This quick start is for event-day registration volunteers. For full detail, see the Gymkhana Tools User Guide.

Role Purpose

Registration volunteers enter competitors for a selected gymkhana, maintain Checked In state, record authorized collections and adjustments, handle scratches, manage additional horse runs, and coordinate changes with the scribe.

Gymkhana Registration is event-specific. Manage Riders is off-event rider maintenance. Check-in occurs within competitor add/edit, not through a separate Check-In dashboard.

Registration Home is a status dashboard with At a Glance, Current / Next Gymkhana, and conditional Needs Attention zones. Its sidebar keeps all links visible under Overview (Registration Home), Registration (Gymkhana Registration and Online Submissions), and Management (Riders & Horses and Reconciliation). On a phone or tablet, open the same menu from the header.

Accountless public submissions that are automatically accepted appear here as ordinary Registration entries with their exact Primary Horse Events and distinct Additional Horse Events. Square-confirmed automatic acceptance also records one Card / Online / Square collection against the assessment; direct submissions retain the existing financial-status rules. A verified member now chooses an authoritative membership person by first name, so a unique exact linked Rider can bypass avoidable typed-name review and a first-time competitor can use the existing safe Rider-creation path. Automatic Acceptance still applies only when eligibility and Rider identity are safely resolved; duplicate first names, ambiguous/broken Rider links, changed state, or policy-held intake remains Pending Review and creates no operational entry until staff accepts it.

For clubs with enabled Square Online Payments, a positive public quote now goes to Continue to Payment and Square-hosted checkout. Before authoritative confirmation, the checkout attempt is not an Online Submission and creates no Rider, Registration entry, assessment, collection, or run order. A Square browser return says Payment confirmation pending; do not treat it as a completed registration or create a duplicate entry. $0.00, disabled, and unconfigured payment paths keep the existing submission behavior.

Keep the return page open: it refreshes from local authoritative status. Payment confirmed — registration complete needs no staff action. Payment confirmed — registration pending review appears in Online Submissions with a Paid via Square amount. Accept it normally; if declining, select the explicit paid-decline acknowledgement and remember that no refund is issued automatically.

Review Online Submissions

  1. In the Registration sidebar, select Online Submissions.
  2. Open a Pending Review item and confirm submitted Rider, Class, exact Primary/Additional Horse Events, contact context, review reason, and safe membership evidence. The raw Membership Code is never shown.
  3. Deliberately select the correct same-club Rider or Create New Rider. When multiple same-name Riders appear, match the concise context beneath each Use First Last choice to the corresponding Same-Club Rider Candidates evidence above. For a verified-member submission, the stored participant reference narrows membership linkage to that exact person but never authorizes an ambiguous Rider guess. Acknowledge same-name candidates before creating a separate Rider. Already-linked Riders require no membership action; use the choice-specific link option only for an intentional eligible membership link. Resolve conflicting membership links outside this review page. See Reviewing Online Submissions for the exact controls.
  4. Select Accept Submission. Confirm the ordinary Registration entry appears exactly once with selected Events only, correct run order, and Scribe visibility. For paid intake, confirm the retained Square payment is recorded once as Card / Online / Square against the assessment. Staff may process intake after the public window closes; current club/Gymkhana/Class/Event/membership/Rider state must still be valid.
  5. Or add an optional private note and select Decline Submission. Decline creates no Rider, entry, Event, or run-order rows and is not reopenable here.

Stale or concurrent review is rejected rather than overwriting another staff member's result. Back to Online Submissions, Accept, and Decline preserve the selected Gymkhana and Status filters. Accepted and Declined history remains available from the Status filter.

Sign In and Confirm Club Identity

  1. Sign in to Gymkhana Tools.
  2. Confirm the club name beneath the logo.
  3. Open Registration.
  4. If the menu is collapsed on a phone or tablet, use the header menu button.

See Getting Started.

Select the Correct Gymkhana

  1. On Registration, select Open Registration.
  2. On Select Gymkhana, choose Open for the correct event day.
  3. Confirm the Entries page shows the correct gymkhana name and date.

See Registration Workflow.

Add a Competitor

Add and Edit use the same compact sectioned form language. All sections remain visible; on narrow screens fields and Event controls stack without changing their meaning.

  1. Select Add Competitor.
  2. Enter authoritative First Name and Last Name. Optionally enter Preferred Name for a new Rider's Scribe/Public Live display; it is not matching evidence.
  3. Under Membership Match, select an eligible membership when appropriate or leave No membership selected. Selection fills the member's established name/contact fields and refreshes possible Riders, but does not select one.
  4. If Rider choices appear, use Preferred Name, DOB, Phone/Email, class history, and membership context to distinguish them, then deliberately use the correct existing Rider, associate the selected membership when offered, or choose Create New Rider Instead. A successful choice collapses into Existing Rider selected or New Rider will be created; use its Change action to restore choices. If Possible duplicate Rider appears, use the existing Rider or explicitly choose Create Separate Rider Anyway only after confirming a different person. Same-name matching Birthdate, Phone, Email, or membership triggers this warning; Preferred Name, class, and horse do not distinguish identity. With no existing Rider, simply continue; Save Competitor creates the new Rider. Resolve inactive or conflicting candidates through Manage Riders. See Adding a Competitor for detailed duplicate-resolution cases.
  5. Select Rider Class.
  6. Enter Birthdate, Horse Name, and contact/emergency fields as needed. Rider profile fields apply when creating a new Rider; an existing Rider is not rewritten by Add Competitor.
  7. Select at least one event under Events Entered.
  8. Review the calculated fee estimate.
  9. Check Checked In only after the rider is actually checked in.
  10. Add Notes if useful.
  11. Select Save Competitor to save and return to Entries. If money is ready now, select Save & Record Payment to save first and open the existing payment page for that exact entry.

If both save actions are disabled, no events have been configured for that gymkhana yet. Ask an administrator to configure gymkhana events. Canceling or leaving Record Payment does not undo a saved registration; it remains on Entries as Unpaid or Partial and can be paid later. See Adding a Competitor for the full save-and-payment behavior.

Edit a Competitor

  1. On Entries, use Rider Search, Class, Paid, or Checked In filters if needed.
  2. Select Edit for the competitor.
  3. Correct rider information, Primary Horse Name, event selections, scratches, Checked In, Additional Horse Runs, or Notes. Use the Entries-row Record Payment action for routine payments and Reconciliation for history or authorized adjustments.
  4. Select Save Competitor.

Primary Horse Events and Additional Horse Runs use compact Event rows. Keep each Event's Entered, Scratch, and Scratch Reason controls associated; the rows stack together on phones. Scratch All Events is the caution-outline action in the Primary Horse Events heading area.

Use Add Competitor again when an existing Rider is legitimately entering another class, then deliberately select that same Rider. Preferred Name remains shared while Events and horses remain entry-specific. Multiple unreconciled same-name Riders appear separately; select the correct Rider or deliberately choose Create New Rider Instead when none is correct. Administrator-reconciled tombstones are not selectable. Use Edit for a duplicate warning in the same class. See Adding a Competitor for membership association and conflict details.

Primary Horse and Additional Horses

Primary Horse Events are the normal entered events for the rider and count toward points unless scratched.

Additional Horse Runs are added on Edit Competitor. Enter Additional Horse Name, select the additional-horse event checkboxes, and save. Additional horse runs are separate from primary runs and do not count toward class results or points.

See Riders and Horses.

Payments and Checked In

Financial status is derived from the assessment, adjustments, payments, and refunds. Use Save & Record Payment while adding a competitor when payment is ready immediately. For any Unpaid or Partial rider, the existing Entries-row Record Payment action remains available beside Edit: confirm the amount (the remaining balance is filled in), choose Cash, Check, Card, or Other, save, and verify the updated status and balance. Use the Entries page's Reconciliation action for that Gymkhana's totals and immutable payment history. Reconciliation opened from the Registration navigation without an event context selects the current club's most recent Gymkhana. Use the Gymkhana name/date selector when another event is needed, then apply Status, Pricing basis, Method, or Source as needed. Refund, Adjustment, and Correct Pricing Basis show labeled controls, visible success confirmation, and human-readable club-local history. Paid, No Charge, Overpaid, and Legacy / Unassessed rows do not offer Record Payment. Ask an Administrator to correct an incorrect pricing basis; Reconciliation history records its before/after basis and amount without changing existing collections. Checked In means the rider is present and is maintained on Add Competitor and Edit Competitor. See Payment Status and Checked In.

There is no separate Check-In dashboard.

Scratches

Use Edit Competitor.

  1. For one primary event, check Scratch from this event.
  2. For one additional horse run, check Scratch extra horse.
  3. For all entered events, use Scratch All Events.
  4. Add Scratch Reason if useful.
  5. Select Save Competitor.

Unselected events are not scratches. The Entries list shows Registered, Partially Scratched, or Fully Scratched based on entered primary-horse events.

See Correcting Results and Registration Mistakes.

Run Order Effects

Registration saves update the run-order data used by scribe and public live. Scratches show as Scratch and are skipped by the pending queue. Re-Ride Pending remains on its existing row but leaves active queue cards; Re-Ride Ready uses the same row and can appear in the queue. Move either only after officials choose the repeat-attempt placement. Movement preserves the exact Re-Ride state; the Scribe separately chooses Return to Queue. Tell the scribe whenever you reposition a Re-Ride or change a competitor after runs have started.

Use Adjust Run Order only when approved. Select it from the actions at the top of Entries; the right-side panel opens without replacing the roster or resetting Entries filters/search:

  1. Select a standalone Event or Event Group, Class, and Run Type. Each configured group appears once by group name.
  2. Select Load.
  3. Choose This Event (the safe default), This and Remaining Events, or All Uncompleted Events in Class. Multi-event scopes never change completed Events.
  4. Use Up or Down. For an Event Group, the rider's applicable constituent rows move together as one block; Primary and Additional Horse blocks remain separate.
  5. If Different run orders found appears, review the named Events. Select Cancel for no mutation or Confirm and Replace Orders to replace only the reviewed uncompleted targets. Changed completion/order state invalidates the review.

Closing the panel with Close, Esc, or the backdrop performs no mutation and returns you to the same Entries context. See Run Order and Event Groups for the complete scope and safety rules.

Use This Event for an event-specific change, This and Remaining Events to carry the order forward in the configured gymkhana Event sequence, and All Uncompleted Events in Class when earlier uncompleted Events should also match. There is no unrestricted All Events scope. A selected completed Event cannot use a multi-event scope; use This Event only for an approved deliberate correction. Re-Ride status never chooses scope automatically.

The Registration workflow remains authoritative. Administrator and Announcer/Scribe users may use the same move behavior from Adjust Run Order in Scribe. That narrow permission does not grant Announcer/Scribe users any other Registration capability, and Registration-only users do not gain Scribe access.

Manage Riders Distinction

Use Manage Riders for off-event maintenance: active/inactive rider search, authoritative First/Last Name, optional Preferred Name, member/class links, contact details, emergency information, notes, and archiving or reactivation. Registration and rider administration show First Last (Preferred) when present; clearing Preferred Name restores First Last display without creating a new rider.

Use Gymkhana Registration for event-specific competitor entry, derived financial status, payment recording, check-in state, selected events, scratches, primary horse, and additional horse runs.

Troubleshooting

  • Missing menu: confirm account role and open the collapsed mobile menu.
  • Wrong club: sign out and stop before entering data.
  • Rider not found: check spelling and use Manage Riders if the underlying rider record needs maintenance.
  • Duplicate warning: search Entries and use Edit.
  • Scribe cannot see the change: confirm the same gymkhana and filters, then ask scribe to refresh.
  • Public live does not update: verify the current public live link and selected gymkhana.
  • Public registrant sees Online payment unavailable: ask an Administrator to verify the Square connection, selected location, and enabled setting. No registration was submitted by that failed attempt.
  • Public registrant returned from Square but no entry exists: the browser return is informational only. Wait for the provider-confirmation workflow; do not infer success from the return URL.

End-of-Registration Verification

  1. Filter for Unpaid and resolve payment questions.
  2. Filter for Not Checked In and resolve attendance questions.
  3. Review Registered Riders count.
  4. Review Partially Scratched and Fully Scratched entries.
  5. Confirm additional horse runs are intentional.
  6. Tell scribe about late additions, scratches, and run-order changes.

Quote and collect

Selected primary and additional-horse Events update the fee estimate. Save Competitor creates the Registration and its fee assessment together. Use Record Payment on the rider's Entries row for routine Cash, Check, Card, or Other payments; use Reconciliation for Gymkhana totals and history. A partial payment stays Partial; an excess is Overpaid. Do not use scratches to change charges—ask an administrator to record an explicit refund or adjustment when appropriate.