Event Quick Reference

Last Modified: 28/09/2022

Event Management Quick Reference

The Audax Ride Management software includes support for the management of Audax Events.
The following are Event processes that can be referred to operate the Ride Management software.

Get Access Permissions

  1. For the Audax Australia website, Ride Organiser access permissions are needed
  2. For RideWithGPS, Route Manager access permissions are needed.

To request access permissions:

To join RideWithGPS:

Ride Rules

Event Status (Life-Cycle)

The life-cycle of an event is:

StatusResponsibilityDescription
1. ProposeRide OrganiserAdd new or duplicate existing event
2. ScheduleCalendar CoordinatorVerify the Event Date
3. OpenRide OrganiserOpen the event to allow registrations
RegistrationsMembersRegister for and ride the event
4. ValidateRide OrganiserVerify the status of each rider, as well as enter expenses and volunteers
5. HomologateBrevet SecretaryHomologate completed rides, as well as approve vouchers, dispatch medals and brevet cards
6. ClosedAllow review of event and email to riders

All Event Management activities are accessible from: https://audax.org.au/organisers/manage-events/

They include:

  1. Edit Event
  2. Manage Event Rides
  3. Manage Event Registrations
  4. Duplicate Event
  5. Add New Event

Responsibility: Ride Organiser

Propose an Event
(propose a new event)
Manage Events > Add Event
Propose an Event
(propose to re-run a previous event)
Manage Events > selected event then Duplicate Event
Manage Event Rides
(add, modify and delete event rides)
Manage Events > selected event then Manage Event Rides

Responsibility: Calendar Coordinator

PrerequisitesThe Event Status = Proposed
Schedule an Event
(the event will be added to the calendar)
1. Manage Events > selected event then Edit Event
2. Click the Schedule Event button
3. Verify the Event Date
4. Click Save

Responsibility: Ride Organiser

PrerequisitesThe Event Status = Scheduled
Open an Event
(the event will be open to registrations)
1. Verify event rides:
Manage Events > selected event then Manage Event Rides
– Verify/update all event ride attributes

2. Verify then open event:
Manage Events > selected event then click Edit Event
– Click the Open Event button
– Verify/update all event attributes
– Click Save

Responsibility: Ride Organiser

A set of required and optional tasks to be completed after registration and before the event has run.

PrerequisitesThe Event Status = Open or Validate
Edit Event Registrations1. Manage Events > selected event then Manage Event Registration
2. Select event registration then Edit Registration
3. Modify the registration: Status, Ride, Medal and/or Return Brevet Card
4. Click Submit
Cancel Event Registrations1. Manage Events > selected event then Manage Event Registration
2. Select event registration then click Edit Registration
3. Modify the Registration Status: to Cancel
4. Click Submit
Print Brevet Cards1. Manage Events > selected event then Manage Event Registration
2. Select Print Brevet Cards
3. Click Print
Email to Riders
(send an email to the riders before or after the event)
1. Manage Events > selected event then Manage Event Registration
2. Select Email to Riders
3. Edit the Mail Body (a template of suggested content is provided)
4. Click Send

Responsibility: Ride Organiser

A set of tasks to be completed after the event has run.

Prerequisites– All brevet cards need to be collected
– The Event Status = Open
1. Start Validation1. Manage Events > selected event then Edit Event
2. Click the Start Validation button
3. Complete the Event Summary dialog
4. Click Start Validation
2. Validate Rides1. Manage Events > selected event then Edit Event
2. For each registration:
– Click the Validate this ride button
– Complete the Validate Ride dialog
– Click Submit
3. Add Event Expenses1. Manage Events > selected event then Edit Event
2. Click the Event Expenses tab
3. Add all event expenses
4. Add Volunteers1. Manage Events > selected event then Edit Event
2. Click the Volunteers and Vouchers tab
3. Add a voucher for all volunteers
5. End Validation1. Manage Events > selected event then Edit Event
2. Click the Complete Validation button
3. Complete the Event Validation Summary dialog
4. Click Submit
Post Validation Tasks1. Post the brevet cards to the Brevet Secretary
2. Scan and email all expense receipts to the Regional Treasurer

Responsibility: Brevet Secretary

A set of tasks to be completed after the event has been validated.

Prerequisites– All brevet cards need to be collected
– The Event Status = Homologate
1. Homologate Rides1. Manage Events > selected event then Edit Event
2. Select a ride in the Process dropdown:
3. Follow the steps in the Homologate dialog
4. Repeat selection for each ride until all registrations are processed
2. Approve Vouchers1. Manage Events > selected event then Edit Event
2. Click the Volunteers and Vouchers tab
3. Approve or delete all vouchers
3. Print Labels1. Manage Events > selected event then Edit Event
2. Click the Print Labels tab
3. Click Print Preview to review the labels
4. Click Print to print the labels to a .pdf file
5. Print the .pdf file on address label sheets
4. Dispatch Cards and Medals1. Attach homologation labels to brevet cards
2. Collate medals
3. Post brevet cards and medals to recipients
5. Close Event1. Manage Events > selected event then Edit Event
2. Click the Close Event button
3. Click Submit

This document and these processes are managed by Ride Services

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