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Event access & chat

Which races each invited TD and timer sees, which approved coaches see this event, the event's Race Relay group, and how the event is archived.

OrganiserTimerUpdated 27 October 2026Open in the app ↗
On this page
  1. What it's for
  2. Before you start
  3. Steps
  4. What success looks like
  5. If something goes wrong
  6. Related

What it's for

Event access & chat is one screen with four boxes:

  • PEOPLE INVITED TO THIS EVENT — every TD and timer you invited, with a tick per race. An invitation covers every race of the event; untick a race to hide it from that person everywhere (desk, lists, documents, live). Access starts when they accept and ends when the event is archived; a TD can still read the archived event.
  • COACHES YOU APPROVED — a coach you approved once sees all your events. Untick this event to keep it off their list; they then cannot claim athletes in it.
  • RACE RELAY EVENT GROUP — the event's own chat, like a WhatsApp group. Invited timers are its admins. When the event is archived the group closes and everyone leaves it, but they stay on your club list.
  • ARCHIVING — whether this event is archived by hand or automatically, and the club's default for every event.

Before you start

Steps

  1. Open Set up › Event access & chat.
    People, coaches, the event group and archiving
    Event access & chat
  2. Under PEOPLE INVITED TO THIS EVENT, untick any race a person should not see and press Save races. Re-send invitation sends a pending invitation again; Withdraw cancels it; Remove from this event takes an accepted person off the event.
  3. Under COACHES YOU APPROVED, untick this event for any coach who should not see it.
  4. Under RACE RELAY EVENT GROUP, copy the Invite link to bring people in. If the group does not exist yet, press Set up the event group.
  5. Under ARCHIVING, choose Follow the club, Manual or Automatic for this event and press Save for this event. Under Club default for all events, choose Manual or Automatic with the number of days after the event, and press Save club default.

What success looks like

Each invited person lists the races they may see, the event group shows its member count, and the ARCHIVING line reads how this event will be archived.

If something goes wrong

  • Nobody invited yet — use Invite Timer / Invite TD: the invitations live on the Officials cards of the Set up side menu.
  • An invited person cannot see a race: their tick for that race is off here. Tick it and press Save races.
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Event access & chat · Race Bureau Help