We have added the ability to allow races to enable runners to transfer from one race to another. This is useful for race series or race management companies to allow a participant to transfer from one race to another race on a different date. Note the money stays in the original race, and there are transfer reports and financial credits shown in both races.
There is a new setup page for this under Participant Management -> Race Transfer:
The first two settings are pretty obvious – setting a fee to do the transfer and a cut-off date. The next two options allow you to control what is credit FROM the race the participant is moving from and the second controls the credit TO to new race they are transferring into.
The first option allows the add-on amount from the registration to be credited to the new registration. For example if the participant paid $30 for the race and $15 for a shirt, then the whole $45 would be credited when they transferred to the new race. They would be able to spend that $45 however they wanted. For example if the prices were the same, they could order the same things and if there was no transfer fee, there would be no fee for the race transfer. If the new race was $50, they would have a $45 credit and need to pay the extra $5 plus applicable transfer and processing fees. Note the add-ons are not moved since races may not have the same add-ons.
The second option only allows the event cost to receive the credit. If we use the above example, and this option were on, then the $15 Add-On credit would not be able to be used to purchase an add-on. But it would be able to be used to offset a $50 race fee.
The next part of the setup is the ability to define rules on a per Event basis. In this example we have different rules for the Relay Race, but use the overall setting for the 8K and the 1 Mile:
The final setting is which races participants can be transferred into. Race Directors can only enable transfer between races they are a Race Director for. Partners can enable transfer between any of their races.
Financials and Reports
The original transaction and financials are held in the original race. The new race will show a “Race Transfer Credits” that will offset the Race Fees and Add-Ons that were transferred from another event.
This can also be seen in the Participant Report for the new race. There is a new field you can show in your reports – “Race Transfer Credit” which will show those who have used that to get into the new race:
From here, you can click on the Manage button for a participant and see which race they transferred from or to (the link will flip you back and forth between the two races:
You can also see a list of who has transferred in the Reports -> Not Registered -> Transfer Report: