When an Event Permit Administrator approves a driver for an event at their track, the system automatically checks whether the driver's home track has a conflicting event scheduled on the same day.
If a conflicting event is found, a clearance request is automatically emailed to the driver's home track. The home track can then approve or decline the clearance request.
Included in this article
Approving a Driver
As drivers register for an event, their event entry is initially set to Pending until it is approved by the track administrator.
Drivers can be approved individually through Event Management or SuperCRM. SuperCRM also provides the option to approve multiple drivers at once using the bulk activation feature.
Event Management
All drivers who register for an event will appear in the Event Entry form within Event Management with a status of Pending. This status will remain until a track administrator approves the registration.
Once approved, the driver's status will change to Active. If a clearance is required, the approval will automatically initiate the clearance process.
From the Dashboard, select the Event Management tile and navigate to the event for which you want to approve drivers. Open the Event Entry form for that event.
Click the green + button beside the drivers record to approve their registration.
Repeat this process for all Drivers you wish to approve.
If the system detects that a driver is registered with another club that is holding an event on the same day, and the driver's class is scheduled to race at that event, a message will appear prompting you to request a clearance.
Clicking Request Clearance will email the track the driver is currently registered to with a clearance request. Click OK.
Once the driver has been approved, there status will be updated to Active.
Filter your database for Pending drivers
You can filter the database to only view drivers who are Pending. This makes it easy to identify newly registered drivers that require approval. To do this, click into the database, then change the Status to be Pending.
SuperCRM via Bulk Activation
Through SuperCRM there is the ability to bulk approve eligible drivers from a Pending state to an Active state. Drivers requiring a clearance are not able to be bulk activate. See this support article for more on the bulk activation process.
Managing Clearances
If you are the track receiving the clearance request
If a driver wishes to race at another track while their home track is running the same class, the driver's home track will receive an Event Clearance email similar to the example below.
This email is sent to all database administrators for the club. Any database administrator can review the request and either approve or decline the clearance.
To process the request, click the Review Clearance Request link in the email. You will be prompted to log in to your website before reviewing and responding to the clearance request.
When the club administrator logs in, they will be asked to decline or approve the clearance.
If clicking Approve, a comment may be added regarding the transfer and its approval. If clicking Decline, it is mandatory to enter the reason the clearance request is being declined.
Click OK to continue.
Once the administrator has approved/declined the clearance, an email is then sent back to the track that requested the transfer to notify them that it was approved or declined.
Important: If the club of the driver fails to take any action within seven days, the clearance request will automatically be approved.