The Racer Pal Admin Utility (at www.racerpal.com/register/admin/) provides race directors the means to manage Racer Pal online registration information. Using this utility, race directors can view, download, and edit registrant data.
1. Log in
Access to the admin utility and registrant information is protected by logging in via a unique username assigned to each race director. When you log in with your assigned user name and password, you will be presented with a list of all individuals who have registered for your event.
2. Choose event
If you have multiple events listed with Racer Pal, a menu option for each event will be displayed on the top menu bar. Click on the menu option for the event you wish to manage. Registrant data for the selected event will be displayed, and the menu options on the lower menu bar (Download, Show, etc.) will apply only to the selected event.
Each of the "download" buttons will download registrant data for the selected event to a comma separated value (CSV) file. The downloaded file can be opened as a spreadsheet in Excel or similar spreadsheet program, or as a text file in any text editor. To download the file, click on the desired download button. Depending on your browser settings, a window may appear asking whether the downloaded file should be opened or saved. If you choose "Open", the file will be opened in the application you chose. If you choose "Save", another window will appear asking the name and location of the file. You may change the file name and/or location, then click the "Save" button to save the downloaded file.
By default, each column in the Racer Pal database will be downloaded as a separate column in the CSV file. If you want to add or remove columns from the downloaded CSV file format, enter the desired column names in the text box on the download page, separating the names with a comma. Only those names in the list will be included as columns in the downloaded CSV file. If a name in the list does not exactly match the spelling and case of a column in the Racer Pal database, the named column will be present but blank in the downloaded CSV file. Leave the list empty to include all of the columns from the Racer Pal database.
Check the "Save as the default download format for this event" box if you want the column name list entered in the box to be displayed each time you return to the download page. You must click one of the download buttons with the box checked to save the list.
3.1 Download all
The "Download all" button downloads all paid and unpaid registrants for the selected event. The records will be sorted alphabetically by last name, then by first name.
3.2 Download paid
The "Download paid" button downloads only registrants who have paid for the selected event. The records will be sorted by date and time of registration, with the most recent paid registrants first.
3.3 Download unpaid
The "Download unpaid" button downloads only registrants who have not yet paid for the selected event. The records will be sorted by date and time of registration, with the most recent unpaid registrants first.
4. List/Edit Registrants
Each of the "show" menu options will display a list of registrant records.
Edit functionality is provided by the link in the "Paid" column for each record. The context and functions of the edit form depend on details of the registrant record, and are depicted by the color of the link in the "Paid" column.
If the link in the "Paid" column is green, the registrant has completed payment, and clicking on the link allows editing of the registrant's registration details (e.g. name, shirt size, age). Payments and fees cannot be edited after the registrant has completed payment.
If the link in the "Paid" column is red, the registrant has no associated payments, and clicking on the link allows removal of the record, sending payment reminder emails, changing the fee, and/or adding manual payments.
If the link in the "Paid" column is orange, the registrant has attempted payment, but there are issues with the payment. Potential issues include pending payments, partial payments (amount paid is less than the fee), declined payments, canceled payments, and reversed payments. If the amount in the "Paid" column matches the amount in the "Fee" column, the registrant has probably paid by echeck, or Paypal is reviewing the transaction. Records that have matching "Paid" and "Fee" columns are treated as paid registrants, and clicking the orange link allows editing of the registrant's details. If the amount in the "Paid" column is zero or any amount less than the amount in the "Fee" column, the record is treated as an unpaid registrant, and clicking on the orange link allows viewing payment details, sending payment reminder emails, changing the fee, and/or adding manual payments.
The "All" menu option displays all paid and unpaid registrants for the selected event. The records will be sorted alphabetically by last name, then by first name. Navigation buttons (previous and next) are provided when the list exceeds 100 records. Also, a link for each letter of the alphabet is provided at the top of list which displays only those registrants whose last name begins with the selected letter.
4.2 Recent paid
The "Recent paid" menu option displays the most recent 100 paid registrants for the selected event. The records will be sorted by date and time in descending order (most recent first).
4.3 Recent unpaid
The "Recent unpaid" menu option displays the most recent 100 unpaid registrants for the selected event. The records will be sorted by date and time in descending order (most recent first).
4.4 Payment Issues
The "Payment Issues" menu option displays all registrant records with Paypal or other payment issues. This list will include all records with pending, partial, reversed, or canceled payments. This list will NOT include registrants with no payment information. The records will be sorted by date and time in descending order (most recent first).
5.1 Add Registrant
The "Add Registrants" option displays a form where new registrant information may be entered. This tool is useful for entering registrant information from mailed forms into the Racer Pal database, and will allow the race director to add registrants after registration has closed. A payment matching the fee entered on the form will be recorded, so the new registrant will be placed on the paid registrants list. No validation is performed on the field entries, so it is possible to enter registrant information that is not valid according to the rules imposed by your online registration form.
An alternate method for entering new registrant information is to use the event's online registration form. Using the online registration form ensures that the registant details are valid. Using this method, after entering a registrant's information on the event's online registration form, the race director should click the "Save Information" button, but should NOT click the "Go To Paypal" button on the next form. This will add the registrant details to the database as an unpaid registrant. The registrant can be marked as paid with the admin utility by clicking on the red zero in the Paid column beside the registrant's name, which shows the Edit unpaid registrant form. On this form the fee can be changed, and a payment of any amount can be added.
5.2 Remove duplicates
The "Remove duplicates" option removes duplicate unpaid registration records. Duplicate registration records occur when an individual clicks the "Save Information" button on the event's registration form multiple times, or when an individual begins registering but does not complete payment. This option will remove all unpaid records which match a more recent record's first name, last name, street, city, state, zip code, gender, age, and race to run (if applicable) fields. This option is safer than manually removing duplicates as it only removes the oldest duplicate records which exactly match another record. However, duplicates that differ only slightly will not be removed by this option, and must be removed manually via the List registrants/Edit option.
5.3 Manage Coupons
The "Manage Coupons" option allows you to add or edit coupon records, and to view the number of times each coupon code has been used. Clicking the "Manage Coupons" will display the list of coupons, if any, for your event.
Coupon codes you add via the admin utility can be redeemed by registrants in the "Coupon" field on the registration form for your event. If the registration form for your event does not already contain a "Coupon" field, please contact Andi and request the addition of a "Coupon" field.
To edit an existing coupon, click the link in the "Enabled" column. (The coupon code cannot be changed; if you need to change a coupon code, disable the existing coupon, and add a new coupon with the new code.)
A coupon may be one of three types: Percentage Off, Dollars Off, or Fixed Fee. The number entered in the "Discount rate" field has a different meaning depending on the type of the coupon. A Percentage Off coupon will treat the rate number as a percentage and will discount the fee by that amount. For example, if 10 is entered as the rate for a Percentage Off coupon, a registrant using the coupon will receive a 10% discount. If 100 is entered as the rate, a registrant using the coupon will receive free entry. A Dollars Off coupon will treat the rate number as a dollar amount and will discount the fee by the fee by that number of dollars. For example, if 10 is entered as the rate for a Dollars Off coupon, a registrant using the coupon will receive a $10 discount. A Fixed Fee coupon will treat the rate number as a dollar amount, and will reduce the registrant fee to exactly that number of dollars. For example, if 10 is entered as the rate for a Fixed Fee coupon, a registrant using that coupon will receive a disount that reduces the fee to $10.
Coupons may have a limited number of uses. Enter the desired limit into the Maximum Uses field. If the coupon should have unlimited uses, set the Maximum uses field to -1.
Coupons may also be set to expire on a particular date at a particular time. Enter the desired expiration date and time into the "Expires" field. The required format is YYYY-MM-DD HH:MM:SS, where YYYY is the 4 digit year, MM is the 2 digit month (01-12), DD is 2 digit day (01-31), HH is the 2 digit hour (0-23), MM is the 2 digit minute (0-59) and SS is the 2 digit second (0-59). For example, to specify an expiration time of 12:59 p.m. on December 31st, 2013, enter 2013-12-31 23:59:59. If the coupon has no expiration, leave the field blank or set to all zeroes.
Coupons may be disabled so that they can no longer be used. Check the Yes radio button for the "Enabled" field to enable the coupon, or the No radio button to disable the coupon.
Coupons may be deleted by first disabling them as described above. After a coupon is disabled, a new option to delete the coupon will be available on the Edit Coupon page. Click the "click to remove the coupon" link that appears beside the No option in the Enabled field after disabling a coupon. The coupon will be removed from the list.
The "Payment summary" option displays payment totals and registrant counts for categories of payments collected for the event. Total payments, Paypal payments, manual payments, and count of free entries are displayed.
The "Inventory" option displays the count of each option selected by your event registrants. This option is useful for viewing the number of each shirt size ordered. View the count for each option of any field in your database by selecting the desired field in the drop down selection box, then clicking the "Apply" button.
5.5 Change password
The "Change password" option allows you to change the password for the account.