Oxfordshire Cross Country League¶
Team Manager Entry Instructions¶
Do I Have Access?¶
To make entries for your athletes, you need an OpenTrack account with access for your club.
You can check if you have access by going to your club’s organisation page on OpenTrack. To do this, head to the club listing page. From there, search for your club.
On your club's organisation page, you can see who is listed as an official for your club in the Officials tab. The two official types able to make declarations are Club Admin and Team Manager.
If you are listed as one of these then you already have access, so log in and head to the league page.
If you are not listed, please contact the league administrator, who will be able to send you an invitation. If you already have an account, then this invitation will be linked to your existing login. If you do not have an account then you will be prompted to sign up, and access will be assigned once complete.
Entering Athletes¶
Head to the OXL page and choose the relevant season. You will see a list of all the clubs in the league for that season, along with their bib allocation.
Click the club you want to make entries for. The following page will show you the athletes already assigned. To add more, click ADD MORE ATHLETES+.
To add athletes, you can double click on the athlete or click once and use the arrow function in the middle. To remove them, you can do the same. Athletes already entered will be “greyed out” and not selectable to avoid duplicates.
The SYNC FROM EA API button is there to fetch any newly licensed athletes who are not appearing.
When you have made your selection, click CONTINUE TO CHECKOUT.
Note
Entries are not saved until you pay for them. If you navigate away from the page, selections will need to be made again.
Once on the payment page, complete the transaction as normal.
You can now view the athletes you have entered:
What do if my athletes are not showing in my club list?¶
As per OXL regulations, only licensed athletes will show on the list that you are able to select from for declarations. If an athlete is not showing in the list, then use the SYNC FROM EA API button. This will retrieve the most recent data from the UKA database. Any newly licensed athletes will appear in the list, and you will be able to select them. There are a couple of scenarios as to why some athletes may not show.
Newly Licensed Athletes¶
If an athlete has only recently paid their subs, then the license may not have been processed yet. This could be either on the club side or on EA’s side. In this instance you can double check with either of these organisations to make sure the license has been processed. If it has (you can also check the EA checker, although this doesn’t give a 100% accurate picture) then please email OXL to ask them to investigate why the athlete is not showing.
U9 & U11 Age Groups¶
Unlike others age groups, U9 and U11 athletes do not need to be licensed to compete. This means that they won’t be retrieved from the EA checker. To get them to show in this list, you need to add them as a member to your club in OpenTrack.
Click ADD MORE ATHLETES to go to your club’s page on OpenTrack.
You need Club Admin access to add members to your club. You can check if you are a club admin on the Officials tab. If you are not, contact OXL to ask for access. Once you have access, go to the Members tab. From there, there is a BULK ADD MEMBERS button.
Click this and you a small excel-style form appears. Ignoring National ID, complete the form with the details of the athletes you wish to add.
DOB: dd-mm-yyyy
Gender: M or F
Click SAVE.
These athletes will now appear in the club page and, once you refresh the declaration page, they will be there to be selected too.
League Administrator Instructions¶
Sending Access Invitations¶
As an administrator for the Oxfordshire Cross Country League, you are responsible for assigning access to team managers so they can enter their athletes. To invite people to become Team Managers, find their club from the club listing page. When on a specific club’s page, choose the Officials tab.
Click the ADD OFFICIAL+ button.
Search for the person in the box at the top of the resulting popup.
If the person you are looking for is there, click on them. The boxes beneath will auto-fill.
If they are not there, click NEW PERSON+ and you can now type in the boxes beneath.
Choose “Team Manager” from the Roles options and then click INVITE. They will receive an invitation via email to become a Team Manager for their club.