This category covers any events that sit outside the usual Little Athletics Summer Track & Field season. If an event is not part of the standard summer program, it will generally fall into this category.

Examples include:

• Winter Cross Country (XC)
• Walks / Race Walking events

This applies specifically to Little Athletics centres operating under a state contract with Timing Solutions.

The Centre Nomination fees only relate to athletes who are already registered for the main Track & Field athletics season and are then nominated into additional profiles (such as XC or Walks).

➜ It does not apply to external or non-registered participants outside of the main Track & Field registration base.

What this Document Covers

• Getting Started
• Nomination Methods Overview
• Creating a Meet
• Inviting Centres
• Invited Centre – Accepting an Invite from a Host Centre
  • Option 1: Bulk Nomination – Nominate All Athletes
  • Option 2: Individual Nomination – Nominate Selected Athletes Only
  • Option 3: Family Portal Nomination
• Host Centres – Accepting Nominations
  • Option 4: Host Event Registration
• Nominating Athletes for Subsequent Meets
  • Option 1: Nominate All via Internal Nominations (Bulk)
  • Option 2: Nominate Athletes Individually via the Nominations Screen
  • Option 3: Nominate via Event Nominations (Per Event)
• Fees & Charges

Getting Started

Before getting started, please note that to host a separate Winter/Cross Country program, you will need a separate centre profile in the system. If you already have one that you've used previously, you can ignore this step.

These events require a separate profile. Any associated profile setup/maintenance fees will be waived for the 2025/26 season; however, a fee of $1.20+GST per athlete will apply to cover use of the ResultsHQ platform for these events.

If you do not already have a profile, please send an email to support@timingsolutions.com.au requesting that a separate profile be created for your Winter/Cross Country program. Be sure to copy your state office email address in the request, as approval is required.

Once your request has been approved, you will be added as a centre super user to the new profile and will receive an email with a link to set up and log in.

Creating a Meet

Winter/Cross Country profiles do not include “home” centre athletes via sync. Instead, athletes must be nominated into the profile from their respective centres.

To get started, you’ll first need to create at least one meet. When setting this up, make sure the meet is set to “Nominate later.”

For step-by-step instructions on creating a meet, please click here.

Inviting Centres

Once your meet has been created, you can use the Nomination feature to invite athletes from other centres into your profile.

The Nomination feature is a flexible tool that allows you to nominate athletes into specific events, with options to apply filters such as age, gender, or performance. For this guide, we’ll focus on using it to bring athletes into your Winter/Cross Country profile for the first time.

We recommend completing this process once during your first meet to bring all required athletes into the profile. After that, for future meets, you can simply use the internal nominations feature to nominate those athletes into subsequent events.

(This is covered in the Internal Nominations section.)

To start inviting external centres:

• Go to Meet Management - Calendar.

• Then click on the Envelope icon.

• To invite other centres to your meet and allow them to nominate all members, go to the Invite tab within the meet’s Nomination Setup.

• Set both “Invite Centres” and “Allow Nominate All” to Yes, then click Save.

All available centres to invite will appear in the selection boxes below.

Note: External centres must be in the same season as the host centre to be available for invitation.

• Box 1 – State Levels
  Select one or more state levels to filter the available options in the next boxes.

• Box 2 – Region Levels
  Select one or more regions to further refine the list of centres.

• Box 3 – Centre Levels
  Select one or more centres to invite to your meet.

Tip: Hold down Ctrl (or Cmd on Mac) to select multiple items within a box.

• Once you’ve selected all the centres you want to invite, click Submit.

• 📝 Note: This action does not notify invited centres yet, so you can still make changes if needed. You can also invite additional centres at any time.

Opening Nominations for Invited Centres

After saving your setup, you’ll see a list of all invited centres displayed below.

By default, nominations will be set to “Closed” for all centres. You’ll need to update this when you’re ready to allow nominations.

You can open nominations in one of two ways:

• Use the Nominations dropdown next to each centre to set them to Open individually; or
• Use the “Update All” dropdown at the top right of the Invited Centres list to open nominations for all centres at once.

📝 Note: Invites will only work correctly if your meet is set up as a Nominate Only meet.

• Make sure this is enabled in your Meet Options (via the calendar view) before sending any invites.

Notifying Invited Centres

Once you’ve opened nominations for the invited centres, you’re ready to notify them.

You can send notifications in two ways:

• Send an email to individual centres via each centre’s Action dropdown; or
• Notify all centres at once by clicking the mail icon in the top right of the Invited Centres table.

📝 Note: Sending nomination notifications will only email the Super Users of each invited centre.

However, all users from invited centres who have access to the Meet Calendar will still be able to view the nomination invite via the Nomination Invites screen.

Invited Centre - Accepting an invite from a Host Centre

Invited Centre – Accepting an Invite from a Host Centre

When a host centre invites external centres via the nomination feature, Super Users at the invited centre will receive an email notification. This email will prompt you to review and accept the invitation.

Invited Centre View – Steps to Accept

Option 1: Bulk Nomination – Nominate All Athletes

Use this method when you want to bring all athletes into the host centre, the invited centre should use the “Nominate All” option.

1. Log into your centre and go to Meet Management → Calendar.

2. Click on Nomination Invites.

3. Find the relevant invite and select Action → View/Edit & Accept.

4. Click “Nominate All”, then confirm by selecting OK in the pop-up window.

Once completed, no further action is required from the invited centre.

Option 2: Individual Nomination – Nominate Selected Athletes Only

Use this method when the invited centre only wants to nominate specific athletes rather than their full membership. This gives the invited centre more control over which athletes are brought across into the host profile.

Steps:

• Log into your centre and go to Meet Management → Calendar.

• Click on Nomination Invites.

• Find the relevant invite and select Action → Manage Nomination Selection.

• You will see a list of all events in the meet. Click Manage next to the event you want to nominate athletes into.

• On the Manage Nomination Selection screen, you will see a list of eligible members. Tick the Nominate checkbox next to each athlete you wish to nominate into that event.
• Click Save once you have made your selections.

• Repeat this for each additional event you want to manage.

📝 Note: Only the athletes you have individually selected will be brought into the host profile. If additional athletes need to be added later, the invited centre will need to return to the nomination invite to add them.

Option 3: Family Portal Nomination

Families can nominate their own athletes directly through the family portal, without any action required from the centre administrator — provided the invited centre has enabled family access when accepting the nomination invite.

This option is best suited to meets that are open to family self-nomination and helps reduce the administrative burden on the centre.

There are two parts to this process: the invited centre enabling family access, and the family completing the nomination through their portal.

Part 1 – Invited Centre: Enabling Family Access

Steps:

• Log into your centre and go to Meet Management → Calendar.

• Click on Nomination Invites.

• Find the relevant invite and select Action → View/Edit & Accept.

• In the Access dropdown, select Centre & Family.
• Click Approve Details and then Submit to confirm.

Once submitted, families from your centre will be able to see and complete the nomination through their family portal.

📝 Note: If the Access setting is not updated to "Centre & Family", families will not be able to see or access the nomination invite through the portal.

Part 2 – Family: Completing the Nomination via the Family Portal

Steps:

• Log in to the Family Portal.
• Click on the Nominations tab.

• Click Begin Nomination.

• On the Nomination Preview screen, click Begin Nomination again to proceed.

• Work through each event by ticking the checkbox next to the events you want to nominate your athlete into, then click Next to continue.

• Continue through each step until you reach the Payment screen:
  • If fees apply, enter your card details and complete the payment to finalise the nomination.
  • If there are no fees, you can complete and submit the nomination without payment.

📝 Note: Families must complete all steps through to submission for the nomination to be recorded. Partially completed nominations will not be saved.

Host Centres - Accepting Nomination 

This is the final step for the host centre, where nominated athletes are accepted into the host profile.

This process only needs to be completed once for the first meet, provided all required athletes have been brought into the profile.

 

Host Centre View – Steps to Accept Nominations

• Go to the Invite area and click the View Members icon.

  

• On the next screen, you’ll see a list of pending nominations. You can either:

  • Click Accept All Nominations (recommended for initial setup), or
  • Accept athletes individually if required.

  📝 Note: If there are a large number of nominations, accepting all may take some time and could occasionally time out. If this happens, simply wait a few minutes and refresh the page before trying again.

 

Once completed, the nominated athletes will appear in your member list with the “NOMINATEDMEMBER” registration type and will be available in your recording sheets for the meet.

 

Option 4: Host Event Registration

Use this method when you need to add an individual athlete directly to the meet outside of the standard nomination process. This is the slowest of the available methods as athletes must be searched for and added one at a time, and it does not support bulk actions.

⚠️ Important: Nominations made through this screen will bypass meet restrictions and financial reporting. Athletes are added directly to events and are immediately ready for results entry. Use this method only for one-off additions where other nomination methods are not suitable.

Steps:

• From the Nomination Invites area of the meet, click the Event Registration button.

• On the Host Event Registration screen, type the athlete's name or athlete ID number into the search field.
• When the athlete appears in the results, click View to confirm their details, including name, age, gender, and club.
• Click Add New to nominate the athlete to the meet.

• Repeat this process for each additional athlete you need to add individually.

 

Nominating Athletes for Subsequent Meets

 

Once you’ve completed nominations for the first meet, those athletes will now exist in your profile as Nominated Members.

• When you create subsequent meets, you’ll notice that no athletes are automatically nominated into events. This is expected, as there are no “home” centre athletes in this profile - all athletes must be intentionally nominated into each meet.

• The good news is you don’t need to repeat the full external nomination process. Instead, you can use internal nominations to quickly add athletes into new meets.

 

Steps to Nominate Athletes into Subsequent Meets

 

Option 1: Nominate All via Internal Nominations (Bulk)

1. From the Meets screen, click the Nominations button for the relevant meet.

 

2. Click “Nominate Visible”.

3. In the pop-up confirmation box, type ALL and click Submit.

 

This will nominate all athletes into the events for that meet.

➜ You can repeat this process for any additional meets created within the profile.
 

 

Option 2: Nominate Athletes Individually via the Nominations Screen

Use this method when you want to nominate specific athletes rather than the full group.

• From the Meets screen, click the Nominations button for the relevant meet.

• Use the Age, Gender, and Club filters at the top of the screen to narrow down the athlete list if needed.
• Tick the checkbox in the All column next to each athlete you want to nominate into all events, or tick individual event columns to nominate them into specific events only.

📝 Changes are saved automatically — there is no submit button on this screen.

Option 3: Nominate via Event Nominations (Per Event)

Use this method when you want to manage nominations at the individual event level.

• From the meet's event list, click the person icon next to the relevant event.

• This opens the Event Nominations screen for that specific event.
• Tick the checkbox next to each athlete you want to nominate into the event.
• Click Save.

💰 Fees & Charges

This applies specifically to Little Athletics centres operating under a state contract with Timing Solutions.

• Athlete Fee: $1.20 per athlete in the profile (excluding GST)
• GST applies in addition to the above fee.

➜ Any associated profile setup/maintenance fees will be waived for the 2025/26 season

Applies to nominations for:

• Winter Cross Country events
• Walks events
• Any events held outside the standard Summer Track & Field season

ℹ️ When an athlete becomes chargeable:

An athlete is considered chargeable when any of the following conditions are met:

• The Nomination function has been used, and the athlete exists in the profile; and
• The athlete has a recorded result in that profile.

💲Billing: The State Office will be invoiced at the conclusion of the applicable event period. 

Transaction Fees:
If the ResultsHQ platform is used to collect fees, a transaction processing fee of 2.00% + $0.30 per transaction will apply to all payments processed through the TS system.

📝 Important:
ResultsHQ logs all activity within the platform, including the creation, modification, or deletion of meets, athletes, and results. Billing will not be adjusted for any changes made after an event has taken place.