1
Creating and Managing
Audax Online Entry
using Active Network
2
Logging in
If you do not have an Active Network account, contact the Audax Active Network Administrator, Garry Armsworth, at [email protected]
Once you have received your Active Network credentials, you can log into the administration pages using the following url: https://regonline.activeglobal.com/manager/login.aspx
3
Create a New Event
Click on down arrow at right of Add Event, select Create from Template, select BRM and BA Template and Click OK
4
Complete the Event Basics
5
Scroll down to Registrant Types. Standard registrant types have been set up in the template.
Delete the ones you don’t need or copy if you need more. When copying for sub-200 categories, copy only the less than 200 distance registrant types, similarly for 200 & above copy only the 200+
registrant types. This is because the patch/medallion options have been set up to make it idiot proof so that sub-200 registrants can’t purchase a medallion (because there isn’t one for sub-200 rides). Copying isn’t straight forward as you need to change column headings on reports in a couple of places (one of which is not obvious).
Entry fees of $5 for members and $10 for non-members have been set in the registrant types. If this needs to be varied for say a supported ride, that’s where you need to make the change.
6
Once you have finished editing the Registrant Types, click Save & Stay
Use the menu to navigate your way through the rest of the registration form pages.
Personal Information – you shouldn’t need make any changes on the Personal Information page. The only field not included which is on the paper entry form is the car rego field.
Activities page – this is an additional sales/merchandise type page where patches & medallions have been added. You don’t need to make any changes to the Activities page unless you have created a new registrant type.
Lodging & Travel – can be useful for supported rides where you need to book accommodation on behalf of registrants.
Merchandise – not currently used, but may be set up to sell the NSW jersey in future.
Checkout page – make sure the “Accept Credit cards online” radio button is selected and the Visa and Mastercard credit card options are ticked. Otherwise there should be no need to change anything on the Checkout page. The only exception may be to unselect the cash on day option if it was going to be a large group of riders and you wanted to speed up the process on the day by having everyone pay beforehand.
7
Confirmation page – you can add a confirmation message (see example below). You can also upload ride information using the Document Manager (circled) and create a link to it.
That completes the main part of the online registration set up. Click on Save & Stay.
There are three other tabs on the top left side of the page – Theme Designer, Event Website and Emails.
Emails is the only other tab where you need to make changes, but you may like to look at the others if you feel like being more creative.
8
Emails tab
Under the heading When a new Registrant completes their registration, click Email a confirmation to the registrant. Change the Sender email and Sender display name to the ride organiser information, then click Save & Close.
Do this for When a Registrant updates their Registration, When a Registrant substitute another person and When a Registrant cancels their Registration under the Returning Registrant heading.
Once you have completed all the changes, click Save & Close. Your event is saved with a status of Testing by default.
9
Event Website tab
This is switched off by default. You may wish to set up the page so that registrants are directed to this page when they click on the registration url.
10
Testing
It is suggested that you only use your real email address for an actual entry as the information gets saved in a profile. For any dummy entrant data, you can set up a gmail account (or similar) for testing and use that.
To find your new event in the ever growing list, select Testing from the drop down list (circled below). This will filter the list to display only events with a status of Testing.
11
Activating the Online Entry
When the online registration is ready to go live, Click Activate. You can also set the online registration system to automatically go to On-site (preventing further registrations) at a given time/day when you want to close online registrations.
12
Receiving and Viewing Registration Details
Whenever someone registers you will receive an advice by email. Follow the links in the email to view their registration details.
You can also view their details by logging into the ActiveNetwork site, opening your event and clicking on the Reports tab.
There is a custom report titled "Ride Participants" which can be downloaded into Excel format. It provides all the details for each registrant on a single line.
13
Registrant Cancellations
If an entrant who has entered online notifies you that they are no longer able to do the ride, you need to cancel their registration (if they have not done so themselves).
To do this, select Registrant List from the Reports tab. This brings up the list of registrants for the ride. Open the registrant details by clicking on the registrant ID. Then click Cancel Registration.
When the Cancel Registration window appears, click the check box to "send email notification to this registrant and then click the Yes button.
14
If a registrant has cancelled and paid by credit card, we need to issue them with a refund. As we pay the standard fee of 6.5% on both the rider’s initial payment and any refund processed to them through Active Network, it has been decided that the NSW Treasurer will issue the registrant with a credit note. The cancelled registrant needs to be included in the ride financial summary with a DNS result so that the credit note can be generated and sent to them.
If the cancelled registrant chose to pay "Cash at the Start" the entry still needs to be cancelled in Active Network, but there is no need to include this registrant in your ride financial report.
More rides
If you are creating further rides at a later date, you should always create from the template rather than an old ride that you’ve organised in case an update has been made to the template.
