How do I initiate a participant transfer?

To initiate a sub-event or participant transfer on behalf of one of your event registrants, follow these steps!

1. Start by signing in to your Race Roster welcome page, selecting the 'Event organizer' view and visiting the event dashboard for the particular event. 

2. On this new page, navigate to the search bar on top of the lefthand menu. Search and select "Participant list". Alternatively, from the event dashboard overview, you can click the blue "VIEW PARTICIPANTS" button under the Registrations table. Screenshot follows.

3. You will be directed to the Participant list. On the right, scroll through the display and column options to make changes before clicking 'View results'.

4. You will see a search bar on the right above the participant data table. Type the original participant's name or email address to find their registration. 

5. Once their name appears, navigate to the rightmost "Actions" column, click the "..." button, and select "Transfer" from the dropdown menu. Screenshot follows.

6. Now using the transfer registration tool, indicate what you'd like to do. Screenshot follows.

You may either:

A. transfer the sub-event spot to a New registrant (participant transfer)

• • • use the textbox to enter the email address of the new participant that the original participant wants to transfer the registration to (screenshot follows)

B. transfer the registrant to a New sub-event (sub-event transfer)

• • • use the dropdown menu to indicate the sub-event that the participant wants to transfer into (screenshot follows)

7. If you have already set up transfer configurations, your existing settings will appear. Otherwise, use the checkboxes to configure the transfer. For more information on this part of the setup, please visit our other article, How to configure automated online transfers.

8. Scroll down and look on the righthand side to review the estimated cost for the participant to complete the transfer per your settings.

9. Once you review the configurations, click the green "Send transfer request" button on the bottom right. The system will take a moment to load before confirming that the transfer has been initiated.

What the participants see: 

If you initiate a participant transfer:

1. The original participant will receive an email indicating that a transfer has been initiated. The email includes the details of the transfer (depending on transfer configurations), and a button to cancel it if needed.

2. The new participant will receive an email indicating that they have been sent a transfer. This email includes a link to complete the transfer, which must be followed—after all, the new participant's information, product choices, waiver agreements and (if applicable) payment will be needed.

3. Once the new participant completes the process, the original participant will receive an email indicating that the transfer has been completed, as well as (if applicable) a refund confirmation.

If you initiate a sub-event transfer:

1. The participant will receive an email indicating that a transfer has been initiated. This email includes a link to complete the transfer, which must be followed—although personal information will carry over to the new registration, sub-event-specific product choices, waiver agreements and (if applicable) payment will be needed.

2. Once the participant completes the process, they will receive an email indicating that the transfer has been completed, as well as (if applicable) a refund confirmation.

If you have any questions about initiating a transfer on behalf of a participant, please email director@raceroster.com (or director@raceroster.com.au). You may also give us a call: 

• Australia: 1 800 734 669
• New Zealand: 0800 734 669
• North America & the rest of the world: 1 855 969 5515