RUFUS Event Registration lets participants register for free events through the RUFUS Event App. Organizers manage the form, race capacity, confirmation emails and bib assignment in RUFUS Cloud, then sync confirmed participants to RRM.
Availability: beta, with access approved for your organization. This registration flow supports events that are free for participants. Paid events can use an external registration link.
Before you start
- Have a published event with the races you want to open for registration.
- Make sure your organization has Event Registration access.
- Decide the capacity, registration dates, requested participant details and bib assignment method for each race.
1. Mark the event as free
Open the event in RUFUS Cloud and go to Registrations. Enable the setting indicating that the event is free for participants, then save the publication settings.
If Cloud registration is not yet available to your organization, request access from this section.
2. Configure the registration form
Enable registration through the RUFUS Event App and verify the event timezone before entering opening and closing times.
Name and email are always required. Set the other supported fields as required, optional or off: surname, gender, date of birth, country, city, phone, team and club.
Collect the details your event and timing workflow actually need. A shorter form is a welcome sight on a participant's phone.
3. Configure each race
Enable each race that should accept registrations. Set its capacity and opening and closing dates.
Choose a bib assignment method:
- Automatic: define the first and last bib numbers. The range must contain enough numbers for the race quota. Bibs are allocated when registration is confirmed, subject to availability and conflicts.
- Manual: assign a bib to each confirmed registration before syncing it to RRM.
Check ranges across races and existing RRM participants to avoid conflicts. Save the Cloud registration configuration.
4. Prepare the confirmation email
Set the email language, subject and organizer message. Review the preview and send a test. The email includes the confirmation action needed to complete registration.
The initial confirmation email does not consume email credits. Test emails and confirmation resends use one email credit each.
5. Open registration to participants
Direct participants to your event in the RUFUS Event App. They choose a race, complete the form and submit it. Their registration remains pending until they use the confirmation link sent by email. The participant-facing page shows the confirmation deadline.
In registration administration, follow pending and confirmed records. If needed, resend a confirmation, manually confirm a pending registration or release an unconfirmed place. Pending registrations that expire also release their reserved places.
6. Sync confirmed participants to RRM
Check that each registration is confirmed and has a bib number. Use the individual sync action or the batch sync action, then review the RRM status of the records.
Email confirmation and RRM synchronization are separate steps. A confirmed registration is not automatically a successfully synced participant.
Once a registration has synced, make subsequent bib changes in RRM.
Common questions
Why isn't the race accepting registrations?
Check that the event is marked as free, Cloud registration and the race are enabled, the current time is inside the race's registration window and places remain available. Verify the configured timezone too.
The participant submitted the form. Why are they still pending?
They need to use the confirmation email link. Check the address and ask them to check their spam folder. Use resend if necessary, or the organizer's manual confirmation action when appropriate.
Why did a sync fail?
Check that the record is confirmed, has a name and a bib, and that the bib does not conflict with an existing participant. Correct the issue and retry. For batch operations, inspect individual results as well as the overall job status.
Can I accept payments with this feature?
This flow is for free events. Use an external registration provider link for paid events.