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, CSV or PDF with the columns you choose, generate print-ready running order documents, and scratch riders. 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
Click Export to open the export dialog, then pick a format:
- Excel (.xlsx) — a spreadsheet you can sort, filter, and open in Microsoft Excel or Google Sheets
- CSV (.csv) — plain data for importing elsewhere
- PDF (.pdf) — a print-ready document
Customizable columns
The same dialog lets you choose exactly which columns to include. There are two lists — registration columns and custom form field columns — each with its own Select all / Deselect all.
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
- Include run time on export and publish — a tick box on the scheduling page, on by default. It controls whether estimated run times appear on the exported running order and on the published one, so it's the switch to use when your times aren't reliable enough to publish.
Rider contact details are never included in the running order PDF exported from the scheduling page. It's a document that gets handed around at a gate or pinned to a wall, so it carries draw numbers, names, times and rings only. If officials need contact details, export the entry list instead and choose the email and phone columns.
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
Where to scratch
Scratching is done from the registration detail page, not from the entry list itself. Find the rider on the Entry List and click View to open their registration. There are two ways to scratch there:
-
Scratch one class — the Scratch button beside a class entry. It takes that nomination out of entry lists, scheduling, dressage and results, and asks two things:
- Refund [fee] to the rider — ticked for you when the entry was paid online by card, and refunds that class's entry fee to the card. Untick it to scratch without a refund. If the entry wasn't paid online, refund any fee yourself.
- Re-arrange timings on live draw — off unless you tick it. Ticked, the riders after the scratched one in that ring are pulled earlier to close the gap (on a published draw that shows run times). Left unticked, everyone keeps their published time.
- Scratch the whole registration — the Scratch button at the top, with a Scratch Reason (below). It doesn't refund anything or change anyone's time, so refund the rider separately if they're owed money.
It lives there deliberately: the registration page is where the change can be applied properly — with a reason recorded and refund options in reach — rather than as a one-click action on a crowded table.
Recording a reason
Before you scratch, choose a Scratch Reason:
- Scratched on the day
- Rider withdrawal
- Horse injury
- No show (DNS)
- Weather cancellation
The reason is stored against the registration, so your records show why an entry didn't run.
In the running order
A scratched rider stays in the running order, struck through, so their draw number isn't reused and everyone else's position is undisturbed.
Offline support
Scratching a whole registration goes through Horsify's offline sync queue. If you scratch a rider while your device has no connection, the change is queued and syncs automatically once you're back online. Duplicates are ignored safely, and a change another device already made won't be overwritten.
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).
- Click Export and choose the columns to include.
- Click Export, choose Excel, CSV or PDF, tick the columns you want, and export.
Generating running orders
- Create and publish a schedule on the Event Scheduling page (use Generate Schedule, or build the running order manually).
- Decide whether Include run time on export and publish should be ticked.
- Use the running order PDF button on the scheduling page.
- 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) and click View to open their registration.
- To scratch the whole registration, choose a Scratch Reason, then click Scratch. To scratch just one class, use the Scratch button beside that class instead, and choose whether to refund its fee and re-arrange the live draw's timings.
- Confirm. The entry is scratched, and the rider stays struck through in the running order so no draw numbers shift.
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.
- Running order PDFs never carry rider contact details. Entry list exports do, but only if you tick those columns.
- 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.
- Only export contact details when officials genuinely need them — and use the entry list export for that, not the running order.
- 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: 2026-10-06 06:09:24 UTC