With the AvaiBook Sports platform you have 6 ways to assign bibs to your members. Below we show you what they are and how to manage each type of assignment:
Assign bibs via Excel Files.
Assign bibs via assignment filters.
Automatic assignment at the event level.
Automatic assignment at the individual entry fee level.
Allocation by team/group fee.
Assign bibs via Excel Files
To assign bibs via Excel go to 👉 Management / Bib Management / Assigning Bibs Importing Excel file. You will simply need to upload an Excel file to assign the bib number by following the directions given by the platform, i.e.:
All entries must be entered on the same page.
Do not add titles in the columns, enter the data directly.
In the first column you must enter the ID of the 'entry, without quotation marks and in capital letters.
In the second column you must enter the bib number. It must be an integer and positive number.
The rest of the entered columns will be ignored.
You can repeat this as many times as you need to. If the Excel contains an error, the platform will indicate the error to you and will not assign the bib number to the registrant in question.
Assigning bibs via assignment filter
Through the platform you will also be able to assign bibs using assignment filters. Go to 👉 Management/ Bib Management/ Assign Bibs with Filter.
All you have to do is choose the fields to filter the registrants based on those whose bibs you want to assign::
After that, in the assignment options, you will be able to choose from what number to what number to assign bibs, an order of assignment, and you can indicate not to assign the number to those who already have it:
Automatic assignment of bibs at the time of registration
At the Event level: the system will assign bibs according to the order of registration without taking into account the registration fee.
According to the entry fee: bibs will be assigned at the individual quota level. You can indicate that the system starts at the same number for all quotas (not recommended) or that each cuota starts at a different number (For example: the Competitive quota starts at 1 and the Non-Competitive at 1000).
Distribution by Teams: within the configuration of a group quota, you can configure that a different bib or the same bib is assigned for everyone (very useful in relay races) Go to 👉 Configuration / Entry Fee / Create New Entry Fee / Group Quota / Enable automatic bib assignment / yes ✅.
Manual bib assignment
With the platform, of course, you can also manually assign each entrant a bib number by editing the entry. This option will allow you to possibly assign the very last bibs, perhaps to entries taken on the day of envelope distribution.
Upon entering the entry you have the choice of assigning the bib number automatically (the platform assigns the first number following the last bib assigned) or manually and you can assign the number yourself (if you assign a number that is already present, the platform will notify you)
Can bibs be assigned more than once?
At AvaiBook Sports we recommend that the assignment be done all at once when the registration period closes, but if your need is to assign bib numbers little by little, yes, you can assign bibs more than once.
All of the above methods give you the option of reassigning the bib number again or assigning it only to those who have not yet been assigned 😊.
What happens by activating automatic assignment?
The most common doubts are as follows::
Automatic assignment in manual entry: the system will assign the number immediately following the last one assigned to the participant. You will also be able to manually assign the number, and if you should accidentally repeat it, the platform will notify you with this message:
What happens if I cancel a registration with an assigned bib number? no problem, the number will be freed up to be assigned to the participant who registers next, so as to avoid any "holes" in the distribution😊.
What if registration is already open?...
You can turn on automatic bib assignment at any time, but if registrations are already open, keep in mind that those who registered earlier will not be assigned a bib automatically, you will have to do it manually or with the filter assignment option.
Communicate the bib number to members
You will be able to notify your participants of their assigned bib number via email. Go to 👉 Management / Communication Create / and use the # bib# tag to enter each registrant's number in the communication 📧.
Delete or cancel bib assignment
Simply go to the 👉 Management / Bib Management page. At the bottom of the page you have a button that will allow you to Cancel Bib Assignment.