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Transfer Participants from Registration to Event

Status: Manual Transfer Required

Currently, the automatic transfer of participants from Registration to Event is not yet implemented.

What to do instead

You must manually export the list of registered participants and import them into the Event context.

Manual Export/Import Steps

Important: Disable Self-Edit Before Export

If registration is still open, you should disable the self-edit feature for participants before exporting the data. This ensures that no participant can change their registration details after you have prepared the data for import, guaranteeing that the exported data will remain unchanged and consistent for the Event.

Why disable self-edit before export?

  • Any changes made by participants after you export the data will not be reflected in the Event participant list.
  • To ensure data consistency for race-day operations, all edits should be locked before exporting and importing participants.

Export participants from Registration:

  • Use the export function in the Registration module Overview section to download the participant list (usually as an Excel file).

Prepare and normalize the data:

  • Before importing, it is usually necessary to prepare and normalize the exported data. This typically means assigning bib numbers to participants and ensuring that club names are consistent (for example, merging different spellings of the same club so that team scoring is correct). Make any other adjustments needed to ensure the data is consistent and ready for import.
  • Once the data is normalized and prepared, save the final version as a CSV file, as the import function only accepts CSV files.

Import participants into Event:

Use the Import data function in the Event module, in the Participants section (top right corner of the participant table, under the "More" icon).

  1. Select the file: Upload the prepared CSV file to create participants in the Event context. In the advanced settings, you can adjust the CSV parsing configuration and specify whether the first row contains column titles.
  2. Map database fields to file columns Use drag and drop to match columns from your file (right side) to the corresponding database fields (left side) in the column map. If the column names match, you can use Auto scan columns to automatically map all recognized columns.

  3. Additional options

    • Import mode

      • Import only new records
      • Import new and update existing
      • First delete all, then import

      Note: Record matching is done by bib number.

    • Auto create non-existing races and categories:

      If enabled, the import process will automatically create any missing Races or Categories instead of returning an error. This is usually not needed when importing from the Racetribe registration system (since all categories are already defined), but is very useful when importing from an external system. In that case, you only need to define the basic event structure in advance, and Races and Categories will be created during import.

    Note: When Races and Categories are created via the import process, only the race and category names will be created. Gender and age restrictions will not be set automatically. However, if you are not using the built-in registration, this does not affect you, as these restrictions are only applied within the registration process.