Who this is for: coaches and team managers who run the club's regatta trips. Permission required: Create Practices to create a planner. After that, only the people listed as Planner Admin Users on the planner's Settings tab can manage it.
A regatta planner is your club's workspace for one regatta. It pulls the regatta's dates, venue and events from RegattaCentral, then lets you invite squads, collect attendance and event interest, build race lineups from the boats you have reserved, message everyone who is going and check that every athlete has a current USRowing waiver. Athletes see the result on their regatta dashboard; see Finding and attending regattas.
The regatta planner is part of the Professional plan. See pricing for what each plan includes.
Who can be a planner
- Creating a planner needs the Create Practices permission, which comes from your groups. See Roles & permissions.
- When a planner is created, the person who created it and every member who has Create Practices at that moment are added as Planner Admin Users.
- After that, access is managed per planner on the Settings tab with Add Admin User and Revoke Access. Giving someone Create Practices later does not add them to existing planners.
Create a planner
- Go to Regattas → Search and click View Info on the regatta.
- Click Create Regatta Planner. If your club already has a planner for this regatta, you are taken to it instead.
- Work through the New Regatta Planner steps:
| Step | What you set |
|---|---|
| Regatta Info | Confirms the regatta you are planning. |
| Hot-Seating | The minimum time between two races for the same athlete or boat. |
| Athlete Attendance | Maximum number of athletes allowed to attend the regatta and the Attendance Lock Time — how long before the regatta starts athletes must declare their attendance. |
| Equipment Reservations | Equipment Reservation Start and Equipment Reservation End. An equipment reservation for the regatta is created with the planner. |
To come back to a planner later, go to Regattas → My Planners.
Planner tabs
Open a planner and use the menu on the left to move between tabs.
Overview (general and to-do list)
Shows Countdown to Race day, the number of Attending Athletes and a To Do list with the three setup tasks: Set Groups, Create Lineups and Check USRowing Waivers.
Attendance
The Attendance Status card has four tabs:
| Tab | What you do there |
|---|---|
| Groups Allowed | Choose Add Group to let a group's members declare attendance. The table shows whether the group has Self Join Allowed and its Join Fee. Use Remove to take a group off. |
| Attending Athletes | Everyone going. Use Add Athlete to add any member of your organization, or Remove. |
| Not Attending Athletes | Members who said no. Mark Attending changes them. |
| Unknown Athletes | Members of allowed groups who have not answered yet. |
Planner admins can change attendance after the Attendance Lock Time and can add athletes even when Max Attendees has been reached. Athletes cannot.
Athletes in allowed groups who have not answered get an automatic reminder email once the lock time is less than 20 days away.
Events and interested athletes
The Events tab lists every event with its time (in the regatta's local time zone) and the number of Interested Athletes. Click the count to see who picked it. Interest is a request from the athlete, not an entry.
Lineups
- Under Create Race Lineup, choose Select Event, Select Boat and Select Entry (the entry letter, A, B, C and so on; letters already used in that event are not offered).
- Click Create Lineup. The new entry appears under Planned Entries.
- Click an entry to assign attending athletes to its seats, or Delete Entry to remove it.
Only boats reserved for this regatta on the Equipment tab can be chosen. Boats and athletes that would race again within the Minimum Hot-Seat Time are not offered. For the practice lineup tool, see The lineup builder.
Equipment
- Equipment Reservation Time — change Reservation Start and Reservation End, then click Save Reservation Time.
- Reserved Boats and Reserved Oars — use Add boats to the equipment reservation for this regatta and Add oars to the equipment reservation for this regatta.
The reservation is a normal equipment reservation, so the boats are blocked for other users for that window. See Reservations.
Travel
The Travel tab is not currently available in the planner menu. To plan trailer loading and trips, use RiggerPlus: see Trailers & trips (RiggerPlus).
Communications
- Under Send Message, choose Send Email or Send Text Message. Messages will send to all athletes attending the regatta.
- For email, fill in Email Subject and Email Body, then click Send Email. For text, write the Message (up to 140 characters) and send it.
Sent messages are listed on the tab and on every attendee's regatta dashboard. For general messaging, see Sending email & text.
Compliance
The Compliance Check table shows each attending athlete's USRowing status, Outstanding Documents and SafeSport Status, so you can chase anything missing before you travel. See Documents & waivers.
USRowing
Attending Athletes USRowing Waivers lists each athlete's USRowing ID, Waiver Expires, Membership Expires and SafeSport dates, with the time the data was last refreshed (USRowing information last updated on). This depends on your club's USRowing integration; see USRowing & SafeSport compliance.
Training
The Training tab is not currently available in the planner menu. Plan regatta preparation with regular practices; see Creating & managing practices.
Settings
| Setting | What it does |
|---|---|
| Minimum Hot-Seat Time | Minimum gap between races for the same athlete or boat when building lineups. |
| Max Attendees | Caps how many athletes can sign themselves up. |
| Attendance Lock Time | How long before the regatta athletes must decide. The page shows the exact time attendance will lock. |
| Info Widget | Text shown on the athletes' Announcements tab. Click Save Widget Content to publish it. |
| Planner Admin Users | Add Admin User or Revoke Access for this planner. |
The first three settings save as soon as you change them.
FAQ
I have Create Practices but cannot open a planner my club already made. Planner access is per planner. Ask one of its Planner Admin Users to add you on the Settings tab.
Can two coaches make separate planners for the same regatta? No. Each organization has one planner per regatta; Create Regatta Planner opens the existing one.
Why is a boat missing from Select Boat? It is not reserved for the regatta on the Equipment tab, or it is already racing within the Minimum Hot-Seat Time of that event.
Does the planner enter us in the regatta? No. Enter your crews on RegattaCentral as usual; the planner organizes your club's side of the trip.