Rogaining Event Entries – Setting Up an Event


Step 1: Obtain a login to the Cognito Forms system and log in

To obtain a login to the system please send a request to support@qldrogaine.asn.au


Step 2: Copy an existing form or the ‘Event Entry Template (with team changes)’


Step 3: Choose the correct folder for the new form (your state/territory association)


Step 4: Change the event details in the ‘Event Setup’ area. The default template is set up to allow two course durations (e.g. 6 hour / 12 hour). Change the data in each field by clicking on the box and changing the ‘Default Value’.


Step 5: Provide names for each of the course options in the ‘Event’ field


Step 6: Adjust payment and email destinations

This step is only needed if you are copying a generic template and not one of your existing forms.
Choose the ‘Payment’ area down the bottom of the form. Then click the ‘Account’ field on the left. Choose one of the existing accounts, or to set up a new destination account for payments, choose ‘Add Account’. Stripe is the most cost-effective option, and it is very easy to set up a new Stripe account if your association does not already have one. Received funds clear automatically into your account each day, and refunds (full or partial) can be managed in your Stripe account.
If you are setting up a form from a template you will also want to change the destination of the notification emails that are sent when new entries are received and when changes to teams are made. You can do this by clicking on the ‘Submit’ area and clicking on ‘Notification Emails’. Replace support@qldrogaine.asn.au with your preferred email address.


Step 7: Save the form and obtain the form ID number by clicking on the ‘Publish’ tab


Step 8: Your entry form is ready!

Put these links on your event page, where XX is your form ID number and the ‘backurl’ parameter is your event page URL:

New team entry link:
https://qldrogaine.asn.au/rogaine-entry/?param1=XX&backurl=my.event.page.url

Link for existing teams to make changes to their entry: 
https://qldrogaine.asn.au/change-an-existing-entry/?param1=XX&backurl=my.event.page.url

Team list link:
https://qldrogaine.asn.au/team-list/?param1=XX&backurl=my.event.page.url

NOTE: If you want to customise a template, add custom questions or modify any other parts of the form, please get in touch with me at support@qldrogaine.asn.au to get advice on the best way to achieve your aims. The back end of the entry system requires the use of specific field names to store data correctly, so some care is required when making changes.

Step 9: Event data downloads

When you need to download your entry data prior to the event, go to this URL, replacing ‘QRA’ with your association name and ‘2019’ with the year of interest:

https://qldrogaine.asn.au/event-administration/?param1=QRA&param2=2019

A number of different formats are available. Note that you will need to supply the admin password that you set up in the form to download the ‘Entrant Details’ option (contains personal information such as dates of birth, email addresses etc)