Importing Competitors

Why Importing Competitors Matters

Importing the competitor list is one of the most important steps in setting up an event. Without a competitor on file, RRS.org cannot send that person any notifications — no hearing schedule alerts, no starting penalty notices, no time limit messages. Email address and phone number are the most critical fields. A competitor list without contact details limits the system to display-only information.

Running the Import

From the Event Panel, click Competitors in the left menu, then click Import Competitors at the top of the page. The import page shows the exact column order required for the upload file. Ask the organizing authority for an XLSX export from their registration system and rearrange the columns to match the required sequence before uploading.

If the registration system does not separate first and last names, leave the first name column empty and put the full name in the last name column. Phone numbers must include the country code (e.g., +1 for USA, +44 for UK) — without it, SMS messages cannot be delivered. The import can be run as many times as needed to correct errors or update the list as late entries arrive.

After the Import

Once competitors are imported, the Send Links button appears at the top of the Competitor list. Use this to send each competitor an email and SMS with direct links to the public event pages — hearing schedule, decisions, penalties, and jury questions. Send this message early so competitors have the links before racing begins.

The competitor list also drives the starting penalty search box, the hearing request party search, and check-in tracking. Features that rely on a complete competitor list will not work correctly if the import has not been done.

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