Create new competition

This article provides a comprehensive guide on adding a new competition to the schedule, including a detailed overview of the competition edit form. For more information on the cloning functions, please refer to the clone competition and clone event articles.

Guidelines:

A competition (test) is added to event Schedule by an administrative organizer.
To create a new competition, the minimum required data includes the code, competition level and difficulty level. The code should be unique for this event. You may use numbers and letters. Please ensure the code is short and doesn´t include information that may be entered to the name field or to other textual fields.
Once a competition is saved, it is not possible to change code.
When entries should be paid online, add fees before approving schedule and opening for entries. If fees are not added or they are incorrect and you have entries, please ask Help Desk to make corrections.

Tips:

Utilize the name field to specify the sponsor of the competition.
Avoid redundant information. For instance, the name of the Dressage test can be selected from the list of allowed tests and will be displayed to users in the schedule. Therefore, there is no need to duplicate it in the name of the competition.
By including an "event code" (selecting that the competition is a championship) or indicating it as a team competition, users will be able to easily search for your event using the Calendar filter "Find event... -> championships, open for teams".
It is advisable to provide the competition level, difficulty, judgement, and event code. This enables the use of results for statistics, rankings, handicaps, and other results-based calculations. Moreover, this information is crucial for athletes and trainers as it allows them to track progress and plan for improvements.
For competitions, where you would like to collect fees in show office, for example, lower level classes, select a setting under "additional options" for payments to be collected offline (not online) from participants. In this case, you can still collect entries and bring results back online, but payments will be collected offline.

General process

Step 1: Navigate to the Event page -> Schedule. Click on "Add" button on the event day panel:

Step 2: Complete the competition form and click on Save (refer to #Overview of the competition edit form). You will then be redirected back to the schedule and the Entry rules will be available for review.

Step 3: Review the entry rules. Click on the Edit button to make changes or on the Add button to add a new rule.

Please note: there may be one or several entry rules for a competition. The combination of athlete/horse(s) should comply with at least one of the rules established. Multiple rules allow for the specification of different requirements for license checks based on the age group of the riders. For example, 02-06 for riders aged 8-18 and 03-... for all others.

Overview of the competition edit form

#General

#Level judgement additional parameters

#Administrative settings fees and prizes

General

Fields in the competition edit form:

Example of how General information is displayed in Schedule:

In mobile version:

In mobile version, when clicked on additional details:

Fields definitions:

Code - a unique code for competition in the event. Is used to import and export entries and results between Equibel and scoring systems. Is shown in various reports, for example, financial reporting as well as in receipts. The code is also used as "badge" for entry in the Masterlist and in the Upcoming competitions section on the athlete´s profile. Check some examples.
Name - a textual field that can be used to specify the name of the competition. Can be blanc. Recommended to use for a sponsor´s name.
Competition is part of the cup - this field will appear only if one or several cups are selected for the event, in the event edit form. Only one cup can be selected for the competition.
Open for - a textual field to specify the target group for the competition, for example, horses of certain breed or some special categories of athletes. All limitation will be visible also under the Entry Rules, when used, but will be good for riders to get a short summary of the limitations.
Competition date - start date of the competition. When changed the competition will be moved under the respective date in event schedule.
Limit number of entries - max allowed number of entries for this competition. Check more from the Max limits article.
Limit horses per athlete - when set applies for the competition. Check more from the Max limits article.
Allow outside of competition - a checkbox, when checked athletes will be able to enter the competition Hors Concours. By default, the same entry rules apply for HC. To make exceptions and to define, which conditions can be bypass by HC entry, go to entry rules and click on "Excl HC" for every condition that shouldn´t be checked, when entry is done as a HC entry.
Public registration closed - a checkbox, when checked athletes will not be able to enter this competition. Competition will only be shown for information.

When the max limits for entries are reached or the competition is closed for entries, users will see the lock next to the competition code:

Level, judgement, additional parameters

Fields in the competition edit form:

*For Driving, there are many other parameters, describing the type of arena and rules for phases.

Example of how level, judgement, additional parameters are displayed in schedule

Fields definitions:

Competition level - level of the competition, may be national, communautaire or regional. Event may have several levels, therefore the level is specified at the competition level. Usually will be prefilled, if only one level is selected for event.
Difficulty level - height in Jumping, degree of difficulty in other disciplines, for example, Niveau 1-8 in Dressage, height of obstacles in Eventing (60-120), kilometers in Endurance (CEN 5km - CEN 160km), CAV/CAN in Driving, degree of difficulty in Vaulting (Initiatie, Niveau 1-3, 1*-3*), type of competition in DEA (i.e. Ranch Riding, Reining etc).
Competition sections - selection of sections open for competitions. Usually horse or pony. Sections may have additional checks, for example, age of athlete and type of horse/pony. When sections are selected and athlete/horse qualifies for both, they would need to make a selection in the entry form. Sections are also sent over to the scoring systems to help in doing the starting lists, for example, when ponies or certain age categories should go first in the starting list.
Competition judgement - selection of rule for the competition, article in Jumping, tests in Dressage, Eventing and Driving. Can be left blanc, if this information is included in the riders´ declaration. If added, in Jumping, Dressage and Eventing will be sent over to the scoring systems, if synced via API. In Equipe APP will be prefilled based on mapping of the tests in Equipe APP and in Equibel.
Event code - additional classifier for the competition. Used to mark the national and regional championships. If added to competition, can be searched for in Calendar, using the filter "Find event... -> Championships".
Event code addition - a textual field to be used to add any additional information regarding the event code selected. For example, the year of the championship or the category.
Restricted - cab be used (not necessary) to mark the competitions that are open only for certain categories of athletes.
Team competition - available only in Jumping, Dressage and Eventing. When checked means that competition is open only for teams. In entry form, athlete will be asked to add a team name to match the team, when calculating the results. Team name is also synced with the scoring systems via API. Event with team competitions can be searched for in Calendar using the filter "Find event... -> open for teams".

*In some disciplines, there might be more specific fields.

Administrative settings, fees and prizes

Fields in the competition edit form:

Example of how prizes and fees are displayed in schedule:

Example of how "paid in show office" badge displayed in the schedule:

Example of administrative list (no fees shown, no judgement, prize money etc selected):

Fields definitions:

Administrative | Score Summary - When selected, this option will serve as a non-competitive list without payment functionalities. It can be used solely for the purpose of collecting entries. Administrative lists are particularly useful for score summaries such as championship, cups, series, and other participant listings.
Fees:
- The full price for entry is a sum of the following components that can be set up for every competition:
  - Registration fee - covers organizer´s administrative costs of entry. This part of the fees should be paid in all cases, except for changes of category or unregistration before end date of online entries.
  - Starting fee - covers starting costs of entry. If entry is marked as "withdrawn" will be returned to athlete.
  - Offline | late entry fee - covers administrative fees for late entry or entry paid offline. Will be added to the total price of entry, if entry is marked by administrative organizer as "late | offline".
- In the schedule, the entry fee for a competition is shown as sum of registration fee and starting fee.
- Offline | late entry fee applies as addition, when entry is marked as late or offline entry.
- We recommend adding always the registration fee and late | offline entry fee. Add starting fee only if you would like to return this amount in case of allowed withdrawals.
- Check the specification regarding the entry statuses and implications for payments
Prize money:
- There are three fields that can be utilized to indicate prize money allocations. All three can be used concurrently or individually.
  - Prize distribution - specification of the prize money distribution as a comma-separated list of prizes. For example: 300,100,50,0 will distribute the money between the first 3 places. If you add a comma after the last prize, this will indicate that depending on the number of placed results, more prizes may be allocated. Please note, Equibel is not responsible for the prizes distribution. The prize distribution list will be synchronized with the scoring system, where it will be used for prize money distribution.
  - Prize pool - a field to specify the total amount of money to be distributed as prizes. Can be added for informational purposes.
  - Prize as a text - textual field to specify prizes for the information of athletes. Used for listing the in-kind prizes or prizes provided by sponsors or special conditions for prize distribution.
Additional options - payments options
- Entry fees are paid online vs fees not collected online (for example, in show office, i.e. offline)
  - Default is always online collection of fees.
  - You may change the payments collection to offline. In this case, the user will see "paid in show office" badge next to the fees and entry will be confirmed immediately.