Required documents and declarations

"Required documents" on the event's edit page lists what each person on an entry must provide. Each row is one requirement: a declaration to sign, a licence to hold, or a document for your officials to check.

Start from the standard set

1. Open the event with "Edit" and find "Required documents".
2. Choose "Restore defaults". For rally and rallysprint events this adds an indemnity for all crew, a statement of compliance for the entrant, a self-scrutiny declaration for the driver, and a licence requirement for driver and co-driver. It is safe to press twice: it does not overwrite rows you have edited.

Write the declaration wording

The defaults come with placeholder text that begins "PLACEHOLDER TEXT". It is not legal advice. Nobody can sign a declaration until you replace the placeholder with your own approved wording.

1. Choose "Edit" beside the requirement.
2. Replace the text in "Declaration text (for signatures)".
3. Choose "Save".

Each time you change the text it becomes a new version, and everyone who signed an earlier version must sign again. Change it before you open entries, not after.

Add a requirement

1. Choose "Add requirement".
2. Give it a "Label", pick a "Kind" (such as indemnity, medical or licence) and who it "Applies to": driver, co-driver, entrant or all crew.
3. In "How it is provided" choose one of:
   • Signature. The person signs online. See the competitor guide Sign your declarations.
   • Existing record (licences and apparel evidence). The system checks the licence the competitor saved for the sanctioning body you choose. For the "Apparel evidence" kind it checks that the person has at least one apparel item and every item has a photo of its label that passed the virus check and was not rejected by a scrutineer.
   • Upload. The document is checked by your officials. Competitors cannot upload event documents through the site yet, so these show as outstanding and are checked at documentation. See Documentation day runbook.
4. "Valid" says whether it is needed per event or per season.
5. Add "Instructions" the competitor will read, and a "Blank form to download" if you have uploaded one.
6. Leave "Required to enter" ticked if it must be done. Untick it for optional items.
7. Choose "Add requirement".

Upload event documents

Under "Documents" you can publish supplementary regulations, bulletins and other PDFs of up to 20 MB.

1. Enter a "Title" and pick the "Kind".
2. Choose the "PDF file".
3. Tick "Reuse when this event is duplicated" to carry it to copies.
4. Choose "Upload document".

Published documents appear on the public event page. You can offer one as the blank form for a requirement.

If something goes wrong

• Competitors say they cannot sign. The wording is still the placeholder. Replace it.
• A competitor's licence fails the check. It is missing, belongs to a different body, or expires before the event.
• Apparel evidence shows as outstanding. The person has no apparel item, or one of their items has no photo yet, is still being scanned, or was rejected by a scrutineer. Items they no longer use can be deleted from their apparel page.
• You changed the text and people are asking to sign again. That is expected. Tell them with a bulletin.