If you've got the event idea, we've got the registration solution! We've thought about all the little things, so you can spend more time focusing on the fun things. Without further ado, let's...
...set up your event!
Here we show you the basic process along with a few tips about what is needed right away and what can be added later. You can have your basic event online and ready for registrations in fairly short order.
The basic process is:
Throughout the process, look for the hints inred on the setup screens that provide additional information and details!
The first thing you'll need is a company account. If you already have one, you can jump to step 3. Accounts are associated with an email addresses. If you already have an athlete account, you'll want to use a different email address for the company account (or contact us to have your athlete account switched to a company account).
Next you'll come to the Your Company Contact page. Dismiss the "Thanks for joining" popup and let's get to it!
Notes for Company Contact page:
Types of Events:
Click Save and Continue
You'll be setting your policies at an event level so simply Save and Continue to proceed to the next step.
Let's create our first event! We will step you through the process so you understand the options and don't miss anything important.
SelectAdd New Event
As you set up your event, note that we offer a full buffet of options, but you make the choices! And just like a buffet, you can go back for more - you can edit and adjust settings as needed.
Let's get to it. Set aside a bit of time because you will need to get at least to the Online Registration step to save your event!
The toolbar on the left is your guide. Here's a helpful resource describing what can be found in each section. We will review each of the sections. They are quick-linked below.
As you move through, note the question marks and Tell Me More links indicating help text for each step.
Notes for Event Information page
Let us help drive participants to your event. Tell us what kinds of sports (i.e. cycling, swimming, running) and types of events (i.e. road, trail, 5k, 10 miler) your event offers. This is not the same as registration classes - you'll set those up later.
If you selected Triathlon in the previous section, choose USA Triathlon if it is (or will be) a sanctioned event. This will activate the USAT membership portions of registration.
An event overview is required, but you can return to edit this at a later point. All other fields are optional.
Deselect (unclick the box) any fields that you do not intend to use.
This will auto-populate with the contact information from your account setup.
Please select Use the Following Contact Information to add a phone number and company website.
Here's where you upload the logo for your race, along with any photos or documents. You could use this section to upload course maps or an athlete guide. If you do have a race logo, do take the time to upload it here. This is what will be used when your participants share their registration news on social media!
Now you are rolling!
Select either Set Up registration or Save the information and I'll finish later.
You'll be asked to approve the standard imATHLETE contract. Read it, be sure to scroll fully to the bottom and initial.
Community Settings- select "Yes" to enable form-like discussions on your event page
Now we are into the fun stuff - registration types, pricing, dates, and associated information. Class describes the race type (i.e. 5k, 10k) and categories are used primarily for awards. For detailed information on the many options, see our Help Desk article here. For this example, we will set up simple 5K and 1 mile options.
In the top section, select Add Class
For each class, you will need to set Categories and Price Levels.Waves / Heats are optional. Note you can easily offer teams, and while that is not addressed in this article, we have other articles on teams that address the ins-and-outs of that!
Note: the registration limit is per class, and only if you want to limit that specific class
There are additional (optional) settings. Click on the? in your setup screens for more information on each.
Note: Maximum number of registrations is the maximum for the entire event.
Rapid Registration mode is ideal for expos, event-day registrations, and any time you want people to be able to sign up quickly. It takes the participant straight to checkout, omitting merchandise sales, the ability to register multiple people, and the opportunity to sell your other events at that moment.
Participants like options and like being able to self-manage those. Enabling participant cancellations through imATHLETE avoids manual processes. You can set the limits on when and how those are processed. Learn more about all of the options here. These automated processes are worth exploring because it means more money and less work for you, and more happiness and autonomy for athletes. Make sure that the policy in the text box matches the options you've selected!
The cancellation policy cannot be edited. It is generated from the details you select. If you'd like to post a cancellation policy, we suggest you do so in the Miscellaneous section of Event Details.
This box is small but really important to your participants! By enabling the optional Registration Protection Program, participants have access to cancellation insurance. It doesn't cost you anything, and participants can choose whether or not to purchase it. Allianz Global Assistance covers online registration cancellation due to illness, injury, normal pregnancy, military duty, transportation delays, employer termination, and more.
A deferral allows a participant to switch to either next year's event or another one of your events, while generating more revenue for you. An automatedwaitlistis useful for sold-out events. When someone cancels, the top person on the waitlist fills the spot, the event remains sold-out, and you make more money!
Just a little more to go on this section, hang in there!
With Mail-In payments, participants can choose to pay by check instead of credit card. They submit all their registration information online, but send the payment (plus service fee) to imATHLETE. Payments must be received by imATHLETE no later than 7 days prior to the event otherwise the participant will not be confirmed and will not be a registered participant in your event.
Use Manage Participant Changes to set the date through which participants can edit their registration to change things like t-shirt size, category, or optional custom question answers. They cannot edit their name or address or transfer their registration in this way (there is another process for transfers). We recommend that you allow participant changes up until registration closes.
This is a small but mighty block that allows you to add custom questions of relevance to your event. We make it easy to add the more common custom questions like t-shirt size and mobile phone information. Even if you don't plan to message your participants, it's good to have mobile info just in case. For more complete information, please reference these help desk articles, but here we share some simple examples.
But you might also want to add really custom questions like, "Will you be running with a dog?" and "What is your dog's name?" If dogs are only allowed in the 5k and not the kid's run, you can restrict the questions to that class.
We save all your custom questions so you can reuse them from one event to another. You can reorder and hide questions.
Custom Question With Limits is used for items with...well....limited capacity or limited units. An example would be if you offer bus rides to the start and have a fixed number of seats/trips. More on that here!
We ask a number of standard required questions so you don't have to: name, address, email, phone, and date of birth (from which we calculate race age). We also ask estimated finish time, emergency contact information, and medical information, but you can choose to un-check any of those three to omit them from participant registration.
This is your opportunity to promote your other events to the registrant. They can sign up for multiple events conveniently and pay for them at one time. To utilize this feature, set up all of your events first, then return to even setup for each and enable the Upsell feature, selecting the events you would like included.
You will always have access to your participant list from your dashboard. However, if you'd like to receive an email notification each time a new participant registers or cancels, complete this section. This could be beneficial for a very small event, but unless you REALLY like to get a lot of email, you can skip this section.
Note: if you did not complete the agreement to the imATHLETE Registration Contract prior to this step, go back to Online Registration, select Set up Registration, then Save & Continue and you will be prompted for your agreement.
That's it! Well done!
Now test our your event in preview mode, before launching. In preview mode you can do everything except check out (i.e. pay). Here's some information on how to do that.
To set up additional events, return to the Dashboard, and select Events on the left-hand side. From there you can Create a new event, Copy an event, or Update an event to the next year (bringing past participant data along).
We have a few more things to mention.
Here's the dashboard from which you can make changes, launch new events, and see how all of your events are doing individually and collectively.
Here's what you can find in each section of your left-side toolbar: