Guide for organizers

Register and log in

Go to Register as a partner on the homepage, or straight to the portal's login page. You only need a name, email address and password to start — your account begins with 0 credits, and you fill in your company details later under Account settings.

Forgot your password? Click Forgot your password? on the login page — you'll get an email with a link to set a new one.

Your dashboard

After logging in you see your dashboard right away, split into three sections:

• Active today — events runners can order a medal for on the public site today.
• Planned — future events.
• Past — events whose date has passed, with a search by name or date.

At the top you also see your remaining credits. Once that number hits zero (or below), your next visit shows a warning before you can continue working — credits don't just stop working, a negative balance simply gets billed afterwards.

Create a new event

Click + New event. You get a configuration screen with 4 tabs: Event, Medal shape, Text layout and Laser settings. On the Event tab you fill in:

• Name and date of the race.
• Test event — check this to hide the event from runners, so you can test freely regardless of the date.
• Price and currency per medal.
• Enable payment — when unchecked, every order is confirmed for free (handy for testing the full flow without Stripe).

Don't forget to click Save and apply configuration to save your changes, on every tab.

Set up timing

Still on the Event tab, choose how runners look up their time:

• RaceResult.com (link) — paste the API link from your RaceResult.com account for this race.
• Triatlon Vlaanderen (search) — look up your race in Triatlon Vlaanderen's calendar (shows the next 30 days by default) and select it. If a race has multiple categories (e.g. Individual + Trio), they're all automatically included in the search on race day.
• Manual entry — no timing system connected? Then the runner enters their own name and finish time at the kiosk.

Shape the medal

On the Medal shape tab you choose the shape:

• Circle or Rectangle — enter the dimensions (mm).
• Custom (photo/vector) — for a medal with its own, unique shape (e.g. a silhouette or a shape with cutouts). There are two ways to provide it:
  • Trace a photo: upload a photo of the medal, enter its real width/height (mm), and click Trace. The shape (including any cutouts) is detected automatically and shown in the live preview.
    Tip for the best result: photograph it on a plain background with good contrast (a cutting mat with a grid works great — thin lines on a single color aren't a problem, and a grid also helps you read off the right dimensions). Avoid a checkerboard or mosaic pattern with strongly alternating colors, which confuses the detection. Shoot straight from above and keep the ribbon out of frame as much as possible.
  • Upload an SVG: did your medal supplier give you a vector drawing (e.g. an .ai or .pdf file)? Export or save it first as an SVG (one click in Illustrator, Acrobat or the free Inkscape), upload the file, and enter its real width/height (mm) for the correct scale.

The live preview on the right shows instantly how the text adapts to the chosen shape — for a custom shape with cutouts, text is automatically shrunk so it never ends up inside a cutout.

Place text and logo

On the Text layout tab you set the position, rotation, font, size and bold for each text element (event name, athlete name, finish time, extra message). You can also just drag each text element in the live preview on the right, and grab the element's corner to resize it or the dot to rotate it.

You can also add a logo here (PNG, JPEG or GIF) and, if your timing system provides splits, show up to 3 splits (e.g. swim/bike/run) with their own labels.

Laser settings

On the Laser settings tab you set the laser type (fiber galvo or GRBL diode) and the power, speed, frequency and pass-count settings for both the preview trace and the actual engraving. Not sure about the right values? Test on a scrap piece first before going live with an event.

Save and reuse configurations

At the top of the configuration screen you'll find the Config library: save a complete configuration (shape, text layout, laser, logo) under a name, and load it again later for another event — handy if you regularly use the same medal. You can also export a configuration to a file (e.g. to share with a colleague) and import it again later.

Connect the kiosk laptop

To actually engrave, you need the kiosk software on a laptop connected to your laser engraver (see the kiosk guide for installation). To connect that laptop to an event:

1. Go to Account settings → Kiosk connection and copy your personal API token.
2. On the kiosk laptop, open the operator app and go to the connection page.
3. Paste your token, choose the event from the list, and confirm.

Once connected, your dashboard shows which kiosk(s) are active for each event, with an online/offline status. If you have multiple kiosks on the same event (e.g. 2 lasers side by side), that just works — orders are never claimed twice.

Buy credits

Every engraved medal uses 1 credit. Via Buy credits in your dashboard you choose a package (the bigger the package, the lower the price per credit) and pay via Stripe, or request an invoice you pay manually later. Once your balance hits zero, you don't get stuck: extra credits used get billed afterwards, but you do have to confirm this once before you can continue working.

Reporting and export

Under Reporting you choose a period (e.g. the last 30 days, or a custom range) and see the number of medals sold, revenue, and the split between paid online, cash at the kiosk and card at the kiosk — both in total and per event. Use Export as CSV to download these figures for use in Excel or your bookkeeping.

Account settings

Under Account settings you manage:

• Company name, contact details and address.
• Your VAT number — with automatic validation.
• Your own Stripe connection (for payments from runners on the public site).
• Your password.
• At the bottom you'll also find the option to close your account — your data and statistics are kept afterwards, but you can no longer log in.

Connect Stripe (receive payments)

To receive payments from athletes, connect your own Stripe account. Stripe processes the payment and deposits the money directly into your own account — we never sit in between.

1. Create an account on stripe.com (or log in if you already have one) and go through Stripe's own business verification (company number, bank account). This is only needed to receive live (real) payments — testing works right away, without verification.
2. In the Stripe dashboard, go to Developers → API keys. Copy the Publishable key (starts with pk_) and the Secret key (starts with sk_).
3. Paste both into the partner portal under Account settings → Stripe.
4. Also copy the Webhook URL shown there by the portal (at the bottom of the same tab, click it to select it).
5. In the Stripe dashboard, go to Developers → Webhooks → Add endpoint, and paste that URL as the endpoint address.
6. Under "Events to send" select at least payment_intent.succeeded (and optionally payment_intent.payment_failed), and confirm.
7. Stripe then shows a Signing secret (starts with whsec_) — copy it and paste it into the portal under Webhook secret. Don't forget to save.

Stripe keeps test and live keys/webhooks strictly separate. Feel free to test fully in test mode first; repeat these steps later with your live keys once you're ready to receive real payments.

Frequently asked questions

I don't see an "active today" event on my dashboard, but the date is right?
Check that the event isn't accidentally set as a "Test event" — test events never show on the public search page, regardless of the date.

A runner can't find their name when searching?
Check your timing setting (see step 4) — the RaceResult.com link may need updating, or the race may not yet be correctly linked in Triatlon Vlaanderen.

The kiosk shows "offline"?
Check that the laptop still has an internet connection, and if needed use the Sync now button on the kiosk's own operator dashboard.