Entry List Exports & Running Orders - Comprehensive Feature Guide

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

• Admins, staff with Events and entries, and the event's Event team. View lets them see and export the entry list; Manage also lets them generate running orders and scratch entries. See Staff Access.
• Health information needs Manage. Riders' medical information, and entry form answers filled from a rider's medical or inclusive participation details, are shown only to admins and people who manage the event. Someone with View sees the entry list and its exports without those answers, and the registration page tells them they are withheld. Emergency contacts are still shown at View, so stewards and scorers can reach someone on the day. To let a first-aid officer see medical notes for one event, add them to that event's team at Manage.
• Health questions you write yourself are not covered yet. A question you typed in your own words (for example "Any allergies?") without filling it from the rider's profile is still shown at View.

Riders

• Riders can view the running order once it is published, with their own entries highlighted when they are logged in. Other riders are shown by first name and surname initial, never with contact details. Only Published or InProgress schedules are visible.

Prerequisites

• Organisers: admin or staff access to the event (see above), 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 information and Custom form fields, each with its own Select all and Reset.

Standard columns include:

• Rider name, email, and phone
• Emergency contact name and phone
• Horse(s), with each horse's breed (a horse marked off the track reads, for example, "Thoroughbred (off the track)"), class and registration number, and bridle number (offered only when the event uses bridle or competitor numbers)
• Horse details (sex, height, colour, DOB, microchip), unticked by default
• 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.

Columns that carry personal details (email, phone and emergency contact) are marked with a lock. They are ticked by default, because an entry list printed for the day needs them; untick them if the file is going somewhere they aren't needed.

Filtering

The registration status filter on the Entry List carries into the export, so filter by status first to export only those entries. The payment, member and search filters only change what's shown on screen; the export still includes every entry with the chosen status.

2. Running Order Exports

Generate a professional running order document for day-of-event use, once a schedule has been created.

Format

• PDF: print-ready, with page headers, footers, and automatic page breaks

Information shown

• Draw number (riding order position) and bridle or competitor number
• Rider name, and horse name where entered
• Estimated start time (when run times are included)
• Ring/arena, with the ring's judge where set
• Scratched entries stay on the sheet, crossed out and marked (SCR)

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 and competitor numbers, rider and horse names, times and rings only. If officials need contact details, export the entry list instead with the email and phone columns ticked.

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 (for example one per day), the rider can choose which one to view.
• Other riders are shown by first name and surname initial (for example "Sam R."), with their horse, class, time and status. No email, phone or other contact details are shown.
• Only Published or InProgress schedules are visible; Draft schedules stay hidden.
• Riders can also download the published running order as a PDF.

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. You can add an optional reason, and it 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.

On the entry list

A scratched registration owes nothing. Its payment reads Refunded if the money went back, or Nothing owing if it was never paid, rather than "Unpaid", and it no longer shows an outstanding amount or appears under the Unpaid payment filter. The export's outstanding amount for it is $0.00.

Offline support

Scratching a whole registration goes through Horsify's sync service, so a repeated attempt is ignored safely and a change another device already made won't be overwritten. The registration page needs a connection: if the scratch can't be sent, you'll see an error and can try again once you're back online.

How to Use This Feature

For Organisers

Exporting entry lists

1. Go to Events, open your event and choose Entry list (under Go to on the event's edit page), or click Entry list at the top of the scheduling page.
2. Apply filters if you want (registration status, payment status).
3. Click Export, choose Excel, CSV or PDF, tick the columns you want, and export.

Generating running orders

1. Create a schedule on the Event Scheduling page (use Generate Schedule, or build the running order manually). Publish it when riders should see it.
2. Decide whether Include run time on export and publish should be ticked.
3. Click Print / Export PDF on the scheduling page.
4. Download the PDF and print it for the day.

Scratching a rider

1. Open the Entry List for your event.
2. Find the rider (use the search box or status/payment filters) and click View to open their registration.
3. 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.
4. 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

1. Open the running order for the event (log in to see your own entries highlighted).
2. If more than one schedule exists, choose the relevant one from the dropdown.
3. Your entries are highlighted with your draw number, estimated start time, and ring assignment. Other riders show by first name and surname initial, with no contact details.

Privacy

For riders

• Draft schedules are never shown to riders.
• Only Published or InProgress schedules are visible.
• Other riders are shown by first name and surname initial, with no contact details.

For organisers

• Full access to all participant information.
• Running order PDFs never carry rider contact details. Entry list exports do: the email, phone and emergency contact columns are ticked by default, so untick them when they aren't needed.
• Handling of personal information follows the Privacy Act 1988 (Australian Privacy Principles).

Best Practices

For organisers

1. Publish schedules early so riders have time to review their draw.
2. Export before event day and print running orders and entry lists in advance.
3. Only export contact details when officials genuinely need them. They are ticked by default in the entry list export, so untick them otherwise.
4. Re-export if the schedule changes to keep printed copies current.
5. Store exports securely: they contain personal information.

For riders

1. Check early: review your running order as soon as it's published.
2. Watch for changes: schedules can be updated.
3. Use estimated times to plan your arrival.
4. Respect privacy: don't share other riders' information.

Troubleshooting

"Schedule Not Published Yet"

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.

The export fails

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.

The export has no entries, or not the ones you expected

The export uses the registration status filter only. Set it to All Statuses (or the status you want), check at least one column is ticked, and try again.

The 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 to 30 seconds, so 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: 2026-10-21 13:11:48 UTC