General Trialist Info (ResultsHQ)

This support article covers: 

• Section 1 –Trialists Not Syncing into ResultsHQ
  • If a Trialists has synced through them they shouldn't
• Section 2 – States Wanting to Temporarily Record Trialist Results
  • Step 1 – Integration Requirements (what is required from the Registration Provider)
  • Step 2 – Enable Exclusion Logic in ResultsHQ 
  • Billing Rule (All States Using Sync)
  • Important Note 

• Section 3 – LAQ 25/26 Season Exception

   

Section 1 – Trialists Not Syncing into ResultsHQ

Some States using registration platforms other than Timing Solutions have chosen not to include trialists in their membership sync - as such, trialist results are not recorded in ResultsHQ.

As a result, they do not appear in ResultsHQ and incur no charges.

💡 If a trialist is not flagged and gets synced anyway, ResultsHQ will treat them as a regular (billable) athlete.

If you're a Centre and notice a Trialist has synced through when they shouldn't 

**This indicates an issue with the Registration Platform Sync.

1. Please refer to the relevant Member Sync Support Article under the "Manage Registrations" heading in the Timing Solutions Support Forum - RegistrationHQ – Timing Solutions Support Forum 
    
2. You may also need to contact your registration provider for assistance.

Reminder: The registration platform is the source of truth.
If an athlete is marked as ‘history’ in ResultsHQ but not updated in the registration platform, the next sync will override ResultsHQ based on what's in the registration platform.

Section 2 – States Wanting to Temporarily Record Trialist Results in ResultsHQ

Objective:
Enable trial athletes to appear in ResultsHQ and participate in up to two meets without being charged a full ResultsHQ fee.

Step 1 – Integration Requirements (what is required from the Registration Provider)

Trialist Flag

• The registration provider must supply a trialist flag when an athlete is first synced for the season.
• Important: An athlete can only be marked as a trialist at their initial sync - they can’t be converted to a trialist later. 

If a Trialist Does Not Convert

• When a trialist expires without becoming a full member, that expiry must be handled the same way as a refund or transfer.
• The athlete should remain in the API, but be flagged as Invalid. 

Trialists Who DO Convert

• Once a trialist becomes a full member, the trialist flag should be removed.
• They should be given a valid competition status, just like any other active athlete.
• We also need to maintain a link between the trialist record and the new full‑member record. This ensures the athlete’s ResultsHQ history (from their trial) stays connected across systems and the Athlete can see all their results. 

FYI - If a Trialist Never Expires

• They will still not be charged the full ResultsHQ fee unless they participate in 3 or more meets.
   

Step 2 – Enable Exclusion Logic in ResultsHQ 

• Once the registration platform supports trialist flagging, Timing Solutions can apply exclusion logic to that platform’s sync. This ensures that flagged trialists are excluded from billing for their first two trials.
• This setup allows trialists to sign up and participate at any time during the season, which aligns with the preference of some States.

Billing Rule (All States Using Sync)

• Flagged trialists are billed only if they record results in three or more separate meets.
• This billing rule is platform-wide and cannot be overridden by individual States.
• States or Centres may charge their own internal trialist fees, but these do not affect ResultsHQ billing.

Important Note

• Because ResultsHQ tracks all activity, a trialist who competes in a third meet will be billed as a full athlete, even if their results are later deleted by the Centre.

Section 3 – LAQ 25/26 Season Exception

• Sport80 currently lacks a trialist flag.

• ⚠️ For this season only - All trialists will be expired in Sport80 by 31 October 2025.

• Timing Solutions will run a statewide sync on 1st November 2025

• Any athlete synced after that date will be considered fully chargeable.