EXT076 Secretary User Guide by AustralianCampdraftAssociation

SECRETARY USER GUIDE

Australian Campdraft Association Inc.

Secretary User Guide

1.3 01/11/2023 Operations Manager Formatted to align with ACA Style Guide, updated new processes.

2.0 06/06/2023 Operations Manager

3.0 24/10/2024 Operations Manager Major revision: Updated to reflect program improvements.

As a Campdraft One Secretary, support for you is available in the following three ways: During normal business hours Monday - Friday 8:30am - 4:00pm via phone or email.

of hours by appointment only - Book at campdraft.com.au via “Committee Resources” on the “Campdraft One Information” page.

On call support is available for the duration of your draft via the after hours line.

Navigate to the Committee Resources Tab -> Campdraft One information on www.campdraft.com.au

on what you require assistance for, select the appropriate team member.

GLOSSARY

Event Terminology and Dashboard Features Explained

ABA: Abbreviation for "Australian Bankers Association," this is a standard file download used for bulk payments via Internet banking. Check with your bank well in advance if you require an APCA to use ABA files.

Additional Attachments: These refer to any documents that you would like to add to the back of an autogenerated program. Examples may include biosecurity forms, waivers, and terms and conditions. Additional attachments are optional.

Committee Affiliation: This covers all ACA-sanctioned events, public liability, professional indemnity, and volunteer workers cover.

APCA: Abbreviation for "Australian Payments Clearing Association" (APCA); this is a number that you may need to provide when filling out an ABA. Not all banking organisations require this number.

Auto Scratching: This occurs when a competitor nominates into two drafts that run across the exact dates. The draft that accepts the competitor first will have the competitor for their event, and the system will automatically scratch the competitor from the other draft.

Biosecurity Form: This is a generic form that may be attached to nominations and allows competitors to complete the form online or print it and return it to the Secretary via paper or email. Ticking the box for the Biosecurity Form does not make it mandatory, but it does make the form available for people to complete from their ‘My Nominations’ until the status is changed to ‘closed’. A consolidated report is downloadable via the ‘Nominations Dashboard’.

Combined Event: This event runs initially with another event but has a separate final. For example combined Maiden/Novice.

Committee Credit (CC): Payment method used for anyone the committee deems appropriate to mark nominations as paid (Judges, Cattle Donors or Volunteers).

GLOSSARY

Event Terminology and Dashboard Features Explained

CSV: This is an Excel document download.

Draft Status

Closed Status: Generate, publish and access draws, and enter scores through draws. Competitors can no longer manage their own nominations this can now only be done by the secretary.

Finalise Status: Invoices will be automatically sent to all competitors with the nomination status of ‘accepted’ and the financial status of ‘unpaid’. Opens up waitlist, competitors can manage and make changes to their own nominations.

Open Status: Used for taking initial nominations, opens and closes automatically as per date/time entered into the Campdraft One set up.

Draws: To create a draw, you must first generate it. After generating, you can move and edit riders as necessary until satisfied with the results. You can modify the draws as many times as needed without informing riders of any changes until they are officially published. Make sure to avoid scheduling events too close to the start or end of the draws to give judges ample time to prepare.

Envelope

Green Envelope: This indicates invoice has been sent.

Red Envelope: This indicates invoice has not been sent.

Eyeball: This feature allows you to access another screen within the nominations dashboard that enables you to create new events. This screen also outlines the specifics of each draft event (such as name, cost, prize money, type, final nominations, total nominations, rounds, and max horses) compared to one another. The screen also details the horse and rider draft rules and the excluded events (such as Ladies and Juvenile). You can also see the restrictions sorted by horse or rider.

Fork in the Road: Whilst in the finalised status this splits events into A/B.

GLOSSARY

Event Terminology and Dashboard Features Explained

Invoice Download: Used to view and download competitors invoices.

Judges: Only ACA endorsed Judges can be entered in the system. If you plan to use judges from another association, they must be submitted to ACA with proof of financial and judge status.

Linking Horse/Rider: Ensure the rider is linked to the horse as a rider. Without proper linkage, the rider cannot assign runs to that horse or nominate it. This is done in the horse’s profile by the owner, secretary or ACA Office.

Mandatory Vehicle Report: If the Secretary selects that Vehicle Reports are mandatory in their draft setup, any competitors who have not completed the vehicle report details in their profile will not be accepted until they have done so. A consolidated report is downloadable via the ‘Nominations Dashboard’.

Online Payments: Invoices have a ‘Pay Now’ button. Competitor pays with a credit/debit card. Once payment is successful C1 automatically marks invoice as paid.

Pencil: This feature allows you to edit anything with a pencil attached, whether on the Nominations Dashboard or individual events.

Primary Member: The primary account holder of a membership account, usually a parent in family accounts. Only the primary member's name will show up in the Nominations Dashboard and reports.

Prize Money Summary: Confirm the event, placings and prizemoney for each round’s payouts. You can also edit calculations from here as many times as needed before the prizemoney payouts are finalised.

Publish Draws: Once you have finished editing the draws, you can publish them. This action will send texts to the competitors and make the draws public. Any changes made to the draws after publication will prompt a notification to the rider via text.

Reassign Nomination/s: Nominations can be reassigned by competitor or horse.

GLOSSARY

Event Terminology and Dashboard Features Explained

Refund Full Amount: Refund is given to the competitor in full. Either the competitor scratched more than seven days before the campdraft commenced, or the Committee has deemed extenuating services and has chosen to refund the full amount.

Refund Less Stock Levy: Refund is given; however, the Committee withholds the stock levy ($20); typically, the Committee has determined that the competitor is eligible for a refund; however, they are withholding the stock levy to help cover their costs surrounding stock and freight.

Retain Full Amount: Withholding the entire refund, typically, this person has scratched within seven days of the draft starting and does not qualify for extenuating circumstances for refund as decided by the Committee.

Secretary Users: Committee Members given Campdraft One Committee Access; this is typically the Secretary, Treasurer and President if desired.

Spacings: The gaps between runs in the draws. For example, if spacings are set to 50, after every 50 runs, there will be a blank run. This allows you to move more runs if necessary or take new nominations on the day of your draft.

Volunteer: A committee endorsed Volunteer is covered under Volunteers’ insurance and does not need to be a financial ACA member. Must be elected via ‘Volunteer Submission Form’ prior to the draft.

Yellow Exclamation: Run restrictions have changed since this competitor was nominated; the horse or rider is now outside the amended restriction. Competitor must choose which events to keep and which to take off. (Example: First round starts were limited to 10 when nominations opened however changed to 8 to reduce numbers).

Reassigning Nominations

Scratchings Adding Nominations

Live Leader Board

Generating Consecutive Rounds/Final

Restoring Nominations from Previous Rounds Clean Slate Final Adding A Run Off

Organising Refunds Generating Prizemoney Report

Generating/Downloading ABA File

Marking Competitors as Paid

Troubleshooting if Bank Rejects File

Maiden 4 Maiden

Exporting Competitor lists (Logistical Estimates)

Catering Expressions of Interest/Orders & Booking Stables

Challenges

Judges Expression of Interest

Linking or Adding a New Horse Changing Restrictions Sending Bulk Messages Extending Nominations Pulling Refunds from

1.0 COMMITTEE SETUP

This process explains how to set up your committee profile and complete committee affiliation documentation.

This process should be conducted as early as possible in the financial year (1st January to 31st December) to ensure your committee receives maximum benefit from affiliation, including insurance cover. Programs cannot be approved without completing affiliation on Campdraft One.

Section 1 - Committee Setup

1.1 SECRETARY ACCESS TO COMMITTEE PROFILE

If your Committee hasn't affiliated with ACA yet, or if you are a new secretary, please get in touch with the ACA office to set up your profile in Campdraft One. This will enable you to access your Committee profile and pay your affiliation. If you see the image below on your screen, it means that you are not properly linked to your Committee. In such a case, please contact the ACA Office for assistance. Take this chance while on the phone to advise of any other committee members that may require access.

Image: Error to be approved by Admin as a secretary. Section 1 - Committee Setup

1.2 COMMITTEE DETAILS PAGE & PAYING AFFILIATION

Navigate to the Committee tab on the left-hand side of the screen and make sure you are on the Details tab.

Image: Committee tab.

Please ensure that you fill out all the required fields on the details page when working on the Committee tab. Here are a few things to keep in mind while filling out the form:

Uploading the Committee logo is optional but preferred. Do not use special characters (for example: &,.-_^+/’”;%*).

Phone numbers should be formatted in the following manner: (+61).

Contact email for committee must be unique & cannot be used in any other profile in Campdraft One. If you wish to accept online payments, see section Setting Up Online Payments for Nominations. If your committee is GST registered, see section GST Registered.

Section 1 - Committee Setup

1.2 COMMITTEE DETAILS PAGE & PAYING AFFILIATION

CONTINUED

Once the Committee details have been completed and saved, you will see a green banner at the top of the page.

Image: Committee data has been saved successfully.

To proceed with the affiliation process, follow the prompt to pay the affiliation fee. You can do that by clicking the Pay Affiliation Fee button.

This will open a Committee Affiliation Form, which you need to fill out completely. Please provide all the required details correctly.

Also, please select whether your Campdraft grounds will have internet and/or phone services.

In the section for proposed start and end Campdraft dates of your event, you can add multiple event dates if you have them, although this is not mandatory.

Image: Committee Affiliation Form.

Click Check Out.

Section 1 - Committee Setup

1.2 COMMITTEE DETAILS PAGE & PAYING AFFILIATION CONTINUED

When affiliating, a confirmation box will appear asking you to confirm the season you are choosing.

Image: Your Cart.

Click, Proceed to Payment.

Image: Payment Options.

Please select your preferred payment type from the options below:

• Credit card

• PayPal

• Bank Cheque

• Bank Transfer

Note the following:

• If you choose to pay with a credit card or through PayPal, your affiliation will be processed immediately, and your Committee will be considered as financial.

• If you choose to pay via Bank Cheque or Bank Transfer, the funds will need to clear first before the ACA Office can accept your Committee's Affiliation. Your Committee will not be considered as financial until this clears.

• When making a Bank Transfer, please ensure to use your Committee name as the bank description. After selecting your preferred payment method, click on Make Payment to proceed.

1.2 COMMITTEE DETAILS PAGE & PAYING AFFILIATION

Payment confirmation will appear for Credit Card or PayPal payments. If payment is made by bank cheque or bank transfer, a notice will appear indicating that payment is pending.

Image: Thank you. Waiting for payment.

You can transfer your affiliation fee to the ACA Bank Account from here.

The account details will be displayed on your screen and are listed below:

Account Name: Australian Campdraft Association

BSB: 034 171

Account Number: 171 918

Don't forget to reference your Committee's name while making the transfer.

If you prefer to pay via bank cheque or bank transfer, you will receive a payment reminder via email. The email will be sent to the Committee email listed on the Committee details page.

1.3 SETTING UP ONLINE PAYMENTS FOR NOMINATIONS (OPTIONAL)

If you are selecting the option to accept online payments, go to the Committee tab and make sure you have entered and saved the following details:

Click Accept Online.

Enter all applicable information (Full Name, DOB, etc.).

Upload colour photo of the front and back of photo ID (Under 1MB).

These details are necessary for Stripe to verify your committee for credit card payments. Once competed, notify ACA as we will follow up with Stripe.

Once Verified, committee has two (2) options:

Online Payments: Allows payment methods other than credit cards.

Online Payments Only: Does not include committee’s bank details on the invoice.

STRIPE FEE STRUCTURE: Every transaction will incur a fee of 2% + $0.30 per transaction. For example, if a nomination fee is $30, the fee incurred would be $0.90.

To cover this fee, some committees slightly increase the nomination fee by a couple of dollars. For instance, if it was an $80 entry fee, you can make the entry fee $81 to cover the cost of the fee.

Image : Committee Details Page.

1.4 FINANCIALS, SECRETARIES & MEMBERS TAB IN COMMITTEE

PROFILE

Financials Tab: View and download current and previous paid invoices.

Secretaries Tab: Displays names of accounts that have been linked to your committee and have secretary access. If the name you are attempting to add doesn't appear, call or email ACA office.

Members Tab: Allows you to add committee members, sponsors and/or cattle donors to your committee profile. These will have a green star in the Nomination Dashboard.

Image : Committee Profile Tabs.

1.5 GST REGISTERED

If the committee is GST registered, invoices sent out to competitors will include a GST column.

Image: Committee details page with GST box checked.

Section 1 - Committee Setup

1.5 GST REGISTERED CONTINUED

NOTE: Campdraft One will only allocate 10% of the nomination fee as GST, it does not add it on to the amount entered.

Image: Competitor invoice when committee is GST registered.

2.0 CAMPDRAFT ONE SETUP

This process explains how to set up your committee’s draft on the Campdraft One Platform, ready for nominations to open.

This process should be conducted after submitting the program for approval. Unless, you are using the Auto-Generated Program function. In which case, see section Auto Generated Programs and contact the ACA Office.

2.1 DRAFT SET UP

This page must contain only information from your approved program.

Select Draft Setup tab on the left-hand side of your screen. This brings up the “Create Draft” page. There are five (5) sections to this page.

Image:InstructionsforDraftSetupTab

FunctionsoftheCreateDraftpageareexplainedlefttoright,toptobottom

DraftDetails:

DraftName:

ThisdropdowncontainsalltheprogramslistedontheACAcalendar.Typeyourdraftnamein,ifit doesnotappear,callACAon0746223110duringofficehoursoremailaca@campdraft.com.au anytimetoaddyoureventtothecalendar.

NominationsOpen/Closed: Clickthecalendariconortypeinthedate.

Above‘Done’button,selectthetimeforyournominationstoopenandclose(AESTonly).

Status:

This defaults to Open. This does not need to be changed until after you have accepted your competitorsnominationsandarereadytoissueinvoices.

2.1 DRAFT SET UP CONTINUED

Spacings:

After ‘X’ amount of runs a blank run will be left. For example: if spacings are 30, run 31, 62 and so on will be blank in your draw

Image: Spacing in draw.

Draft Rules:

Enter any rider/horse restrictions (as per approved program).

Medical Services:

These fields are mandatory.

Additional Attachments:

Only applicable for Auto-Generated Programs function.

Payment Details:

Payment Due:

This date will be displayed on the invoice and will automatically trigger a reminder to any unpaid nominations 1 day prior to that date.

Online Payments Only: Only applicable if:

Committee has completed Setting Up Online Payments for Nominations and wants to restrict invoices to be paid by credit/debit card only.

Scroll to the top of the page and check the red Create button to continue.

2.2 CREATING EVENTS

After your draft setup is complete, you will arrive at a Create Event screen.

If required, to create events after this, visit Nomination Dashboard, click the red eyeball icon then click the Add New Event button.

Image: Nominations Dashboard.

Image: Add New Event

Advise the Campdraft One team to approve your set up. This must be done at least 72 hours prior your nominations opening.

NOTE: it is most effective if you start with the field ‘Type’ as this pre-set selector will save most of the time. Then fill out the form left to right, then top to bottom.

2.2 CREATING EVENTS CONTINUED

Image: Create Event.

Functions of the Create Event page are explained left to right, top to bottom:

Event Name:

When a draw SMS is sent, the message will display the first and last letter in each word in this field. It is recommended to leave sponsor or memorial names out of this field to reduce confusion for competitors.

Cost:

Nomination fee to be invoiced as per approved program.

Declared Prize Money:

As per approved program.

If you are splitting events, money entered will be divided between A & B. This may mean you wish to double the prize money for a split event.

Rounds:

Number of rounds in the event including the final.

Final Nominations:

A visual aid when processing nominations.

Max Horse:

This will add horse restrictions to individual events. These restrictions must match what is written on your approved program. (You can only restrict number of horses for Ladies, Juvenile, Junior and Mini drafts). As per General Information, Rules and Guidelines.

Type:

Pre-set tool. DO THIS FIRST.

Riders Min/Max Age:

2.2 CREATING EVENTS CONTINUED

Will default according to the Type or can be changed if required.

Rider Sex:

Will default according to the Type or can be changed if required.

Maiden Rider Check Box:

Restricts to only riders with the status of Maiden. (M4M/Encouragement).

Added Entry/Add Back:

Must match what is written on your approved program. The amount entered in this field will be allocated to final prize pool. This does not change the amount to be invoiced, only the amount entered in ‘Cost’ will be invoiced.

Affiliated event check box:

Check this for all events that are award points or break status.

Affiliated for points - Maiden, Novice, Open, Restricted Open (ROO and RON), Ladies, Juvenile.

Affiliated for breaking status - Maiden 4 Maiden, Maiden, Novice, Open, Restricted Open (RON).

Notes:

For internal notes. Your competitors will not see this when nominating unless using ‘Auto-Generated Program’ function in which case it will be seen in the program.

Horses Min/Max Age:

For Futurity & Challenge events.

Horse Status:

Will default after Type has been selected.

Number of Judges/Select Judge

Select number of judges with drop down. Enter judges name in the field below. A dropdown will appear once you start typing, click to select the judge. If the judge you wish to select doesn't come up on the list, contact the ACA office.

Sponsor Logo:

Used for ‘Auto-Generated Program’ only.

Combined Event Checkbox:

Used for combined events or events run in conjunction. After checking the box you will have Event Name 1 & 2 (separate costs) as well as a combined entry discount field. Combined events cannot be split A/B.

Click on red ‘Create’ button and repeat for each of your events.

Image: Create Combined Event.

2.3 EXCLUDING EVENTS FROM RESTRICTIONS

Navigate to the Nomination Dashboard and click on the red eyeball icon. Scroll down to Draft Rules. Click into the applicable field/s and select all events to be excluded from max. number of runs or to have run restrictions added, as per approved program. Click red Save Rules button to apply.

events

Section 2 - Campdraft One Setup

Image: Draft Rules – excluding

2.4 AUTO-GENERATED PROGRAM

If the committee decides to use Campdraft One’s Auto-Generate Program function, ensure you have completed all step up to this point in full: Go to the ‘Nominations Dashboard’ and select the pencil icon.

Autogenerated Program:

Select accent colour & click Review auto-generated Program. Once satisfied click red Submit Program button.

Please ensure to let the ACA Office Team know when you have created an autogenerated program and have submitted it.

Image: Auto-Generate Program

Section 2 - Campdraft One Setup

3.0 PROCESS NOMINATIONS

This section covers the process of accepting nominations, after nominations have closed.

Section 3 - Process Nominations

3.1 NOMINATION DASHBOARD EXPLAINED

Functions of the Nominations Dashboard are explained left to right, top to bottom:

Main Table:

Name:

Once clicked, the row turns red and displays and additional table and functions (if you cannot see the additional table, you may need to wait a few seconds).

Nominations Open:

Displays the date and time your nominations open as set in 2.1.

Draft Start/End:

Displays the date your draft is running.

Status:

Open:

Accepting nominations, will close automatically.

Finalised:

Invoices will be sent out to competitors with the nomination status of ‘accepted’ and the financial status of ‘unpaid’. Waitlist is open.

Closed:

Secretary to accept nominations and generate and publish draws. Waitlist is closed. This is changed in the edit drafts page when you select the pencil icon.

Image: Nominations Dashboard

3.1 NOMIMATION DASHBOARD EXPLAINED

Actions:

Eyeball icon:

Once clicked, a new screen is displayed facilitating editing of events. Manage restrictions.

View how many runs per horse (only works AFTER accepting Nominations). Filter nominations out of events.

Image: Drafts Overview after selecting the Eyeball Icon

Image: View runs per horse under restrictions

If you type 2 in offset count runs, you will see all horses with more than 2 runs and what events they are in.

Pencil icon:

Once clicked, enters event setup. Described in chapter 2.

Section 3 - Process Nominations

3.1 NOMINATION DASHBOARD EXPLAINED

Events (+): Once clicked, all created events drop down and display the following rows:

Final Nominations:

A visual aid for number of finals nominations. Only if entered into the event set up.

Total Nominations:

Equals all nominations in the following 4 rows:

Unprocessed: Nominated but not yet accepted.

Accepted: Nominations accepted by secretary.

Waitlist: Nominated after the draft status was changed to ‘finalised’ or secretary has made this their status due to high number of nominations.

Scratched: Nominated but not competing.

Lock icon:

Once clicked, symbol turns from red to grey. Whilst grey, this event nominations cannot be processed.

Pencil icon:

Once clicked, enters event setup.

Fork in the road icon:

Once clicked (in finalise status), will split the respective event (A/B).

Cross symbol (X):

Once clicked, will delete the respective row (event).

Section 3 - Process Nominations

Image: Nomination Dashboard + Events Dropdown

3.1 NOMINATION DASHBOARD EXPLAINED

Bulk Processing: Visit the Nomination Dashboard and click on your draft’s name. The row of the main table will be red and new functions will appear.

Image: Nominations Dashboard

Section 3 - Process Nominations

3.1 NOMINATION DASHBOARD EXPLAINED CONTINUED

Nominations Dashboard, when draft name clicked, functions are explained left to right, top to bottom. Select all:

Selects all rows (competitors). This function can be used in every Nomination Status.

Payment Method:

Options: Unpaid or Paid.

Nominations status:

Options: Unprocessed, Accepted, Waitlist, Scratched.

Comments:

Options: Cash, Direct Debit (DD), Bank Cheque (cheque), Committee Credit (CC), Credit Card (EFTPOS).

Nomination status:

Unprocessed:

Used to view all competitors with nomination status of ‘Unprocessed’.

All initial nominations will be categorised as ‘Unprocessed’.

Accepted:

As a secretary you must accept a nomination before it will move to the ‘Accepted’ tab.

Waitlist:

Used to view all competitors with nomination status of ‘Waitlist’.

Any initial nominations committee cannot accept should be placed on waitlist.

Once invoices are sent, waitlist will open. Any nominations from this point will appear here.

Scratched

Used to view all competitors with the nominations status ‘Scratched’.

NOTE: Competitors can manage (change horse/rider and scratch) nominations up until the draws are created.

Search Bar:

Use to search nomination by name or invoice number. NOTE: Only the primary member on an account can be searched.

Reassign Nominations:

Directs to a new screen that facilitates reassigning of nominations by horse or rider.

Send Bulk Email/Text:

Directs to a new screen that facilitates sending bulk email or test or both to competitors.

Resend Draws Notifications:

Select which event to resend draw notifications to.

Biosecurity Form Report:

Only applicable if this option was selected in the setup of your campdraft. With this function, secretaries can download a consolidated biosecurity form report for their campdraft in PDF or Excel format.

Vehicle Support Form:

Only applicable if this option was selected in the setup of your campdraft. With this function, secretaries can download a consolidated vehicle form report for their campdraft in PDF or Excel format.

3.2 PROCESSING NOMINATIONS

After nominations have closed, visit your Nomination Dashboard and click on your draft’s name. The row of the main table will be red and new functions will appear.

NOTE: All initial nominations will appear under ‘Unprocessed’ until actioned.

Whilst in the ‘Unprocessed’ status, secretaries can sort competitors by newest or closest (meaning by location).

The headings are as follows:

Account:

Displays ACA member number of the primary account holder.

Member Name:

Displays the name of the primary account holder (can contain multiple members) with how many runs they have in brackets.

Nomination Status (dropdown):

Used as one of the methods to process nominations for that member/members under that primary account holder’s profile.

Suburb:

Suburb where competitor resides.

Payment Status:

Blank until nomination status is ‘Accepted’.

Comment:

Blank until nomination status is ‘Accepted’.

Actions:

‘Pencil’ icon

Once clicked, will display a pop-up containing all individual runs under that account, grouped by person or by event.

Check Box:

Used to select a competitor for the purpose of accepting multiple competitors at once.

Section 3 - Process Nominations

3.2 PROCESSING NOMINATIONS CONTINUED

There are three (3) methods of processing nominations: Nominations status drop down- changing status individually. Bulk- selecting multiple boxes. Select all.

Nominations Status Dropdown- changing status by primary account holder: Filter through each account individually. Will change all runs for the runs under that primary account.

Image: Individually changing status

Section 3 - Process Nominations

3.2 PROCESSING NOMINATIONS CONTINUED

Bulk - selecting multiple boxes: Navigate to the 3 horizontally aligned dropdowns at the top of the page. Find ‘nomination status’ dropdown. Select desired status.

Image: Bulk change of status

Section 3 - Process Nominations

3.2 PROCESSING NOMINATIONS CONTINUED

Select All: (this may take a few moments to load)

Click the Select All check box (to the left of the 3 horizontally aligned dropdowns). Find the Nomination status dropdown. Select desired status. Click the Apply button to the right.

Select all change of status

Image:

4.0 ISSUE INVOICES

This section covers the process of issuing invoices. To be done after all nominations have been processed.

Section 4 - Issue Invoices

4.1 ISSUING INVOICES

Once all competitors have the nominations status of Accepted or Waitlist and you are ready to issue invoices, follow these steps: Visit your Nomination Dashboard. Click the pencil icon. Find the Status dropdown. Select Finalise.

Scroll down and select the Save Details button.

Image: Edit Draft Details

Image: Changing status

Section 4 - Issue Invoices

4.1 ISSUING INVOICES CONTINUED

Return to your Nomination Dashboard and click your campdraft’s name, the row of the main table will go red. Scroll down and filter by accepted.

Payment status: Three options: Paid. Unpaid. Partially Paid.

NOTE: A comment must be selected prior to a change being accepted. Comment:

Payment method (Direct Debit, Committee Credit, Cheque, Cash, Credit Card).

Amount:

Cost entered in draft set up. As per your approved program.

Red/Green Envelope: Red

Invoice yet to be sent. (May require a wait period and page refreshing). Green Invoices have been sent.

Pencil Icon:

Once clicked, will open a pop up, top right: Resend Invoice.

Download symbol: Download all invoices associated with this account (oldest to newest, left to right).

Image: Nominations Dashboard when draft name clicked

4.2 WAITLIST

Once the draft status of an event has been changed to Finalised, the Waitlist feature will become operational. The Waitlist will remain active until the draft status changes to Closed. During this time, it is not mandatory for you to accept or move competitors off the Waitlist. Waitlisted competitors will only receive invoices if they are transferred to the Accepted list by the Secretary and the draft status is set to Finalise.

NOTE: Anyone who has not paid their invoice by the time they are due should be moved to the waitlist before draws are generated.

Image: Draft in Waitlist mode

5.0 PROCESS PAYMENTS

This section covers processing payments received after invoices have been sent and marking competitors as paid.

Section 5 - Process Payments

5.1 PROCESSING PAYMENTS

NOTE: If using Online or Online Only payment function, this step is not required as nominations will automatically be marked as paid once payment is received wit the Comment of EFTPOS.

To mark competitor as paid:

Go to Nomination Dashboard.

Click on your campdraft’s name.

The main table will now turn red.

Filter by Accepted.

Using the search bar, enter the competitor’s name or invoice number.

Select appropriate Comment (payment method).

Select appropriate Payment Status.

NOTE: If the invoice is for only a portion of the runs, select Partially Paid. After selecting Partially Paid, a popup with all runs will appear. Select check boxes until you reach received amount. This remaining amount for runs left unpaid will be displayed under the amount column.

Image: Payment status, Comment, Amount.

Image: Partially paid – selecting runs which have been paid.

Section 5 - Process Payments

5.2 REPORTS EXPLAINED

To view a report of all competitors/invoices that have been marked as paid, select ‘Reports’ from the menu on the left hand side of the screen. Select the draft using the ‘Drafts’ dropdown. This will display all competitors/invoices that have been marked as paid in a table format. For more information see section 9.1.

Image: Reports Page

Section 5 - Process Payments

5.2 REPORTS EXPLAINED CONTINUED

Functions on the reports screen are explained left to right, top to bottom.

Filter by year:

View all paid invoices from a singular year.

Drafts:

Displays different drafts relative to year selected.

Incoming money:

Stores all Paid invoices and amount for each invoice with a breakdown by payment type and a grand total.

Outgoing money

Will contain any refunds (if applicable). NOTE: scratching that happen within the draw will not appear here.

Filter by Payment:

Type: All, Cash, Direct Debit (DD), Bank Cheque (cheque), Committee Credit (CC), Credit Card (EFTPOS)

Search Bar:

Search by invoice number or competitor’s name.

Download PDF/CSV:

Download a report of payment type you are filtering by.

Date Received:

Date the invoice was marked as paid.

Invoice Number:

Auto generated invoice number.

Competitor Name:

Displays name of the primary account holder.

Payment Type:

Cash, Direct Debit, Bank Cheque, Committee Credit, Credit Card.

Amount Received:

Pencil

Once clicked, allows the received amount to be edited. Click save to apply.

Section 5 - Process Payments

6.0 GENERATE DRAWS

This section covers the process of generating draws and details associated requirements. To be completed after nominations have been sorted.

Section 6 - Generate Draws

6.1 CRUCIAL STEPS PRIOR TO GENERATING DRAWS

Its crucial to confirm the following points have been competed prior to the draws being generated. Split events:

If you have split events on your program, ensure events are split prior to generating draws. All competitors marked as Paid:

If there are any competitors with outstanding payments, these runs will not be included in the draw. They will sit in the nomination dashboard as accepted, and must be moved to the waitlist if they wish to be added to the draw after it has been generated. Moving any outstanding payments to Waitlist:

To avoid confusion and to allow unpaid runs to be added to the draw at a later stage (if applicable), these runs should be added to the waitlist by clicking in their pencil and changing applicable runs Nomination Status to Waitlist.

Section 6 - Generate Draws

6.2 GENERATING DRAWS

After you have confirmed the three (3) points from the previous page, follow these steps:

Visit the Nomination Dashboard.

Select the Pencil icon.

Select the Status dropdown.

Select Closed.

Confirm set spacings are appropriate for your draft.

Click Save Details to apply changes.

Select Draws sub-menu on the left hand side of your screen.

Select Generate Draws button towards the right of the page. You will receive the following popup:

Image: Generated Draws

Periodically refresh

Event titles will be red, interactable and have the number of runs in brackets once generated Repeat this process until all draws have the appearance as described above.

Image: Event titles with number of runs indicated

Section 6 - Generate Draws

7.0 PUBLISH DRAWS

This section covers the process of publishing draws and considerations associated.

Section 7 - Publish Draws

7.1 PUBLISHING DRAWS

Once all draws are generated, committees are encouraged to review each draw prior to publishing, to ensure any judges and/or committee members are not in inconvenient places when considering a smooth flowing draft.

If changes are required, there are two (2) methods of adjusting runs, Drag and Drop or Move To: Drag and Drop:

Used ONLY before draws have been published as it offers the run number of almost all competitors, depending on which run numbers are affected. Move To:

Used before and after draws are published. Once clicked, the dropdown will list the vacant runs (spacings), click on a run number from the list to action the change. The run you initiate the change from will become vacant once actioned.

COMPETITORNAME

Once all necessary changes have been made, form the Draws sub-menu, select Publish All Draws button. This sends competitors their draws via text message.

NOTE: After this step, all changes, scratchings and new runs will be done from the Draws sub-menu.

Section 7 - Publish Draws

Image: Publish all draws.

Image: Making changes to draws

8.0 ‘ON THE DAY’ CONDUCT

This section covers the functions within the Draws sub-menu and even draws that will be used on the day.

Section 8 - ‘On The Day’ Conduct

8.1 DRAWS SCREEN EXPLAINED

After clicking Draws in the menu, the screen will display all created events. Click on the event you wish to see.

Functions of the Draws screen are explained left to right, top to bottom.

Type of Event:

Example: Maiden, Novice, Open.

PDF Icon:

Inside an event, once clicked, will display draw for selected round. Can be printed/downloaded.

Filter by Round:

Example: First Round, Second Round, Final Round.

Search Bar:

Search by competitor name.

Re-Generate Draw:

Once clicked, will re-generate draw, once confirmed any entered scores are lost.

Minimum score to go to Final:

Used to enter specific score (gained from the Riverina stock feed live leader board) to qualify for the next round/final.

Re-Assigning Nominations:

Once clicked, allows nominations to be re-assigned by horse or by rider.

Refund:

Once clicked, sends all scratched nominations to the Outgoing Money table for any applicable refunds (optional).

Add New Nomination:

Once clicked, drops down new boxes to facilitate adding a new nomination.

Runs (title):

Can be sorted by high-low or low to high.

Round Score (title):

Can be sorted by high to low or low to high.

Printer Symbol: Download scoresheet/announcers sheet.

8.2 PRINTING DRAWS, SCORESHEET AND ANNOUNCERS SHEET

To print draws, scoresheets and announcers follow the below steps: Select Draws from the left side menu. Click on the required event name.

Draws:

Select the PDF symbol to the right of the event title. From the PDF web viewer that is opened, you can print or download.

Confirm page layout/scale is set to Fit to Printing Area, otherwise with some printers, the last runs of a page can be left out and not printed.

Scoresheet/Announcers Sheet:

Select the printer symbol to the right of the Round Score title. Select one of two options from the pdf web viewer that is opened: Print. Download.

Confirm page layout/scale is set to Fit to Printing Area, otherwise with some printers, the last runs of a page can be left out and not printed.

Image: Print Sections within the draws

Score and announcer sheets

Print draws page

8.3 ENTERING SCORES

To enter scores, follow: Select Draws on the left menu.

Click on the required event name.

Click into the desired score field, enter score, tab, enter or click the next score field. If you cannot add scores on the next round, the draw is not published. This is a common fault after generating the next round/final. Ensure to click Publish Button at the top of the page for each new round.

NOTE: The Total will not change until you have pressed tab or enter.

NOTE: If the competitor gets cracked off, enter zeros (0) into their three (3) score fields.

Image: Entering Scores

Section 8 - ‘On The Day’ Conduct

8.4 RE-ASSIGNING NOMINATIONS

There are two options when re-assigning nominations: By horse. By rider.

It is important to confirm the involved horse’s profile contains all riders names (involved in the change) in the Rider/s field, otherwise the system will show an error.

To re-assign nominations, follow these steps:

Select Draws in the menu on the left hand side of the screen.

Select the desired draw.

Select red Reassign Nominations button.

Select either By Competitors or By Horse.

Image: Re-assign Nominations Button.

Image: Reassign Nominations Page.

8.4 REASSIGNING NOMINATIONS CONTINUED

‘From Competitor/Horse’ search field:

Enter the name of the competitor/horse that is currently in the draw to be changed. Once selected, all the competitor/horse’s runs will appear below segregated by event. Take note of the checkbox at the left hand side of each run.

‘To Competitor/Horse’ search field:

Enter the name of the competitor/horse that will be taking the run. Tick the check-box of the run/s that are applicable. Click the red ‘Reassign’ button to apply change. Either a red or green message will appear at the top of the screen indicating: Red: The change has not been applied, will display the error that has occurred. Green: The change has been applied.

Image: Reassign Nominations by Competitor

Image: Reassign Nominations by Horse

Image: Example of error message.

8.5 SCRATCHINGS

Once Draws have been generated, all scratchings are to be done through the applicable draw.

Once the applicable draw has been selected, search for the rider or horse to identify the required run/s that need to be scratched.

To scratch, hover over the run line, a circle with a strike through will appear between the Comment box and the receipt symbol.

Competitor Horse

Image: Nomination before scratching

Click the circle with a strike through symbol, pop up will ask you if you would like to notify the competitor. Click Yes or No as required.

Image: Scratching Notification

System will refresh, applicable run line will be vacated and scratched run appears at end of draw (strike through text). This can be reversed by clicking the now visible circle with a strike through symbol on a scratched run.

Competitor Horse

Image: Nomination after Scratching Scratch

If unscratched, that run number will be active.

Note: The unscratched run will not return to it’s original run number, however, can be moved from the bottom of the draw using the Move To drop down.

Section 8 - ‘On The Day’ Conduct

8.6 ADDING NOMINATIONS

To add a nomination after the draw is generated, follow the below steps: Select and enter the applicable draw.

Click Add New Nomination.

Once clicked, below and to the left, three (3) input fields will appear:

Enter competitor to nominate for:

Type and select desired competitor name. This can take a little bit, it’s suggested to type as much of the competitor’s name as possible, the more detailed the search, the less names it has to search through as this searches all members in the database.

NOTE: If a competitor does not appear, they could be ‘Unfinancial’/not a volunteer or they may have reached their run limit or horse limit (relative to committee restrictions).

Choose the vacant place for nominations: This could be in the pre-set spacings as or at the end of the competitor list.

Choose the horses:

Type and select desired horse relative to the horses the competitor owns/authorised to ride as per the horse’s profile and the type of event (ROO/RON/Maiden, etc).

NOTE: If the required horse does not appear, confirm the following: Horse exists in the horse database (select ‘Horses’ in the left hand menu and search the horse’s name).

Member is authorised to nominate on this horse (select Horses in the left hand menu and sech the horse’s name, select horse, identify Rider/s field, ensure rider’s name appears in the rider/s field).

Horse is within the restrictions for the draft type.

Horse is within run restrictions.

Once all three (3) fields are complete, click the red Add Nominations button.

Nominations

8.7 LIVE LEADERBOARD

The Riverina Stock Feeds Live Leader Board will display scores entered into the Draws menu. These scores are live because it reflects changes in real time.

Access your draft scores by following the below steps:

Select Leaderboard from the menu on the left side of the screen

Select your draft

Image: Leaderboard tab.

Once your draft is selected, it displays a preview of all events, including details of: Each round.

Number of starters. Judge.

A summary of scores by how many on that score. Top 10 riders for that event.

A summary of scores by how many on that score (explained):

This feature is used to identify how many riders have achieved the highest scores. 1>90 = 1 rider has a score greater than 90.

Top 10 riders for that event (explained):

To view more than top 10, click on the title of the event. Once clicked, you can filter through multiple rounds (if applicable). Filter applicable columns with the arrow icons (run, rider name, cut out score or round) from highest to lowest or alphabetically.

Image: Summary of scores

Section 8 - ‘On The Day’ Conduct

8.8 GENERATING CONSECUTIVE ROUNDS/FINAL

To generate a consecutive round or final, follow the steps listed below: Identify how many riders have a specific score using the Riverina Stock Feeds Live Leaderboard. Once the score (respective of how many people) is identified: Navigate to the required draw.

Find the ‘Minimum score to go into the next round/final’ field. Enter previously identified score. Click the ‘Generate’ button (immediately to the right). Once clicked, system will refresh into the newly generated round/final. Confirm correct amount of competitors.

Move any competitors as required.

NOTE: you can process this as many times as you wish prior to publishing the draw for the consecutive round or final.

Image: Next round generator

Once you are satisfied with the draw, you must click the ‘Publish’ button to proceed.

Image: Publish the draw button

Image: Notifying competitors that next round is published

Section 8 - ‘On The Day’ Conduct

8.9

RESTORING

NOMINATIONS FROM PREVIOUS ROUNDS

You can move competitors manually as required using the Restore Nomination button in any round following the first round. This function could be used due to the competitor not appearing in the final (for no known reason), eligibility changes, operator error, competitor riding horses in different order in the draw and incorrect score was applied.

Once selected, a grey menu will appear with three text boxes

Enter the competitor to restore for:

Must be a competitor that has run in a previous round of this event at your campdraft.

Choose the vacant place for nomination:

Choose form the places that you selected in your spacings or add them to the end.

Choose the horses:

Must be a horse that has run in a previous round of this event at your campdraft.

Image: Restoring Nominations

Section 8 - ‘On The Day’ Conduct

8.10 CLEAN SLATE FINAL

If the Committee requires a clean slate final, before publishing, select Clean Slate button. This will disregard the previous rounds scores.

Clean Slate Final Button

Section 8 - ‘On The Day’ Conduct

Image:

8.11 ADDING A RUN-OFF

A run-off is required when in the final round, all scores have been entered and there is a tie for first place. You will be prompted to add a run-off.

Follow the steps below to create a run-off: Select the Add a run-off button.

Once selected, at the top left, where you would usually select which round to be displayed, you will see a new tab RUN-OFF.

Once selected, the round will populated with the eligible competitors. While in the RUN-OFF round, select the Publish Draws button.

NOTE: Failure to publish the draws will result in inability to enter scores.

Repeat this process as required.

Image: Reminder to have a run-off.

Section 8 - ‘On The Day’ Conduct

8.12 FINALISING EVENTS

Once all scores have been entered, the system will refresh and take you to the top of the draw. At the top right of the page, select the Finalise event and calculate prize money button that is now visible.

Image: Finalise event.

Once clicked, the Edit Calculations screen appears and you are prompted to confirm the prizemoney.

The amount displayed in the top field is what’s entered when initially creating the event.

The amount displayed in the second field is only visible if there was an amount entered into the ‘Add Back’ amount, relative to what was entered when initially creating the event.

Once the amounts are confirmed correct, click Calculate Round Money.

Once clicked, a table for each round and final will appear below (defaulted to ACA guidelines R.6-R.9 in COR012 General Information, Rules & Guidelines).

Image: Round money.

Users have the ability to amend to the amount for the round total, by value or percentage. You can also change how many places will be paid to.

Note: the percentage is relative to the amount displayed above.

Users also have the ability to amend the percentage or dollar amount for each placing in a round. If required. Select the red pencil for either the ‘%’ or ‘$’ for the placing you wish to change.

Section 8 - ‘On The Day’ Conduct

8.12 FINALISING EVENTS CONTINUED

Once clicked, amend the percentage or dollar amount as required, click green ‘floppy disc’ to save changes.

Once any changes have been made and each rounds pay-out is correct, select Update Event button top right of the page. The screen will refresh and take you back to the draws menu. NOTE: All prize money can be edited later.

Image: Update Event Button

If any events prizemoney is to be paid in cash on the day or does not have any prize money associated with it, follow the steps below:

Set the Declared prize money as $1. Click Calculate round money button. Highlight the amount in round money. Press down arrow key to reset values to $0. Repeat for any other rounds as applicable. Click Update Event button to save and exit.

Section 8 - ‘On The Day’ Conduct

8.12 FINALISING EVENTS CONTINUED

If any events prizemoney is to be paid in cash on the day or does not have any prize money associated with it, zero the prize money to avoid a double payment. To zero out prize money in the the ‘edit calculations’ screen, Set the ‘Declared prize money’ as $1.

Image: Declared prize money $1

Click Calculate Round Money button. Highlight the amount in Round money and press ‘down arrow key’ on your keyboard to reset values to $0.

Image: Zero Dollar Payout

Repeat for any other rounds as applicable. Click Update Event button to save and exit.

Section 8 - ‘On The Day’ Conduct

8.13 DETERMINING A CUT OUT WINNER

From the Draws menu, once you have finalised your event, the View Results button will now be visible for the event that was successfully finalised.

Image: View Results Button.

Select View Results button. Once clicked, you will be taken to the Event Results screen. Depending on the number of competitors with the highest cut out score, you may need to scroll down. The lower portion of the screen will display all competitors that are currently tied for the Cut-out winner.

Click Make Winner button for the applicable competitor.

Image: Make Cut Out Winner.

8.14 PRINTING WINNERS AND PLACEGETTERS

From the Event Results screen, there will be tabs up the top left corresponding to the results in each round. A cutout winner needs to be selected prior to attempting to click into subsequent rounds or a final.

Select the Final Round tab, above the round tabs and to the right of the event title, click the PDF symbol. Once clicked, the system will display the print preview, print as required.

Image: Final Round PDF download button

Section 8 - ‘On The Day’ Conduct

9.0 PROCESSING ROUNDS/PRIZE MONEY PAYOUTS

This section covers payouts, both refunds and prizemoney, primarily conducted following the completion of the campdraft.

Section 9 - Processing Refunds/Prizemoney Payouts

9.1 REPORTS SUBMENU EXPLAINED

IMAGE: Reports Screen

Navigate to the Reports sub-menu on the left-hand side of your screen. Explained Left to right, top to bottom.

Filter by year:

Select the year of your draft.

Drafts:

Selects drafts, relative to year selected.

Incoming Money tab:

Displays all payments that have been marked as paid through the Nomination Dashboard in a table format.

Filter by payment types using one of the 6 payment method tabs.

Search Bar:

Search by competitor name or Invoice, clicking search is required to execute search. Once search is complete, click reset to clear the search.

Download Reports of Incoming Money:

Download reports buttons, PDF or CSV.

Date Received:

Date the payment status was changed.

Invoice Number:

Matches the invoice number on the Nomination Dashboard.

Competitor Name:

Primary account holder names only.

Payment Type:

Does not allow to multiple payment types, will reflect the first payment type selected.

9.1 REPORTS SUBMENU EXPLAINED CONTINUED

Amount Received:

Can be amended by clicking the pencil icon.

Sub Total & Total:

Below the table has the sub-totals by payment type and a Grand Total for all.

Outgoing Money tab:

Displays all outgoing money (refunds & prizemoney), refunds only populate in this section if the competitor has been marked as Paid and is scratched before the draws were generated. Generate Prize Money Reports button:

Used to populate prizemoney recipients, relative to the Prize Money Summary in the draws menu. Has two states:

Greyed Out (non-interactable): Indicates not all events have been finalised. Accompanied by the message shown below.

IMAGE: Greyed out Generate prize money report button

Filled-in Red (interactable): Indicates all events are finalised once clicked, will import the prizemoney recipients for each event into the ‘unpaid’ tab.

Filter by payment status:

Either All Paid Unpaid Search Bar:

Search by competitor name, clicking search is required to execute search. Once search is complete, click reset to clear the search.

9.1 REPORTS SUBMENU EXPLAINED CONTINUED

Bulk Action Row:

Select All Check Box:

Checks all the competitors displayed on the page, readying for the use of a combination of the following options:

Payment Type:

This drop down allows the selection of the various payment types available from the drop down. Clicking the ‘Apply’ button to the immediate right will apply this option to all competitors selected below.

IMAGE: Payment type options

Payment Status:

This drop down allows the selection of ‘Paid’ or ‘Unpaid’ from the drop down. Clicking the ‘Apply’ button to the immediate right will apply this option to all competitors selected below.

IMAGE: Payment status options

9.1 REPORTS SUBMENU EXPLAINED CONTINUED

Edit Refund Amount:

This drop down allows the selection of various refund types from the drop down. Clicking the ‘Apply’ button to the immediate right will apply this option to all competitors selected below.

IMAGE: Edit refund amount options

Download Reports of Outgoing Money:

Download reports button, PDF or CSV.

Download ABA:

Used to download an ABA file, which is uploaded to the committee’s online banking to execute a bulk payment.

APCA:

The committee’s APCA number to entered in this field to have that number included in the ABA file, as required.

Date Sent:

When the Committee changes the Payment Status to Paid and there is a positive amount of money to be sent out, the system will email their invoice containing a breakdown of how much money will be transferred.

Invoice Number:

Click the red invoice number to preview what will be sent to a competitor, as described above.

Competitor Name:

The primary account holders name will be displayed, click the red invoice number to view any members entitled to refunds or prizemoney that are under that account.

9.1 REPORTS SUBMENU EXPLAINED

Payment Type:

DD (direct debit).

CC (committee credit).

EFTPOS (online credit card payment).

Cash.

Bank Cheque.

Type:

Categorised by the following:

Refund:

The competitor must be marked as paid and have been scratched prior to the draws being generated.

Refund (Stock Levy Retained):

The stock levy amount that is set in the Draft Setup will be deducted from the owed nomination amount.

Refund (Retained Full Amount):

The entire amount will be retained by the committee.

Status:

Reflects the payment status, will be displayed in the relative tab, dependant on the status assigned.

Actions:

Check box used to select multiple rows to be actioned using the drop downs in the bulk action row above.

Details:

Once the ‘+’ is clicked, the bank details will be displayed underneath the competitor’s row you’ve selected.

Total:

Displayed at the foot of the table, is the subtotal of each payment type and the grand total of all combined.

Show Entries:

Used to show up to 150 entries per page, important for fitting all entries on one page when doing an ABA file.

9.2 ORGANISING REFUNDS

According to ACA's 'COR012 General Information Competition Rules and Guidelines', any scratching made outside the 7-day period will be automatically recorded in the Outgoing Money reports as a Full Refund. Scratchings made within 7 days will be recorded as either Refund (retained full amount) or Refund (stock levy retained) in the outgoing money reports.

Image: Rule book snippet regarding refunds

To perform a refund, go to the reports tab, select the name and year of required draft, select outgoing money and unpaid buttons, then scroll right to the bottom to select the show 150 entries option. This will show all pending refunds that require action. They will be categorised 1 of 3 ways relative to when the scratching occurred.

Image: Reports sub-menu

Image: Show 150 Entries

In order for pending refunds to appear in the Outgoing they will have need to have been marked as paid prior to scratching.

If the Committee decides a competitor is not eligible for a refund, the pending refund should be set as Refund – Retain Full Amount. This will result in the competitor receiving a $0 amount. All $0 amounts will need to be marked as paid, failure to do this will result in these $0 amounts being included in the ABA file and it being rejected by the bank when uploaded.

Image: Refund type and amount

Section 9 - Processing Refunds/Prizemoney Payouts

9.2 ORGANISING REFUNDS CONTINUED

The Committee is to determine which competitor is eligible for what sort of refund if any, changing as required by:

Checking the applicable competitors check box under the action column. Using the Edit refund amount dropdown at the top of the table choose the applicable type. Click Apply box to the immediate right of the dropdown.

Image: Actions checkbox and edit refund amount.

This will change the Type and Amount received amount in the below table. Repeat this process until all refunds are showing the correct amount, as desired by Committee. Once above is complete, navigate to the draws sub-menu. In this screen, confirm the following: All events have been finalised (showing View results and Edit calculations buttons). If any events are not finalised, review section Finalising Events. The prize money summary button is displayed, click into and review the prizemoney summary.

Image: Draws Submenu Prizemoney

If all of the above are correct, follow the path stated at the start of this chapter.

9.3 GENERATING PRIZEMONEY REPORT

Once all competitors in the outgoing money section have been reviewed and are displaying the accurate refund amount and all events in the draw have been finalised, the committee should first review the Prize Money Summary available in the draws sub-menu.

Image: Prizemoney Summary in draws

From the outgoing money, select the Generate prize money reports button.

Image: Generate prize money reports in Reports

Once clicked, the system will provide a warning box. Click Create Draft Reports.

Image: Warning Box

Once clicked, the system will provide a message stating ‘Reports have started to be generated, please wait for a while.

Image: Generating Reports in progress

Image: In progress meeting

Section 9 - Processing Refunds/Prizemoney Payouts

9.3 GENERATING PRIZEMONEY REPORT

After some time, the system will notify when generating is complete with a pop-up window.

Image: Report Generation Completed

Section 9 - Processing Refunds/Prizemoney Payouts

9.4 GENERATING/DOWNLOADING ABA FILE

To generate an ABA file, go to the reports tab, select the name and year of required draft, select outgoing money and unpaid buttons, then scroll right to the bottom to select the show 150 entries option this will show all pending refunds and prizemoney that require action.

It is a critical requirement all recipients are on the same page, ensure 150 entries is selected.

With APCA number:

Select all.

Enter APCA number in the field provided.

Download ABA.

Image: APCA field

Without APCA Number:

Select all.

Download ABA.

The process for uploading the ABA in your online banking profile with differ between banks, for this reason, it is advised the committee obtain instructions for the process for their specific bank. This can be done by searching words to the effect of ‘ABA FAQ (bank name)’ in your preferred internet browser.

9.5 MARKING COMPETITORS AS PAID

Once the bank transfer has been accepted and/or processed successfully, the competitors need to be marked as paid.

In Campdraft One, follow the path Reports sub-menu.

Select Year & Draft in dropdowns.

Outgoing Money tab.

Unpaid tab.

Scroll to the bottom of the page and select, show 150 entries.

Scroll back to the top of the page and tick the Select all check box.

Choose DD in the Payment Type dropdown.

Click Apply button (to the immediate right of that dropdown).

Choose Paid in the Payment Status dropdown.

Click Apply Button (to the immediate right of that dropdown).

Image: Marking pay outs as paid.

Once the above path is completed, refresh and navigate to the Paid tab. From here, the Date Sent column will have the days date, indicating that the corresponding invoice has been sent to the competitor, notifying them of the breakdown of the refund/prizemoney that will be transferred.

9.6 TROUBLESHOOTING IF BANK REJECTS FILE

In the event the bank rejects the file when attempting to upload, the bank will accompany this message with an error code or reasoning, it is requested the committee take a screenshot of the message and send it through to ACA to aca@campdraft.com.au along with a copy of the ABA file. This allows us to reference the error line and assists greatly in the troubleshooting process. The common faults are listed below below:

Incorrect Account Name:

The account name the competitor has entered in their Campdraft One profile is incorrect or is formatted incorrectly. The error will usually indicate which line the error occurred on.

Incorrect Value:

Indicates the value attempting is equal to $0.00.

Incorrect APCA Number:

Indicates the requirement for the Committees APCA number to be included.

Section 9 - Processing Refunds/Prizemoney Payouts

10.0 MISCELLANEOUS FUNCTIONS

This section will cover miscellaneous functions that are commonly used. These may be necessary at any point in the draft.

Section 10 - Miscellaneous Functions

10.1 IMPORTING DRAW FROM CAMPDRAFT ONE INTO EXCEL

To download the draw, follow the below steps: Visit the Draws section. Select applicable draw. Click PDF icon (Righthand side of title).

From the PDF we viewer, download the file. To get a list of competitors: Open Excel. Select Data tab. Get data > from file > from PDF.

Section 10 - Miscellaneous Functions

10.1 IMPORTING DRAW FROM CAMPDRAFT ONE INTO EXCEL

Select downloaded draw (wherever it was saved) and click Import. Select table option containing all pages and click Transform Data.

Image: Import PDF to CSV import data window

In new window that comes up, click Close & Load.

Image: Import PDF to CSV Transform Data window

Section 10 - Miscellaneous Functions

10.2 COMBINED EVENTS

Follow these steps to create a new event in the Nomination Dashboard:

Click on the red eye icon in the actions columns.

Select Add New Event.

Tick the combined events check box and enter the primary event in event name one (1) and the cost for the first event.

Add the in conjunction event as event name two (2) and the cost for the in conjunction event.

Fill in the remainder of necessary fields.

Click the Create button.

Image: Combined event screen

Section 10 - Miscellaneous Functions

10.2 COMBINED EVENTS CONTINUED

When you crate a combined event competitors will be offered three (3) options when nominating:

Maiden (full cost).

Novice (full cost).

Combined (discounted).

If a competitor nominates for event one, then nominates for event two (2) they will not receive the discount. They must select the combined event to receive the discount (if applicable).

When a competitor has selected the combined event, any changes to these nominations will effect both events (e.g. scratching event one (1) run/s will result in the event two (2) run/s also being scratched.)

Combined events will appear as two draws in the draws dashboard the first round will be identical in both and will update automatically.

Enter event one (1) minimum score in the event one (1) event to go to the event one (1) final. The event two (2) draw is where you will enter the minimum score to go to the event two (2) final.

Section 10 - Miscellaneous Functions

10.3 MAIDEN 4 MAIDEN

There are multiple ways to run a Maiden 4 Maiden in Campdraft One. Please contact the ACA Office to discuss what method will suit your draft best.

Section 10 - Miscellaneous Functions

10.4 EXPORTING COMPETITORS LIST (LOGISTICAL ESTIMATES)

Exporting a competitor list can assist in finding total number of competitors (primary and sub account holders) for catering, parking, auditing or other purposes. To export a competitor list, follow the steps below:

Navigate to the competitor submenu.

Select the relevant draft from the dropdown on the draft column of the table. Click download CSV.

After opening your CSV, delete all columns except competitor. In cell B2 type =UNIQUE (A2:A5000).

The resulting list in column B will show you the competitor list.

Competitors submenu

Section 10 - Miscellaneous Functions

Image:

Image: Competitor List Excel with formula

10.5 CATERING EXPRESSIONS OF INTEREST/ORDERS & BOOKING

STABLES

While setting up for campdraft events you may add an event for stables or catering that allows competitor to express their interest.

You must exclude the event from the event restrictions is you have any in place for your draft. Set up the event as a custom event in the Type box and must allow any horse of any age and any status to enter.

If there is a cost associated with the event, a draw will need to be generated and published. Alternatively, you may wish to use this as an EOI only, can put a zero cost associated with the event, do not generate the draw and collect money separately (Example: cash on entry).

Section 10 - Miscellaneous Functions

10.6 CHALLENGES

Campdraft One can facilitate your challenges events, whether they are ACA or otherwise affiliated. If you wish to run a challenge event through Campdraft One, please contact the ACA Office Team.

Section 10 - Miscellaneous Functions

10.7 JUDGES EXPRESSION OF INTEREST (OPTIONAL)

To locate Judges who have expressed interest (EOI):

• Visit the Judges tab and click on Manage Expressions.

• Scroll through the Pending Expressions of Interest page to see any EOI Judges for your draft.

• Take action on each EOI by selecting either Approve or Deny.

• If you approve an EOI, contact the Judge using the phone number provided on their profile.

Image: Judges tab

Section 10 - Miscellaneous Functions

10.8 LINKING OR ADDING NEW HORSES

To nominate for a competitor, it's important that they are linked to the appropriate horse/s. Otherwise, you won't be able to complete the nomination process on their behalf. See steps below to add a rider to an existing horse profile:

Visit the Horses submenu on the left side of the screen.

Search horse and select required horse.

Type the competitor's name in the rider/s box.

Click on the Update button on the top right to confirm the changes.

Image: Add the competitor’s name to the rider box and select

Follow these simple steps to add a new horse to Campdraft One:

Visit the Horses tab from the left side submenu

Click on Add Horse if the horse is not already in the database.

Fill in all required information.

Finally, click on Add Horse to complete the process.

10.9 CHANGING RESTRICTIONS (OPTIONAL)

To change restrictions, follow these steps:

Visit the Nomination Dashboard and click the pencil icon.

Edit the restrictions under draft rules.

Click Save Details.

Image: Change draft rules and click save details

All competitors who no longer meet the new restrictions will receive a notification to update their nominations. If a competitor falls outside the new restrictions, a yellow exclamation mark will appear next to their name.

The exclamation mark will disappear once a competitor has scratched the runs that fall outside the new restriction.

Image: Restriction change showing on the nominations dashboard

Image: Restriction change showing on the competitor’s edit screen

Section 10 - Miscellaneous Functions

10.10 SENDING BULK MESSAGES

Navigate to the Nomination Dashboard and click on your draft name. Click Send bulk email/text button. Write message in test box. NOTE: message is limited to 500 characters.

Image: Send button

Image: Enter in details of message

Click Send button.

10.11 EXTENDING NOMINATIONS

If you wish to extend nominations, you may do so, so long as invoices have not been sent out (meaning the draft status is Open and has not yet been changed to Finalise). The ACA Office does not need to be notified of this change. To extend nominations, follow these steps:

Go to the Nomination Dashboard and click on the pencil icon. Change the Noms Closed Date & Time to the new time. Save the changes by clicking on the Save Details button. Once the nominations are closed, go to the Nomination Dashboard and click on the Waitlist.

Image: Nomination open and closing details

Section 10 - Miscellaneous Functions

10.12 PULLING REFUNDS FROM DRAWS

To process a refund after the draws have been generated, wait until the draft is concluded, then follow these steps:

Visit the Draws submenu.

Select the relevant event.

While in the first round of the event, note everyone who has scratched from the event. Every scratched competitor will all be transferred into the refunds tab.

Click on the Refund button.

Choose refund type, whether it be retaining the stock levy or refund full amount (you can edit this later in the Outgoing Money tab in the Reports submenu).

Follow the steps in section Organising Refunds in this User Guide.

Section 10 - Miscellaneous Functions

Image: Refund in draws

COMPETITOR NAME:

HORSE NAME:

NOMINATION REQUEST FORM

COMPETITOR NAME:

HORSE NAME:

(PLEASE ENSURE YOU ARE A NOMINATED RIDER ON THIS HORSE IN YOUR CAMPDRAFT ONE DASHBOARD, AND THAT YOU RECORD THE HORSES NAME EXACTLY AS IT APPEARS IN CAMPDRAFT ONE).

EVENT YOU WOULD LIKE TO NOMINATE FOR:

(PLEASE ENSURE YOU ARE A NOMINATED RIDER ON THIS HORSE IN YOUR CAMPDRAFT ONE DASHBOARD, AND THAT YOU RECORD THE HORSES NAME EXACTLY AS IT APPEARS IN CAMPDRAFT ONE).

EVENT YOU WOULD LIKE TO NOMINATE FOR:

NAME OF RIDER:

SIGNATURE:

MOBILE NUMBER:

Please Note: These nominations must be submitted to the Secretary at least 1 hour prior to the event starting. Please pay your nomination via Campdraft One and provide proof of payment before competing. Any changes after the commencement of the event are at the Committees discretion to decline.

OFFICE USE ONLY

Secretary Name:

Date:

Time:

NAME OF RIDER:

SIGNATURE:

MOBILE NUMBER:

OFFICE USE ONLY

Secretary Name:

Date:

Time:

CHANGE OF HORSE FORM CHANGE OF HORSE FORM

COMPETITOR NAME:

Please ensure you are listed as a rider on each horse!

IN WHICH EVENT DO YOU WISH TO CHANGE?

HORSE NOMINATED ON & DRAW NUMBER:

NAME OF HORSE TO CHANGE TO:

NAME OF RIDER:

SIGNATURE:

MOBILE NUMBER:

OFFICE USE ONLY

Secretary Name:

Date:

Time:

COMPETITOR NAME:

Please ensure you are listed as a rider on each horse!

IN WHICH EVENT DO YOU WISH TO CHANGE?

HORSE NOMINATED ON & DRAW NUMBER:

NAME OF HORSE TO CHANGE TO:

NAME OF RIDER:

SIGNATURE:

MOBILE NUMBER:

OFFICE USE ONLY

Secretary Name:

Date:

Time:

CHANGE OF RIDER FORM CHANGE OF RIDER FORM

COMPETITOR NAME:

Please ensure each rider is listed on the horse!

IN WHICH EVENT DO YOU WISH TO CHANGE?

RIDER NOMINATED ON & DRAW NUMBER:

NAME OF RIDER TO CHANGE TO:

NAME OF RIDER:

SIGNATURE:

MOBILE NUMBER:

OFFICE USE ONLY

Secretary Name:

Date:

Time:

COMPETITOR NAME:

Please ensure each rider is listed on the horse!

IN WHICH EVENT DO YOU WISH TO CHANGE?

RIDER NOMINATED ON & DRAW NUMBER:

NAME OF RIDER TO CHANGE TO:

NAME OF RIDER:

SIGNATURE:

MOBILE NUMBER:

OFFICE USE ONLY

Secretary Name:

Date:

Time:

Section 11 - Additional Useful Documents