Import Giveaways

You can now import Giveaways like you can Custom Questions. This is initiated by going to the Giveaway dashboard page and clicking on the Import Action:

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You should have a comma-separated value (CSV) file including participant’s giveaway assignments.

The CSV should contain two columns, including Registration ID and Assignment headings, with the second row containing the participant’s registration ID and their giveaway assignment as the second and subsequent rows.

Import Question Answers

We have added the capability to import answers to custom questions. This can be useful if you want to record information about participants that you want to merge into their registration information.

Roller Coaster Races was the customer who suggested this. They give different amounts of park tickets based on the membership type of the registrant and the event they are in, which they manually calculate in excel. Now, they can upload the numbers so they are tied to each registrant and a “ticket count” question could be included in their data and show up in the check-in app and pop-up.

You can do this with hidden question fields, so participants never need to see this information and it can just be used for check-in or other administrative purposes.

You can also get clever with this combination. For example you could take a long description on an Add-On and import a short description into a question that displays for the merchandise pickup check-in to make that process more efficient.

The setting is under Participant Management -> Question Setup. You need to format your import file EXACTLY for this to work as described on the page. The key items are:

  • Exact Header Name match to the Custom Question
  • Registration ID
  • Exact Question Answer if you are matching to choices like State

Imports are case insensitive, but the question text and responses must match exactly (unless it is a Freeform question).

For Yes/No questions, the following mapping exists:

  • Yes = Yes, Y, T
  • No = No, N, F

Here is a screen shot of the Import Question page:

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Changing Events and Add-Ons for Imported Participants

We have a number of races who have moved to RunSignUp from another vendor while registration is open. This typically means they import those registrations into RunSignUp and use the RunSignUp Participant Management capabilities so participants can do self-management.

In Add-On and Event management, you can now turn on the ability for participants to get credit for their previous events and add-ons if there was an Offline Payment entered during import.

For example, here is the original Add-On order:

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With Participant Management turned on, the runner can claim their registration and then go into their profile to manage their registration and add-ons. In this example, they the quantity of Add-On 1 and add an Extra Large.

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In the checkout page, they can see they get credit for their previous purchases and are only charged for the new items:

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Note that we only credit you for the add-ons and options you keep. This means if your change a size of an option you would be removing a Small and replacing with a Medium, we do not automatically calculate credit for the Small. Of course the race director has the ability to make this change on the back end manually, and this limitation applies to imported add-ons – so the use case is fairly small.

Of course, if you intend to do this at scale, make sure to do some import testing to make sure you are entering the information and offline payments correctly. And welcome to RunSignUp!

Team Import

We have expanded the ability to do Team Imports with the following features:

  • Team
  • Default Event

  • Gender Restrictions

  • Age Restrictions

  • Team Joining Password 

  • Bib Numbers

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Note the fields that can be imported.  For example since the team type is specified in the CSV, different team types can be imported in the same CSV. 

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Migrating Races to RunSignUp – Runner Self Serve

MigrationWe have had a number of races move to RunSignUp from other systems. To ease the move, we provide a way of importing past runners. This allows you to do year over year comparisons. It also allows you to move races in the middle of registration – so some runners were entered in another system and some in RunSignUp (this is also useful for having two registration systems open at the same time).

Year over year Race Registration ComparisonOf course there are many small issues that you need to worry about when you do this. We recently announced some improvements in claiming accounts (people who registered in another system can claim their account so they can make changes).

Today we are releasing another refinement. For an imported runner who claims their account they can now manage their registration. If your race allows event transfer runners can now do this and keep all of their existing giveaway options and add-ons (as long as they are available in both events). For example, I initially signed up for the 10K on another registration system.  I can claim my account on RunSignUp and then switch to the 5K. When I do that, my Spaghetti Dinner Add-On stays with my registration. I can also get credit for that Add-On to trade it for the Race Jacket and get the $10 I paid for the dinner off the price of the jacket.

For Multi-City Race Series, this is also convenient. Participants can be easily transferred from one city to another by the race director and carry over all of their information.

Importing Old Event Participant Data

Year over Year ReportingYou can now import participant data from previous years. This allows race directors to have easier access to all of their data in one place, and also enables some of the nice year over year reporting that RunSignUp offers.

Importing old data takes several simple steps. First, on the Import page, you can now add an Event. Add New EventNote that you will have to add a New Event for all of your events – for example a 5K and a 10K and a Fun Run.  Putting them all on the same day will allow you to do reports that groups them together. Here is an example of adding an event:

Add Old Event

Once Events are added, you are now ready to import data.  You can import via a CSV or type the participants in. There are a couple of things to make sure you do to make sure your data is as good as possible, as well as a couple of limitations.

Importing Old Participants

  • Date of Birth and Age – If you have the date of birth, we will calculate the age for you on the day of the race.
  • Event – We show the events that you have added for that date – in the above case the 5K and the 1 Mile.
  • Registration Date – If your old system can export the registration date, this will allow you to track comparable time periods this year to past years in the comparison charts like the one at the top.
  • Offline Payments – You probably collected the money in on online system in previous years, but this is a way that you can import that data as well and report on previous years. When importing, make sure you add a column to your spreadsheet that says “Yes” so you can say the offline payment was received on the reports.
  • Giveaways, Custom Questions, Add-Ons – There are limitations on importing these as they have to match the current year. So if you had giveaways of S, M and L last year and you set them up as Small, Medium, Large and XLarge in RunSignUp this year, you will have to do some work in Excel if you really want to import that data. The same is true for Custom Questions. Adding these details would be difficult for us to do and would make the system harder to use for race directors, so we will not be adding the ability to add old questions and so forth.

We are trying to make RunSignUp more useful for the thousands of races who are switching to us from old systems. If you have other ideas to make things easier for you, let us know!

Import Data Mapping

Import Field MatchingWhen you import participant information from another data source via a spreadsheet, there is always the issue of data compatibility.  For example the spreadsheet may have the T-Shirt as a “L” and your race has been set up with “Large”.

On import, RunSignUp allows you to match fields very easily as shown at the right.

Once the fields are matched, then it Date Transformationprovides for a way to “map” your spreadsheet data into the RunSignUp database. The two examples here are for Date and for Event. But RunSignUp will automatically detect if there are incompatibilities and offer a way to map them.

Data Mapping

 

The other addition we made is a “two step” data mapping. An example of this is importing participants into different events that have different data fields. For example the 8K might have a different set of Shirt sizes as show below:

Data Mapping