Entryweb Help

Entryweb's help pages are here to assist you in understanding our system, terminology, definitions and processes.

Don't forget our extensive Frequently Asked Questions (FAQ's) sections where many of your queries can be solved.

Terminology, Definitions and Help

Race or Ride? Throughout the site Entryweb divides certain disciplines into races (competitive) or rides (non-competitive);

Races

British Cycling (BC) & British Cycling Racing Leagues
Cycling Time trials (CTT)
League of Veteran Racing Cyclists (LVRC)
The League International (TLI)
Mountain Biking (BC & Others)

Rides

Audax UK
Cyclist Touring Club (CTC)
Cyclosportives/Reliability/Leisure and other cycling events

Events: Your event is the main overall listing. Entryweb has associated various aspects of your listing to the event others to races or rides and some to stages. You'll need to create an event for every listing whether it's a single ride or a week long stage race.
Races/Rides
: Riders can only enter races or rides not events or stages. We recognize some events can have more than one race or ride for example ABC Circuit races may have a youth race, women's race, senior race and elite race all within one event this scenario will require you to create one event and four races. Much of the information Entryweb asks you to list is associated to races or rides. There is no limit to how many races or rides you associate to each event.
Stages: Some races in particular and even some rides include stages, for example the Dorset Tour has four stages one of which is a time trial covering three days in total. In this case you'll need to create one event 'The Dorset Tour 2008' (as you need to do for every listing) a race (The Dorset Tour) and four stages (by clicking the check box on the race/ride form) a time trial and three road races. Remember there's no limit to how many stages you can associate to a race or ride.

Examples of how to set up your event

Type of Events (Examples)	Event(s)	Race/Ride(s)	Stages(s)

One road race, time trial or ride	•	•	N/A
One handicap circuit race	•	•	N/A
One event with four races, rides or TT’s	•	••••	N/A
One road race with two stages	•	•	••
Seven day stage race	•	•	•••••••
A four stage road race (inc a TT & RR stage on same day)	•	•	•••• (inc TT stage)
One event with three races one race has two stages	•	•••	•• (for that race)
A series of TT's, Circuit races, MTB rides etc	•...• (per event within series)	•...• (per event)	?
Two events across three weeks each event has three rides	••	••• (per event)	N/A
Track league five events across three months	•••••	••••• (per event)	N/A
A season's road races within a league	•......• (per day/race as above)	•......• (per event)	?

Accepting Entries: Live and accepting entries
Closed: Closed and not accepting entries. The organiser can close entries at any time therefore changing the status, or if left Entryweb will automatically close entries on the close of entries date chosen by the organiser whilst setting up the race or ride.

Note: First Come First Served races/rides will close when the total field size becomes Full. Ability races/rides will accept entries until either the organiser has closed entries or on the close of entries date (as above)
Finished: A race or ride has a status of Finished when it reaches the first day of that actual race or ride.

Payment Options: Option One - 2 Payments

We will transfer all cleared funds we have received to your specified bank account on the 10th day before the first day of that event. The 2nd payment is transferred to you after we have received all the remaining entries in cleared funds - we will make this 2nd transfer on the 7th day after your event.

Please be aware if you need to change the date of your event (for whatever reason) and have yet to reach the 1st payment date the payment dates will change in relation to the new event date. If you need to change the date of your event after your first payment but before the original event date you will only be paid one more payment (2nd Payment) on the 7th day after your new event date.

For timeline scenarios of when Entryweb pays out see our - Option One Payment Timeline Examples; Option Two - Monthly Payments

We will transfer all cleared funds we have received to your specified bank account on the 10th of every month until all your funds have been transferred.

Any event date changes do not affect your payments. We recommend using this option if you organise many events across the season and prefer to have one monthly payment.

For a timeline scenario of when Entryweb pays out see our - Option Two Payment Timeline Example; Funds requested on demand - Only available for 'option one' events

Organisers have the option to request funds on demand (e.g. for emergencies or that unexpected bill). Entryweb will only be able to transfer monies that have been cleared until that point. Please remember this is an additional request so the remaining transfer dates will not change, and you'll still receive funds on those dates (unless all the funds have already been transferred). In addition to our normal fees any extra request will incur a charge of £8.00.

Entryweb's Control Panel: The control panel is your own part of Entryweb. At present both riders and organisers occupy one password protected log-in, organisers will use their tools within their tab and riders will be using their features under their tab and if you organise and ride then you'll be using both! Entryweb's control panel will be your central management centre and is activated once you have registered with us and clicked the verification link in your welcome e-mail which then redirects you back to Entryweb opening your new account.

Entryweb Mapping: An interactive mapping tool using Microsoft's amazing 'Virtual Earth' mapping, where organisers can plot routes and add special pins (markers/flags) indicating such things as HQ, car park, feeding zone, primes, KOM's etc in great detail. The map created by the organiser is available to all users directly from that events listing/programme page.

Events Page/Listing/Programme: The main (home) page for your event essentially your online programme. This page contains all the information the organiser added during the 'creating an event' process. As riders successfully enter and pay their names are automatically added to the 'Live Entrants List' on this page. Make this page as informative as you can and try and use all the features, remember it's the public face/programme for your event and may replace your old printed version.

Live/Real time Entrants List: The list of riders (names) and their category, club/team and club/team sponsors in a race or ride on an event page/programme. When a rider successfully enters and pays they are automatically listed in the live entrants list (self entry and entering friends). Users can also sort the list by column headers, handy for searching big fields searchable headers include name, category and club/team. When the organiser publishes their start sheet it replaces the live entrants list.

Manage My Events: Draft Events

A list of events you have in draft, draft events are not live, on the calendar or accepting real entries. The draft list is where organisers are creating and compiling their listings before going live. Once the event becomes live it's automatically placed into the Upcoming Events list.; Upcoming Events

A list of live events with a status of either accepting entries or closed. Events remain in this list until the first day of the actual race or ride.; Completed Events

Events in this list have a status of finished. This is where the organiser will produce results and perhaps print more signing on sheets if their race or ride has stages.; Deleted Events

A list of deleted events

Review & GO LIVE: Review your events page before you go live. You must also accept Entryweb's Terms & Conditions and have completed your bank details before it's possible to go live.

Pre Race/Ride Management: Your Pre Race/Ride Management area is where you control your entrants, communication, start sheets, signing on sheets and your race or ride before the actual date of your event. All events in the Upcoming Events list will have access to Pre Race/Ride Management the central access point to your event on Entryweb.

Post Race/Ride Management: Your Post Race/Ride Management area is where you control your race or ride and entrants after the actual date. Post Race/Ride Management is accessible for events in the Completed events list.

Results Management: Where you create and publish your results or 'Final General Classification', available for events in the completed events list. You also have the facility to upload any result files if more are required. Results created within Entryweb can also be exported or download to your computer.

Add a Rider: The Add a Rider function allows organisers to add their offline/postal entries to their entrants list/field within Entryweb and can be found within their Pre Race/Ride Management area. Organisers have the choice to pay as normal using the 'Enter a Friend' facility or to bypass payment if you've already received payment. Organisers may add Entryweb members and non members however if you provide an accompanying e-mail address Entryweb automatically creates an account for that rider with details of your entry. Automatic accounts cannot be created for riders you enter without e-mail addresses. When an automatic account has been generated Entryweb sends out a welcome e-mail with instructions, there's nothing more the organiser needs to do. Most offline entry forms include e-mail address nowadays and we encourage you to include them within Entryweb so riders can be informed of all the vital event updates, automatic e-mails when start sheets and results plus more.

Entryweb's floating Helper: A small floating text box with help, hints and information relating to the field you're completing or where the cursor is currently located. The helper can be switched on or off from the top of page or within the helper itself.

Previous Performances: A list or log of previous performances by a rider. Primarily for competitive riders because they need to include this information on their entry forms which helps the organiser asses their ability whilst selecting their field. Organisers can access their entrants' previous performances by clicking performance alongside the name within their main sorting and re-ordering page 'Entryweb Entrant Management'.

Start Sheets: The list of riders the organiser has chosen to participate in their event. All start sheets on Entryweb include the rider's number, name, category (if applicable), club/team & sponsor(s). CTT time trials also include the start time and vets standard (if applicable); BC Time Trials just include the start time.

Signing On Sheets: The sheet the riders actually sign on the day of the event. Depending on the type of event you're running your signing on sheets will include different rider information. Organisers requiring a signing on sheet will need to print them as required. Entryweb provides a separate signing on sheet for the main field and reserves and also signing on sheets per stage (if applicable).

Race/Ride Page: Entryweb's race/ride page is the tailored form for your particular race or ride. Once you have completed the 'general' events page the race/ride form requires more specific information about the races or rides in that event. The race/ride pages are all different depending on which event discipline/governing body you've chosen and is the most important form in your event set-up process with Entryweb.

Volunteers checklist: Every event needs help and volunteers, we all know without that extra help running a successful event is just not possible. So with this in mind organisers are able to list and comment on where they need help for their event. Within the event set-up process we have provide a checklist for organisers detailing where and what they need help for. This list along with all the organisers comments is listed under 'Can you help with this event?' on the events page. If you're interested in volunteering or you're already travelling to the event you can contact the organiser directly from the events page/programme.

Custom Fields: Custom fields are available to all non-competitive organisers when setting up their rides and available on the specific ride page. A custom field allows an organiser to ask a question to the entrant and therefore displayed on the entry page when he or she enters. The entrant's answers, along with all their information is accessible by clicking the rider's name generating their entry details within the organiser's management area.

Drag and Drop: Drag and drop is the ability to move rows of data by simply dragging and dropping to another place. Drag and drop is the perfect tool for re-ordering your riders when formulating start sheets, signing on sheets and results you can also use drag and drop for re-ordering performances and prizes.

Click on the name, link or box and your cursor should change to a hand. Simply hold your left mouse button down which will pick up the 'row' and drag it to your desired position in the table or list, by releasing the left mouse button drops the row into the that position. You will notice the other rows move down or up according to your positioning.

Automatic E-mails: Automatic e-mails are e-mails sent by Entryweb automatically to riders, organisers or ourselves informing the recipient of any actions taken against them e.g. being removed from a race, when a rider makes an entry or after payment. Entrants are also automatically notified of major event updates such as when start sheets and results are published or if an event or race/ride is cancelled. It's Entryweb's philosophy to keep everyone informed, so keep those e-mail addresses up to date!

Entry Basket: My Entries

Entries for you made by you + Entries for you made by other members.; Your friends entries

Entries made by you for friends + Entries originally made by you but paid for by your friends.; Entries paid by you

Entries paid for by you - both your own & friends entries.; My Entry checkout

Entries you wish to pay for - both for yourself & friends.

Entry Page: Entryweb's entry page is where all your entry details are captured or automatically populated so there's no need to type out all your details every time you want to enter it's all done automatically replicating the details held in your personal and rider profiles.

If information needs to be edited or for example you're riding for a different team for a particular race you can override your automatically generated details and enter with those different details. We also provide riders with a handy option to update their rider profile with those new details if you so wish. The entry page also includes a fee section where you choose the fee you wish to pay and final details where the appropriate disclaimers need to be accepted. You'll find Entryweb's entry process is fast, flexible and effective.

Enter a Friend Page: The enter a friend page is the same as your entry page but for friends. This page can be automatically populated if your friend is already a member of Entryweb by simply entering your friend's e-mail address. Note: In the interest of security some information is blanked. Non members or friends without e-mail address can also be entered, so no-one is exempt. By entering friends you will need to accept a disclaimer indicating you have permission to do so plus the usual fee and final details section, the process is simple and clear.