WeMuster help
Guides for organisers setting up an event, volunteers holding a station phone on the day, and entrants and parents entering one.
Getting started
Your account, your organisation, and the people who help run it.
- Creating your account: Sign up your club, confirm your email, and what happens while we check a new organisation.
- Setting up your organisation: The four setup questions: who you are, what identifies an entry, taking money, and how long you keep entrants' details.
- Your first event, start to finish: The whole journey in order: create the event, set up entries and payments, publish, run the day, then close it.
- People and roles: Invite committee members and volunteers to help run your organisation, and what owners, admins and members can each do.
- Signing in and two-factor codes: Email sign-in codes, trusted browsers, using an authenticator app instead, and resetting a forgotten password.
Events and entries
Building an event, the entry form, and looking after the entries.
- Creating an event: The four steps of a new event, what each one asks, and where every other setting lives afterwards.
- Entry classes and fleets: Classes and fleets, crewed boats, a price per class, grouping classes, and classes only some people can enter.
- The entry form: The questions entrants answer: what is always asked, adding your own, questions for one class, and options that change the price.
- Publishing, and test mode: Making an event public, what can stop it, and trying the whole thing out in test mode before any money moves.
- Managing entries: Finding an entry, editing it, flags and notes, marking someone arrived, changing class, and deleting an entry.
- Exporting entries and Sailwave: Download your entries as a spreadsheet, one row per boat, in WeMuster's columns or Sailwave's, with ages worked out for you.
- Importing entries from another system: Bring in entries another system took, from its CSV export, at £2 a person, so the whole event can be tallied in one place.
- Who can see an event's pages: What is public on an event page, shortening names on the entry list, and keeping the noticeboard to entrants only.
- Giving someone access to one event: Share a single event with a coach, race officer or helper as an editor, a viewer, or a helper who never sees personal details.
- Noticeboard and results: Post announcements, joining instructions and documents to an event's public noticeboard, and publish results files.
- Forms on an event: Volunteer sign-ups, protests, kit orders and feedback on an event's page, with payments and published outcomes.
- Squads and training programmes: Run a squad or training programme: applications instead of entries, sessions on the noticeboard, and no start-line tools.
- Closing an event and deleting data: Closing entries, events that run until you close them, and when entrants' personal details are deleted automatically.
Payments
Stripe, what it costs, instalments, refunds and money owed.
- Connecting Stripe: Connect your club's own Stripe account so entry fees go straight to you. No keys to copy, and card details never touch WeMuster.
- What WeMuster costs: Free to set up, and a club's free events cost nothing. A small percentage of payments you collect, and nothing on top of what entrants pay.
- Instalments and multi-entry discounts: Let entrants pay over months, discount a family entering several people at once, and what happens when an instalment fails.
- Refunds, balances and marking paid: Marking cash payments, money owed after a change, refunds through Stripe or by hand, and payment links.
On the day
Stations, bands, tallying out and in, and what to do when it goes wrong.
- How the day runs: The five stations - registration desk, tagging, beach master, tallying and safety lead - and how they fit together.
- Setting up stations: Open a phone straight into one job with a link or QR code, give each station its own password, and test it all beforehand.
- The registration desk: Sign people in as they arrive, correct their details, add walk-up entries, and send each person to tagging.
- Giving out tally bands: Tie each person to the band they will wear all day, at the desk, with the person standing there.
- Tallying out and back in: Tap each band as people launch and land, what the colours and sounds mean, and how the count copes with no signal.
- The tally board: The race officer's view: who is not yet out, still out and back, marking people by hand, locking a phone, and resetting.
- Releasing and holding fleets: The beach master decides which fleets may launch. A held fleet cannot be tallied out, so the slip cannot let them go by mistake.
- The safety lead's screen: A live list of who is still on the water with their medical notes, and what to do when somebody is unaccounted for.
- Phones, iPhones and readers: Which devices can read tally bands: Android phones in Chrome, USB and Bluetooth readers on a laptop, and why iPhones cannot.
- When something goes wrong on the day: Bands that will not read, no signal, a dead phone, the wrong person coming up, and a site that will not load.
- Demo mode: Show a room the whole day from one phone: a big screen shows every station side by side and follows what you do.
Forms and link pages
Forms for anything that isn't an entry, and a page of links to share.
- Building a form: Forms for anything that isn't an entry: templates, question types, conditions, calculations, multi-page forms and sharing.
- Taking payment on a form: Charge a fee on a form, add priced options and totals, spread the cost over months, or offer payment by invoice.
- Form responses: Read, search and filter a form's responses, export them, and email everyone who responded in one go.
- Link pages: One page of links to share from a social profile or a poster: your events, forms, documents and anything else.
Your site and memberships
Your public page, a class association's website, and selling membership.
- Your organisation's public page: Every organisation gets a public page listing what it has open, at we-muster.com/o/ followed by its name.
- A class association's website: Build the association's site from Pages: its home page, look, calendar, results, noticeboard, documents, links and boats for sale.
- The calendar and repeating dates: Put the season in the diary, including dates with no details yet, weekly or fortnightly series, and turning a date into an event.
- Boats for sale: Let anyone submit a boat for sale advert to your site, and decide which ones are published.
- Selling membership: Set up a membership year with its categories and rates, and take subscriptions by card into your own Stripe account.
- The membership roll and renewals: See who is a current member, who has lapsed and who never finished paying, and email last year's members to renew.
- Using your own web address: Have your association's site answer on its own address, such as www.yourclass.org, instead of a we-muster.com one.
Privacy and safeguarding
Junior events, medical notes, and looking after entrants' details.
For entrants and parents
Entering, paying, changing an entry, and what happens on the day.
- Entering an event: How to enter an event on WeMuster, enter a crew or several children at once, and what the confirmation email means.
- Paying for an entry: Who you are paying, paying monthly, what appears on your statement, and how to know a payment request is genuine.
- Changing or withdrawing an entry: How to correct your details, change class, or withdraw and ask for a refund from the club running the event.
- Your personal data: Who can see the details you give when you enter, what is public, how long it is kept, and how to have it deleted.