📋 What This Document Covers

1. Introduction
2. What counts as an "external" athlete?
3. Chargeable nomination criteria
4. Non-Chargeable (Exempt) Scenarios
5. How to dispute a charge
6. How billing and invoicing work
7. FAQs

📘 Introduction

The Nomination Feature in ResultsHQ is a paid, advanced feature that allows Centres and/or athletes (and their families) to nominate directly into a meet and/or specific events within a meet through the ResultsHQ platform.

The fee applies to the full functionality of the feature. Use of either function on its own is enough to trigger the fee - a Centre does not need to use both to be charged, but they will only be charged the fee once, per athlete, per meet. 

The functionality covers:

1. Eliminating manual data handling, reducing administration time, and improving athlete data accuracy
2. Recording results directly within ResultsHQ, with automatic visibility to athletes and families, while supporting participation across multiple Centres

For more information on multi-centre events, see here: Multi-Centre / Regional Meets with ResultsHQ – Timing Solutions Support Forum

👤What counts as an "external" athlete?
 

An external athlete is any athlete who sits outside the host Centre's own athlete profile - typically an athlete from another Centre taking part in the host Centre's meet. This applies whether the athlete has recorded results in that profile or been included in the profile via the external invitation functionality (see below).

Note: A Centre running an internal meet for its own athletes only will not trigger a fee, unless either of the following applies:

1. Fees are set up in ResultsHQ and the external invitation functionality is used to allow athletes/families to nominate into the meet directly, or
2. The meet involves external athletes — either through recorded results (Function 1) or through use of the external invitation functionality to bring those athletes in (Function 2).

💰 Chargeable Nomination Criteria

A meet can become chargeable through either of the following pathways. An athlete is charged only once per meet, even if both criteria apply.

1. Results-based nomination — 10-athlete minimum

A meet becomes chargeable when:

• No fees are set up in ResultsHQ (for example, the meet is free or fees are managed elsewhere); and
• 10 or more external athletes have recorded results in the meet.

💲 When these criteria are met, all EXTERNAL ATHLETES who have participated in the meet are billed at the nomination rate under the relevant State contract.

2. External invitation / nomination — no minimum

External athletes nominated into the host Centre's profile using the external invitation functionality are chargeable regardless of numbers.

The athlete is chargeable whether or not they subsequently compete or record a result.

What is chargeable?

❗ Important: ResultsHQ logs all platform activity, including additions, edits and deletions. Billing is based on activity recorded during the meet and is not adjusted for changes made after the event has taken place.

🚫 Non-Chargeable (Exempt) Scenarios

The following situations will not be charged:

• ✅ Paid nominations — fees already set up and charged in ResultsHQ
• ✅ Personal arrangements — e.g. athletes competing across Centres due to separated parents
• ✅ Merged Centre meets — Centres with no choice but to combine due to low numbers or venue limits - The State must inform Timing Solutions to ensure removed from billing. 
• ✅ Additional paid profiles — Centres with a paid additional profile are exempt, unless Function 2 is used and nomination fees are set up for the meet, in which case standard criteria apply

❓ Dispute a Charge?

If you believe you’ve been charged for a meet that should be exempt, please contact us at support@timingsolutions.com.au with the following details:

• State

• Centre

• Meet Name and Date

• Reason why you believe the meet is exempt

If we agree the meet qualifies for exemption, we’ll remove the charge from your invoice.

🧾 Billing – Invoicing

Timing Solutions will issue invoices to the States two to three times per season, aligned with the volume of chargeable nominations. The final invoice will correspond with the last ResultsHQ billing run for the season. States may choose to seek reimbursement from the relevant Centres, where applicable.

Each invoice will be accompanied by a detailed report outlining:

• All nominations that meet the chargeable nomination criteria, including State, Region, Centre, Meet Name, and related details.

   

❓ FAQs: 

How are combined meets treated for nomination charges?

• We treat combined meets as a single meet for billing purposes.

• If nomination fees are set up in ResultsHQ for the combined meet(s), they are excluded from chargeable nomination billing.

• If no fees are set up in ResultsHQ, the combined meet will be considered chargeable if there are 10 or more nominated (external) athletes with results across all meets combined - not individually. They will only be charged for once for the event. 

   

Example:
If 3 meets are combined and each has 4 external athletes with results, that totals 12 external athletes.
This meets the chargeable nomination threshold, so all athletes from all 3 meets will be included in the chargeable nomination report and invoiced only once accordingly.