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TeamBuilder: Charging for Individual Entries in Competitions

Sporty allows competitions with individual events can charge clubs or schools for each individual entry, not just for team entries.

You choose how individual entries are charged for each competition: whether by each discipline a participant enters, or at a flat rate per participant. These charges appear in the Invoices Report and on the invoices created in Xero or MYOB, alongside any team entry fees.

In this article:

Set up individual entry pricing on a competition

Individual entry pricing is set against each competition when you add, copy, or edit it in TeamBuilder. For more information on creating competitions, click here.

  1. From the Dashboard click the TeamBuilder tile.
  2. Click the + icon to add a competition, or click the pencil icon to edit an existing competition.
  3. In the Grades drop-down menu, select at least one individual (discipline) grade.
  4. The Individual entry pricing section will appear. Under Charge individual entries by, select one of the three options (explained below).
  5. Click Create Competition or Save.
IndividualPricing.png

Note: The Individual entry pricing section only shows when at least one individual grade is selected. If a competition only has team grades, or no grades selected yet, the section won't appear.

Disciplines Entered

Participants are charged for each discipline they enter, at the price set against that individual grade in Grade Management. For example, if Road Race is $25 and Time Trial is $25, a participant entering both is charged $50.

There is nothing extra to enter here, but make sure a price has been set against each individual grade in Grade Management first.

Participants Entered

Each participant is charged once per competition at a flat rate, no matter how many disciplines they enter.

When selected, a Rate per participant ($) field appears. Enter the amount (for example, 40.00). This field can't be left empty or set to a negative amount, but $0 is allowed. The same rate applies to every organisation in the competition.

Running the Invoices Report or Creating Invoices

The Competition Entries Reporting window now includes an extra step so you can check how each competition will be charged before anything is sent.

  1. Click Export on the top right of TeamBuilder.
  2. Select the Season, then use the filter drop-down menus to choose your competitions and organisations.
  3. Tick any combination of Export Teams, Invoices Report, and Create Invoices.
    • If only Export Teams is ticked, the button reads Send and your export is sent straight away, as before.
    • If Invoices Report or Create Invoices is ticked, the button reads Next.
  4. Click Next to open the Review Invoicing Method screen.
InvoicesReportModal-Settings.png

Review Invoicing Method

Invoices can be prepared in the same manner as the invoices report, whether in a detailed or summarised format. After checking on 'Create Invoices' and progressing, the screen lists every competition included by your filters, and shows how each one will be charged:

  • Team Entry Fees: Shows 'Team entry fee applies' or 'No team entry fee', based on the products on the Team Entry Form.
  • Individual entries: Shows 'Disciplines Entered', 'Participants Entered' with the rate, or 'None', based on the competition's individual entry pricing setting.

Invoice layouts

Depicted below are two examples of how the invoice can be prepared.

Summary layout
The Summary Layout will capture all products relating to a specific school/organisation and prepare them all in a single invoice. If multiple schools/orgs are included in your filter parameters (as per above) a separate invoice is prepared for each.

Detailed layout
Like the report, the invoice will prepare a total of all event fees assigned to each individual, as well as inform which events these are.

What's in the report and invoices

Individual entry charges are listed separately from team entry fees, so you can see exactly what each organisation is being charged for. A competition can charge both team entry fees and individual entries at the same time.

Summary report

Charges are grouped for each organisation:

  • Disciplines Entered: A separate row is assigned per individual grade, (named '[Competition] - [Grade]'), showing the number of participants entered and the total.
  • Participants Entered: A separate row is assigned per competition, (named '[Competition] - Participants entered'), showing the total number of participants entered. Each participant is counted once, however many disciplines they enter.
  • Team entry fees: Listed individually.

Detailed report

Each participant has their own line with their name and the disciplines they've entered, plus the total they're charged. Each team entry is also listed on its own line.