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Creating an event from Eventor ​

Audience: Event organisers whose federation uses Eventor for entries.

How to create a new event by importing it directly from Eventor — classes, competitors, clubs, and start times in one step; just import course files.

When to use this ​

Use New event → Import from Eventor… when:

  • Your federation publishes the event on Eventor and accepts entries there.
  • You've connected Eventor in Settings → Eventor.
  • You want classes, competitors, clubs, and (if available) start times pulled in automatically.

If your event isn't on Eventor — or you only have IOF XML files — use Create manually instead and import data afterwards from files.

Prerequisites ​

Import from Eventor… appears as soon as Enable Eventor is switched on in Settings → Eventor. For it to do anything, configure the connection there once:

  • Host name — the URL of your Eventor instance (e.g. https://eventor.orienteering.org.au).
  • API key — your Eventor API credentials.
  • Organisation ID — your club or federation's number in Eventor. It decides which events are listed for you to import.
  • Event history — Future only to begin with. Eventor events that have already run are listed only if you reach back here (the past week, month or six months); each extra month makes the list slower to load, so reach back only when you need an event that has already run.

If the connection is switched on but incomplete, Manager tells you when you choose Import from Eventor… and points you to Settings.

Creating the event ​

  1. On the Events page, click New event and choose Import from Eventor….

  2. Manager fetches the list of upcoming events for your organisation from Eventor — this can take a moment, and it keeps looking for new ones in the background once the list is shown. Use Search events to narrow it down by name, or the Organisation filter to show one organiser's events.

  3. Select the event you want to import. Manager reads what it is straight from Eventor and says underneath the list what it will create:

    • An event Eventor holds as several races — a 3 Days, a two-race weekend — becomes a multi-stage event, one meshO event per race. There is nothing to choose here: that's the event's own shape. Multi-stage events are still experimental, so Manager shows a notice first; click Continue to go on.
    • Anything else is created as an ordinary event, with Create as set to Individual or Relay according to what Eventor says. Move it yourself if Eventor is wrong — it can't tell that a relay taking individual entries is a relay, so those arrive as Individual. Choosing Relay asks for the Number of legs and the Mass start time.

  4. Click Create event. Manager runs through the import in steps and shows progress for each:

    • Fetching event details
    • Fetching classes
    • Fetching entries
    • Fetching start times
    • Importing data

  5. When the import finishes you'll see a summary:

    • Classes imported
    • Competitors imported
    • Clubs imported
    • Relay teams, for a relay
    • Allocated start times — or "not yet available" if the draw hasn't been done on Eventor yet
    • Warnings, if anything in Eventor's data couldn't be imported as it stood

    A multi-stage event lists one line per stage instead, with its classes and competitors.

  6. Click Open event to go to the new event's dashboard — or Open, for a multi-stage event, to go to the carnival's overview. Click Close to stay on the Events page.

The event is created in Setup mode with defaults inherited from Settings → Event defaults — same as any other new event. Only the name, date, discipline, the event's location (where Eventor gives one), classes, competitors, clubs, relay teams and start times come from Eventor.

The discipline comes from the race distance the organiser set on the Eventor event, and covers both the course lengths (Sprint, Middle, Long, Ultra Long) and the competition formats Eventor lists beside them (Knock Out Sprint, Sprint Relay, Mass Start, Pursuit, Relay, Mixed Relay, Qualification, PreO, TempO). Eventor treats Middle as its default, so an event that doesn't set a distance imports as Middle — change it in the event details if it's wrong.

The discipline is a description of the race. It doesn't make the event a relay on its own — that's the event type, which Manager derives from Eventor and shows you before the import runs.

From the Upcoming tab, with one click ​

With Eventor switched on, the Upcoming tab of the Events page also lists your Eventor events below your own, under Upcoming on Eventor. Until you've said which events to list, it shows a Show your Eventor events here card with a Set up button. In Settings → Eventor, choose the Organisations whose events to show (an association brings in its clubs' events too), or enter text under Event name contains — with neither, nothing is listed. Choose events, above the list, takes you back there. To hide the list, turn off Show upcoming Eventor events on the events list in the same place.

Only events with no Manager event yet are offered. Click one, or its Create event button, and Manager creates and imports it straight away, exactly as above — an individual event or a multi-race event needs no further questions. A relay, or an event Eventor doesn't say the type of, opens the New event — Eventor dialog with it selected, so you can confirm Create as and set the legs and mass start time. If the import reported anything, a Created with warnings box lists it.

After import ​

The event is linked to its Eventor source. That link gives you three things:

  • Re-import later — as entries close and the start list draw is published, you can pull the latest data without searching for the event again. See Re-importing from Eventor.
  • Publish back to it — the linked event is pre-selected when you upload the start list or, after the event, the results.
  • Traceability — the link is recorded on the event so you can see where the data came from.

You'll typically want to:

  1. Open the event details (Event details on the event card at the top of the dashboard) and review the name, date, and the start, finish and check codes. See Editing event details.
  2. Import courses separately — Eventor doesn't carry course definitions. Click Import on the dashboard's Event data card, and choose an IOF CourseData XML, OJSON or Purple Pen file on the Courses row. See Importing course data.
  3. Check the imported data:
    • Open the Classes page — confirm the right classes exist (course assignment comes after importing courses).
    • Open the Competitors page — confirm card numbers and class assignments. Sort by card number to spot blanks.
    • If start times were imported, the Competitors page shows each competitor's allocated time and its source.

Importing into an existing event instead ​

If you've already created an event manually and want to pull Eventor data into it after the fact — use the Other event tab of the Import event data dialog, which can also link the event and take its name, date and discipline from Eventor. See Importing into an existing event.