Run race entries and the team programme

The season calendar is out. You want every meeting in one place with who is racing, each entry fee on the right driver's bill, the tyre sets accounted for, and your Friday test days filled without a WhatsApp thread. Drivers want to see their entry and book their test days from their phone.

Managers set all of this up on the web portal. Drivers answer and commit in the app (see Join a team and book your sessions).

Before you start

• Manager: a team on AVB RaceLabs with an active team plan, and access to the web portal.
• Your drivers on the roster.
• The season's dates and entry fees.

Add the season's meetings

1. On the web portal, open Team > Racing, Calendar tab.
2. Under Add a meeting, fill in Meeting name, Championship, Circuit, First day and Last day.
3. Set the Entry fee per driver. Left blank, confirming an entry charges nothing.
4. Click Add meeting.

To change a meeting, click Edit. Cancel meeting voids every entry that is not yet confirmed and charges nobody; a confirmed entry keeps the fee it already raised.

Enter your drivers

1. Open the Entries tab and choose the Meeting.
2. Under Add an entry, choose the Driver and fill in Class, Kart, Race number and Transponder. Use Fee for this driver to charge one driver a different fee.
3. Click Add entry. The entry reads Entered and nothing is charged yet.
4. When the entry is settled, click Confirm — charges £X on its row and confirm. The fee goes on the driver's account in Money.

The Entries board shows everyone entered for that meeting by where their entry stands: Entered, Confirmed, no reply, Coming, Not coming and Withdrawn. Drivers answer I'm racing or Can't make it in the app, so the board shows who you still need to chase. Click a card to jump to that entry's row.

Withdraw takes a driver out. Before confirmation it costs them nothing; after it, you can tick Also void the entry fee.

Tyres, running order and comparison

• Tyre pool: use Add a set to the pool with its Set reference, Name and Meetings allowed. Issue a set to a driver for a meeting and Take back it afterwards; the pool counts meetings used and flags a set past its allowance.
• Running order: build the sessions with each driver, kart and mechanic. A kart put in two sessions that start together is refused.
• Comparison: the whole entry list side by side: entries, karts, tyres and mechanics. Lap times stay with each driver.

Publish practice and test days

1. Open Team > Programme, Programme builder tab, and use Create a session.
2. Choose the Kind (Practice, Test, Race or Coaching), the Date, Start time and End time, and a Title.
3. In Circuit, start typing and choose the track from the suggestions. Its layout and country show beneath, and drivers see the layout in the app. A circuit that isn't on the list is saved as typed, without a layout.
4. Set the Capacity (0 means no limit), the Cost, or tick Cost to be confirmed (TBC), and choose Charge the fee on: attendance or confirmation.
5. Add a Commitment deadline if you want one. Type the full four-digit year, and keep it before the session starts: the portal refuses anything else.
6. Set a Cancellation policy if late drop-outs should pay: free until a number of days before, then a percentage or a flat fee.
7. Tick Publish straight away, or leave it as a draft that only you can see, and click Create the session.

To lay out a whole month at once, use Lay out a month: pick the weekdays and the range, untick any clashing dates, and create them together.

Approve places and mark attendance

Open a session from the Session board.

• Under Commitments, approve or decline each driver who has committed. A full session puts later drivers on the waitlist.
• Under Cancellation requests, click Approve to let a driver out (any fee applies), or Approve and waive the fee with a reason.
• After the day, mark each driver Attended or No-show under Attendance. A session charged on attendance raises its fees now; a no-show pays the full fee.

Mechanics tab: Allocate a mechanic puts a named mechanic with a driver for a date or session, charged as included, a fixed amount or by the hour. Mark delivered raises the charge.

Reading the result

Entry fees, session fees, cancellation fees and mechanic charges all land on Team > Money, Charges tab, ready for the next invoice. On Team > Overview, the Next event module shows the coming meeting with how many are confirmed, coming or have not replied.