Team Declarations/Entries¶
Accessing Team Declarations¶
To access team declarations, click TEAM DECLARATIONS on the competition homepage.
Note
Team declarations will only be accessible once the competition organiser has opened them in the entry configuration management screen.
Finding Your Club¶
Once in the team declarations screen, you will see the option to ENTER THIS CLUB for each club where you hold a Team Manager role.
Note
If the competition organiser has set the competition to be open to only a restricted set of teams, it is possible that no clubs will show, no matter how many Team Manager roles you possess.
If you are revisiting the team declarations screen having already made an entry, you will see the number of individual and relay entries you have made, with options to VIEW or EDIT them.
Managing Your Team Declaration¶
If you are starting your team declaration, you will see a message confirming it has been created and that you are ready to begin adding athletes.
The basic structure of the team declaration has a list of all events down the left-hand side, with the different categories across the top.
In the above example from a league match, there are men's and women's scoring and non-scoring categories available.
The list of eligible athletes will show on the right-hand side.
Note
The athletes showing in the athlete list will depend on the eligibility criteria set by the competition organiser in the Entry Configuration management screen.
If entry eligibility is set to require valid federation licences, for example, only athletes with valid licences will be shown. If a minimum age is set, only athletes above that age will be shown. If an event is limited to specific age groups, only athletes in those age groups will be shown.
With entry eligibility at its least restrictive, the only requirement for an athlete to be listed is for them to have a member role for the organisation in question.
Adding Athletes¶
There are two ways to add an athlete into an event:
- Double-click on the name of the athlete in the athlete list
- Click once on the name of the athlete in the athlete list, and once on the left arrow, indicating the direction you wish to move them
Removing Athletes¶
There are two ways to remove an athlete from an event, both the opposite of the adding process:
- Double-click on the name of the athlete in the event entry list
- Click once on the name of the athlete in the event entry list, and once on the right arrow, indicating the direction you wish to move them
Moving Athletes¶
To move an athlete between events, just remove them from the first event and add them to the second using the processes above.
To move athletes within an event, to swap A and B string athletes, or the order of relay runners, click on the name of the athlete you wish to move in the event entry list, and use the up/down arrows to reorder as appropriate.
Adding/Removing Relay Teams¶
In the Relay Teams tab, you can add a team into an event by clicking ADD TEAM. You can then add athletes following the process above.
To remove a team, click REMOVE TEAM.
If the competition organiser has set limits on the number of relay teams allowable from one club into an event, you may find the ADD TEAM button disappears, preventing you from adding any more teams.
Saving Your Declaration¶
You can save your declaration at any point by clicking SAVE at the top of the page.
Integration with England and Welsh Athletics¶
For clubs who use the Trinity database in the UK, a SYNC WITH ENGLAND ATHLETICS or SYNC WITH WELSH ATHLETICS button will appear next to the SAVE button.
Clicking this will start a task that runs in the background, collecting data from Trinity for the members of your club. This can take up to 30 minutes to finish, for the largest clubs.
The speed of the task depends on the number of members the club has, the speed at which the API is able to provide data, and the number of changes that need to be made to athletes in the OpenTrack database. Your task can also end up queued behind others.
You will receive an email confirmation once the background task completes.
I have run the club sync, why is my athlete not showing?
The Trinity API only provides information for First Claim members of a club. If you are running the sync and hoping that Second Claim, Higher Claim, or First Claim Other club members will be added to OpenTrack, you will unfortunately be disappointed.
For these athletes, if they have a role for your club, but it is expired, you can head to the members tab of your club's organisation page and try an individual sync for them there.
If the athlete still not showing, and you have checked they have a current registration with your club, and tried both a club and individual sync (if available), then you may wish to get in touch.
Paying for Paid Team Entries¶
If your competition is using paid team entries, you will see a CONTINUE TO BASKET option in addition to the SAVE button mentioned above.
Clicking this will take you to a basket page, where you are able to pay for your entries.
Frequently Asked Questions¶
Why is my athlete greyed out in the athlete list?
If your competition organiser has set a maximum number of entries per event, then you will not be able to add an athlete to more events than allowed.
If you are looking at a relay event and all athletes are greyed out, you need to add a team first.
Why does my athlete show with a yellow triangle next to their name?
If your competition is also using the individual entry system, then any athletes entered into the competition via that system cannot be managed using the team entry system.