Recording and Reviewing Participation
ClubTrack can record matches, practice sessions, and other club activities against your membership. Your club controls which disciplines, matches, participation roles, and entry methods are available.
Record a participation from the Member Workspace
Go to Records → Record Participation.
If your club has disabled remote participation recording, ClubTrack will tell you to use kiosk mode or contact an administrator instead.
1. Choose the activity
Select:
- Discipline
- Match or activity
- Participating as — for example, competitor or another club-configured role
Only entries enabled by your club are shown.
2. Add equipment and performance information
You can optionally select the firearm used and enter a score.
For handgun activities, ClubTrack can associate an LRD handgun class with the participation. The class may come from the selected match or from the firearm recorded in My Firearms.
If the handgun class on your selected firearm does not match the class configured for the selected match, ClubTrack displays a warning before allowing you to continue. Check the details carefully before choosing to record the entry anyway.
3. Set the date and location
Select the participation date. Self-recorded entries support today or a past date; future dates cannot be selected.
For an activity at another club, enable Away match and enter the host club name.
An away match can also include optional supporting information:
- a PractiScore or other results URL
- an image or PDF evidence file
Providing evidence can make it easier for a club administrator to verify an away-club participation.
4. Add notes
Use Comments for any useful context about the participation. This is optional.
5. Submit the participation
Review the Session Summary and select Record Participation.
A newly self-recorded entry may appear as Pending while it waits for administrator approval, depending on the club workflow.
Review your participation history
Go to Records → Participation History to view and filter your recorded participation entries.
Your dashboard may also show participation statistics, recent activity, and annual participation progress.
Annual handgun participation progress
For clubs using Victorian handgun participation compliance features, the dashboard can show progress such as:
- approved events
- match events
- competitor events
- separate participation days
- relevant handgun-class requirements
The class-specific calculation depends on accurate information in Records → My Firearms. If your handgun is missing or has the wrong class, the dashboard may not be able to calculate your class requirements correctly.
Compliance information in ClubTrack is a tracking aid. If you are unsure whether a participation satisfies a legal or regulatory requirement, confirm it with your club and the relevant regulator.
Why is my participation still pending?
An administrator or range officer may need to review the entry first. ClubTrack's Participation Queue can be used to approve or reject submitted records.
For an away match, make sure the host club and any available results/evidence are complete. If an entry is rejected, contact your club if you need clarification or correction.
I cannot see the match I need
The list is controlled by the club's Match Setup configuration. If a discipline or match is not available:
- confirm you selected the correct discipline;
- reset the form and try again;
- contact a club administrator if the match is still missing.
Administrators can enable approved matches or create club-specific participation entries in Club Settings.