Table of Contents

• Unzip the distribution file.
• FTP or copy the directory structure contents to your PHP server. After doing this, ensure that the 'includes/dbconfig.php' file has permissions that allow the installation routine to write to it.
• Navigate to admin.php in your browser. This will automatically detect that installation is required and will prompt for installation parameters. The installation routine that runs depends on whether the OES database already exists and, if it does, whether it is empty, contains a migrated copy of the Access database from the ASP version of OES (see upgrade.txt) or whether it is an up-to-date version of the database (copied from another PHP server for example).
• After the installation completes, you'll either be shown a status page describing what the installation routine did and allowing you to proceed to the admin login page, or you'll be taken directly to the admin login page.
• Login with username: admin and password: password.
• The administration menu is shown. You will need to work through the items from top to bottom as outlined in the administration section.
• After you're happy with the installation, you can remove databaseinstall.php and you can set the permissions of 'includes/dbconfig.php' so that it is no longer writable.

• Entries open {date}
This status shows when an Online Entries Open date is set up on the race and it is in the future. The date shown will be formatted according to the browser locale or the manually selected locale (if configured).


• Entries are now closed
This status shows when an Online Entries Close date is set up on the race and it has passed. The date shown will be formatted according to the browser locale or the manually selected locale (if configured).


• {places} places left
This status shows when the race is set to Allocate Numbers and there are places still available. The system determines whether places are available by counting the generated race numbers which aren't allocated to entries.


• Places still available.
This status shows when the race is set to not Allocate Numbers. No checks are made against the Entry Limit.


• Sorry, the race is now full.
This status shows when the race is set to Allocate Numbers and there are no more places available. The system determines whether places are available by subtracting the number of entries on the system plus the number of unused pre-allocations from the race limit.

• Enter Online
This button shows if the race is currently open for online entries (the Online Entries Open date must be in the past, the Online Entries Close date must be in the future and places must still be available). Clicking this button takes you to the start of the public online entry procedure.


• Transfer/Change Entry
This button shows if the race has Transfers Enabled and transfers are still open. Clicking this button takes you to the start of the transfer/change procedure.


• Register on Waiting List
This button shows if the race is full and has Waiting List and Waiting List Additions enabled. Clicking this button takes you to the start of the register on waiting list procedure.


• Offer My Entry
This button shows if the race is full and has Waiting List and Waiting List Offers Open enabled. Clicking this button takes you to the start of the offer to waiting list procedure.


• Current Waiting List
This button shows if the race has Waiting List Enabled. Clicking this button takes you to the waiting list page.
• Download Entry Form
This button shows if the race has places available and the Entry Form URL set up on the race is not set to *NONE. Clicking this button takes you to the URL specified in the Entry Form URL field.


• Current Entry List
This button shows if the race is open for entries. Clicking this button takes you to the entry list page.
• Give Us Your Feedback
This button shows if the Feedback Open flag is set on the race. Clicking this button takes you to the feedback entry form.
• Show Race Feedback
This button shows if the Feedback Open flag is set on the race. Clicking this button takes you to the race feedback list.

1. Agree to Terms & Conditions
There is no real functionality on this page - it just won't let the entrant proceed until they've ticked the box to accept the terms and conditions.


2. Enter Details
The pre-configured public online entry form delivered with the system consists of 5 sections:-
1. Select Race(s)
Here the entrant selects the race(s) they wish to enter. They can select as many of the races as they wish. As they select races with different options, settings and charges, sections 2, 3, 4 and 5 are updated accordingly.


2. Your Details
The name, address, telephone, gender, date of birth and email addresses are always shown. The name and address fields are automatically capitalized before being written to the database. The Postcode and email address fields are special cases, Postcode being always converted to uppercase and email address being always converted to lowercase.

At the very least, entries must be made in the first name and surname, first line of the address, postcode, gender, date of birth and email address fields. As well as being a valid date, the date of birth must comply with the Minimum Age setting on all selected races. A simple validation is carried out on the entered email addresses to ensure they agree with each other and are, superficially, formatted like email addresses.


3. Race Options
The details (if any) which appear in this section are determined by settings on the chosen race(s).

Options include t-shirt size (if any selected race has T-Shirts Enabled) and Option 1 and Option 2 tickboxes (see race configuration for more details on these options).


4. Team/Affiliated Club
The content of this section depends on the Clubs Enabled and Teams Enabled settings on the race(s) selected in section 1 of the form. If at least one of the selected races has the Teams Enabled setting, the Team Name shows. If at least one of the selected races has the Clubs Enabled setting, the Affiliation details show.

The Team Name field is a free-format field. It will automatically be capitalized in the same way as outlined in the Your Details section above.

The Affiliation details contains a tickbox which allows the entrant to select whether they are an affiliated entrant or not. When ticked, the Club entry field shows. Keying letters into this field automatically shows all the club names which begin with the letters. The club list can be maintained through the club maintenance option of the administration system. Clicking on the relevant club selects it and closes down the club selection box. The Registration No. field now shows which allows the entrant to (optionally at the moment) enter their UK Athletics Race Licence Number.


5. Payment Due
This section shows the charges included in the entry and the total amount due for the races selected in section 1. Most charges are per race, but the online and chip rental fees are only charged once. For full details of the charges and how they are applied, see the race maintenance topic in the administration section.
3. Payment
At this point the details entered so far have been saved, but no race numbers have been allocated and the entrant is not considered to be entered into the races they have selected. Race numbers are only allocated once the payment process has been completed.

On this page, the entrant has the option to add further entrants or to complete the payment process. If they click the 'Add another entry' button they will be returned to a blank entry form and will follow the same entry procedure from step 2 above. When they return to the payment page, the payment due will reflect all the entrants added so far. In theory there is no limit to the number of entrants that can be processed in one payment.

The payment options allowed are configured from the site payments maintenance option of the administration system. If the entrant clicks one of the the 'Make payment' buttons, they will normally be taken to the appropriate online payment system which is not documented here. If the site is one of the payment test modes, the online payment steps may be skipped or simulated. See the online payment section later in this document.

After successful payment, an email is sent to the given email address(es) showing most of the details registered for the entrant to check and their allocated race number(s) and a payment confirmation page appears. Entrants can then either view the current entry lists, close the window or register their details (see the user registration section later in this document.

1. Transfer/Change Details
To identify the entry to transfer or change, the system requires the original entrant to enter their surname, postcode and date of birth (optionally, to cope with two people with the same surname and date of birth living at the same address, it is possible to also enter the original entrant's first name). These details will, hopefully, only be known by the original entrant, but there are further checks in place to prevent unauthorized transfers and changes occurring. The radio buttons at the bottom of the page are used to indicate whether a transfer to a completely new entrant is required or whether this is just a change/correction of the original entry.


2. Confirm Details
This page shows the details of the original entrant and asks for verification that this is the correct entry for transfer/change.


3. New Entry Details/Change Entry Details
If the transfer option was selected in step 1, a blank entry form will now show for details of the new entrant to be registered. The entry form is identical to the public entry form described in the public online entry procedure except that the Payment Due section doesn't show and some additional text might be displayed where certain information cannot be changed (for example if the original entrant was affiliated, the new entrant must be affiliated as well to prevent an extra charge being required).

If the change option was selected in step 1, the original entrant's details are shown and can be changed.


4. Transfer/Change Details Email
Once the new/changed entry form details have been keyed, an email is sent to the email address of the original entrant. If the entrant no longer has access to the email address they originally registered, they must contact the race administrator to carry out the next step. If the original entrant did not give an email address, a message is appended to the top of the email which is bcc'd to the race organiser indicating that they must contact the original entrant.

At this point, no changes have been made to the race entry.

The email will contain a link and a reference number which must be used to confirm the transfer/change. If links are disabled in the entrant's email client, they can copy the URL and reference number to their browser manually.


5. Confirm Transfer/Change Details
This is the final step which confirms that the transfer/change should be made. As soon as the Confirm Transfer/Change button is clicked, the race entry is transferred/changed. An email is sent to the new entrant (or original entrant in the case of a change) confirming details of the transfer/change.

1. Agree to Terms & Conditions
This page varies slightly from the terms and conditions page of the public online entry procedure in that you can only register on the waiting list of one race at a time. The selection of which race you are registering for is made here.

There is no real additional functionality on this page - it just won't let the entrant proceed until they've ticked the box to accept the terms and conditions.


2. Enter Details
The register on waiting list entry form is almost exactly the same as the public online entry form, the only difference being that the race you are registering for is pre-selected (having been selected on the previous page). The full details of this form are documented in the public online entry procedure.

As soon as the Register button is clicked, any unmatched offers are checked and, if an unmatched offer is found, the place will be immediately allocated to the first entry on the waiting list and the offer acceptance procedure will be invoked. After registering, an email is sent to the given email address outlining some of the terms and conditions of the waiting list system. The email also contains a link and a reference number which can be used to remove the entry from the waiting list should the potential entrant change their mind. A confirmation page is shown which lets the user know their position in the waiting list.

1. Offer Entry to Wait List
To identify the entry to offer, the system requires the original entrant to enter their surname, postcode and date of birth (optionally, to cope with two people with the same surname and date of birth living at the same address, it is possible to also enter the original entrant's firstname). These details will, hopefully, only be known by the original entrant, but there are further checks in place to prevent unauthorized transfers and changes occurring.


2. Confirm Details
This page shows the full details of the original entrant and asks for verification that this is the correct entry for offer.


3. Offer Email
Once the original details have been confirmed, an email is sent to the email address of the original entrant. If the entrant no longer has access to the email address they originally registered, they must contact the race administrator to carry out the next step.

The email will contain a link and a reference number which must be used to confirm the offer. If links are disabled in the entrant's email client, they can copy the URL and reference number to their browser manually.


4. Confirm Offer
This is the final step which confirms that the offer should be made. As soon as the Confirm Offer button is clicked, the existing waiting list is checked and, if a waiting entry is found, the offered place will be immediately allocated to it and the offer acceptance procedure will be invoked. Either way, a confirmation email is sent to indicate the the place has been offered. This email contains a link to revoke the offer should the entrant decide they no longer want to offer their place.

• each race shown at the top of the screen has a Race number pull-down menu associated with it (unless the race is set to not allocate race numbers).
Any available race number pre-allocations are shown (pre-fixed by a 'P') in the pull-down list so pre-allocated race numbers can be allocated to an entry. The administration entry form is also used when amending entries from the entry list. When amending an entry, any race number already allocated will be pre-selected in each pull-down list. You can change the allocated race number by selecting a new one off the list (the previously allocated number is released to the pool of available race numbers). By selecting a blank or zero number from the list you can get the system to automatically allocate a new race number from the available race number pool). Note: race numbers will only be allocated if the 'Payment received' checkbox is ticked.


• Payment Received
The 'Payment received' checkbox allows the administrator full control over whether an entry is placed on the unpaid list or is shown on the entry list. If the 'Payment received' checkbox is unticked, the entry will be moved to the unpaid list (if a race number was previously allocated to the entry, it will be released to the pool of available race numbers). If the 'Payment received' checkbox is ticked the entry will be placed on the entry list and, if necessary, a race number will be allocated.


• Online Fee Paid
In order to fully reconcile online payments against entries, it is necessary to have control over whether the online entry fee is paid for a particular entry. An example would be where an online entry was processed successfully by Nochex but a payment confirmation wasn't received by the openEntrySystem. Under these circumstances, the entry would be placed on the unpaid entries list and the race administrator would have to manually mark the entry as paid as per a postal entry made through the administration system, but it would also be necessary to mark the online fee as paid. The primary use of this field is to ensure that the Reconcilation process can be controlled.


• Discount
This field will be automatically populated with any multi-race series discount (on the last race processed), but it can also be used to indicate under or overpayments on postal entries (overpayments can by entered as negative discounts). Once again, the primary use of this field is to enabled from control of the Reconciliation process.


• Waiting?
This checkbox is ticked when the entry being shown is on the waiting list. This is normally controlled by the system and it should not be necessary to manually change it.


• Offer Count?
This field contains a count of the number of times an entry on the waiting list has been offered a place. Normally, if someone is offered a place and they don't respond within a reasonable time, the offer is revoked and they are placed at the bottom of the waiting list.


• Waiting Since
This field is used to control the order in which waiting list entries are offered places.


• Override Category
This field can be used to override the system-allocated age category. One possible use for this is when the race organisers provide pacers. These pacers are not usually eligible for prizes so they can be 'removed' from the normal prize allocation calculation by giving them an override category of 'PACER'.


• Send Email
If this checkbox is ticked and the 'Payment received' checkbox is also ticked, an entry confirmation email is sent when the entry is accepted. This is useful for re-sending confirmation emails that didn't arrive.


• Email Address
As the administration entry process can be used to process postal entries from entrants without an email address, a special none link appears to the right of the email address which, if clicked, fills in the special value *NONE in the email field. When the email field is set to *NONE, no confirmation emails are sent and subsequent transfer/change and offer to waiting list functions become semi-manual, requiring the race administrator to contact the entrant via another means.

The email confirmation field is not shown on the administration form.

• Entry List
This is the list of entries for which payment has been accepted. By clicking on the list Name you can update any details on the entry.


• Unpaid List
Entries which have failed to go through the payment process are placed on the Unpaid List for manual follow-up. There are several reasons why an entry could be placed on the unpaid list:-
1. the payment failed (e.g. invalid credit card)
2. the user cancelled out before the payment was made
3. the payment process succeeded but a confirmation was not received
4. the entry was made through the administration system and the Payment received tickbox was not ticked
The action to take for each unpaid entry. For reasons 1 & 2, we advise contacting the entrant at least once to point out that their entry was not accepted (of course you should check that they haven't successfully entered subsequently before contacting them). The unpaid list for each race is included in the Excel download to use as the basis for manual emails to all entries on the unpaid list.

Entries caused by reason 3 should be picked up when reconciling Nochex. Entries that have been successfully paid but are on the unpaid list need to be manually marked as paid by clicking the waiting list entry Name, ticking the Payment received tick box and clicking the Continue to Step 3 button. This will automatically allocate a race number and move the entry from the unpaid list to the entry list.


• Waiting List
By default, the waiting list is shown in surname sequence. When you select to display the waiting list, selecting the Sort entries by setting of Sequence received will ensure that the list shows in the correct sequence (oldest first).

1. Open Only
This shows all changes, transfer and waiting list offers which have not been authorised through their confirmation emails and, in the case of waiting list offers, those offers which have yet to be allocated to a person on the waiting list {show as Offer(open)} or have yet to be accepted by a person on the waiting list {show as Offer(Offered)}.
2. All
This lists all changes, transfers and waiting list offers regardless of their status.
3. Superceded Only
This lists all changes, transfers and waiting list offers which have been superceded by a later change, transfer or offer.
4. Closed Only
This lists all changes, transfers and waiting list offers which have been fully processed and are now deemed closed.
5. Offered Entries Only
This is a special option which extracts just those waiting list offers which have yet to be allocated to a person on the waiting list {show as Offer(open)} or have yet to be accepted by a person on the waiting list {show as Offer(Offered)}.

1. Historical Results
Historical results are results of races where the entrant details are not in the openEntrySystem. With these results, it is necessary to upload all the information that will be displayed on the results page, including entrant name, category etc.

These results are displayed using the results.php script.


2. Live Race Results
Live race results are results of races where the entrant details are already in the openEntrySystem. With these results, it is only necessary to upload the entrant id, their race position, time and, optionally, chip time and age grade. All the other details will be brought in from the race entrant details already held on the system.

These results are displayed using the results.php script.

• Race ID (mandatory)
This is the race ID of the race (you must set up historical races before you attempt an upload).
• Entry ID (mandatory for live results, must not be present for historical results)
This is the Entry ID for each entrant (from the openEntrySystem entries table).
• Race# (optional, ignored if Entry ID given)
This is the entrant's race number.
• Category (optional, ignored if Entry ID given)
This is the entrant's category (e.g. MV40). No validation takes place so you can created any category you like.
• Forename (optional, ignored if Entry ID given)
This is the entrant's first name.
• Surname (optional, ignored if Entry ID given)
This is the entrant's surname.
• Gun Time (mandatory)
This is the official gun to finish time.
• Chip Time (optional)
If you have chip timing, this is the chip time.
• Position (mandatory)
This is the official race position of the entrant (1=1st, 2=2nd etc.).
• Club (optional, ignored if Entry ID given)
This is the entrant's club name. No validation takes place so you can include any club name you like and 'unattached'.
• Age Grade (optional)
If you have the facility to calculate the age grade, you can put the figure here. The openEntrySystem local Excel file automatically calculates this.

• Confirm Change Email (emailconfirmchange)
This email is sent out when a request to change an entry has been made. It contains a link and a reference number that must be used to confirm that the change request was made by the original entrant. If the original entrant did not give an email address (this can only happen if they are entered through a non-online method, e.g. postal), a message will appear at the top of the email giving telephone contact details for the race administrator to manually use to confirm the change.
• Confirm Offer Email (emailconfirmoffer)
This email is sent out once a waiting list offer has been confirmed. It details some of the terms and conditions of the waiting list system and gives instructions as to revoke the offer should the entrant change their mind.
• Entry Confirmation Email (emailentry)
This email is sent out whenever an entry is added to the system (after payment through the public entry system, after confirmation of a transfer or after payment through the waiting list system).
• Confirm Offer Email (emailconfirmoffer)
This email is sent out when a request to offer an entry to the waiting list has been made. It contains a link and a reference number that must be used to confirm that the offer was made by the original entrant. If the original entrant did not give an email address (this can only happen if they are entered through a non-online method, e.g. postal), a message will appear at the top of the email giving telephone contact details for the race administrator to manually use to confirm the offer.
• Confirm Transfer Email (emailconfirmtransfer)
This email is sent out when a request to transfer an entry has been made. It contains a link and a reference number that must be used to confirm that the transfer request was made by the original entrant. If the original entrant did not give an email address (this can only happen if they are entered through a non-online method, e.g. postal), a message will appear at the top of the email giving telephone contact details for the race administrator to manually use to confirm the transfer.
• Add to Waiting List Confirmation Email (emailwlconfirmed)
This email is sent out when a entry has been made onto the waiting list. It details some of the terms and conditions of the waiting list system and gives instructions as to remove the waiting list entry should the potential entrant change their mind.
• Entry Available Email (emailentryavailable)
This email is sent out to a person on the waiting list when a place becomes available. It details some of the terms and conditions of the waiting list system and contains a link and a reference number that must be used to process the payment for the entry.
• Offer Confirmed Email (emailofferconfirmed)
This email is sent out to a person who has offered their place to the waiting list confirming that this has happened. It explains the procedure for cancelling the offer should the person change their mind.