In this chapter, we will discuss how rodeo admins can enter members into rodeo events from the Rodeo Producer interface. We will go Rodeo Setup > Rodeo Entry by Admin.
In a previous chapter we did mention how to add entries from the Set Entries page. The rodeo Entry by Admin is a more feature rich entry option which allows you to enter multiple members into multiple events. This is the same entry form that is used by members and has the same entry rule tests in place, other than, because we are on the admin side, we are overriding some of the dates such as start and end dates for the online entry. This allows the admin to do a number of things that a member cannot, including enter people after the online entry window has closed.
We start off entering the member number. As we move to the next field, it will automatically fill in the person's name as one way to double check. We are going to put in the performance preferences for this person and then we will make our event selections. We're going to do a single person entry here. We'll put Janice Bear into Pole Bending. We won't worry about any of the other events. We won't add any buddies. We'll just make this a quick simple one. We click Next and it will do its checks and it is showing us that there are some existing entries for Janice. We are entering Pole Bending and it's showing that Senior Barrel Racing has been previously entered. That's just RP reporting that this member is in the rodeo but only entered in Senior Barrel Racing. We will submit the entry and this is the same view as what a member would see. We get the big check mark for the Pole Bending entry.
If it was the member they would be able to pay their fees online. This is uh being done by the admin so if they are providing a CC over the phone it could be paid at this time.
We have the summary here. RP allows the member to go into their member profile and complete payment for this entry that the admin has added for them.
We will add another entry. We click the Add Another Entry button to go back to the start of the entry form with all the fields refreshed for a new entry. We're going to do a little more complex of an entry. We'll be showing off some of the power of this entry form. Enter the member number and it auto-fills the name. Select the preferences. We're going to be putting in a whole entry group here, multiple members at the same time on one form submission. We start off with one member into team roping, we're indicating whether the lead member is the header or healer in this team event and we will add their partner's member number which auto-fills their name.
Then for the lead entrant, we are going to select a couple more events here.
We're also going to put in a couple of events for his partner. We add the partner as a buddy and we select a couple of events. You do not need to add them to Team Roping as they are already included above.
Then we're going to add another member and we're going to put him into Bull Riding.
Once we have all members of the Buddy Group added, we'll scroll to the bottom of the form and we'll hit Next which is going to create some errors here for illustration. When we click Next, RP is going to test all this stuff on the way in. We had intentionally put some people in here to make sure that that they would pop up here. We have, member 105, which was our our lead member. Their membership is out of date. So they need to complete their membership renewal. It shows that member number 111, which was the team roping partner has a fine owing so they can't be entered into this uh rodeo. Those issues would have to be cleaned up before these entries could be completed. The Entry Form, when used by the Admin, doesn't override everything. It keeps some of the rules in place to ensure that your association rules are followed.
We'll just clear these up and then come back here and Submit without any errors in place. We have gone and fixed up the membership renewal date for Dave Anthony. We have fixed up the the fine owing and marked that paid for Fred Bear. We will hit the Next button which will show that those errors are no longer in place. Here we have a summary of what is being entered for the lead entrant for buddy number one and for buddy number two.
Now we will submit the entry. There's a summary by member of all the events that they're entering. It shows a big rodeo check mark that it has gone through. Tere's a summary of the uh fees uh for each one of the members entered.
Those members / entries are now in our entries. We can go back to set entries and we'll select the March rodeo. We can search for Dave Anthony and here's the Team Roping entry with Fred Bear. We'll see Dave Anthony in the Bareback entry.
If we looked at the group, uh we would see here's all of those entries.
Using Rodeo Setup > Rodeo Entry by Admin is a very quick way to manually enter some members if for some reason they cannot enter themselves. It does not pay for the members. That is another aspect that we will be showing you shortly. You can manage the payments as well.