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Race Day Registration

FlexTiming.Pro Race Day Registration Workflow

We are utilizing a modern race day registration workflow that is smoother for both participants and your race committee or volunteers.

Highlights

  • Never close online registration early – keep it open until race start time.

  • Never oversell shirt sizes – our system tracks inventory automatically.

  • Cashless is encouraged – participants can pay online right up to race start.

  • One registration process – all registrants (pre-registered or walk-ups) are handled through the same hub.

What You Need to Set Up

  1. Close online registration at the race’s start time (not the day before).

  2. Print and display your QR codes:

    • Public QR Code → Post in public areas for participants to register and pay with credit card.

    • Volunteer QR Code → For staff/volunteers only. Opens the private hub where bibs are assigned, cash/check participants are entered, and corrections are made.

      • Generate it in the Race Director Dashboard under Race Day → Race Day Registration.
        A screenshot of a registration form AI-generated content may be incorrect.

  3. Devices – volunteers use phones, iPads, or laptops with internet access.

  4. Single registration area – set up so everyone comes to the same spot.

Three Paths for Bib Number Assignment

1. Pre-Registered Participants

  • Already signed up online.

  • Info is in the system.

  • Volunteer task: Search by name → Assign bib number.

  • No money handled at the table.

2. Race Day Registration – Online (Credit Card)

  • Participant has not registered yet.

  • Direct them to scan the Public QR Code.

  • They complete their own registration and pay securely online.

  • Once payment clears, their name appears in the hub → volunteer assigns a bib.

3. Race Day Registration – Onsite (Cash/Check)

  • Participant pays cash or check directly to the race.

  • Volunteer opens the Volunteer QR Code hub and uses “Add Participant.”

  • Payment is handed directly to the race treasurer.

  • Bib number is assigned on the spot.

How the Race Day Hub Works

  • Volunteers scan the Volunteer QR Code to open the event-specific hub.

  • From the hub they can:

    • Add participants (cash or check)
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    • Search existing registrants
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    • Assign or update bib numbers
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    • Correct registration mistakes instantly
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Best Practices for Bib Assignment

  • Write participant name on the bib if they’re picking up multiple bibs/shirts.

  • System prevents duplicates, but always double-check before handing out.
    A black and white sign with black text AI-generated content may be incorrect.

Paper Registrations (Backup Only)

If someone insists on filling out a paper form:

  1. Write the bib number directly on their paper form.

  2. A volunteer enters the info into the hub using Add Participant.

  3. Tip: Skip paper and “interview” the runner while typing directly into the form—it’s faster.

 

Physical Setup at Registration Area

  • Post the Public QR Code sign prominently for runners.

  • Keep one line for all registrants, whether pre-registered or new.

  • Place the Volunteer QR Code behind the table or share only with staff.

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