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Athlete RSVP / Declarations

Step by step guide for Organisers

Horse Monkey Help avatar
Written by Horse Monkey Help
Updated over 2 years ago

The declaration process gives you the ability to ask athletes to confirm their intent to participate in a competition digitally on the day of the Event.

Like many of our features, Horse Monkey adapts to your needs, giving you the ability to define a preset value for the event but also to manually override each competition parameters if necessary. Here are the steps you need to follow:-

Step 1 - Preparing your event

How to activate athlete RSVP / declaration through your events.

  • Find RSVP / Declaration section of your event, you can get there quickly by using the quick access bar.

  • Configure when the window of time during which RSVP / Declaration will be open.

  • Declarations are automatically activated by the system at 00.01 hours of the day, when the competition takes place. RSVP / Declarations will only be possible during the period of time you establish . The value established at show level will apply to all competitions.

  • The RSVP / declaration process works in conjunction with the starting time of each class, if you have not defined a start time for a class, the declaration process will not be operative.

At event level

  • Make sure you establish a start time for each competition.

  • Event RSPV / Declarations are applied as default settings to all event competitions.

  • RSVP / Declaration times will be displayed for your information on start lists, on each competition header

  • Please be aware that if you were to update the event settings, the new value on the event would be applied to all classes).

  • If the start time of a class is updated, the rider declaration close will update accordingly, this is particularly useful on show days when a class start time might have to be rescheduled.

Tailor individual competition settings

  • Athlete declaration time can be adjusted further at class level. In which case this value will override the default setting of the event.

  • To tailor the individual settings go to Additional item requirements and activate the Request RSVP / declaration toggle.

  • Adjust time settings and save.

Step 2 - Preparing & sharing times / starting orders

Once these settings have been established, the next step required is to prepare and publish the event times. For more information on how to do this please refer to this article https://intercom.help/horsemonkey/en/articles/2199515-start-list-times-guide and if you want to know more about warm up times you might want to check out this one https://intercom.help/horsemonkey/en/articles/4110702-communicating-at-the-show-rules-and-warm-up-cool-down-times

Step 3 - Review and manage athlete declarations from Start lists

Quick summary view.

As soon as bookings are processed you will see the athlete declaration label appear, indicating the number of total bookings, total withdrawn and the total participating.

  • The individual status of each athlete is highlighted for each combination.

  • As an organiser you will be able to update the status of an entry even after a rider has withdrawn, to edit simply go to the dots to update.

Athlete declaration methods

Declarations will automatically become active at 00.01 of the day of the competition and will remain open until the cuff of point defined by the organiser declaration field for that competition

.

  • Directly from the email notification

  • From their dashboard notification

  • From the booking

Declaration notifications

  • Email reminder sent to competitors on the competition day

  • Changes made to bookings (sent to competitors at your request)

In addition:

  • Email updates of start times (these updates are deployed by your instruction)

  • Changes made to bookings (sent to competitors at your request)

  • Updates made by Organisers become active on app within seconds (actioned automatically)

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