TES - Topyacht Entry System

TES  is an Internet based system that allows sailors to enter for sailing events/series/races. It also provides an administration interface that allows the club to administer the event, manage entry fees, send out notifications to sailors etc.

Current Examples..

Keel Boat Events/Clubs

OTB Events

TES is suitable for..

• One off events, eg State or National Titles.
• Regattas which contain a number of different Series eg “Sail Port Stephens”
• Club Events - to accept Series entrants
• Club Events - to accept Casual / Race entrants.
• Offshore Racing – where a significant level of crew details can be captured for safety and entry requirements.

 The entry system can collect little or a lot of data which ever is necessary for your event. Currently there are over 100 areas that can be user defined for an Event/Series.

TES works on an “Event” basis.

• The Event defines the host club, the methods of payments accepted, contact details etc.
• Within the Event there are “Series” . Eg. “Cadet Nationals” is an Event which has a single Series of the same name.
• “Our Club Summer Racing” is an Event. It may include the Series, “Saturday Championships”, “Wednesday Wonders”, “Sunday Ladies Cup”  etc.
• A boat can be entered for one or more Series as a Series Entrant; or…
• Series can in turn have races. These can then be entered on a “Casual / per Race” entry basis
• Series can also be “blocked” together so a single entry fee & entry covers several Series.

Fee options for an event 

• nil – i.e. no charge
• exempt – no fees apply
• cash i.e. at registration
• cheque via post
• credit card via secure Internet payment gateway
• club account
• direct debit
• credit card with 2% surcharge to cover bank charges

 A growing number of clubs/events are opting to only offer the Credit Card options as these are fully automated. This can save many hours of manually matching payments to entrants and/or transferring data to a club account!

TES can collect entry Fees 

• Per Series
• Per BULK/BLOCK entry e.g. a discounted entry for 3 Series in the “Our Club Summer Racing” event.
• Per Race.

A "cart" system is also available

TES can also collect sizes/fees for Event T-Shits; the numbers for a welcoming function and payment etc. It has a very flexible “shopping Cart” arrangement.

A Series can be set up for

• A Single HC
• Multi HC – users nominate one or more HCs– fees can be based on entry OR per HC type
• One Design i.e. for elapsed time results
• Mixed Class e.g.  for OTB events

TES provides various HC types

Some HC types are fixed to the Boat e.g. IRC, other types belong to the boat for a particular series e.g. Pursuit HC. So a boat can have several different Pursuit HCs, one for each series. These PurHCs are totally independent.

#1 Updated automatically in TES each night.

Race / Casual Entries

TES uses the concept of “next race”. So a sailor can only ever enter into the next race for any Series. Once that race is run then the following race becomes the “next race” and is available for entry.

Note: Races are set up by the club admin in the TES admin screen.

Admin Reports

TES provides a number of standard reports on screen and/or in Excel format.

TES also has provision for a number of customised reports for each Series and for the overall Event. These are set to reflect the additional data you need for your event.

Some PDF reports are also availabe.

TES interaction with TopYacht (results software)

TES allows you to collect entry data and import the entrants directly into TopYacht (results software). This can be done for a Series or on a race by race basis.

TopYacht can also send HCs to TES after each race.

Email Messages

TES allows you to send emails to individual entrants or to all entrants in a particular series. This can be done at any time.

SMS messages

TES also allows you to send SMS messages to the mobile phones of individual entrants or to all entrants in a Series. You can also send SMS messages to all entrants in an Event which has multiple Series.

The fees for TES  

See separate page.

For more information..

Contact Topyacht - See the "about" page.