Dashboard

Organizations

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Events

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Age categories

A set is a list of age bands. Each race uses one, and the runner's category is the gender plus the band — for example M 40-49 or F Junior. ChipTimer's standard sets can't be changed, but you can copy one and adjust it for your own events.

Set	Belongs to	Bands	Races

System check

A go-live checklist for this server. Secrets are never shown — only whether they're set and which mode they're in.

Checking…

Paystack payments

Asks Paystack about any payment that started but was never confirmed (for example a runner paid, then closed the browser).

Send a test email

Send one to a Gmail address as well, and check it didn't land in spam.

Results

Add an independent event

For an event that was not entered or timed on this platform (an older event, or one timed elsewhere). If its organization is not on ChipTimer yet, choose Not on ChipTimer yet… and type its name. It is created as a results-only event; next you give it its results (a Google Sheet link, a file, or a PDF) and publish them.

Every event with results

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Activity log

Download (csv)

Who did what, and when: every change made by an admin, organizer or volunteer — race numbers given out, cash and card taken at the desk, packs handed over, settings changed.

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Payments & charges

Waiting for EFT payment

Groups who chose to pay by bank transfer. When you see the money in the bank account, click Mark as paid — the entries are confirmed, race numbers are given out and the runners are emailed. If it never arrives, Cancel frees the places.

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EFT banking details

Shown to runners who choose EFT, and emailed to them with their reference. EFT is switched on per event, on that event's Finances tab.

Charges you can apply to events

The list of things ChipTimer charges an organizer for — race packs, display clock, travel, accommodation, timing fee … It stays here for good. On an event's Finances tab you pick one and enter the amount for that event; it is deducted on the organizer's statement.

Admins & timekeepers

Admins can see and manage every organization and event, edit runners, and set fees. Timekeepers can see every event and, on the events an admin gives them, link the Google timing sheet, correct participants and allocate race numbers. Only a super admin can add or remove admins; admins can add and remove timekeepers.

Name	Email	Phone	Role

Add to the ChipTimer team

Enter their email. If they already have a login they're promoted. If not, a login is created and you get a one-time password to give them — they can change it afterwards.

Organizations

Name	Owner	Contact

Events

Event title	Organization	Event Date	Status	Timekeeper

Event details

Organization

Event title

Type of event *

Event date

Status

Overall max capacity (optional)

Prices shown in Loti: runners see M. Cards are charged the same amount in rand (M1 = R1).

Entries open (optional)Leave blank to open as soon as the event is published.

Entries close (optional)Nobody can enter after this time.

Late registrations (pay at the race desk)

Let late registrants finish their registration online without paying and pay cash or card at the registration desk. Between the two days below, once online entries have closed, late registrations are taken at the desk only. The volunteer takes the money on the Registrations tab, then gives the race number.

Late registrations start

Late registrations endThe last day is the event day at the latest.

Race numbers

Start numbering at The first paid entry gets this number, the next gets one more, and so on.

Venue

Pick a venue

Handing a place to someone else

A runner who can't make it can hand their paid place to someone else, from My entries. You approve each request on the Registrations tab. The race number and the payment stay with the place; the new person's details replace the old ones. It stops once the race pack has been collected.

Races

Add a race (distance)

Name

Distance (km)

Start time (optional)

Max capacity (optional)

Age basis

Min age (optional)

Max age (optional)

Is ChipTimer Timing your Event?

Age categories

Licence requirement

Team race: fewest members

Team race: most members

Team fee (ZAR, optional)

Leave the team boxes empty for an ordinary race. In a team race the captain enters and pays for everyone at once: each member pays this race's ticket price, plus the team fee once for the team. The other members get a link to fill in their own details. (A race can't be switched between individual and team once it has entries.)

The start time can't be before the event date. Capacity is this race's own entry cap. Age basis is set per race (a running and a cycling race can differ). Age categories decide each runner's category in the timing file — manage the sets under Age categories. A licence is entered as a permanent number, or the runner is billed the temporary licence price (leave it blank if no temporary licence is offered and a number becomes compulsory).

Extras to sell (shirts, caps, anything else)

Runners pick these on the entry form and pay for them together with their entry, in one payment. The ChipTimer fee is worked out on the whole payment, extras included. Extras are not refunded or turned into credit if a runner changes race.

Item	Price	Choices (sold / stock)	Races	Sold / stock	Status

Charity

Let runners add a donation to a charity when they enter. They choose the charity and an amount (or type their own). The donation is paid with the entry in one payment, is not discounted and is never refunded or turned into credit. It is part of the online payment, so ChipTimer's transaction fee applies to it like everything else paid in that transaction. It is listed separately on the statement and in the registrations download.

Charity	Donors	Raised (paid)	Status

Custom questions

Label	Type	Asked	Races	Status

Registrations

Payout settings (admin only — the organization never sets this)

ChipTimer's transaction fee

Percentage (%)

Fixed fee (ZAR)

Fixed fee applies at/below (ZAR)

Standard fee: 6% on every transaction above the threshold; R6 flat on transactions at or below it.

Money flow

Pay by EFT for groups (admins only — for a large group, then switch it off again)

Let runners pay this event by EFT (bank transfer) when they enter several people at once. You confirm each one when the money is in the bank (Payments page).

From how many entries

Hold the places for (days)

The places are held for this many days while the payment is made. The banking details are on the Payments page.

ChipTimer's fee on cash taken at the race desk

Percentage (%)

Fixed fee (ZAR)

Fixed fee applies at/below (ZAR)

Worked out like the online fee: the percentage on anything above the amount, the fixed fee at or below it. Leave everything at 0 for no fee.

ChipTimer's fee on card payments taken at the race desk

Percentage (%)

Fixed fee (ZAR)

Fixed fee applies at/below (ZAR)

Separate from cash, because a card machine has its own costs.

Statement

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Venues

Organization A venue set up here shows up as a reusable pick when creating events for this organization.

Venues for this organization

Name	City	Link

Forgot your password?

Choose a new password

Create an organization

Dashboard

Age categories

New set

System check

Paystack payments

Send a test email

Results

Add an independent event

Every event with results

Activity log

Payments & charges

Waiting for EFT payment

EFT banking details

Charges you can apply to events

Admins & timekeepers

Add to the ChipTimer team

Organizations

New organization

Banking details — for payouts

Events

New event

Event details

Venue

Event details

Late registrations (pay at the race desk)

Race numbers

Venue

Handing a place to someone else

Races

Add a race (distance)

Extras to sell (shirts, caps, anything else)

New item

Charity

New charity

Custom questions

New question

Registrations

Edit runner

Payout settings (admin only — the organization never sets this)

ChipTimer's transaction fee

Pay by EFT for groups (admins only — for a large group, then switch it off again)

ChipTimer's fee on cash taken at the race desk

ChipTimer's fee on card payments taken at the race desk

Statement

Venues

Venues for this organization

New venue