Race Change/Deferral Setup

Introduction

Within ChronoTrack Live, you can set up Race Change to allow athletes to change from one race to another within the same event or defer to a different event, either for free or for a fee that you determine.

You can now enable the Race Change feature yourself by going to Event Properties > Other  and checking the Race Change box. 

Once the feature is enabled in your event registration, you can begin set up by choosing the Race Change button on the More drop down box on the Registration tab.

Next, click on +Add a Rule to create the guidelines and rules:

Step 1: Choose Change or Deferral

If you would like to offer both options to your athletes, you will need to do both separately. Make a selection, then click Continue.

Step 2: Select Rule Parameters

Race Change

The Race Change feature enables you to offer Athletes the option to switch between Registration Choices (and therefore Races) within your Event.

1. Select the Current Registration Choice from which the Athlete will be switching.
2. Select the New Registration Choice that the Athlete may switch to.
3. Fee is the amount that you want to charge for allowing a race switch to be made. Please note that the standard CT Live service fee applies.
4. Enter a Close Date for the Race Change.
5. When finished with the settings, click Complete & Save.

Deferral

The Deferral feature will create a coupon code that will be valid for another Event under the same Organizer as the current Event. The Events that are eligible for the Deferral code appear in the Athlete's profile.

1. Select the Current Registration Choice from which the Athlete will be switching.
2. Enter a Deferral Code Value. The amount that you would like the deferral code to be worth for next years event, depending on the Discount Type you select. Ex: 40% off next years event. If you select Amount Paid in the Discount Type field, the Deferral Code Value box will disappear and does not need to be filled in.
3. Now select a Discount Type. Options include Percentage, Dollars, or Amount Paid. Amount Paid will credit the athletes using the deferral with the actual amount they were charged after any discounts they may have used during registration.
4. Enter an additional Fee amount that will be charged for the deferral. Please note that the standard CT Live Service fee applies.
5. Define a Close Date on which you no longer want this option to be available.
6. Under Valid For, choose whether this deferral option will be available to All events, or choose select Limited to Events. If you selected the latter, a pane will appear that allows you to select one or more specific events under the same Organization as the current Event.
   If the code is to be valid for a next year's event, you will need to have the event already created in CT Live. (Only the basic information is needed)
7. When finished with the settings, click Complete & Save.

After you have successfully created the parameters for the rule, it will appear with the options to Edit the deferral code, Delete the codes entirely, or Close the deferral option while maintaining existing codes.

Another use of the Deferral feature is to charge a small fee when an Athlete wants to withdraw and transfer their entry to another person. In essence, the Athlete would go through the Deferral process on their Profile and then give the Deferral Code to the athlete they are switching their registration to. That person could then use the Deferral Code to enter for the same event or a future one.

Athlete Instructions

We've posted a detailed article on our Athlete Knowledge Base (support.chronotrack.com) that instructs Athletes on how to complete Deferrals or Race Changes. You can view the article HERE. Feel free to build your own set of customized Athlete instructions using the images and wording in this document.