Overview
PaperSync allows organisers to submit paper-based entry forms via email for automatic OCR (Optical Character Recognition) processing. Rather than manually re-entering data from printed forms, organisers photograph or scan completed paper forms and email them to a dedicated Horsify ingestion address. Horsify reads the QR code on each page to work out which form it is, extracts the handwritten answers, and puts them in your PaperSync Inbox for you to review. Only dressage test sheets are written back automatically — approving one posts its marks to the score sheet. Approving any other form doesn't create a registration: you act on the extracted answers yourself.
PaperSync is included in the Club Site Premium and Riding School plans (clubs that still hold the retired Premium add-on keep it). The $10 Club Site plan doesn't include it.
Who Uses This
- Organisers: Submit scanned paper entry forms to avoid manual data entry
- Show Secretaries: Process large volumes of paper nominations at multi-day events
- Admins: Monitor ingestion status, review the extracted answers and approve or reject each submission
What PaperSync Can Read
PaperSync reads two kinds of paper, and both are matched by a QR code Horsify prints on the form:
| Paper | Matched by | What happens on approval |
|---|---|---|
| A form you generated from Horsify — an event entry form, a membership application and so on | The QR code on that version of the form PDF | The extracted answers are stored against the submission for you to read and act on |
| A printed dressage test sheet | The per-sheet QR code | The movement and collective marks are written onto that score sheet and a provisional result is synced |
The QR code is the whole mechanism. PaperSync matches a photographed page to the exact form or score sheet it came from by reading that code — it does not try to identify an arbitrary form. Print your forms and score sheets from Horsify, and hand those out.
How It Works
1. Print and collect
- Generate and print the form (or the dressage score sheets) from Horsify, so each carries its QR code
- Have participants or judges complete them on paper
- Photograph or scan the completed pages (JPG, PNG, or PDF)
2. Email them in
Email the files to your organisation's PaperSync ingestion address. A queued submission is picked up within about 30 seconds.
Horsify then validates the file and your subscription, reads the QR code to work out which form or score sheet it is, and extracts the handwriting.
3. Review and approve
Every submission lands in the PaperSync Inbox (Organiser → Communications → PaperSync Inbox, at /paper-sync/inbox) with a status of Pending, and nothing is applied until you approve it.
Open a submission to see the extracted values against the scan, then approve or reject it. Rejecting asks for a reason, which is kept on the record.
Approving a form submission does not create a registration by itself. For a generic form, the extracted fields are stored for you to review and act on. It is only the dressage test sheet path that writes back automatically — approving one posts its marks to the score sheet and syncs a provisional result.
Supported File Types
| Format | Notes |
|---|---|
| Best quality; supports multi-page | |
| JPG/JPEG | Minimum 300 DPI recommended |
| PNG | Minimum 300 DPI recommended |
Requirements
- Active Horsify subscription on an eligible plan
- PaperSync must be enabled for your organisation
- The paper must have been printed from Horsify, so it carries the QR code PaperSync matches on
- Organisers must use the designated ingestion email address assigned to their organisation
Limits
| Maximum attachment size | 25 MB per file |
| How soon it's picked up | Within about 30 seconds of the email arriving |
If PaperSync isn't picking up your emails at all, it may not be switched on for your organisation yet — contact Horsify support.
Tips for Best Results
- Use a flatbed scanner rather than a phone camera where possible
- Ensure forms are oriented correctly (portrait) before scanning
- Avoid handwritten corrections over pre-printed text
- Keep the QR code in frame and unobscured — without it the page can't be matched to a form
- High-contrast black-on-white printing produces the most accurate OCR results
Related Features
- Event Results Management — the dressage score sheets a scanned test sheet writes back to
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View Registrations — where event entries are managed\n\n---\n\nSource:
wiki/features/PAPERSYNC.md\nLast synced: 2026-10-06 06:12:21 UTC