Step 1: Create a Regatta

In the club dashboard, go to Events, Regattas, and then click “+ New Regatta” in the top right-hand corner. This will prompt you to create a name for the regatta and the start date. Once you complete that, it will bring you to your new regatta’s dashboard.

Step 2: Configure Regatta Settings

After you have created the regatta, it is now time to configure the regatta settings. If you would like to upload the NOR and/or SI’s, click on the Notice Board tab, click Race Docs and upload the PDF files from your computer. For other regatta settings, go to Settings and go through the sub-tabs from top to bottom.

1. The first subtab under Settings is Administrators. This is where you can add other administrators to help manage the regatta. To add an administrator, click on the “+ New Admin” button to the right. There, you will be prompted to enter in the first name, last name and email of the new administrator. On the next step, you can choose what access level this administrator will have.

• Full Access gives them access to make edits to any part of this specific regatta.
• Basic Access restricts administrators to only view and export information in the regatta (including checking in participants).
• Scoring Access gives administrators access to enter scores in the regatta but not the same level of information access as a Full Administrator
  • If an Admin has Scoring access, they will be able to edit Participant data i.e. change class or update boat details as well as have access to all subtabs in the Scoring header. See an attached video example of Scorer Admin visibility.

1. The next subtab under Settings is Basic Details. Here you can edit information about the regatta (name, dates, event tags, etc) and upload a regatta image under the Main Image section.

Step 3: Configure Payment Methods

Next, go to Inbound Payments. Here, you can configure what payment methods are allowed at checkout. Toggle the payment methods you would like to allow participants to pay with at checkout. For example, if Credit Cards & ACH are the only toggles in green, participants can only register by paying with either of those methods online and will not let them register by paying via check or cash.

Step 4: Boat Classes

Next, go to Classes. Here is where you will create the boat classes that are racing in the regatta. Click “+ New Class” to start adding the different classes available for participant registration. Once you’ve created the different classes, there are a few more settings you can configure for those specific classes. Click into a class you’ve created and you’ll see a few more options you can set up if needed. Classes are required for registration.

1. Class Description

   1. When you click into a class, you will see a text box for you to write a description of the class that will show on the participant registration page. Type in a description and then press the Update button in the bottom right corner.

2. Type

   1. At the top, you can edit the name of the class or the type of class. Click the “Type” box and a dropdown will appear with the different options. The different options will configure how many crew members should be sailing. For example, if you are hosting a single-handed regatta (Lasers), you will want to make the type Single Handed so the registration form doesn't ask participants to list crew members.

3. Advanced Settings

   1. If you scroll down, you have a few more options to configure if needed. You can set a minimum number of sailors per entry, an age requirement, make it members only, etc.

   2. Invitation only is available at the Boat Class level in the Registration Process

   3. Sync allows you to import registrations from other Clubspot regattas.

      Clone and Sync

   

4. Divisions

   1. If you scroll to the top, there is a tab titled “Divisions.” Here, you can add divisions under the class for registrations. When you add the divisions, you can make the divisions selectable by the participant by clicking into the division and toggling on User Selection.

   <aside> 💡 For optimist regattas, you will want to create the divisions with user selection off. As long as the name of the division(s) have the words Red, White, or Blue, Clubspot will automatically put them in the correct division based on their birthday. We also include a button to Re-Sort all entries in a class automatically by age, which is useful in the event Red, White, Blue divisions were not set up prior to opening up online registration.

   </aside>