ERA MotorsportGuide
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Guide G4

Inviting drivers and teams A personal link for each driver.

Send personal registration links to drivers and teams, with a special price and an expiry date, follow who registered and remind who did not.

ForOrganizer
Reading time15 min

An invitation is an email with a personal link to a registration form. The link can carry a price of its own (free, fixed or discounted) and an expiry date. Use it for an invitation-only race, for drivers whose entry a sponsor pays, or simply to bring last season's drivers back. The example invites ten drivers to "Round 1 – Lakeside" in the "Junior 125" category.

Before you start

  • The event has a registration form with the category you invite to (Opening registrations with a form). If only invited drivers may register, tick Invitation only in the form editor.
  • The invitation email has a text. ERA uses the driver invitation of the form (Messages tab of the form editor) if written, otherwise the Driver invitation of the championship in System › Email settings. Without a text, nothing can be sent.

Invite drivers

Who: organizer

  1. Open the page. Go to Drivers › Invite drivers and choose the championship and the event.
  2. Choose form and category. Choose the Form, then the Category: the list shows only the categories of that form.
  3. Set the price rule. Under Price choose Normal price, Free entry, Fixed price or Discount %. For a fixed price or a discount write the value in Fixed price / discount, for example 150 or 20.
  4. Set the expiry. Link expires on: after that day the link no longer works. Leave it empty to keep the link valid until the registrations close.
  5. Give the list. Upload a CSV file with the columns email, first name, last name, sponsor, sponsor email (the first row can be the header), or paste the drivers one per line in the same order. Up to 500 drivers per send.
  6. Check the list. Press Check the list. Nothing is sent yet: ERA shows each row with its state and the counts at the top.
  7. Send. Press the send button and confirm. ERA sends one email per new driver and shows the result row by row: sent, not sent, skipped.

ERA skips, and says so in the preview:

  • drivers already invited to the same form and category, with an invitation not used and not expired;
  • drivers already registered to the form;
  • emails that are not valid, and emails repeated in the list.

An email that is not in ERA yet gets a new, empty driver account (tagged "new account" in the preview): the driver chooses the password on the website. Details in Invite drivers.

Follow the invitations

  1. Open the list. Go to Drivers › Sent invitations and choose the championship and the event.
  2. Filter. The chips All, Not registered yet, Registered and, when there are some, Expired split the list. Each row shows category, form, price rule, invitation date, expiry and status ("registered · to pay" when the entry is waiting for its payment).
  3. Correct and send again. The pencil opens the invitation: change the category among those of the form with Save the category, or press Save and send the invitation again. The email has the same link as before.
  4. Delete. The bin deletes an invitation that has not been used. An invitation already used to register stays.

Details in Sent invitations.

Remind who did not register

  1. Open the page. Go to Drivers › Send reminders and choose the championship and the event. ERA lists, category by category, who was invited and has not registered yet.
  2. Send. Press Send reminder on a category, or Send reminder to all. Each driver gets his own invitation link again.

Not reminded: drivers whose invitation has expired, and drivers who registered to the form without using the link. The text is the Registration reminder (invited drivers not registered yet) of System › Email settings. Details in Send reminders.

Invite teams

  1. Open the page. Go to Teams › Invite teams and choose the championship and the event.
  2. Choose the form. ERA lists the teams that have raced in the championship and have no team account yet. The teams not invited to this form yet are ticked.
  3. Send. Check the ticks and press Send the invitation. Each team gets the link of the form on the website and a link to choose the password of its team account, valid for 7 days.

The text is the Team invitation of the form or of System › Email settings. Details in Invite teams.

Sponsors who pay for their drivers

  1. Name the sponsor in the CSV. In the invitation list fill in the sponsor and the sponsor email columns. A sponsor that does not exist yet is created when the invitation is sent.
  2. See the sponsors of the event. Go to Sponsors › Sponsors and choose the championship and the event: each sponsor with how many drivers it invited, how many registered, paid and still to pay.
  3. Record the payment. Open a sponsor: Paid by the sponsor on a row, or Mark all as paid by the sponsor, confirms the entries as paid with a note naming the sponsor, like setting the payment to paid in the entry card. Entries that belong to a team order are paid from the team card.
  4. Take a driver off. Remove from sponsor keeps the invitation and the entry, without sponsor.

Details in Sponsors.