HELP FOR PADDLERS

CanoeSlalomEntries is a system that allows paddlers to enter UK slalom competitions and pay online

You can view competitions and start lists without logging on, but to enter and/or view your own entries you must log on. Below are some of the commonly asked questions:

Who Can Enter?

To enter online you must be a ranked paddler.

When you select your class (eg K1M), Division and Bib Number, the system will automatically show you the competition races for which you are eligible.

I'm a 'master', should I select 'Vet P/1' or 'Vet 2/3'?

No!

'Vets' are paddlers who have specifically elected to race outside of the usual divisional system. You should only select one of these divisions if you have pre-registered to do so.

How Do I Cancel My Entry?

If you have entered as an official or are still on a waiting list, then you can remove your entry. Logon and choose the "My Entries" option from the top menu bar.

You cannot cancel an entry that has already been accepted. If you wish to do so you will need to contact the organiser (see their email on the competition home page).

I Don't Know My Bib Number?

Select the Class and Division and then start typing your name in the Bib Number box.

When Do I Get Charged?

When you go to the checkout page and enter your card details, some basic checks are carried out and then the card details are stored on Stripe (the card processing company).

Approximately 22 days before the start of the competition the cost will be charged to your account.

If you enter within 22 days of the competition then you will be charged immediately.

What Races Have I Entered?

You can see all the races that you have entered by selecting "My Entries" on the menu bar. You must be logged in.

What Happens If I am Promoted?

If you are promoted you should apply for your new bib as soon as possible. Once the Bibofficer has updated the ranking database, you will be able to enter online in your new division

You should email the organisers of any competition in which you are already entered to cancel your entry.

What Can I Use to Pay With?

You can use a credit card or debit card

The card must have an expiry date later than 22 days before the competition

You should make sure that you have sufficient funds to cover the charge.

What Happens If I am on the Waiting List?

If a place becomes available the organiser "clicks a button"This has two results:

  • You will be sent an automated email informing you of the available place.
  • You will be able to complete the checkout process for your race entry by supplying payment details.

If you still want the place then you must pay within reasonable timescales. If you fail to do so the organiser may offer your place to someone else.

If you no longer want the place then please email the organiser.

My Card that I Used for Payment Has Been Lost/Stolen/Destroyed!

When the attempt is made to charge your card 22 days before the competition. your card company will decline the payment. You will receive an automated email asking you to re-supply your payment details within 48hrs.

Logon to CanoeSlalomEntries and you will see a new menu option - "Failed Payments". Select the option and re-supply payment details.

If you fail to supply new payment details then the organiser may cancel your entry.

I've Received an Email from CanoeSlalomEntries - Is it Genuine?

The system does send automated emails, so it could be!

If you are in the process of logging in and receive an email requesting confirmation of your email, then click the link.

If the email has come "out of the blue", then, as for any email where you have doubts, you can avoid clicking a link and just type the website address (in this case www.canoeslalomentries.co.uk) in your browser. You can then login and use the menu options to navigate to the correct location.

(Note: The exception to this is for the "Treasurer's page" that enables the Stripe account; this page cannot be accessed via menu options, but we will have been in discussion prior to the email being sent.)

Why Can't I see The Competition That I Want to Enter?

It may be that the organiser has not yet finished setting up the competition. In this case it will become visible once they do so. However, not all competitions use this system, so you may need to enter with a card and cheque.

For a full list of all competitions go to: www.canoeslalom.co.uk

Why Do I Keep Having to Log Back On?

Usually, once you have logged on you will remain so until you logout. However, if you are in an environment where cookies are being cleared, then you may have to login again.

What happened to Multi-Class Discount?

CanoeSlalomEntries does not calculate multi-class discounts. If you believe that you should receive one, then please see control at the competition.

I've Already Entered for One Day, what Happens if I Enter for the Other Day

Where appropriate, CanoeSlalomEntries will charge you the difference in entry fees between a single and double entry. You will, however, be charged a separate transaction fee for each part of your entry.

Why Are We Charged a Transaction Fee?

Most of the transaction fee is needed to pay Stripe (the card processing company). The remaining pennies go towards hosting of the code and database, the secure socket layer (the bit that gives you 'https:' and a green padlock symbol) and other bits needed to develop and run the system.

I think I've found a bug!

Please email: contact@jepso.com

If possible, please tell us which browser you are using and the version number and what went wrong.

I Have Another Question?

In the first instance, questions about your entries should be directed to the competition organiser. Their email is at the top of the competition home page.

More general information about the sport, from how to apply for bibs to finding out about the rules and the committee can be found through: www.canoeslalom.co.uk

You can also try: the canoeslalom chatterboards


ADDING A COMPETITION TO CANOESLALOMENTRIES

All canoeslalom competitions are welcome to use the system. If you, as an organiser, wish to do so then please email: contact@jepso.com with:

  • Your (the organiser) name and email address.
  • The Club name, bank sort code and bank account number.
  • The name, dates and divisions for your competition.
  • The name and email address of your treasurer.

A skeleton record for your club will be set up and the treasurer will receive an email. The treasurer will receive a link to a page through which they accept the terms and conditions on behalf of the club. As part of this, they will need to re-submit the club banking details (which are checked) and enter their own name,address, date of birth and upload a copy of their driving licence or passport. This data goes to stripe for verification.

The competition will be initiated and the organiser will receive an email with the next steps and be given access to the organiser pages for the competition.


HELP FOR ORGANISERS

The following sections are mostly a repeat of that supplied on the individual tabs, but gathering it into a single location allows for searching (via "ctrl + f")

Setup

This section allows the organiser to define the competition. With the exception of the start list set-up, it will normally only be used before the competition is made visible to the paddlers. Much of the data is generated from defaults but should be reviewed as every competition has distinct requirements

Competition

This tab allows for some basic maintenance of key competition data.

Completing the Basic Data on this Tab
Competition:
This is the name of the competition that is displayed on the home page
Organiser Name:
This is displayed to paddlers on the competition home page
Contact Email:
This is the key contact email to be displayed to paddlers on the competition home page. Note that this does not have to be the same as the email of the person(s) administrating the competition entries. Where a shared email is used as the contact email it is better not to use this to logon with; rather, those needing access to the competition administration pages should be individually registered as administrators via the "Administrators Tab" and logon with their personal email address.
Organiser's Free Code:
If this is checked then an additional column is made available on the Manage Entries Section. The column will allow up to 10 characters to be entered and can be used to as required, eg to mark a paddler's country in a pan-celtic. If "show free code" is checked then the code will be displayed ( as entered) on the competition home page and the start list; it will also be included in exports for the timing team and simply slalom.
Notes for the Home Page

This allows you add some notes about the competition that will be displayed at the top of the competition home page. The notes can be given some simple formatting by clicking on the buttons.

You can also add a link to elsewhere, eg your club's website, type the description, eg "My Club" select the text and then enter the url into the popup box. This is useful if you want to add extensive information or perhaps a map.

Making the Competition Available for Entry

After you have completed the set up of your competition and after your club treasurer has completed the club account setup, you will be see a button on this page that allows you to "Make Competition Visible To Paddlers". Once this button is clicked, paddlers will be able to see the competition listed on the main homepage, but they will not be able to enter the competition until after the open date.

Note that the button will not be available until you have created the races for the competition.

Administrators

A competition can have more that one administrator. This tab allows you to add the emails of all those who need administrator access to the competition.

Once added to this list the person can access all the setup and management pages for the competition.

Administrator privileges can be removed by removing the administrator (but you cannot remove yourself).

Many competitions will publicise a competition specific email as the main contact email. This may be used as a shared email. It is better not to use this as your logon email, particularly if you are also likely to be entering other competitions. Rather, add your personal email as an administrator here; logout and re-login using your own email.

Dates And Limits

This page allows you to amend the relevant dates for your competition.. They will default to values based on information in the rules, Whilst you can change the dates, it is your responsibity to make sure that any changes you make are within the rules.

Key Dates
Open for Entry
This is the overall date from which online entries will be accepted. No one can enter prior to that date.
Entries Close
Online entries will close from this date. You should make sure that this corresponds to close dates published in the year book. For competitions where you intend to take on the day entries, you should consider stopping online entries the day before to enable data to be transferred to your timing and scoring systm
Late Fees Become Due
From this date late fees will automatically be charged by the system.
Entry Limits by Date
Entries
This is the total number of entries accepted for the day. It may include entries not counted in the limits (eg officials entries)
Waiting List
Total number of entries on the waiting list.
Entry Limit
This is the total number of entries permitted. You should match it to your entry in the year book. Note that some entries may not be part of that limit (eg officials)
Reserved Entry
This is intended to assist you with managing postal entries and your holidays. For example, if you have received (or expect to receive) 20 postal entries but will not have time to enter them on the system, then you should set this to 20. When the system calculates whether any places remain then it will take these into account. Once you are up-to-date with your entries then you can reduce the reserved entry.
The Full Flag
The system will set this flag to full when entry limits are reached, but you can also set it to full manually. When a competition day is showing as full then entries are sent to the waiting list. You cannot mark a competition as not-full whilst there are entries on the waiting list.
Override Dates for Entry Types

These dates apply to specific types of entries. They allow you to accept officials entries after the main closing date, prevent paddle ups from entering before the appropriate date etc.

The close and late fees due dates act as overrides to the key competition dates, effectively replacing them for this type of entry. So entering a later "Entries Close" date for officials, say, will allow officials to continue to enter after other entries have closed.

The open for entries only overrides the competition date if it is later than the main date. If the "can pre-register" checkbox is checked, then entries for that type can be. added to the waiting list between the competition open date and the override open date. This allows paddle-up entries, say, to pre-register even though the host paddlers have priority of entry.

Changing and Deleting Competition Days

If you have agreed a change of dates for your competition, then click Reschedule Competition and enter the new start date. This will automatically change all the date parameters (open dates, close dates etc) by the appropriate amount and retain all the existing entries.

You cannot reschedule a competition less than 22 days before the competition is due to start.

You can delete the last competition day if there are no divisions or races that begin on that day, but you cannot remove the first day of the competition. If you delete a day you may need to recreate your start list.

Adding another day will not automatically add races for that day, but may be needed for the start list if you are running a championship, or other competition, spread out over multiple days.

Divisions

These are the divisions for your competition

The data including fees is generated from defaults when the competition is initiated, but you must review that the details are correct before generating your races.

Inititial Set Up

These fields are only used to generate the appropriate races for your competition(via the races tab).

Races per Class
If you are running a double then this should be set to 2. If you are running a single or a competition with, say, Prem on Saturday and Div 1 on Sunday, then set to 1.
Start Day of First Race
This will normally be the start day of the competition. However, if you are running a competition with, say, Prem on Saturday and Div 1 on Sunday, then set this start day to Saturday for Prem and Sunday for Div 1s
Post Set Up

These fields can be changed before or after setup.

Included in Entry Limits
"Divisions" not selected do not affect calculations when deciding if a day is full. Usually you will want all the divisions included inthe entry limits except officials.
Excludes other Races
This is will not be enforced programatically, but where this is checkedentries will be flagged (in red) on the "manage entries" pages when there is another entry. This enables you to identify paddlers which have entered in a ranking race aswell as the officials race.
Free to Enter
When a race is free to enter then the online entry is accepted without the paddler needing to go through checkout. In addition, for free-to-enterdivisions, the paddler can remove their own entry.
Entry Fees

Values should be entered in pence and should exclude the transaction fees, which are calculated automatically.

These should be only be changed if you have agreement for enhanced fees.

WARNING: Although you can change these after taking entries, the system will not retrospectively charge paddlers who have already entered.

Races Entered
This is the number of races entered in the same class and division across the competition. So a single day entry (eg Saturday or Sunday) is '1', a double entry (for Saturday and Sunday) is '2'.
Entry Fee
Standard entry fee in pence.
Late Fee
The additional fee charged for late entries in pence!

Races

This page lists all the races that will be in your event. It will also show who can enter which race. Although you can make changes to the races on this page, you will only need to do so in rare circumstances. You should however check that all the races are there before opening your competition.

Deleting and Generating Races

If you have not opened your competition for entries then you will be able to delete the existing races and then to regenerate them based on updated divisional information. You cannot add or delete individual races. Note that if you delete the races, you will need to regenerate (and, if neccessary, re-modify) your start list.

Race Data
Move Day:
For most races the start day is the day that all phases (practice, first-run, second-run) for all the classes take place. However in some cases, eg Prem races, there may be phases, such as finals, on a subsequent day, on this page we just show the day of the first phase (other phases can be managed on the start list). In some circumstances you may choose to run different classes on different days, for example, a competition across two evenings with K1M and C1W one evening and K1W and C1M the next. You can move the individual races on this page, providing that the competition is not open for entries. Note: you have only have one race for the same class and division on the same day. If you try to have two by changing a day, then the move will fail and you may not get an error message.
Entry Limits & Reserved Entry:
If required you can define an entry limit and reserved entry to apply to a particular race. These operate in the same way as the those fields for the whole competition, but only apply to the individual race. In most cases you will not want to do this, but for some competitions you may wish to specifically limit the number of officials, for example.
Entry Numbers:
For information only,the current numbers of completed and waiting list entries for the individual races are displayed.
Cancelled:
This will mark an individual race as cancelled and therefore prevent further entries. It does NOT notify paddlers or activate refunds.
Full:
This will be set by the system based on entries and limits. However, you can choose to set it early if required.
Who Can Enter?

For each race there is a list of ranked paddlers that can enter. Eg for a Div 1 K1M Race, Div 1 K1 Men can enter as host division paddlers, whilst Div 2 K1 Men can enter as paddle-ups.

Occasionally you may need to remove some of these eligible groups, eg you could decide to exclude div 3 paddlers from the Officials race at a Prem event for safety reasons. You cannot remove a group once the competition is available for entry and should only do so with the agreement of slalom committee.

Start List Setup

This page allows you to set up the structure of the start list for your competition. You must set up your races prior before setting up the start list. The start list does not need to be set up before you start taking entries.

Although it can be used by all levels, it is likely that this will be primarily used by div 1 and prem competitions. Lower divisions may find that the list on the home page is sufficient, prior to the event, and that on-the-day start lists are best generated by Simply Slalom or similar.

The Basics
  • Click the button to generate a list of default Parameters.
  • Delete any runs that do not apply to your competition (this is likely to apply to Prems).
  • Decide on the order of racing.
  • Review the parameters for each phase of your races.
  • Add any text that you wish to appear at the top of the start list (Click 'Show Start List Notes')
  • Check the results by clicking on Start-List in main menu.
  • Return to the setup page and click the button to make the start list available to paddlers.
Order of Racing
Change Day for Race-Phase:
You can change the day that a paricular race phase takes place by clicking on the "Change Day" button. This will move the race-phase to the next day of your competition (or back to the first day if it currently on the last day). Note that you must have created more than one day in your competition for "Change Day" to work (see "Dates and Limits Tabs")
Order Of Racing:
You can change the order of racing (within a day) by clicking on the icon to the left hand side and dragging the row up or down to the desired location.
Parameters
Fix Start Time:
This states the time that the particular phase for the race will start. If you do not enter anything then this race phase will just carry on from the previous one (using the seconds after phase). Note that, if this time is set, it will override any other of the spacing parameters. You should enter the time in the format hh:mm:ss (hh:mm) using the 24hr clock.
Secs After Phase:
This is the number of seconds that will elapse between the end of this race phase and the start of the next, unless you have set a fixed start time for the next phase. If you want to enforce a 30 minute lunch break without fixing the afternoon start time, the set this to 1800 (ie 30 x 60).
Secs Between Paddlers:
This is the number of seconds to allow between paddlers; it can be different for each race phase, thus allowing the option of giving C1Ws a little longer than K1M, say. The rules currently state a minimum of 45s between paddlers for their racing runs, but this is not enforced by the system. 30s is generally accepted for official practice.
Holding/Minimum Places:
This will be set a minimum number of places to be used for the race phase, eg to provide placeholders for officials who may not enter until the day. If there are already some paddlers entered then they will use up the places first. Checking the 'Only Use Holding Places' box will only list placeholders and not existing entries; this should be selected for semi-finals, finals etc where the paddlers taking the positions, will not be decided until the day.
Split Races

This is primarily intended for the Officials race, where it is common to split the paddlers into two groups.

By default a split race will split at bib 50, but you can change this by clicking and editing the number.

Start List Notes

These are displayed to paddlers at the top of the start list.. The notes can be given some simple formatting by clicking on the buttons.

You can also add a link to elsewhere, eg your club's website, type the description, eg "My Club" select the text and then enter the url into the popup box. This is useful if you want to add extensive information or perhaps a map.

Timing Team Download

Once you have made your start list available to paddlers, the timing team can access the button that allows them to download preformatted data.

Manage Entries

This section allows the organiser to view the progress of entries to the competition, add postal entries, cancel entries and manage the waiting list

Entry Summary

The "Manage Entries" section allows you to manage the entries to your competition. See below for some information on the types of entries.

Summary Data
Entry Limit
This is the total number of entries permitted (based on those divisions included in your limit). You should match it to your entry in the year book. Note that some entries may not be part of that limit (eg officials)
Reserved Entry
This is intended to assist you with managing postal entries and your holidays. For example, if you have received (or expect to receive whilst away) 20 postal entries, but will not have time to enter them on the system, then you should set this to 20. When the system calculates whether any places remain then it will take these into account. Once you are up-to-date with your entries then you can reduce the reserved entry.
Entries By Race

This gives the total number of accepted entries and waiting list entries for each of your races.

Entries By Status

This summarises all entries including those that have been cancelled. Entries are split in two ways:

Triggering Limit
This counts, by status, entries which are in divisions that trigger the entry limit. Most entries will trigger the limit, but some, eg officials may be in addition to the limit. Which divisions are included in your limit is definied in the setup pages
Source
This counts, by status, entries entered online or "by post"
Types of Entries
Draft Entries
These are created online when a paddler starts the entry process, but does not continue to pay.. They are not really entries as such and may just be someone "playing", but they are included for completeness.
Completed Entries
These are the entries that have been accepted as correct. For online entries this will only happen when a paddler has entered and provided payment details. Postal entries will automatically be saved as complete when the is entry flagged as paid for and there is space. Unpaid postal entries will be added to the Waiting List (see below), but can be accepted as complete if you choose to do so.
Waiting List Entries
These are paddlers that have entered after the race is full, before the opening date for the type of paddler (eg paddle-ups) or, in the case of postal entries, have not been flagged as paid.
Postal Entries
Pretty much as it says. Entries that have been added to the system by the organiser, rather than by the paddler on line.
Cancelled Entries
Entries that have been flagged as cancelled, either with a refund or not. Note that entries that are removed from the system prior to payment are completely deleted and not displayed on this page.
RTC List
This includes any completed entries against which one or more Report To Control codes has been set. You can add multiple RTC codes against each entry and add notes as required.. You can add RTC codes to other entries eg on the waiting list, but these entries will not appear on the RTC list until they are complete
General Differences between Online and Postal

Online entries are designed to be more "self-managing" than postal entries, so there are some things you cannot do.

  • You cannot manually change the "Paid" flag for an online entry; it will be set/unset automatically. You can change the flag for manual entries.
  • You cannot manually change the "Late" flag for an online entry; it will be set/unset automatically based on the time of entry (either to the waiting list or of full payment) and the late entry dates set for the competition. You can change the flag for manual entries.
  • You cannot manually accept an online entry as complete, this will happen at the time of submission of payment details. In contrast postal entries on the waiting list can be accepted as complete at any time.
Exports and Downloads

The Download Simply Slalom Export button on this tab is intended to create a file that can be directly uploaded to Simply Slalom. However, the upload process is still under development, so, in the meantime, the Download for Cut and Paste button, formats the data so that it can be opened in a spreadsheet package and then cut and pasted (one class at a time) into the appropriate Simply Slalom sheets.

The export buttons on each of the tabs of entry tabs allows you to download the entries displayed to a csv file; this can be opened with a spreadsheet package (eg excel).. Clicking the export button will allow you to select the columns that you wish to export. By, default all the columns are downloaded except the contact email address. Whilst you can download email addresses, you must not do so if the file will be come accessible to others, for example leaving a print-out at your club premises or loading the file onto a club computer.

Sorting Tables

Data in the tables can be sorted by clicking on the table heading.

Creating Entry Cards

Clicking the button creates a pdf document of entry cards (single-sided). These can then be printed (in landscape mode) to suitable card. The vagaries of printers mean that this is still being tested, so please print a single page as a test before using a lot of card.

Sign-In Sheet

Although primarily intended for div 4 competitions where paddlers have entered online, these can be useful for other non-ranked paddlers or those recently promotoed and waiting for a bib. It can also be used for Officials events or other events where paddlers are not paddling with ranking bibs.

Accepted Entries

This page shows all entries that have been accepted onto the startlist. For online entries these will only be those for which payment details have been supplied and accepted. However, as organiser you can choose to accept unpaid/part paid postal entries from the waiting list.

If you see coloured indicators to the left hand side of an entry, hover over it with a mouse to see the meaning. Text in lighter grey cannot be changed; text in darker grey/black can be edited by clicking on it.

The following fields can be edited for all entries:

  • Sponsor (click under the club name)
  • RTC Codes (click to select)
  • RTC Notes
  • Organiser codes (where these are in use)
  • Bib numbers for entries that are in a "classless" race, eg officials
Cancellations and Deletions

You can perform the following actions by clicking the Cancel button.

Remove
Where a postal entry has not been paid for you can "Remove" the entry. This completely expunge all record of the entry for the database. This can be used to allow a postal entry to enter online instead or correct a postal entry error. This action cannot be undone.
No Refund
This marks the entry as cancelled with no refund; the entry will be marked as cancelled and will not appear on the start list. The paddler will not be able to re-enter the competition in the same class and division.
Manual Refund
Similar to above but allows you to indicate that a refund has been manually supplied, eg by shredding the cheque. The paddler will not be able to re-enter the competition in the same class and division.
Refund Payment
This marks the entry as cancelled and refunded. If the paddler has already been paid then fees will be refunded to the paddler's payment card. If not, then payment will not be collected. The paddler will not be able to re-enter the competition in the same class and division. This action cannot be undone.
Warning Flags

You may see some coloured flags next to an entry. "Hover" over the flags with your mouse to see detail:

  • "!!" indicates that the paddler has also entered another race on the same day. Note that this will not be available if one of the entries was done as a postal entry for a non-ranked paddler.
  • "P" indicates that the paddler has been promoted.
Handling Promotions of Accepted Entries

Although canoeslalomentries will warn you of known promotions, they must still be manually processed.

Paddle Up Promotees

If an entry for the paddle-up promotee has been accepted, then click on the Manage Promotion button to update the paddler and bib data. This option is only available for paddle-up entries that have been accepted.

Other Promotions

The actions will depend on when the promotion is notified to the organiser, whether the competition is full,and whether the paddler is still eligible to enter the competition. Options are:

  1. Just cancel the entry (refunding if appropriate).
  2. Cancel and refund original entry and ask paddler to re-enter
  3. Cancel original entry with NO REFUND, reenter the paddler as a postal entry marking as paidand note any discrepancy in entry fee using RTC fields. You may also wish to make a note in the RTC notes field on the cancellations tab.
  4. Cancel original entry with a refund. Ask the paddler to enter as a waiting list entry. Process the paddler's waiting list entry to request payment and accept.
Paddler EligiblibilityCompetition StatusPromotion NotificationOptions
Not EligibleOption 1
EligibleNot FullMore than 22days before competitionPayment will not have been taken. Option 2 is easiest and clear.
EligibleNot FullBetween 22days before competition and start of late feesPayment will have been taken for the competition. Option 2 remains easiest, but does mean that the paddler will need to pay additional transaction fees. You may therefore prefer to use option 3.
EligibleNot FullAfter late fees have started and before closing datePayment will have been taken for the competition. Option 2 remains easiest, but does mean that the paddler will need to pay additional transaction fees and will get charged late fees on the new entry. You may therefore prefer to use option 3 marking the new entry as not late.
EligibleNot FullAfter competition closing dateOption 3 (marking the new entry as not late)
EligibleFullMore than 22days before competitionOption 3 is probably simplest, but option 4 will mean that there are no additional fees to collect on the day.
EligibleFullBetween 22days before competition and start of late feesPayment will have been taken for the competition. Option 4 will mean that there are no additional fees to collect on the day, but will also mean that paddler pays two lots of transaction fees, option 3 is therefore preferred.
EligibleFullAfter late fees have startedPayment will have been taken for the competition. Option 4 will mean that there are no additional fees to collect on the day, but will also mean that paddler pays two lots of transaction fees and late fees, option 3 is therefore preferred.
EligibleFullAfter competition closing dateOption 3 (marking the new entry as not late)

Waiting List Entries

This page shows all entries on the waiting list. This may include online or offline entries that have been added after the race is full or postal entries that have not been paid for.

By default, the entries are sorted in received order, subject to any override open dates. For example in a Div 1 race with host entries and Div 2 paddle-ups, sort order will be:

  • Div one paddlers who entered before the priority deadline (ie the open date for paddle-ups), in date order.
  • Div two paddle-ups who were pre-registered on the waiting list before the paddle-up open date, in date order.
  • Paddlers (div 1 and div 2) who entered after the paddle-up open date in date order

Normally you will want to allocate places in the order displayed on the waiting list,but there may be exceptions:

  • where the rule book permits (eg making a class quorate)
  • to use discretion when a number of entries have arrived at exactly the same time (usually postal)
  • to cater for situations where you have applied entry limits to a specific race

The system does not prevent you from breaking your entry limits. It is you who must check that you do not offer places to too many waiting list paddlers.

Accepting Entries from the Waiting List

The system will not automatically process the waiting list, but when places are available you can accept entries by clicking the appropriate button. (For pre-registered entries, the button is disabled until the entry type is open for entry).

Accept Entry As Complete
This option is only available for Postal Entries. Entry will be accepted as complete and thus given a start list place. You can accept a postal entry even if it has not been paid for, however you are advised to ensure that the appropriate RTC code has been set. If appropriate, you may wish to email the paddler to confirm acceptance; the system does NOT send an automated email to postal entries.
Enable Online Payment
This option is only Only avalable for Online Entries. Online waiting list entries cannot be paid for at the original time of entry. Clicking this button will set a flag that allows the paddler to continue the online entry process and make payment. It will also send an automated email to the paddler requesting that they pay within a specified number of days (the default is 5, but you can change it).
As soon as the paddler has paid for their place they will be moved to the Completed Entries page. Waiting list entries that have been made available but not accepted by the paddler are highlighted.
If the paddler does not pay within the allotted time, you need to manually disable payment before offering the place to another paddler (see below). You can enable multiple entries for payment at the same time. Waiting list entries for which payment has been requested are highlighted.
Check/Disable Payment
This option is only avalable for Online Entries which currently have payment enabled. Clicking it will display the date(s) that the option was enabled and the number of days given; it will also give the option to revert the offer of a place so that it can be allocated to another paddler.
You can disable and re-enable the request for online payment, thereby sending a reminder message. You may wish to reduce the days allowed on your second attempt!
Cancellations and Deletions

You can perform the following actions by clicking the Cancel button.

Remove
Where a waiting list entry has not been paid for you can "Remove" the entry. This completely expunge all record of the entry for the database. This action cannot be undone.
Manual Refund
Similar to above but allows you to indicate that a refund has been manually supplied, eg by shredding the cheque. The paddler will not be able to re-enter the competition in the same class and division.
Handling Promotions of Waiting List Entries

Although canoeslalomentries will warn you of known promotions, they must still be manually processed.

The actions will depend on whether the paddler is still eligible to enter the competition, and when promotition is notified

If paddler no longer eligible:

  1. Remove from the waiting list.

If competition is still open for entries and late fees are not due:

  1. Remove from the waiting list.
  2. Ask the paddler to re-enter with their new ranking; note that this will mean that they are further down the waiting list, so you may wish to make a note of the original entry date in the RTC column and manually check this when allocating spaces.

If competition is still open for entries, but late fees are due:

  1. Leave promoted entry on waiting list.
  2. If a place becomes available then follow the normal acceptance process and then handle as described in the help for completed entries. Note that removing the entry and requesting a new entry will mean that the paddler pays late entry fees.

If the competition is closed for entries:

  1. Leave promoted entry on waiting list.
  2. If a place becomes available then either follow the normal process and then handle as described in the help for completed entries, or redo as a postal entry.

Note that if an entry is accepted as a paddle-up entry, then it may subsequently be updated to reflect the new status of the paddler

Postal Entries

Postal entries are those that are made and paid for using any method that is not on line.

Adding a Postal Entry

When adding a postal entry:

  • The entry received date will default to today but can be changed. It is used for sorting entries, including the waiting list.. For postal entries the time will be set as to 0000hrs.
  • Contact email address does not "do" anything, but recording it will give you the option of contacting all paddlers (by exporting all the email addresses).
  • If the "Paid in Full" checkbox is not checked then you will only be able to add the paddler to the waiting list. If they have paid then they can be added as complete
  • If the race is full you will only be able to add the entry to the waiting list.
  • The system will warn you if your race has not opened for entry and/or has closed for entry.
  • If a paddler has begun an entry online but not paid for it, then you will need to remove the draft entry (see Draft Entries tab) before continuing.

Note that after creating the entry you can edit it, eg to add RTC Codes or move a waiting list entry to the completed list. The available action buttons will depend on the status of the entry.

Finding the Right Bib

Just start typing the paddler's name (in the bib field) to find the right bib.

Paddlers Without a Bib Number
Recent Promotions/Re-Ranked
For paddlers who have recently beeen promoted, who are not yet on the system, select their new division and then type/select "Not Ranked" in the bib field and manually enter their details.
Overseas/Guests
For overseas paddlers/guests entering Prem, Open or Officials races, you should select "Guest" as their ranking division and type/select "Not Ranked" in the bib field and manually enter their details.
Note that only UK clubs are included in the drop down list. However, for an overseas paddler, create the entry without a club; after creation you can click to edit and type in the club name as free text.
Div 4 Paddlers
Div 4 paddlers can be entered to Div 4 and Officials races by selecting "Div 4" as their ranking division and type/select "Not Ranked" in the bib field and manually enter their details.
Cancellations and Deletions

You can perform the following actions by clicking the Cancel button.

Remove
Where a postal entry has not been paid for you can "Remove" the entry. This completely expunge all record of the entry for the database. This can be used to allow a postal entry to enter online instead or correct a postal entry error.
No Refund
This marks the entry as cancelled with no refund; the entry will be marked as cancelled and will not appear on the start list. The paddler will not be able to re-enter the competition in the same class and division.
Manual Refund
Similar to above but allows you to indicate that a refund has been manually supplied, eg by shredding the cheque. The paddler will not be able to re-enter the competition in the same class and division.
Accepting a Postal Entry

Postal entries will be automatically accepted as complete if they are flagged as paid at the time of entry and there is room in the competition. Thereafter, you can accept a postal entry even if it has not been paid for, however you are advised to ensure that the appropriate RTC code has been setp em. The system does not prevent you from breaking your entry limits by accepting postal entries in this way . It is you who must check that you do not accept too many entries.

Draft Entries

Draft Entries are those where a paddler has begun an online entry, but not completed it by supplying payment details. The paddler may just have been experimenting with the system, so these should not be seen as actual entries.

Note that "Date Entered" will be blank for these entries as the entry date is based on payment being received (or the paddler being added to the waiting list)

Remove/Delete Draft Entries

Once a user has created a draft entry then no other user has access to the same paddler. Clicking the cancel button completely expunges all record of the entry from the database, thus allowing a postal entry to be added or for another user to enter that paddler.

Paddlers are able to delete their own draft entries from the "My Entries" page.

Cancelled Entries

This tab shows all entries that have been cancelled by the organiser.

Note that it does NOT include entries that have been "removed" before payment details have been provide, whether by the organiser or the paddler.

You cannot reinstate a cancelled entry that has been refunded on line. Postal entries and entries that have not been refunded can be re-instated by clicking Re-instate

Cancelled entries will not appear on the RTC list so you can use the RTC notes field to recordany aditional information (eg reason for cancellation)

Report to Control List (RTC)

RTCs can be marked on any on the manage entry tabs. This tab lists those entries that are marked as RTC on your list and have also been accepted as complete. It is therefore a working list for the day of the race; you may wish to export the data to print for use in control.

Note that alongside the RTC column is a free-text column that allows you to make additional notes

The RTC codes are included on the start-list, the competition home page, and the Simply Slalom downloads, but the text column is only shown on these pages.

This tab does not include RTCs for entries that have not been accepted, nor for those have been deleted/cancelled.

Finance

The finance section allows the organiser to see the progress of payments and transfers.

Finance Summary

This tab provides an overview of online payments, refunds and transfers.

All amounts refer to the actual fees for the club. Transaction fees are not shown.

The Payment Process

When paddlers enters a race they are required to supply their debit or credit card details. Some basic verification is carried out on the details supplied and the card details are recorded by Stripe.

22 days before the competition, the paddler's card is charged and, assuming that that the charge is successful, the paddler is sent a receipt.

Paddler's entering subsquently are charged immediately.

The money is then held in the club's Stripe account until 6 days after the competition, at which time it is transferred to the club bank account. This delay ensures that, in the event that a competition is cancelled, there are sufficient funds to provide refunds.

When a payment is refunded in full prior to the paddler's card being charged, then the payment is marked as refunded and no charge will be made. When the payment has already been made before a refund is requested then transactions fees are not refunded.

Fees Summary
Payments Received
This is the total payments that have been charged and captured from the paddler's cards.
Payments Refunded Before Collection
These payments are those that have been accepted by the system, with card details provided, but which were refunding before being charged to the paddlers card.
Payments Pending
This is the total of the payments that have been deferred, ie where card details have been received but the paddler has not yet been charged. It will also include payments where charge has been attemped, but rejected by the paddlers bank.
Total Refunds
This includes both refunds against payments that were never charged and refunds made after the money was taken from the paddlers card.
Total
This is the total expected income from payments.
Transfers

Transfers are between the club stripe account which holds the paddler payments and the club bank account.

On occasion the transfer might not be as much as previously estimated, because there are insufficient cleared funds in the stripe account. This is likely to be due to to some payments that were made a bit late and therefore not yet cleared. Where a payment is still pending due to having been rejected by the bank, the organiser should chase the paddler to re submit payment details. Further attempts will automatically be made to transfer the outstanding amount, until the discrepancy is resolved.

Pending
A transfer showing as pending has been initiated but not yet submitted to the bank.
in_transit
At this point the transfer has been sent to the bank but not completed.
paid
The transfer to the club's bank account has been successful and should now be in your account.

If the status shows as error or failed, then you should send an email to contact@jepso.com

Payments

This tab lists all online payments and refunds.

All amounts refer to the actual fees for the club. Transaction fees are not shown.

Payment Status
Payment Pending
The paddler has provided their card details but the card has not yet been charged.
Payments Received
The paddlers card account has been charged.
Cancelled before charged
The payment has been refunded in full before any charge has been taken from the paddler's account.
Pending Retry
The first attempt to charge the paddler's account has failed. A second attempt will be made automatically within 24hrs. If this fails then the paddler will be sent a request for new details and the status updated.
Charge Failed
The paddler's bank has rejected the charge. The paddler has been sent an email requesting them to re-enter payment details; it is recommended that the organiser chases paddlers where this is not resolved within 2-3 days.
Entries

These are the original entries for which payment was made (including any cancelled entries).

Refunds

This is a list of refunds made against the payment. Normally refunds will show a status of Refunded, however, where there are insufficient funds in the club stripe account to make an immediate refund, the refund may show as pending.