Registration, Race Distance, and Race Packet
The organizer checks payment status, distance, and start wave. Pickup staff see the approved bib number and collection status separately from the race result.
Custom Development
CRM for Marathon and Race Organizers
Race organizers need to reconcile registration, distance, and bib number even when a runner changes their entry shortly before the event. We’ll build a CRM that connects runner support, packet pickup, and volunteer coordination with your existing event services.
Where Registration and Race-Day Start Lists Diverge
- International registration requires multiple languages, different payment methods, and refund handling.
- Race packets, shirt sizes, distances, and start waves all need accurate tracking.
- Sponsor commitments, lead volunteers, and service areas are coordinated in separate files.
- Runners flood support with questions about the course, weather, rules, and bib pickup.
- Contact with participants ends after the race, so organizers have to rebuild their audience the following year.
Entries, Bib Numbers, Volunteer Shifts, and Partners
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Distance and Start Wave Changes
The organizer records the request and checks capacity and payment status. Pickup staff receive the new bib number once the change is approved.
Race Packets and Volunteers
The coordinator assigns pickup areas and shifts. The report lists uncollected packets and cases still awaiting reconciliation.
Additional Features
- Updating Instructions by Distance and Start Wave
- The editor can link a message to a distance, start time, and pickup point. When a wave changes, they check who received the previous version and send the new instructions through the agreed channel. The list shows who still needs the confirmed time.
- Approved Partner Areas and Materials
- The manager can track partner areas, setup hours, and staff responsible for receiving materials. If the venue changes, the coordinator checks availability and agrees on a revised plan with the partner. The final report records delivered placements and outstanding issues.
- Escalating Exceptions at Packet Pickup
- A volunteer can escalate a mismatch between the number on the list and the packet label. The person responsible checks the confirmed records and logs the decision before handing over the packet. The next shift can see which cases remain open.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
Changing Distance After Payment
The operator checks capacity and applies the transfer rules. Pickup staff see the updated distance and the corresponding bib number.
Preparing for the First Start Wave
The coordinator reconciles the start list with confirmed bib numbers. Pickup staff record packet collection and escalate exceptions to the person responsible.
What to Include in the First Release
We’ll start with one distance and check the export for the timing system. Registration staff track confirmations, pickup staff log packet collection, and the coordinator assigns volunteers. The pilot will cover distance transfers and bib number rechecks.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
How Do We Send Bib Numbers to the Timing System?
We’ll agree on the participant ID, exchange format, and point at which the start list is locked. Changes after that require separate approval.
Can a Registration Be Transferred to Another Distance?
The CRM can check capacity, retain the previous entry, and reissue the packet in line with the race rules.
How Do We Migrate Paid Registrations and Assigned Bib Numbers?
We’ll match registrations, distances, waves, and payments by participant ID. The operator will review a sample of distance changes, refunds, and collected packets. Ambiguous bib matches go to manual review before the start list is locked.
How Do We Estimate the First CRM Release for a Race Organizer?
We’ll use one distance with several waves to cover registration, entry changes, and packet pickup. Scope depends on payment and transfer rules and the exchange format for the timing system. We’ll separately define who can approve a bib change after the start list is prepared.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.