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Running Club Management
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Running Club Management · Available now

Follow each club event from reserved place to verified result.

Running Club Management coordinates club runs, races and training events from planning through admission, reviewed results and event closure. Event Coordinator prepares the venue, timing and capacity under the club organization.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewDraft and Review Events
Running Club Management · Events

Draft and Review Events

Events in one list

New event
Events in view
6
Total capacity
2,550
Draft
3
Review
3
Draft3
Autumn River 10KRidgeview nature reserve
150
12 Oct
Cedar Hill Interval SessionCedar Hill track
50
01 Nov
Winter Base MilesRidgeview nature reserve
610
23 Oct
Add
Review3
Saturday Harbor LoopNorthbank trailhead
580
17 Oct
Moonlight Waterfront 5KRidgeview nature reserve
520
30 Oct
Ridge Trail Half MarathonHarbor Promenade start plaza
640
31 Oct
Add
Autumn River 10KEvents · EVN-84192
Draft
CounterpartyRidgeview nature reserve
OwnerHana Lee
Starts at12 Oct
Ends at18 Oct
Capacity150
Approve eventEVN-84192 · Autumn River 10K

Independent Reviewer decides the authorized event revision; the guarded action records the approval attempt and outcome.

Waiting for Independent Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
16
Roles with set permissions
8
Reports and dashboards
8
Features

Club operations in view

Every feature works on the same records. Pick one to see the screen your team works in.

Event planning

Prepare the club event's venue, capacity and timing before an independent decision on the current revision.

  • Venue preparation
  • Event ownership
  • Revision approval
  • Events
  • Venues
  • Organizations
  • Team members
  • Review decisions
  • Operation receipts
Explore event planning
OverviewOpen Events
Running Club Management · Event planning

Open Events

Events

New
Record numberSubjectCounterpartyStarts atEnds atCapacity
EVN-93629Autumn River 10KCedar Hill track19 Oct25 Oct200
EVN-71639Saturday Harbor LoopMaple Street recreation hall12 Oct19 Oct320
EVN-34501Cedar Hill Interval SessionNorthbank trailhead21 Oct27 Oct650
EVN-48130Moonlight Waterfront 5KHarbor Promenade start plaza13 Oct17 Oct600
EVN-59441Winter Base MilesRidgeview nature reserve25 Oct02 Nov560
6 of 6 records
Autumn River 10KEvents · EVN-93629
Open
CounterpartyCedar Hill track
Starts at19 Oct
Ends at25 Oct
Capacity200
OwnerKwesi Boateng
Example screen with sample data
Process

From event planning to closure

From event planning to closure ships ready to use. One step needs a named approval before the work moves on: Approve event (Independent Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Plan event

    Set the venue, interval, capacity and accountable owner for the current event plan.

    Autumn River 10KEVN-84192 · Event Coordinator
    Plan eventBy Event Coordinator

  2. Approve event

    Have Independent Reviewer approve the authorized event revision before the opening handoff.

    Autumn River 10KEVN-84192 · Independent Reviewer
    Approve eventBy Independent Reviewer
    ApprovalIndependent Reviewer decides the authorized event revision; the guarded action records the approval attempt and outcome.

  3. Reserve places

    Reserve eligible quantities against an Open event with remaining capacity.

    Autumn River 10KEVN-84192 · Admissions Steward
    Reserve placesBy Admissions Steward

  4. Admit attendees

    Record actual arrival once against the authorized reservation line.

    Autumn River 10KEVN-84192 · Admissions Steward
    Admit attendeesBy Admissions Steward

  5. Publish verified results

    Execute approved timing evidence through Results Publisher's separate authority.

    Autumn River 10KEVN-84192 · Results Publisher
    Publish verified resultsBy Results Publisher

  6. Close event

    Reconcile admitted attendance with verified payment evidence before completing eligible event closure.

    Autumn River 10KEVN-84192 · Event Coordinator
    Close eventBy Event Coordinator

Start with Plan and approve an event

Inside a record

Connect timing and payment evidence

Open any event to see its admissions, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Counterparty, Owner, Starts at and Ends at.

  2. 2
    Admissions

    Each line is linked to this event.

  3. 3
    Who works on it

    Admin, Event Coordinator and Admissions Steward, each with their own permissions.

  4. 4
    Process stages

    Establish club scope and Plan event, with the role that acts.

  5. 5
    Approvals

    Approve event, with who decides.

Draft and Review EventsAutumn River 10K
Running Club Management · Events

Autumn River 10K

Ridgeview nature reserve · Draft

Log activity
1
Record details
CounterpartyRidgeview nature reserve
OwnerHana Lee
Starts at12 Oct
Ends at18 Oct
2
Admissions

Autumn River 10K

ParentLine numberAttendee reference
Ridge Trail Half Marathon120MEM-2026-041
Ridge Trail Half Marathon700MEM-2026-042
Saturday Harbor Loop640MEM-2026-043
Admissions
6
Total line number
3,710
3

Who works on it

  • AdminManage Organizations, Venues, team members, Users
  • Event CoordinatorManage Events, record attachments
  • Admissions StewardView Events, Admissions, operation receipts
4

Process stages

  • Establish club scopeEvent Coordinator
  • Plan eventEvent Coordinator
5

Approvals

  • Approve eventIndependent Reviewer
    Approved
Example screen with sample data
Approvals

Review the event before opening

Event Coordinator prepares owned Draft events and uses authorized opening, close and cancellation actions. Admin maintains the club, venue and staff identity context.

OverviewApprovals
Running Club Management · Overview

Approvals

Signed in as Independent Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • RE-66163Autumn River 10K
    Autumn River 10KRequested by Admin
    Submitted3dActions
  • RE-99401Saturday Harbor Loop
    Ridge Trail Half MarathonRequested by Admin
    Submitted3dActions
  • RE-10667Cedar Hill Interval Session
    New Runner Welcome RunRequested by Admin
    Submitted3dActions
  • RE-51990Moonlight Waterfront 5K
    Saturday Harbor LoopRequested by Admin
    Submitted4dActions

Who approves what

DecisionApprover
Approve eventHave Independent Reviewer approve the authorized event revision before the opening handoff.Independent Reviewer
Approve Events, race entriesIndependent Reviewer
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Running Club Management to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains club organizations, venue eligibility and staff account membership without event or result approval authority.

  • Manage Organizations, Venues, team members, Users
  • View Events, operation receipts

Roles and permissions

Reports

Explain attendance and event outcomes

Explain event attendance, result review and financial exceptions from the underlying evidence.

Overview
Running Club Management · Overview

Running Club Management dashboard

This quarter

Race entries in view
6
Total finish seconds
3,320
Submitted
6

Events by status

How far records got this quarter

StageReachedStep
Draft37
Review1746%
Approved1059%
Open660%

Capacity by status

Sample totals per stage

7.0k0
7.0kDraft
4.0kReview
3.0kApproved
2.0kOpen
2.0kCompleted
Example screen with sample data
  1. 01Reserved and Admitted Attendance

    What quantity was historically reserved, and what quantity has a recorded admission time?

  2. 02Event Capacity Review

    How do recorded reservations and admissions compare with event capacity, and which retained claims need a cancellation check?

  3. 03Event Schedule Register

    Review each event's subject, venue, planned start and end, capacity, owner and status for club planning.

  4. 04Race Timing Review Register

    Which entries have timing evidence, and which still need an independent decision or execution outcome?

  5. 05Event Decision Register

    Compare each decision's source revision with the event's current revision and show the reviewer, decision, decision time and reason.

  6. 06Provider Payment Register

    Which provider events are verified, and do they represent authorization, capture, refund or void?

  7. 07Operation Exception Register

    Which request remains unresolved, and what revision or evidence explains the problem?

  8. 08Event Evidence Register

    Group evidence records by event and visibility, showing the title, evidence type, file reference, uploader and upload time.

All reports and dashboards

Who it's for

Start with your club's event

See how Running Club Management fits your kind of team.

Community running clubs

Coordinate recurring club runs with clear event ownership, capacity and actual attendance.

Club race organizers

Keep race registration, timing review and result execution distinct throughout the event handoff.

Paid club events

Reconcile admitted attendance with provider-backed payments while keeping cancellations and refunds separate.

Controls

Keep evidence with the decision

Each stage, from event planning to closure, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom event planning to closure
Running Club Management · Process

From event planning to closure

Each stage, the role that acts and the status it records

Process stages
12
Approval steps
1
Roles involved
7
Tables touched
9
Plan event
Event Coordinator
StatusDraft → Review
RecordsEvents, Venues
Approve eventApproval
Independent Reviewer
StatusReview → Approved
RecordsOperation receipts, Organizations, Events
Open eventApproval
Event Coordinator
StatusApproved → Open
RecordsEvents
From event planning to closure
  1. Start
    Plan eventDraft → Review
    Events
  2. Approval
    Approve eventReview → Approved
    Operation receipts
  3. Approval
    Open eventApproved → Open
    Events
  4. Step
    Submit timing evidenceDraft → Submitted
    Race entries
  5. Approval
    Review race resultSubmitted → Approved
    Independent Reviewer
Example screen with sample data

See each stage in detail

AI agent

Configure the pilot with Proto

Use Proto to configure the event pilot and help volunteers inspect the evidence behind each handoff.

It can

  • Event Coordinator: Help prepare the venue, interval and capacity, then assemble the current revision for review.
  • Admissions Steward: Help identify the authorized reservation and distinguish reserved quantity from actual admission evidence.
  • Independent Reviewer: Bring the current event or timing evidence together without replacing the reviewer's decision.
  • Finance Reviewer: Help distinguish provider event types and identify unresolved payment or refund evidence.

Stays with a person

  • The reviewer makes the independent decision and Results Publisher uses the separate execution authority.
  • An assistant cannot infer attendance from a reservation, a finish from registration or a refund from cancellation.
  • Provider-backed outcomes need real evidence, and protected operations must use the authorized guarded actions.
  • Agent activity is metered by usage.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Running Club Management
  • Payment provider
  • Timing provider
  • External results destination
  • Club communications
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 11 tables
11tables
  • Event planning6
  • Reservations and admission3
  • Race result review4
  • Verified result publication3
  • Payments and event closure5
  • Operational evidence5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Choose the pilot event

    Event Coordinator selects a familiar club run, race or training event. Agree the venue, time zone and capacity unit with the volunteers who will operate it.

  2. Prepare identity and access

    Admin establishes the club organization, venue eligibility and staff account mapping. Assign independent review and result execution responsibilities, and agree how an entrant is authorized for a particular race entry.

  3. Rehearse planning and admission

    Prepare the current event revision, obtain approval and complete the opening handoff. Reserve within capacity, admit the authorized line once and inspect repeated request outcomes.

  4. Rehearse timing evidence

    Submit an entry’s actual timing evidence, obtain an independent decision and execute eligible approved scope through the separate publisher action.

  5. Rehearse close and exceptions

    Inspect verified provider evidence, close eligible event scope after it happened and test cancellation of unused reservations. Preserve attendance and keep unsupported refund questions unresolved.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Running Club Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Running Club Management for your business. Begin with a club organization, eligible venue and familiar event. Include approval, reservation, admission and an evidence-based closing rehearsal in the pilot.

What kinds of events can the club organize?

The event records support races, club runs and training events with venue, planned timing, capacity and ownership. Agree the operating handoff and capacity unit for the selected event during setup.

Does a reservation count as attendance?

A reservation records a place against eligible Open scope. Actual attendance requires the separate admit action and recorded admission time. A reservation line can be admitted at most once.

Can we reserve beyond event capacity?

The reservation action applies a remaining-capacity guard after checking the request, event and lifecycle. Rehearse the capacity and quantity convention with the gate volunteers before the first operating cycle.

Does event approval open reservations?

Approval and opening are separate handoffs. Admissions Steward starts reservation work when the event is Open and the request can pass the capacity check.

What makes a race entry ready for result review?

Race Entrant supplies actual timing evidence with the finish duration and timing receipt for the authorized entry. A registration time alone does not establish a finisher.

Does result approval perform publication?

Independent Reviewer decides the submitted timing scope. Results Publisher then performs a separate authorized execution step with its own authority reference and operation receipt.

What happens to attendance when an event is canceled?

The authorized cancellation path revokes unused reserved scope while preserving admitted history. Retained reservation records need the current event and operation context before they are treated as usable places.

Does cancellation automatically refund captured payments?

A refund needs provider-backed evidence. Cancellation changes event scope; unresolved refund questions remain Needs review until the provider evidence supports the financial outcome.

Can we connect timing and payment providers?

Configure those connections during setup with agreed identifiers, time zones and evidence rules. Rehearse duplicate messages and uncertain responses before using imported evidence for result execution or event closure.

Set up Running Club Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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