Scottish Cycling Online Event Set Up Guide

Navigation:
Home » Search

STEP 1: NEW EVENT ORGANISERS

If you do not have an event organiser bank account set up on the BC website, follow the below;

  • Log into “My Dashboard”, using the button at the top right hand side of the homepage www.scottishcycling.org.uk
  • Click the event organiser button on the menu to the left of the screen
  • Towards the bottom of the event organiser page there is a selection of buttons, click on ‘online entry accounts’
  • Click ‘set up new account’
  • Enter the account details of the bank account you wish entry fees to go to and click submit
  • Please allow two business days for the account to be set up. When the status shows as live the account is ready to accept entry fees.

STEP 2: NEW EVENT ORGANISERS - SET UP YOUR EVENT ON THE BRITISH CYCLING ONLINE EVENT MANAGEMENT SYSTEM

To create a new event on the British Cycling online Event Management System (EMS):

  • Log into your British Cycling member dashboard
  • Click event organiser button on left
  • Click ‘Create New Event’ tab
  • Scroll down to the ‘Event Details’ section, select competitive or non-competitive and the discipline of the event.  Complete the event details including as much information as possible to ensure riders are well informed.
  • Search for your event HQ venue by name or by postcode and select from the drop down list – you can add a new venue if required.
  • Click ‘Proceed to next step’
  • You must tick the box to use the British Cycling online entry system for this event, and then use the drop down boxes to show pre-entries on the website and to remove email alerts for each rider. You should also select the correct bank account for entry income to go into. Note: for road races, these Acceptance of entry must be set that ‘Organiser accepts/rejects each rider’
  • Set the contact information that you wish to be visible on the event page – if you have a dedicated email account for the event you can enter it here as an Alternative Email, then press ‘Proceed to next step’
  • *Next, add in each of the ‘races’ (categories) that will be run within the event. For Youth racing, you should add a race for each category e.g Under 8 Girls, Under 8 boys etc. Click ‘Add Race’ and enter the race details, ensuring that you enter the correct start time for that category. Select the correct ‘classification’ of event, this will self-populate the Licence Categories section. If relevant, enter the duration or distance of the event.
  • If the event is being run as part of a series, you should tick the box to Associate series to race and select the relevant series from the drop down menu.
  • In the ‘Entry Fees’ section, enter the amounts for each of the options – if you are not taking entries on the day, then please leave On Day Fee as £0.00. To enable online entry, you must tick the box ‘Use British Cycling Online Entry System for this race’ and complete the details in the pop up box. Set your online Entry Fee and select an entry open and close date – you should ensure that these dates work well for your event and please note the 00:00 is midnight at the start of that date. Enter Maximum eligible age as the oldest date of birth e.g 2006 and the Minimum eligible age as the youngest possible age e.g 2007. You do not need to select any of the other tick boxes, unless required. Press ‘Save’. You may add multiple entrant types if there are different prices within one race.
  • Set the field size, noting that this is the maximum number of people who will be allowed to enter the event in total, regardless if they will have their entries accepted or rejected.
  • You may choose to add a ‘Custom Field’ if you wish to ask all entrants a question e.g Fastest time etc., then press ‘Save Race’.
  • To add multiple races into an event, press ‘Clone Race’ and edit the details as per the instructions from the * above – Please note, you must set the online entry open and close dates for each new race that you add.
  • Once you have added all the races,  press ‘Proceed to next step’ and upload the relevant documents, then it is possible to preview your event by clicking ‘Event Preview’ – this is always advised to check that all details show as expected, then click ‘Proceed to next step’
  • Finally, submit payment details to pay the event registration fee for the event. Note: you will only be charged once for event registration when the event is approved by British Cycling, and you will need to enter your card details each time the event is returned for amendment

STEP 2: EXISTING EVENT/ORGANISERS – CLONE A PREVIOUS EVENT

To clone a previous event;

  • Log into your British Cycling member dashboard
  • Click event organiser button on left
  • Click ‘Create New Event’ tab
  • In the ‘Clone Existing Event’ screen, select which event you would like to clone – you can change the name and all the details thereafter
  • Enter the new event name and the new event start date, then press ‘Clone’
  • You will now be taken to the ‘My Events’ screen with your new event showing up in ‘Draft’ status, you must now finish the event registration process
  • Click ‘Manage Event’ and check/amend the general event details on the first page, remembering to include as much information about the event as possible at this stage for entrants
  • Check that the event venue is still correct, then press ‘Proceed to next step’
  • If you wish to use online entry, ensure that you have ticked the box to use the British Cycling online entry system and that the money will be going into the correct account. On this screen please check that event contact information is up to date and amend as required then click ‘Proceed to next step’
  • You will now see the list of races within your event. You must update the online entry open and close dates, as well as the date of birth, for each of these races. These details do not automatically update year on year and must be set for each event. Follow the instructions below to complete this and then click ‘Proceed to next step’
  • Upload the relevant documents, then it is possible to preview your event by clicking ‘Event Preview’ – this is always advised to check that all details show as expected, then click ‘Proceed to next step’
  • Finally, submit payment details to pay the event registration fee for the event. Note: you will only be charged once for event registration when the event is approved by British Cycling, and you will need to enter your card details each time the event is returned for amendment

STEP 3: MAKING CHANGES TO ONLINE ENTRY DETAILS

To set up/edit online entry, follow the following instructions;

  • Log into your Dashboard
  • Click event organiser button on left
  • Near the bottom of the page click on 'my events'
  • From the list of your events click the 'manage event' button for the event you need to edit
  • Check over details on the first page and click proceed to next step
  • Check over details on the second page, ensuring you have ticked the box to ‘Use British Cycling online entry system’ and click proceed to next step
  • On the 'Add Races' page  click 'edit race' button
  • Scroll to bottom of page and click check box next to 'use British Cycling online entry'
  • Click add new entrant type for this race button
  • Enter details for race fee, opening/closing dates and times. Remember 00:00 is at the very beginning of the day. Please set an online entry open date that is relevant for your event – an event will show up on the system once it is approved so a shorter period for entries being open may prevent rider withdrawals.
  • Set years of birth if required and select all other appropriate options for your event.
  • Click save
  • Then click 'save race' button at bottom of page
  • Repeat these steps for each of the races that you need to update
  • Click ‘Proceed to next step’ until the payment page, enter payment card details (payment is only taken once the event is approved by British Cycling) and click submit payment button.