Entries by email and the Inbox
Your club's entries address, what a coach sends to it, and the Inbox where every form lands before it reaches a race.
On this page
What it's for
Every club has an entries address, {club}@entries.racebureau.com. A coach emails the FIS entry form to it (or your own inbox forwards a copy); Race Bureau reads the PDF, works out which event it is for, and shows it in the Inbox with the athletes parsed. From there the athletes go onto the event — by themselves when the match is clean and Auto-enter is on, otherwise when you press Import.
Nothing is entered that the address did not receive: a form sent to any other address belongs to nobody and appears in no Inbox.
Before you start
- Your address, from Settings › Entries › Entries by email (Copy address). It is built from your club's web name; until you set one under Entry links it uses the club's system name.
- The address handed to coaches and set as the Entries Email in FIS Calendar Manager, or a forward-a-copy rule in the inbox where entries already arrive.
Steps
- Press Inbox at the foot of the side menu (Inbox — entry forms sent to your club). The screen is headed INBOX · YOUR CLUB'S ENTRIES MAIL with the folders down the side.
Entries · Imported forms · Unmatched forms · Conversation · Double-ups · Archived · Trash - Set Entry handling: ⚡ Auto-enter — clean, unambiguous matches enter automatically; anything unclear waits here — or Manual — every form waits here for you to import.
- Open Entries. Each card is one entry form: the email's subject, the 📎 attachment, the number of athletes, and ★ the event it was matched to. Click the card to open it.
- Check the event in Choose an event… (the predicted match is preselected with ★), tick the athletes, and press ✓ Import N selected. The card moves to Imported forms and says where the athletes went.
- 📄 View entry form shows the PDF. 🗂 Archive files a card (undo from Archived); 🗑 Delete moves it to Trash, restorable.
- A form that could not be placed sits under Unmatched forms with the reason (No confident match is usually a date the parser missed). Open ▸ Re-run the entry pipeline › ⟳ Re-parse entry forms after the event exists, or pick the event yourself and import.
- Conversation holds emails that are not entry forms; 📋 Treat as entry sends one through parsing anyway. Double-ups holds the same form forwarded twice.
How a form is handled
- One row per attachment: an email carrying four forms makes four cards, each matched on its own.
- A clean match (one event, every athlete resolved) is entered straight away only when ⚡ Auto-enter is on; everything else waits in Entries for you.
- An athlete a coach added in Race Relay turns from CHECK to green when their form arrives, because the form is now on file.
- Refresh reads the inbox again; the intake monitor also checks by itself (daily while entries are open, hourly on the last day — Settings › Entries › Entries by email).
What success looks like
Entries reads Nothing to import, Imported forms lists every form with its athlete count and event, and the athletes are on Manage Competitors with source Entry form.
If something goes wrong
- A coach's form never arrived: check the address they used against Copy address in Settings. A form sent anywhere else is not delivered to any club.
- The card is under Unmatched forms: create the event first, then re-parse, or pick the event by hand.
- The same athletes were imported twice: the Inbox skips athletes already entered and says All selected are already entered — nothing to add; a true double sits under Double-ups.
Related
- Previous: Entries
- Next: Public entry forms
- How it fits: Who is racing — the roll call from entry to draw
- In Settings: Entries by email
- Upload entry form