Overview
The Entry List Exports & Running Orders feature gives event organisers the tools they need for day-of-event management. You can export comprehensive entry lists in Excel or PDF with the columns you choose, generate print-ready running order documents, and scratch riders directly from the entry list. Riders can view their own running order position while other participants' personal details stay private.
Purpose: Streamline day-of-event operations with print-ready entry lists and running orders, while giving riders transparent access to their own schedule without compromising anyone's privacy.
Who Can Use This Feature
Organisers
- Organiser Admin and Organiser Contributor — full access to entry list exports, running order generation, and scratching
Riders
- Authenticated Riders — can view a running order with their own position highlighted. Other riders' personal information is hidden, and only Published or InProgress schedules are visible.
Prerequisites
- Organisers: an organiser account with admin or contributor access, and at least one event with registrations
- Riders: a rider account, a registration for the event, and a schedule that is Published or InProgress (not Draft)
Key Features
1. Entry List Exports
Export a full entry list from the event's Entry List page.
Formats
- Excel (.xlsx) — a spreadsheet you can sort, filter, and open in Microsoft Excel or Google Sheets
- PDF — a print-ready document with page numbering and timestamps
Customizable columns
Before exporting, choose exactly which columns to include using the column picker. You can Select all or Deselect all, and pick from the standard columns as well as any custom entry-form fields you added to the event.
Standard columns include:
- Rider name, email, and phone
- Emergency contact name and phone
- Horse(s) and bridle number
- Class/division nominations and draw numbers
- Session selections and ticket selections
- Extras
- Member status
- Registration status, paid (yes/no), payment status, and payment method
- Invoice number
- Total amount, amount paid, and outstanding amount
- Registered date and submitted date
Any custom form fields you created for the event's entry form are also offered as columns, so responses like volunteer preferences or dietary requirements can be included.
Filtering
Filter the entry list before exporting by registration status and payment status so the export contains exactly the entries you need.
2. Running Order Exports
Generate a professional running order document for day-of-event use, once a schedule has been created and published.
Format
- PDF — print-ready, with page headers, footers, and automatic page breaks
Information shown
- Draw number (riding order position)
- Rider name
- Estimated start time
- Ring/arena assignment
- Status (scratched entries are marked)
- Optional notes from scheduling
Options
- Ring filter — export a single ring/arena
- Include contact details — optionally include rider email and phone for officials
3. Rider Running Order View
A privacy-protected view that lets riders check their own position.
- The rider's own entries are highlighted, showing draw number, estimated time, and ring assignment.
- If multiple schedules exist, the rider can choose which one to view.
- Other riders appear by draw number only — no email, phone, or personal details are shown.
- Only Published or InProgress schedules are visible; Draft schedules stay hidden.
4. Scratch Rider
Organisers can scratch (withdraw) a rider directly from the entry list without opening the full registration page.
What "Scratch" means
Scratching cancels a rider's registration for the event — typically used when a rider or horse can't compete on the day. The entry moves to Cancelled with the reason "Scratched on the day" recorded against it.
When the button appears
A Scratch button appears in the Actions column for every entry that isn't already cancelled. Once scratched, the button disappears so you can't accidentally scratch the same entry twice.
Immediate update
When you confirm a scratch, the entry list updates to Cancelled straight away — no waiting for the page to reload — which makes it practical to use during a busy event day.
Offline support
If you scratch a rider while your device is offline, the change is queued and syncs automatically once you're back online. A yellow banner in the confirmation modal warns you when the device is offline. The system safely ignores duplicates and won't overwrite a change another device already made.
How to Use This Feature
For Organisers
Exporting entry lists
- Go to Events → select your event → Entry List (or click View Entry List from the scheduling page).
- Apply filters if you want (registration status, payment status).
- Open the column picker and choose the columns to include.
- Click Export to Excel or Export to PDF. The file downloads automatically, with the event name and timestamp in the file name.
Generating running orders
- Create and publish a schedule on the Event Scheduling page (use AI Generate Schedule or build the running order manually).
- Click Export Running Order from the scheduling page.
- Choose a ring (optional) and whether to include contact details.
- Download the PDF and print it for the day.
Scratching a rider
- Open the Entry List for your event.
- Find the rider (use the search box or status/payment filters).
- Click Scratch in the Actions column. A confirmation modal shows the rider name and horse (if available).
- Click Confirm Scratch. The entry immediately shows as Cancelled and the Scratch button disappears. If you're offline, the modal tells you the scratch will be queued and synced later.
For Riders
Viewing your running order
- Log in and open your running order for the event.
- If more than one schedule exists, choose the relevant one from the dropdown.
- Your entries are highlighted with your draw number, estimated start time, and ring assignment. Other riders show only their draw number.
Privacy
For riders
- Draft schedules are never shown to riders.
- Only Published or InProgress schedules are visible.
- Other riders' personal information is hidden; you only see full details for your own entries.
For organisers
- Full access to all participant information.
- Contact details are only included in running order exports when you choose to include them.
- Handling of personal information follows the Privacy Act 1988 (Australian Privacy Principles).
Best Practices
For organisers
- Publish schedules early so riders have time to review their draw.
- Export before event day and print running orders and entry lists in advance.
- Include contact details only when needed for officials.
- Re-export if the schedule changes to keep printed copies current.
- Store exports securely — they contain personal information.
For riders
- Check early — review your running order as soon as it's published.
- Watch for changes — schedules can be updated.
- Use estimated times to plan your arrival.
- Respect privacy — don't share other riders' information.
Troubleshooting
"No schedule available"
The schedule hasn't been created or published. Organisers: create and publish a schedule from the scheduling page. Riders: contact the organiser if a schedule should be published.
"Export failed"
Confirm you have organiser access to the event, that the event has registrations, then refresh the page and try again. Contact support if it persists.
"No entries to export"
Your filters may be too restrictive, or the event has no registrations. Clear all filters and try again.
"Running order is empty"
A schedule exists but has no entries. Generate or add schedule entries and make sure registrations are linked to the schedule.
Performance tips
- Exports with 500+ entries may take 10–30 seconds — please be patient.
- PDF generation takes longer than Excel for large datasets; use Excel for very large entry lists when speed matters.
Related Documentation
- View Registrations
- Approve/Reject Registrations
- Custom Form Fields on Entry List & Exports
- Create Events
Support
- Contact support: support@horsify.com.au\n\n---\n\nSource:
wiki/features/ENTRY_LIST_EXPORTS.md\nLast synced: 2026-09-07 11:46:42 UTC