Late | offline entries

In this article we sum up the main tips to work with late or offline entries in Equibel and in Scoring system.

Depending on the time period, when athlete requests a late or offline entry the administrative actions may be different, although the final outcome should be the same - athlete/horse combination should be added to starting list and entry paid, including the late or offline entry fee component.

Late | offline entry requested during the period when event is still open for online entries

• Administrative organizer adds entry via the entry form in Equibel and marks it as "late | offline entry".

• When entry is marked as "late or offline" the late entry fee component will be added to the price and the entry will still be put to the shopping basket of the payer. The difference with the normal entry is that late | offline entry will not be unregistered, if not paid by the end of the online entries period.
• You may invite payer to pay for the entry online. If entry is still paid offline, mark it as paid externally after the event is ended, when finances are checked before the payout.

Late | offline entry requested after the online entries period is finished, before the entries are taken to the scoring system

• Late entry can be added to the entries list via the entry form accessible for the administrative organizer via the event´s Masterlist:

Late | offline entry requested after entries are exported to the scoring system

• Add the late entry to both systems: Equibel and the scoring system.
  • For Equiscore and Equipe APP that have an API integration for results and entries, you may also add the late entry only to the scoring system. In this case, please remember to mark the entry as "late" in the scoring system to ensure accurate status and financial calculations.
  • If the prize money is allocated for the competition, kindly verify with the athlete the details of the prize money receiver, and determine if the default legal entity can be used. If not, please ensure that the entry is made in Equibel and the new prize money receiver legal entity is added.
• When adding the late entry to the scoring system:
  • It is important to search for the athlete and horse from the Equibel database through the Equipe APP or Equiscore search interfaces - rather than inputting the athlete's name or horse's name as plain text. The most reliable is to utilize the athlete's license number and horse's immatriculation number for the search. Please ensure that the new rider and new horse are accurately selected. Duplicate cases may occur. 
  • Please be aware that scoring systems do not verify licenses, pony measurements, riders' ages, suspensions, or qualifications for the specific competition. If you have any doubts regarding the qualification of an athlete or horse for a class, kindly check their data in the Equibel system before adding the pair to the starting list in Equipe APP or Equiscore. 
  • If late entries are made solely through Equipe APP or Equiscore, shopping baskets will be generated and athletes will be notified of their obligation to pay entry fees after the results are imported to and confirmed in Equibel. 
• When doing a late entry in Equipe APP, pay attention to the "payer" field and the late entry flag. In Equipe APP, if horse has been entered with an athlete and then the same horse is entered with another athlete, the payer for the second entry may be incorrect (Equipe takes the first person as default). Interface for checking the Payer and marking the late entry:

Examples of how to search for athlete and horse in Equipe APP:

NB! For adding a new horse always select the "File -> Search new horse" (not the "new horse").