Dates and deadlines

Where: Setup → Dates

Dates are the engine of the event. Passing one changes what the public site does without you touching anything — forms open, leaderboards start counting, rewards unlock.

They are also the single most common cause of "why is this not showing?". Check them before you suspect anything else.

Set your timezone first

Every date here is interpreted in the timezone set in General settings. Changing the timezone afterwards shifts every date you have entered. Confirm the timezone before filling this screen in.

Registration Period

Registration Opens

When the signup form starts accepting entries. Before this moment the form is closed to the public.

If you want a quiet launch ahead of your announced date, do not fudge this — use the Early Registration setting in Registration Options instead, which is built for it.

Registration Closes

When signup stops.

This is commonly after the event start. Late signups are normal, especially once participants start posting about it. Closing registration on the start date costs you entries for no benefit.

Free Registration Ends

When free entry stops. Paid entry continues until registration closes.

Use this for early-bird periods where the first wave is free and later entrants pay. Leave it empty if entry is never free.

Profile Update Deadline

The last day participants can edit their own details.

Set this with your operational deadlines in mind. If you are ordering jerseys based on the sizes participants chose, this deadline needs to be before the order goes in — otherwise someone changes their size after the manufacturing run.

Event Duration

Event Starts

When activities begin counting.

Activities before this date are ignored

An activity recorded before the start date does not count, however keen the participant was. If people report that their rides are not appearing, check this date first — it is usually the answer.

Event Ends

When activities stop counting. Anything recorded after this does not affect standings.

Results Date

When final results and finisher rewards are released.

This gates more than it looks like it does — finisher certificates and some end-of-event rewards are tied to it. Set it to when you are ready for results to be final, which is usually a few days after the event ends so there is room to correct problems.

Opt-Out Deadline

The last day someone can withdraw from the event.

Set it against whatever refund or merchandise commitment you have made. After it passes, withdrawal becomes a manual conversation rather than something participants can do themselves.

Upgrade Window

Upgrade Window Opens and Upgrade Window Closes define the period during which participants can come back and buy reward upgrades after they have already registered.

Leave both empty if you are not selling upgrades.

The window typically opens once registration is well under way and closes well before your merchandise order deadline. See Rewards and merchandise.

Fundraising Period

Fundraising Opens and Fundraising Closes define when donations are accepted.

This period usually starts before and ends after the event itself. Donations keep arriving for weeks after the activity finishes, and closing the fundraising window on the event end date turns away money people are trying to give you.

Leave both empty if you are not fundraising.

A worked example

A four-week charity ride in March, with jerseys:

Setting	Date	Why
Registration Opens	1 Jan	Announcement day
Free Registration Ends	15 Jan	Two-week early-bird
Registration Closes	15 Mar	Stays open two weeks into the event
Profile Update Deadline	10 Feb	Jersey order goes in on the 12th
Event Starts	1 Mar
Event Ends	31 Mar
Opt-Out Deadline	10 Feb	Matches the jersey commitment
Results Date	7 Apr	A week to fix any disputes
Fundraising Opens	1 Jan	Fundraise from announcement
Fundraising Closes	30 Apr	A month of post-event donations

Troubleshooting

The registration form will not open. Check Registration Opens is in the past and Registration Closes is in the future, both in the event's timezone.

Activities are not counting. Check the activity date falls between Event Starts and Event Ends.

Finisher certificates are not appearing. Check the Results Date has passed. Certificates are also subject to a separate technical setup step — ask your technical contact.

A donate button is missing. Check the fundraising period covers today.