During the first week of August, all events from the current season will be copied forward by 52 weeks into the following year. These events will appear in draft status, ready for district admins to review, edit or delete. New events can also be added from scratch.

Until events are Published (🔗) they will not be visible to riders. Only district and global admins will be able to view and edit them.

This document covers how to:

  1. Review the draft list of events (🔗)
  2. Submit events for approval (🔗)
  3. Approve events (🔗)
  4. Event Publication (🔗)

New for this year

By default, handcycles will be included as a machine type option for para-cyclists in all events. This change reflects the legal position that on public roads, there is no distinction between different types of cycle; all are permitted unless explicitly restricted.

Under CTT regulations, handcycles are permitted for use by para-cyclists only. The system will automatically prevent non-para-cyclists from entering on a handcycle. As with other machine types, organisers may choose which categories to include in their event; just as some events are restricted to road bikes only, organisers may opt to remove the handcycle option if preferred.

Background information

Events follow a life cycle, from creation to complete, defined by their event status. This Knowledge Base article (🔗) explains the meaning behind each status and how they relate to each other.

1. Review the draft list of events

As a starting point, all events from the current season are duplicated, with dates shifted forward by 52 weeks to maintain the same day of the week in the new season. These events will be in draft status. They are accessible within the admin screens, to district admins only, and are fully editable.

  • To view the list, select pending events from the filters at the top. To filter out club events, select Advanced Filter and set Event Type to Open.

You can configure the layout of this screen by adding or removing columns, repositioning columns and reordering the data within them, this article (🔗) explains how to do that.

You can export the data to a CSV file (i.e. spreadsheet) as explained here (🔗).

  • Delete any events that will not be re-run in the following year. Select the events using the checkboxes on the left, click Actions then Delete.

  • Edit events as necessary. Select an event by clicking its name. Scroll through the event detail and make any changes as required.  In particular check event fees, which often change year on year.

  • Add new events for this year from scratch. From the Home Dashboard, or directly from the menu on the left (🔗), select + New Event to add a new event.

Complete all required values. If the named organiser already exists on the system, their contact details will be filled when their name is applied, otherwise for new organisers, completing these details creates a profile for them.

Each event must contain at least one race. An event consists of one or more races taking place on the same course on the same date with the same organiser, and with a shared capacity for entries. Thus a single event allowing 120 riders could consist of separate races for individual riders, tandems and teams. Races are given default names. Normally an event only needs one "individuals" race as classifications of open / female etc. can be applied within the race for all individual riders and are separated in the results. However, where this is not the case, default race names may be changed to differentiate them from each other. 

If the event is part of a series, add the series name by clicking the down arrow to the right of the box and selecting it. If the series name does not already exist on the system, please contact support to get it added. The system assigns BBAR to all eligible events; it cannot be added or removed manually. Please refer to the eligibility criteria (🔗). In particular, note any event with a Special Condition will not be BBAR eligible.

Events are given a default name based on the organising club and distance. This may be changed. Event naming standards are explained here (🔗).

2. Submit events for approval

  • Submitting events for approval applies the Awaiting Approval status to them which is intended to allow district event secretaries to review and approve events.
  • Events in awaiting approval status are only visible to district and global admins.
  • It is important to submit events for approval as soon as their details have been confirmed by the organiser, as until then, administrators from other districts cannot see what is being planned in order to avoid potential clashes. Event details may still be edited while Awaiting Approval.
  • Events in your own district may be edited by clicking their name. Once edited they may be submitted for approval as shown below.

  • Alternatively, from the list screen, select one or more event(s), click Actions and Submit for Approval, as explained for Delete above (🔗).
  • This progresses the event from Draft to Awaiting Approval status.

3. Approve events

  • District admins can view all events across all districts. This enables cross-checking with neighbouring districts to help prevent clashes during the planning phase. To do this select the All radio button at the top. To restrict to events in your district, select My District.

  • Following each district's date fixing meeting, district admins may either reject or approve events in their own district.
  • Select one or more event(s), click Actions and Approve or Reject, as explained for Delete above (🔗).
  • Rejected events may be resubmitted for approval. To view rejected events, select the Finalised filter at the top, check the correct year is chosen and select Advanced Filter. Set the status filter to Rejected.

  • To view Approved events, select the Active filter at the top; select Advanced Filter and set status to Approved.

  • Approved events need to be Published before they are available for riders to view and enter.

4. Event Publication

  • As a final step, Global Admin will perform a sanity check across all approved events before Publishing them to the main website. This will happen during December, in time for riders to enter from the 1st of January.
  • To check an event's publication status, select Published from available fields as explained here (🔗) (arrows 1,2 and 3 in the diagram below). You may also filter the list by publication status (arrow 4)