EnterNOW Online Registrations
- Mail Chimp Integration
- Receiving Payments
- Entry Form Structure
- Transferring Invoices to Xero
- Vouchers
- Payment Gateways
- Reconciling Direct Credit Payments
- New Page
Mail Chimp Integration
Mailchimp is an email newsletter sending application.
You can link your entry form to mailchimp, so that when every entry comes in, the entrants email address is automatically added to your mail list.
In EnterNOW, edit your entry form, then go to the Other tab
You need to enter 2 pieces of information from mail chimp.
An API Key, and an Entrants List ID
In Mail Chimp, go to your Account menu, and to the Extras tab.
You can create an API Key here, copy and paste that API Key into EnterNOW
Next go to the Audience menu item, and select the audience list you want to subscribe to.
Scroll to the bottom of the page, and you will see a Unique ID
Copy and Paste that Unique ID into the Mailchimp Entrants List field in EnterNOW
Receiving Payments
Go to the Entries tab, then Search for the entry by name or E number.
Select the entry from the list and click on Edit next to their name
On the right-hand-side of the entry view you can Receive Payment
Check your bank statement and receipt the money against the correct entry.
Receiving money is just a matter of filling in the reference information, and verifying the amount paid.
Then press the Receive Money button. This will email them an entry confirmation notice, and a receipt for their payment. Continue doing this until you have no more pending entries.
Once you have finished you can return to the home page and the summary information for your race will have been updated with the correct number of entries, etc.
Entry Form Structure
Entries are split into 3 levels
Categories > Events > Divisions
| Categories | Categories are just ways in which you can split up the events to make entry easier |
| Events | Events are where you set the entry fees, entry limits etc |
| Divisions |
Divisions are primarily gender/age divisions.
You can specify if the user needs to select the division, or if the division is auto-selected based on the age entered. |
An Example for Waka Ama
- W6 (Category)
- 20km Men (Event)
- J16 (Divisions)
- J19
- O23
- Open
- Master
- Snr Master
- Gld Master
- 20km Men (Event)
- W1 (Category)
- 10km Men (Event)
- J16 (Divisions)
- J19
- O23
- Open
- Master
- Snr Master
- Gld Master
Another Example for Waka Ama V1 only event
There is only 1 category, so category screen is not shown
- V1 (Category)
- 3km V1 Rudderless Tamariki Race (Event)
- Boys (8-10) (Divisions)
- Girls (8-10)
- Boys (11-12)
- Girls (11-12)
- 3km V1 Rudderless Tamariki Race (Event)
- 12km V1 Rudderless (Event)
- Junior Men (U/19) (Divisions)
- Junior Women (U/19)
- Open Women
- Master Women (40+)
- Snr Master Women (50+)
- Gld Master Women (60+)
- Junior Men (U/19) (Divisions)
An Example for Multi-sport Event
- Individual (Category)
- 5km (Event)
- Girls (13-44yrs) (Division)
- Girls Should Know Better (45+ yrs)
- Guys (13-44yrs)
- Guys Should Know Better (45+ yrs)
- 10km (Event)
- Girls (13-44yrs) (Division)
- Girls Should Know Better (45+ yrs)
- Guys (13-44yrs)
- Guys Should Know Better (45+ yrs)
- 5km (Event)
- Team (Category) (Category)
- 5km (Event) (Event)
- Guys (Division)
- Girls
- Mixed
- 5km (Event) (Event)
An Example for Fun Run Individuals only, fun-run so all divisions are open
- Adults (16yrs+) - Fun Run/Walk (Category)
- 10km(Event)
- Open (16-100yrs) (Division)
- 5.5km(Event)
- Open (16-100yrs) (Division)
- 2.5km(Event)
- Open (16-100yrs) (Division)
- 10km(Event)
An Example for Road Race / Cycling Individuals only split into their age-divisions
- Kauri Half Marathon - 21km Run / Walk (Category)
- 10km(Event)
- Open (16-100yrs) (Division)
- 5.5km(Event)
- Open (16-100yrs) (Division)
- 2.5km(Event)
- Open (16-100yrs) (Division)
- 10km(Event)
Transferring Invoices to Xero
Open you entry form, and take Entries > Send to Xero from the menu
This screen will show all the entries that haven't been transferred yet.
First up you click on [Connect to Xero]
This step will take you to the Xero website, where you need to login, and will give EnterNOW 30mins access to transfer invoices to Xero
Once you have connected, you will be back on the Send to Xero screen.
At the top you can select the Account Code you want to use, and the due date.
If this is your first time, we suggest just ticking 1 invoice to transfer, otherwise, you can tick the box at the top and it will select the whole lot.
When you are ready click on the [Send to Xero] button, and you will see it start sending the invoices to xero. You need to leave this screen open until it has finished sending.
Once it has finished, you can go into Xero and you will find your invoices under
Accounts > Sales > Draft Invoices
You will need to check each invoice and approve it
Vouchers
There are 5 different types of vouchers.
1st Earlybird Rate
When the voucher code is redeemed by the entrant, they will get the 1st Earlybird Rate, regardless of the date the entry is made
2nd Earlybird Rate
When the voucher code is redeemed by the entrant, they will get the 2nd Earlybird Rate, regardless of the date the entry is made.
Free Entry
When the voucher code is redeemed by the entrant, they will get their whole entry for free
This is good for VIP's, Sponsors or Radio giveaways. You can create a single use voucher code, for a free entry.
Discount by Amount
When the voucher code is redeemed by the entrant will get a dollar discount against their entry fee
Eg $10 off any merchandise purchased before 1 June when you use this code MERCH
Discount by Percent
When the voucher code is redeemed by the entrant will get a percentage discount against their entry fee.
The discount is applied at the time the entry is created, so if they are doing an earlybird entry, the percentage discount will be based on the earlybird price, not the standard price.
Eg voucher code STAFF = 10% discount off entry only.
Other options that can be applied to vouchers are
Usage Limit
If this is set to 1, then it becomes a single use voucher, which could be used for giveaways.
You could also do promos, like the first 50 people to use the code FIRST get a $10 discount.
Once the limit is reached, the voucher code will no longer be able to be redeemed.
Expiry Date
The expiry date is when a voucher stops working.
Eg If the expiry date was set to the 1st June, then from Midnight on the 31st May, the voucher code can no longer be redeemed.
Applies to Entries / Applies to Merchandise
You can control how people can use the vouchers, for example you may want to give away a free entry, but not include any free merchandise.
Or you may offer a promotion for merchandise only like, 10% of any merchandise purchased, if you use the code 10PCT
Internal Notes
This is a free text field available for you to make notes about your promo, eg maybe they are for a certain sponsor, etc. Only you can see this field.
Payment Gateways
| Type | Description | Set up Time | Charges |
| Direct Credit | This requires your bank account information, people deposit money in your account and you need to manually receipt & reconcile. | None | Nil |
| Paypal | Paypal accepts payments from people with paypal accounts, and can also be used for Visa/Mastercard payments https://www.paypal.com |
15 mins | Free setup 3.4% + $0.45 NZD per payment |
| Paystation | Paystation is a payment gateway, they handle the creditcard processing online, but you still need to have a merchant account with a bank to use it. http://www.paystation.co.nz/ |
2 weeks | Monthly fee includes a set number of transactions + bank charges |
| DPS / Paymentexpress | DPS is a payment gateway, they handle the creditcard processing online, but you still need to have a merchant account with a bank to use it. https://www.paymentexpress.co.nz/ |
2 weeks | Monthly fee includes a set number of transactions + bank charges |
| Braintree Payments | Braintree is a payment gateway and merchant account combined. They offer slightly cheaper rates then paypal, and money is deposited directly into your account, rather than an intermediary paypal account. Accepts paypal payments too. https://www.braintreepayments.com |
10 days | 2.9% + $0.45 NZD per payment |
| SwipeHQ | SwipeHQ is a payment gateway and merchant account combined. https://www.swipehq.co.nz/ |
10 days | $99+GST Set up Fee, 2.75% NZD per payment |
| Stripe | Stripe is a payment gateway and merchant account combined. https://stripe.com/nz |
2.9% + $0.30 NZD per payment |
Please note prices are from 3rd party providers may change without prior notice, prices are stated in NZD and were last updated on 19th July 2017
Reconciling Direct Credit Payments
When you receive a payment in your bank account, you need to mark that entry as reconciled on the EnterNOW.
Once full payment has been received, an entry confirmation and receipt will be emailed to the registrant.
Go to the Todo List tab from the menu
Select one of the entries you have received a payment for and click on Edit
In the edit screen click on Receive Money
In the receive money screen, set the date to match your bank statement, and check the amount matches what you have received. If the amount is different, change it to match your bank statement. They may have over or under paid.
When you click on the [Receive Money] button the system will send out an entry confirmation & receipt if the full amount has been paid, otherwise it will send an invoice requesting payment of the balance.
New Page
Entries can be in different states depending on what stage of the process they are at.
INCOMPLETE
This indicates that the end user has started adding an entry, but has not reached the payment screen.
UNPAID
Entry has been complete but full payment has not been received yet. This could be beacuse they are paying by direct credit, or someone has added to the entry after it was paid
PENDING
Some payment methods like paypal don't clear instantly, those entries may remain pending for a few hours. Payment methods like DirectCredit are not instant either, it might take a few days for payments to clear. If a payment remains unpaid for more then 4 days then it will be converted to unpaid
PAID
Full payment has been received.
DELETED
Entry has been deleted, prior to any payment being received
WITHDRAWN
Entry deleted after payment has been received, this means there may be a credit that needs to be refunded