Frequently Asked Questions

Open app.pedalpass.com and choose Sign up. Continue with Google, Microsoft, Apple or Facebook, or use your email with a password or a one-time link. Your Pedal Pass profile is created from the details you sign in with.

After logging in, you'll need to: 1) Complete your profile with contact details and emergency information, 2) Add rider profiles for family members who will be racing, 3) Add bikes for each rider. The system will guide you through this process.

Yes! You can add multiple rider profiles under your account for children, spouse, or other family members. Each rider can have multiple bikes registered to them.

Go to 'My Riders' and click 'Add Rider'. Fill in all required information including name, date of birth, gender, racing licence number (an AusCycling licence in Australia), and emergency contact. Double-check the date of birth and licence number as these determine age class and race eligibility.

Yes! When another parent tries to add a rider with the same racing licence number and date of birth, they can request access to the existing profile. You'll receive a notification to approve or deny this request. Once approved, both parents can view entries but only the parent who created each entry can edit or withdraw it.

You can still create the profile - just leave the licence field blank initially. However, most events require a valid racing licence, so you'll need to obtain one before entering competitive events. Contact your local club for help with licensing.

Age classes are calculated based on the rider's date of birth. This is why it's critical to enter the correct date - an incorrect date will place the rider in the wrong age category, affecting race results and series points.

Yes, but only the original creator of the rider profile can edit the core information. If you have a shared rider profile, the primary account holder maintains editing rights for safety and accuracy.

From the 'My Riders' page, click 'Add Bike' next to the relevant rider. Enter bike details, transponder number, and race number. You can mark one bike as 'primary' for easy selection during event entry.

The transponder number is essential for race timing. If you enter an incorrect number, your laps may not be recorded properly. The format is XX-XXXXX (like AB-12345). Double-check this information!

Absolutely! Many riders have separate bikes for 20" and 24" categories, or different bikes for training vs. racing. You can add as many bikes as needed and select the appropriate one when entering events.

The main categories are: 20" BMX (standard racing), 24" Cruiser (larger wheels), and Retro (vintage/classic bikes). Make sure to select the correct category as it affects which classes you can enter.

Visit the 'Events' page to browse all available events. Use the filters to search by state, club, race format, or use the search bar to find specific events or locations.

Click on an event card to view details, then click 'Register Now'. Select your rider, choose classes to enter, confirm bike and transponder details, and complete payment. You'll receive a confirmation email once successful.

Classes are typically based on age and skill level. The system will show available classes based on your rider's profile. When in doubt, contact the event organiser or your local club for guidance.

Each event has its own registration deadline shown on the event page. Some events fill up quickly, so enter early! You'll see capacity information if the event has limited spots.

You'll receive an email confirmation and the entry will appear in your 'My Entries' page with a 'confirmed' or 'pending' status. If payment is still processing, the status will update once complete.

Yes, you can edit entries before the registration deadline by going to 'My Entries' and clicking 'Edit Entry'. You can change classes, bike selection, or add additional purchases.

Go to 'My Entries', find the event, and click 'Withdraw'. Note that withdrawal fees may apply, and refunds are processed according to the event's refund policy.

No, only the parent who created the entry can edit or withdraw it. This prevents conflicts between separated parents. You can see the entry in your 'My Entries' page, but modification rights belong to whoever made the original entry.

Confirmed: Payment complete, you're registered. Pending: Payment processing or organiser review needed. Waitlisted: Event is full, you're on the waiting list. Withdrawn: Entry cancelled. Cancelled: Event organiser cancelled your entry.

Most events accept major credit/debit cards through secure payment processing. Some events may also accept bank transfers or other methods - check the specific event details.

Entry fees vary by event and are typically charged per class entered. Additional costs may include the Pedal Pass fee (a small flat fee for each rider entered), equipment hire, or extra purchases like meals or t-shirts.

Refund policies vary by event. Generally, withdrawals made well before the event may receive partial refunds minus any non-refundable fees. Withdrawals close to the event date may not be eligible for refunds. Check the specific event's refund policy.

If payment fails, you'll be notified by email and can retry payment from your 'My Entries' page. Contact the event organiser if issues persist.

Pedal Pass uses a 10-step guided event creation process that takes you through the information required to set up an event.

Each step guides you through the required settings, including event details, classes, pricing and entry settings. You can save your event as a draft at any stage and return to complete or update it later.

Once the required steps are complete and you are happy with your event, you can publish it and open entries to riders.

The event types available to you depend on your club or organiser level.

Club-level organisers can create events from training and coaching through to open events. State-level organisers can create state-level events and all event types below that level. National organisers can create events across all available levels.

This structure helps ensure organisers can create event types appropriate to their level.

Classes are managed through Class Management, giving organisers full control over the classes available for their events.

You can set and manage:

• Class name
• Minimum and maximum age
• Gender
• Ride-up and ride-down rules
• Discipline
• Skill or grade
• Other eligibility requirements
• Whether riders can enter multiple classes

You can combine these settings to create the eligibility rules that apply to each class. Pedal Pass then uses those rules when determining which classes are available to each rider.

Class pricing is set during event creation at the category level.

A category is a group of classes that share the same entry price for an event.

For example:
Category 1 – Elite – $30

• Elite Men
• Elite Women

Category 2 – Junior – $20

• Junior Men
• Junior Women

Categories allow organisers to group classes with the same pricing while retaining individual class eligibility rules.

Pedal Pass allows you to control how many riders can enter your event.

You can set an overall event capacity as well as individual capacity limits for specific classes. Pedal Pass tracks entries as they are received and automatically prevents further entries when a capacity limit is reached.

If a waiting list is enabled, eligible riders can join the waiting list when the event or class reaches capacity.

Yes. You can set a maximum number of entries for individual classes when configuring your event.

Pedal Pass tracks entries against each class limit and displays availability to riders during the entry process.

Yes. Pedal Pass can automatically manage waiting lists for events and classes that have reached capacity.

When a place becomes available, the next eligible rider on the waiting list is offered the available place and is notified by email.

The rider has 48 hours to complete the required action. If they do not complete the process within that time, the opportunity can move to the next eligible rider.

When a rider withdraws from an event or class that has a waiting list, Pedal Pass automatically identifies the next eligible rider and offers them the available place.

The rider is notified by email and has 48 hours to accept the place and complete any required payment. If they do not complete the process within 48 hours, the place can be offered to the next eligible rider.

You set the entry opening and closing dates and times during the event creation process.

Pedal Pass only allows riders to enter while entries are open. Once the closing date and time is reached, online entries automatically close.

Yes. You can edit a published event and change the entry opening and closing dates and times.

This allows you to extend or shorten the entry period as required.

Pedal Pass allows the event organiser to configure the refund settings for their event.

The refund terms should be considered before publishing the event and should clearly reflect the organiser's withdrawal and cancellation policy.

Once configured, the applicable refund rules are applied when a rider withdraws from the event.

When a rider withdraws from an event, Pedal Pass automatically calculates and processes any applicable refund according to the event's configured refund settings.

The organiser does not need to manually calculate individual refunds. Any applicable withdrawal or administration fees are applied according to the event settings.

Open My Events, select your event and go to the Entries section.

You can view and manage the riders entered in your event, including their entry details, classes and payment status.

Pedal Pass keeps your event entries in one place, making it easy to monitor entries and prepare for your event.

Yes. Organisers can create an Admin Entry on behalf of a rider.

To create an Admin Entry, search for the rider using their name, email address or licence number, select the rider and choose the class they wish to enter.

You can then choose how payment will be handled, including sending the rider a payment link or creating a Free of Charge entry.

An Admin Entry allows an organiser to create an event entry on behalf of a rider.

After selecting the rider and class, the organiser can send the rider a payment link. The rider has 48 hours to complete payment. If payment is not completed within that period, the unpaid entry is removed.

Admin Entries are particularly useful for late entries, phone entries or assisting riders who are unable to complete the online entry process themselves.

Yes. If a rider is linked to more than one Pedal Pass account, the organiser can choose which linked user receives the payment request.

This is particularly useful when a rider is linked to multiple parents, guardians or a team manager. The organiser can select the appropriate linked user when creating the Admin Entry.

Yes. When creating an Admin Entry, you can select the option to waive all fees and create the entry without charging the rider.

This can be used for complimentary or Free of Charge (FOC) entries.

Pedal Pass uses the eligibility rules configured by the event organiser to determine which classes a rider can enter.

Rules can be based on age, gender, discipline, skill or grade, ride-up and ride-down rules, or a combination of requirements.

Organisers have full control over these settings and can adjust them to suit the requirements of their event. Where eligibility restrictions are enabled, Pedal Pass prevents riders who do not meet the requirements from entering that class.

This reduces manual checking and helps prevent riders from entering the wrong class.

Pedal Pass can manage rider grading for cycling events, allowing riders to be assigned a grade for each club they ride at. When the grading system is enabled, Pedal Pass automatically checks a rider's grade when they enter an event and keeps the rider in the appropriate grade. This means organisers do not need to manually review every rider's grade when entries are received. The grading system can be configured to suit the requirements of the event and club.

The grading system removes much of the manual work involved in checking rider grades. Instead of reviewing every rider as they enter an event, Pedal Pass automatically applies the rider's recorded grade for that club and keeps riders in the appropriate grade. Organisers only need to review grade changes when a rider requests one.

If a rider requests a change to their grade, Pedal Pass notifies the event organiser. The organiser can review the request and approve or deny the requested grade change. This gives the organiser control over grade changes while allowing Pedal Pass to handle the normal grading process automatically.

The Contact Entries feature allows organisers to communicate directly with people connected to their event.

You can send email and push notifications to:

• All event entrants
• Selected entrants
• Specific classes
• Subscribers

This allows organisers to send targeted information without contacting everyone in the event.

For example, you could send a message specifically to the 12 Girls class asking riders and parents to report to scoring with their bikes, without sending the message to the rest of the event.

Targeted communications can be used for supplementary regulations, parking instructions, timetable changes, weather updates, scoring instructions and other event information.

Yes. Pedal Pass provides entry exports for all supported scoring systems, allowing organisers to transfer rider and entry information into their preferred race-management or scoring software.

Exports can include the information required by the relevant scoring system, reducing the need to manually enter rider information.

Direct API integrations with scoring systems are planned as part of the Pedal Pass development roadmap.

Yes. Event organisers can edit a rider's entry when required.

This can be useful for correcting entry information, changing classes or assisting a rider with their entry. Changes made by an organiser are recorded in the event's entry history.

Yes. Riders can withdraw their own entry through My Entries, provided withdrawals are enabled for the event.

Pedal Pass applies the event organiser's configured withdrawal and refund rules when the rider withdraws.

Yes. Event organisers can initiate a refund for an individual entry from the event management area.

When a refund is processed, Pedal Pass sends the rider an email notification confirming that the refund has been issued.

This gives organisers the flexibility to refund an entry when required, even when the rider has not initiated the withdrawal themselves.

Pedal Pass allows organisers to create a library of volunteer roles that can be reused across events.

You can create roles with your own names and descriptions and specify how many volunteers are required for each role.

Roles can also be assigned a time or session, such as 8:00 am–10:00 am or Practice, making it clear to volunteers when they are required.

Yes. Organisers have full control over their volunteer roles and can create roles to suit the requirements of their event.

Roles could include scoring, gate officials, first aid, commentary, canteen, track setup or any other position required.

You can set the role name, description and number of volunteers required.

Yes. Organisers can make individual volunteer roles invite-only.

For invite-only roles, the organiser can search for a Pedal Pass user and send them an invitation to fill the role.

The selected volunteer is notified of the invitation and receives an email if they have been given the role.

Yes. Volunteers can view available roles and select a role they would like to fill.

When a volunteer selects a role, the organiser is notified that the position has been filled. The organiser can then review and approve the volunteer for that role.

Yes. Organisers have control over volunteer assignments.

You can approve a volunteer for the role they selected or move them to another role if you need to balance your volunteer requirements.

Yes. When creating a volunteer role, you can specify the number of volunteers required.

Pedal Pass tracks the number of positions available and the volunteers assigned to each role, helping organisers identify roles that still need to be filled.

Yes. Organisers can create their own volunteer role templates and reuse them across events.

Pedal Pass also provides a selection of basic volunteer roles in the Global Roles library. Organisers can copy these roles into their club settings and then use them when creating events.

This allows clubs to build their own library of volunteer roles and quickly set up volunteer requirements for future events without recreating each role from scratch.

Organisers can communicate with volunteers using both email and push notifications.

Messages can be sent to provide event information, role instructions, timetable changes, reminders or other important information.

Yes. Organisers can print a basic volunteer list from their event.

The volunteer list is intentionally limited to the information required to manage the event, helping protect volunteer privacy.

Yes. Organisers can edit a published event to update its settings and information.

Some class settings may become locked once riders have entered the class. This helps protect existing entries from changes that could affect their eligibility or entry.

Yes. Pedal Pass allows organisers to duplicate an existing event.

When an event is duplicated, all of the event's settings and configuration are copied to the new event. The new event date is then set by the organiser, with related dates automatically adjusted to maintain the same entry period as the original event.

This allows you to create a new event without rebuilding the entire event from scratch.

Yes. Pedal Pass supports bulk event duplication, allowing organisers to select multiple dates and create copies of an event across those dates.

All event settings are copied, while the event date and related entry dates automatically move to match each new event date.

For example, if your original event has a 12-day entry period, each duplicated event will also have a 12-day entry period relative to its new event date.

This allows clubs running regular events to set up their event schedule in advance and set and forget.

All event settings and configuration are copied to the new event.

This includes the event structure, classes, categories, pricing, capacity settings, refund settings, event information and volunteer roles.

The event date is changed to the new date selected by the organiser, and all related dates automatically adjust to maintain the same timing as the original event.

Yes. Organisers can cancel an event through the event management area.

Where required, organisers can also process bulk refunds for riders affected by the cancellation.

The organiser is responsible for the Stripe payment processing fees associated with refunds.

Pedal Pass does not use a separate Unpublish function.

If you need to remove an event from active entry, edit the event and change the entry dates so that entries are closed.

This prevents further online entries while retaining the event and its existing information.

Pedal Pass works alongside your event's scoring system.

Once the event moves into race-day operations, the scoring system takes over the management of racing and results. Pedal Pass remains available for event communication and other event-management functions.

This allows organisers to use the appropriate system for each part of the event without duplicating race-management processes.

Yes. Organisers can still create an Admin Entry after normal online entries have closed.

This can be useful for genuine late entries or riders who need assistance entering the event.

Because race-day entries may occur after entry data has been transferred to the scoring system, the rider may need to be manually added to the scoring system by the event organiser or scoring operator.

No. Once race-day operations have been handed over to the scoring system, class and race management are handled by the scoring system.

Any changes required after the handover should be managed through the appropriate race-management process.

Pedal Pass does not currently have a specific No Show function.

No-show and race-day attendance management is handled through the event's scoring or race-management system.

Yes. Pedal Pass can be used to send email and push notifications to riders and subscribers during an event.

Organisers can target communications to specific entrants or classes, allowing them to send relevant information without messaging the entire event.

For example, an organiser could send a push notification to the 12 Girls class asking riders and parents to report to scoring with their bikes.

All online event payments are securely processed through Stripe.

Pedal Pass does not directly process or store riders' card details. Stripe handles the payment transaction and associated payment security.

Yes. The Payment Management area provides an overview of your event's finances, including:

• Total entries
• Total collected
• Total refunded
• Pending payments
• Net amount collected

This gives organisers a quick overview of the financial position of their event.

Yes. The Payment Management area provides an individual payment history showing details such as:

• Rider
• Payment status
• Entry fee
• Amount paid
• Refund amount
• Payment date

This allows you to track the payment status of individual entries.

Yes. Pedal Pass provides a Transaction Ledger showing payments and refunds associated with the event.

The ledger includes information such as transaction date, transaction type, status, payer, amount, payment method and transaction reference.

You can filter the ledger to view all transactions, payments or refunds.

Yes. Receipts are available from the Transaction Ledger.

Organisers can select the receipt associated with a transaction to view the payment record.

Yes. The Payment Management area displays Pending Payments, allowing organisers to quickly identify entries where payment has not yet been completed.

This is particularly useful for monitoring Admin Entries where a payment link has been sent to a rider.

Yes. Pedal Pass records refunds in the Payment Management area.

You can see the total amount refunded, individual refund transactions and the refund amount associated with an entry.

Event funds are paid to the organiser 14 days after the event.

The 14-day period gives organisers time to review their event and process any additional refunds that may be required after the event, such as approved refunds for riders who did not attend or other approved circumstances.

The 14-day period gives organisers time to finalise their event finances before the payout is made.

For example, an organiser may decide to provide a refund to a rider who did not attend the event or needs a refund for another approved reason. The organiser can process these refunds during the 14-day period before the event payout is made.

This reduces the need to make refunds after the event funds have already been paid out.

Yes. A club can have multiple administrators, allowing different people to manage different areas of the club's Pedal Pass account.

The main organiser administrator can add or remove administrators and control what areas of Pedal Pass each administrator can access.

Yes. Pedal Pass allows organisers to assign different permissions to different administrators.

For example, one administrator may have access to Volunteer Management but not be able to edit events or view financial information.

This allows clubs to divide responsibilities while keeping sensitive areas, such as payments and financial records, restricted to authorised administrators.

Yes. Administrators can be given access to specific areas of Pedal Pass without being given access to all club information.

For example, a volunteer coordinator can be given permission to manage volunteer roles and volunteers while being restricted from accessing event settings or financial information.

Yes. An administrator can be associated with multiple clubs and switch between clubs within Pedal Pass.

This is useful for people who are involved in administration for more than one club or organisation. Each club's information and permissions remain separate when you switch between clubs.

The club's authorised organiser administrator can add and remove administrators as required.

This gives the club control over who has access to its Pedal Pass account and allows administrator access to be updated when responsibilities change.

Pedal Pass allows clubs to divide event administration between different people while controlling what each administrator can access.

For example, a club could have:

• An Event Administrator who manages events and entries
• A Volunteer Coordinator who manages volunteer roles and volunteers
• A Finance Administrator who manages payment and financial information

This allows clubs to share the workload without giving every administrator full access to the club's Pedal Pass account.

Pedal Pass provides organisers with access to event and financial reporting.

The level of reporting available depends on your club plan (Free or Full Access).

The Free plan provides basic event reporting, while clubs on Full Access have a comprehensive range of reports and higher-level event data.

Reports can help organisers understand participation, entries, payments, refunds, volunteers and other aspects of their events.

Yes. Organisers can export event information for use outside Pedal Pass.

This includes entry data for supported scoring systems, as well as other event and reporting information available on your club plan (Free or Full Access).

Yes. Your event remains available after it has finished, allowing you to review event information and records.

Depending on your club plan (Free or Full Access), you can access information such as:

• Entries
• Payments
• Refunds
• Volunteers
• Event communications
• Event information
• Reports

This allows clubs to maintain a record of their events and review information after the event has been completed.

Yes. Pedal Pass maintains records of changes made to events and entries.

This provides organisers with a history of activity and helps identify changes made during the event administration process.

Yes. Organisers using the full Pedal Pass system have access to higher-level reporting that can be used to analyse event activity and participation across their events.

This can help clubs understand participation, event performance and other activity over time, and can support reporting requirements to governing bodies or other organisations where required.

The Free plan provides basic reporting for managing your events.

Full Access provides a much higher level of reporting and access to more detailed event and club data.

The full reporting system is designed for clubs and organisers who want to use their event data to analyse participation, manage their events and understand their club's activity over time.

If you need assistance with Pedal Pass, please contact support@pedalpass.com.

When contacting support, please provide as much information as possible about the issue, including the event name and any relevant details. This will help the support team investigate and respond as quickly as possible.