Race Notifications

The Race Notifications feature allows event organizers to automatically send customized email updates to spectators and athletes as soon as a race condition in met. This guide explains how to set up, manage, and understand the detailed flow of notifications for your events.

Overview of the Notification Flow

Race notifications involve three main platforms in the RUFUS ecosystem:

• RUFUS Cloud: Here you set up and manage notification settings.

• RUFUS Events App: Visitors subscribe to notifications for specific athletes.

• RUFUS Race Manager (RRM): Publishing race results here triggers notifications to subscribed visitors.

Creating a Race Notification in RUFUS Cloud

To set up race notifications for your event, follow these steps:

1. Log in to RUFUS Cloud, go to the Events section and navigate to your published event.

2. Select the Notifications tab.

3. Click on Create email notification.

4. Customize the notification and select the conditions under which it triggers.

Email Notification

Notification Trigger

Currently, notifications support one trigger:

• Results trigger: Sends an email notification when race results are published in RUFUS Race Manager (RRM).

Important:

• The "Results trigger" notification is fired only once per athlete upon the initial publication of race results. If you need to resend a notification you must:

  1. Unpublish the results in RUFUS Race Manager.

  2. Reset sent messages in RUFUS Cloud notifications tab.

  3. Publish the results again in RUFUS Race Manager.

Customizing Notifications

Notifications can be customized to include dynamic fields in the subject and body of the email.

Available Dynamic Fields:

• Athlete first name: {{name}}

• Athlete last name: {{lastname}}

• Race time: {{racetime}}

• Gender: {{gender}}

• Age group: {{age_group}}

• Club: {{club}}

• Bib number: {{bib}}

• Team: {{team}}

• Race name: {{race}}

• Event name: {{event_name}}

• Pace: {{pace}}

• Overall rank: {{global_rank}}

• Gender rank: {{gender_rank}}

• Age group rank: {{age_group_rank}}

Example of a Customized Notification

• Subject: Congratulations {{name}} on your race at {{event_name}}!

• Body:

  Hi {{name}},
  
  You completed the {{race}} with a time of {{racetime}} and a pace of {{pace}}. 
  Your overall ranking is {{global_rank}}.
  
  Thanks for joining us!
  
  See you next year at {{event_name}}.

Notification Audience

Notifications can be applied:

• To the whole event (all races).

• To specific races within your event.

Managing Notifications

• You can activate or deactivate notifications at any time. If deactivated, subscriptions will not be available in the RUFUS Events App.

• You can view the number of subscribers and the number of successfully sent emails in the notification details.

• You can send a test email to your registered email address.

• Notifications can be deleted or reset (allowing messages to be sent again).

How to Subscribe (RUFUS Events App)

When notifications are active, visitors can subscribe to receive updates for specific athletes:

1. Visit the event page on the RUFUS Events App.

2. Navigate to the Athletes tab. Athletes with active notifications have a bell icon.

Event Publication with active Notifications

1. Click on an athlete's row and enter your email address to subscribe.

Subscription Dialog

After subscribing, visitors receive a confirmation email to activate their subscription. This confirmation email is automatically sent in the visitor's preferred language (Spanish, English, or Portuguese).

Athlete subscriptions will be active until the day of the event.

Confirmation Email Example

Hello,

Thank you for subscribing to race updates from Run to the Hills 2025!

To receive email notifications from the athlete #502 Fernando Diaz Pazos, confirm 
your subscription by clicking the link below:

https://events.runonrufus.com/confirm-subscription?token=YOUR_CONFIRMATION_TOKEN

If you did not request this subscription, please ignore this email.

PS: We will never share your email address with anyone else.

Race Day Notification Delivery

On race day:

1. Publish the results of the race in RUFUS Race Manager.

2. Subscribers receive email notifications automatically and immediately upon publishing results.

This automated process ensures athletes and their fans stay updated and engaged with real-time race performance information.