Setting Up WhatsApp Notifications

What WhatsApp Notifications Provides

RRS.org can send event notifications to competitors via WhatsApp — hearing schedules, decisions, starting penalties, time limits, notices to competitors, and more. WhatsApp delivery is in addition to email and SMS, and reaches competitors who prefer messaging apps or who have unreliable SMS service at the venue. See the Notifications page for the full list of what is sent via WhatsApp.

WhatsApp notifications are an optional paid feature. An invoice appears at the top of the Event Panel when WhatsApp is enabled, and payment is accepted via Stripe (credit card, debit card, or bank transfer).

Enabling WhatsApp for Your Event

When creating or editing your event, find the WhatsApp option in the notifications settings section and enable it. Once enabled, two things happen automatically:

A WhatsApp Notice document is generated and added to your Event Documents. This notice explains to competitors how to subscribe to WhatsApp notifications for your event. Post this document on the Official Notice Board so competitors know the service is available and how to join.
An invoice item appears at the top of your Event Panel. Pay this invoice to activate WhatsApp delivery for your event. Stripe accepts credit cards, debit cards, and bank transfers.

How Competitors Receive WhatsApp Notifications

WhatsApp notifications are sent only to competitors who have both opted in and provided a WhatsApp number. Two things are required on the competitor side:

A WhatsApp number on file. This must be imported with the competitor list or entered when a competitor files a hearing request. Without a WhatsApp number, the system has no way to reach that competitor via WhatsApp regardless of their preference.
A daily opt-in confirmation. WhatsApp requires that users actively confirm they wish to continue receiving messages each day. Competitors who have subscribed will receive a prompt each morning asking them to confirm for that day. If a competitor does not confirm, they will not receive WhatsApp messages for that day. This is a WhatsApp requirement, not an RRS.org policy.

Subscribing via the Group Message

Competitors subscribe to WhatsApp notifications by sending a message to the RRS.org WhatsApp number. The WhatsApp Notice document generated for your event contains the exact instructions, including the message they must send to subscribe. The format is the word Event followed by your event ID number (for example: Event3008). The event ID is visible in the URL when you are on your Event Panel.

Distributing the WhatsApp Notice document on the ONB and including it in any welcome communications ensures competitors know how to subscribe before the event begins.

Making Sure Competitor WhatsApp Numbers Are Loaded

Importing competitors with their WhatsApp numbers is the most important step. When importing from a spreadsheet, include the WhatsApp number column in the import file. If a competitor files a hearing request electronically, they can enter their WhatsApp number on the form at that time.

Competitors without a WhatsApp number on file will not receive WhatsApp notifications even if they subscribe via the group message. Encourage the organizing authority to collect WhatsApp numbers during registration and include them in the competitor data provided for import.

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