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 Paid and Checked In state, 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.

Sign In and Confirm Club Identity

  1. Sign in to Gymkhana Tools.
  2. Confirm the club name beneath the logo.
  3. Open Registration Dashboard.
  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 Dashboard, 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

  1. Select Add Competitor.
  2. Enter First Name and Last Name.
  3. Use membership lookup if a member match appears. Selecting an Active member changes the badge from Non-member to Member; selecting a Pending member changes it to Pending Member. Contact details may fill from the member record. If you change the rider name afterward, the member link clears and unchanged auto-filled contact fields clear while manual edits stay.
  4. Select Rider Class.
  5. Enter Birthdate if available.
  6. Enter Horse Name for the primary horse.
  7. Enter Phone, Email, Parent / Guardian Name, and Emergency Contact fields as needed.
  8. Select at least one event under Events Entered.
  9. Check Paid only after payment is received.
  10. Check Checked In only after the rider is actually checked in.
  11. Add Notes if useful.
  12. Select Save Competitor.

If Save Competitor is disabled, no events have been configured for that gymkhana yet. Ask an administrator to configure gymkhana events.

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, Paid, Checked In, Additional Horse Runs, or Notes.
  4. Select Save Competitor.

Use Edit for duplicate warnings. Do not add a second competitor for the same rider in the same gymkhana.

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.

Paid means payment has been received. Checked In means the rider is present and checked in for event day. They are separate checkboxes on Add Competitor and Edit Competitor.

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. Tell the scribe when you change a competitor after runs have started.

Use Run Order Adjustment only when approved:

  1. Select Event, Class, and Run Type.
  2. Select Load.
  3. Use Up or Down.

See Run Order and Event Groups.

Manage Riders Distinction

Use Manage Riders for off-event maintenance: active/inactive rider search, member/class links, contact details, emergency information, notes, and archiving or reactivation.

Use Gymkhana Registration for event-specific competitor entry, paid/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.

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.