global vs entry-level configuration based on scope:

• If you want to sell a T-shirt, this is usually configured globally, not per entry.
• If you want to charge for meals, this is usually configured at entry level for the specific entry (event/stage).

The same applies to discount-related data fields:

• define them globally if discounts based on this field should be reusable across all entries;
• define them at entry level if discounts based on this field should apply only to that specific entry.

As a general rule, globally configured custom field data is included in export/transfer data for all events covered by the registration.

Configure fees and discounts

This section is available only if, in the main setup, you selected that participation fees will be charged or that products/services will be sold.

• In single-event mode, you configure fees directly for that single entry.
• In multi-event mode, you must configure fees for each entry.

Entry fee configuration

Important:

• If a category should be free of charge, you must still enter the fee as 0.
• If a category has no fee configured at all, that category is not shown in the registration form.

This behavior is intentional and helps prevent accidental free registrations when a category fee is missed.

Change dates

Fee periods allow you to change the entry fee from a specific date. The entered date identifies the date from which the new fee applies (inclusive). Leave this empty if the fee does not depend on the registration date.

Example change dates: 1 May and 1 June.

Group sizes

Group sizes allow you to change the entry fee from a specific group size. Group size is evaluated per entry and means the number of participants registered together for that specific entry/event. Once that participant count is reached, the corresponding fee is applied. In most cases, larger group size thresholds are used for lower prices. Leave this empty if the fee does not depend on group size.

Example group size thresholds: 3 and 5 participants.

Fee plan

1. First, select which categories this fee plan applies to (the selector shows only race/category combinations that are not yet assigned to another fee plan).
2. Then fill in the fee matrix according to your Change dates and Group sizes setup.

Example fee matrix (first column = ascending change dates, first row = ascending group sizes):

Change date (from, inclusive)	1–2 participants	3–4 participants	5+ participants
From: Registration start	40.00	37.00	35.00
From 1 May	45.00	42.00	40.00
From 1 June	50.00	47.00	45.00

These fees are the base amounts to which discount rules are applied.

Discount Rules

Discounts apply only to the registration fee, not to products or services. If participants meet multiple conditions, only the largest percentage discount is applied first, followed by all fixed discounts.

To add a discount rule:

1. Click Add new discount rule.
2. In Condition, select:
   • Field (the field used for evaluation),
   • Operator (for example, EQUAL),
   • Value (the value that must match).
3. In Discount, choose Discount type:
   • Fixed amount, or
   • Discount in %.
4. Enter the discount value and click Add.

You can use any registration form field in rule conditions, including custom fields you define.

The created rule appears in the list below. Use edit/delete actions on a rule to update or remove it.

Additional options for multi-event registration

This subsection applies only to multi-event registrations. In single-event mode, skip this subsection.

Multiple Entries Discounts

Use this option to apply an automatic discount when a participant registers for multiple entries (stages/events). The discount is determined by the total number of selected entries and is applied to each entry before any other discount rules.

1. Select discount type
   • None
   • Fixed amount for each entry
   • Discount in % for each entry
2. Define discount values by minimum number of entries

Depending on the selected type, enter either percentage values or fixed amounts. Each value applies when the participant registers for at least the specified number of entries.

Example (4 entries total, discount type = percentage):

• 1 entry: 0%
• 2 entries: 2%
• 3 entries: 3%
• 4 entries: 4%

This means that if a participant registers for 3 entries, a 3% discount is applied to each of those 3 entries.

Discount Rules for all Entries

These discount rules are configured the same way as entry-level discount rules. Unlike entry-level rules, they are applied across all entries.

Discounts apply only to the registration fee, not to products or services. If participants meet multiple conditions, only the largest percentage discount is applied first, followed by all fixed discounts.

Final registration price calculation rules

Final participant price is calculated in this order:

1. Determine the base registration fee from the applicable Fee plan.
2. Apply Multiple Entries Discounts (if configured).
3. Apply Discount Rules for each entry:
   • first, merge global discount rules into that entry's rules;
   • then, on the merged rule set, apply only the largest percentage discount;
   • then, apply all applicable fixed discounts.
4. Add prices of selected products/services.

Discounts apply only to the registration fee, not to products/services.