Managing registrants

Our system provides convenient and efficient management of your registrants. To access the section to manage your registrants, you can follow these easy steps:

1. Log in to your account at https://www.trackie.com/login/
2. Navigate to the "My Events" or "My Members" section.

3. Choose the desired page by either clicking the "Options" and "View Registrants" button next to your page (labeled as "View Member List" in the "My Members" section) or clicking on your pages title.

   

Below is an example of what that interface looks like.

Settings

Settings You can access your event or membership settings through this link. You can learn more about these settings here.

Club List You can access your club list by clicking on this link, which is only available at the PTSO or NSO level.

Admins You can access the interface to manage administrators of your page by clicking on this link. You can learn more about this section here.

Webpage Through our system, each event or membership page setup has the capability to create its own webpage. You can learn more about this feature here.

Financials Clicking on this button will take you to our financial reporting section. You can learn more about this section here.

Export Data By clicking on this button, you will be able to export your data in a format that can be opened in external software, such as Microsoft Excel. You can learn more about this section here.

Print Report By clicking on this button, you will be directed to our Print Report section. You can learn more about this section here.

Merge Duplicates Clicking on this button will give you the ability to merge and find duplicate members. You can learn more about this section here.

Renewal Notices By clicking on this button, you will be able to send renewal notices to your members. Please note that this feature only works with "seasonal" divisions/membership types. You can learn more about this section here.

Mass Email Clicking on this button will enable you to send emails directly to your registrants from the system. You can learn more about this section here.

Add Registrant(s) Clicking on this button will allow you to add registrants to your page. You can learn more about registering here. As an administrator, you will use the same registration form as your participants, but you will have additional admin options that allow you to provide free entries or bypass payment.

Tabs The availability of the following tabs depends on your enabled settings: Entries ("Member List" on clubs): Section where you can easily view and filter through the data of your registered participants. Reporting: Section that provides access to participant and financial reports for viewing and analysis. Learn more Fundraising: Section that provides an overview of collected donations, including information on the top fundraisers. Learn more Volunteers: Section where you can easily view volunteer signups and contributions. Learn more Matches: A tournament-specific section that enables you to easily create and schedule matches using various formats such as Single Elimination, Double Elimination, and more, making it ideal for sports like racquetball, pickleball, judo, and others. Learn more

Quick Stats Offers a quick overview of your members' data, including average age and breakdown of expired versus active members. Presently, this information is only accessible on membership pages.

Legend This provides an explanation of the icons featured in your member listing, outlining their meaning and purpose.

Filter This section enables you to efficiently search through your registrants' data using simple or advanced search criteria as needed. Additionally, you can save and load saved searches by utilizing the "disk" and "folder" buttons located to the right of the "Search" button for added convenience.

Expanded Row (More Info) Clicking on a row in the registrant list reveals an expanded view that displays additional information for each registrant. The content of the expanded view can be customized in the "Visible fields" section (explained below).

Apply to checked You can easily apply specific tasks to multiple registrants at once by selecting and checking off the desired registrants. Currently you can complete the following tasks: Edit, Remove, Email, Export, Merge, Print Report, View More Info, and View Less Info.

Visible fields Through the "Visible fields" section, you have the flexibility to choose which data points are displayed in your main registration list. These customization options can be applied separately to your administrator confirmation list and the public confirmation list.

Sort by Enables you to sort your registration list by a specific field, with the added convenience of being able to click on the header column to instantly sort by that field.

Show unique registrant per row When enabled, this feature ensures that individual registrants who have registered for multiple divisions will only appear once in the list. In contrast, if this feature is not enabled, registrants who have registered for multiple divisions will be displayed on multiple rows, once per division registration.

Page size This setting grants you the flexibility to determine the number of registrants that will be displayed on each page, allowing you to customize the pagination of your registrant list according to your preferences.

Edit This button allows you to edit a registrants information.

Remove This button allows you to remove a registrant. When removing a registrant you have two options: Remove: If you choose to "Remove" a registrant, they will be removed from the public confirmation list and will be displayed at the bottom of your administrative list with a red line through their name, indicating their removal. However, if necessary, you have the ability to re-initialize their registration if needed. Delete Forever: If you choose to "Delete Forever", they will be removed from both the public list and your administrative list. You can learn more about submitting refunds here.

Reinitialize This button allows you to reinitialize a registrant (undo a removal).

Payment This button allows you to view the payment details for a registrant. Please note that this payment icon can appear as: The registrant paid online. The registrant has been refunded. The registrant was given a free entry. The registrant has not paid online. if you allow offline payments, you have the ability to manually mark a registrant as paid by clicking on the icon and switching their payment status to "paid".

More Information This button provides access to view all the information available on a registrant.