Eventrac News

How to Import participants

28 Nov, 2019 12:57 By: Nikki Hawkes

From time to time, you may need to manually add one or more participants to your race list. This may be because they have paid outside of the system i.e. by cheque or you want to import a list of participants from another entry system. Eventrac makes this very easy and caters for the 2 scenarios above.

Step 1: Navigate to the race you wish to add participants into

Click on the blue ‘Manage’ button next to the event

Step 2: Select the participant's tab

At the top of the banner select the participant's tab. You have 2 options here, you can:

1. Click ‘Add a participant’ to manually add their information
2. Click ‘Import participants’ to add a file with all your entrant's details. 

First, we’ll look at importing them in bulk.
Choose your file an click ‘import participants’. Note that this will only work with an excel or .csv file. 

Once you have added your file and selected the event you want to add them to from the drop-down box, click the green ‘Import’ button. 

The import will then be saved and you will be able to name the fields of your import. These will try to be matched up to represent the entry questions you ask your participants on your eventrac platform.  Use the drop-down boxes to identify the field name and type. The column numbers on the left will indicate which field you are labelling. 

You can also choose to ignore fields you have imported by ticking the ‘ignore’ column box on the right. Once you have labelled all the relevant fields and ignored the ones you dont want, click the green ‘Save mappings and start import’ button at the bottom. 

Adding participants manually 

You can add a participant by navigating back to the top banner and selecting ‘Add a Participant’. This will bring up a form which will prompt you to enter all their information, similarly to the other participants in your event.

Make sure you have their consent and choice when ticking the bottom 2 boxes in the Terms and Privacy section.  

Once you're done, click the green Continue and enter button. 

*NOTE: The participant will be sent a confirmation email upon saving their entry.