Partner portal guide

Register and log in

Go to Become a partner on the homepage, or straight to the portal's registration page. You fill in your full company details right away: company name (and optionally a different trade name), contact person, phone number, address, email address, optionally your VAT number (with automatic validation) and a password. Your account begins with 0 credits — see Buy credits.

After creating your account you get a confirmation email with a link to verify your email address; only then can you use the portal. Forgot your password? Click Forgot your password? on the login page — you'll get an email with a link to set a new one.

Your dashboard

After logging in you see your dashboard right away, split into three sections:

• Active today — events athletes can order a medal for on the public site today, with the number of medals sold, revenue and kiosk status at a glance.
• Planned — future events.
• Past — events whose date has passed, with a search by name or date.

At the top you also see your remaining credits. Once that number hits zero (or below), your next visit shows a warning before you can continue working — your kiosk keeps running: a negative balance is settled automatically with your next credit package purchase at €1.25/credit excl. VAT.

Create a new event

Click + New event and fill in a name and date (optionally also an end date, for a multi-day event of at most 7 days, and an existing event to clone the settings from). You then land on the event's configuration page, split into three blocks:

• Event — name, date, end date, and Test event (check this to hide the event from athletes, so you can test freely regardless of the date).
• Timing — see below.
• Price & payment — the price per engraving and currency, a Free mode (every order is automatically confirmed for free — handy for testing the full flow without Stripe), and, if you're not running free, which payment methods you offer (online via Stripe, cash at the kiosk, card at the kiosk via your own terminal). If you offer more than one, the athlete picks at checkout.

A brand-new event has no medal linked yet — see the next step. Click Save to keep your changes.

Set up timing

In the Timing section you choose how athletes look up their time:

• RaceResult.com (link) — paste the API link from your RaceResult.com account for this race.
• Triatlon Vlaanderen (search) — look up your race in Triatlon Vlaanderen's calendar (shows the next 30 days by default) and select it. If a race has multiple categories (e.g. Individual + Trio), they're all automatically included in the search on race day.
• Manual entry — no timing system connected? Then the athlete enters their own first name, last name and finish time on the kiosk website.

Link medals to your event

Medals are no longer designed per event: you put them together separately in your medal library and then link them to one or more events. At the bottom of an event's configuration page you'll find the Medals for this event block:

• If the event has no medal yet, click + Create new medal — you land in the medal library, with this event already queued up to link to right away.
• If you already have a configured medal (e.g. from a previous event), pick it from the Link an existing medal list and click Link.
• Several medals at once can be linked to an event — for example a different medal for the 10km than for the marathon. As soon as more than one medal is linked, a field appears per medal to enter the matching RaceResult distance IDs (the available IDs and their names are shown above once results start coming in); the kiosk then automatically picks the right medal per order based on the athlete's distance, though the operator can still override that per order.

Using manual timing or Triatlon Vlaanderen (no distance IDs available) but still have several medals linked? Then the operator just picks the right medal for each order on the kiosk itself.

Medals in the top bar opens the full library: every medal you've ever configured, showing for each one which events it's used on. A new medal can be built from scratch, or based on an existing medal (a full copy of shape, text layout and laser settings, as a starting point to adjust further). A medal that's no longer linked to any event can also be deleted here.

Shape the medal

On a medal's Medal shape tab you choose the shape:

• Circle or Rectangle — enter the dimensions (mm).
• Custom (photo/vector) — for a medal with its own, unique shape (e.g. a silhouette or a shape with cutouts). There are two ways to provide it:
  • Trace a photo: upload a photo of the medal, enter its real width/height (mm), and click Trace. The shape (including any cutouts) is detected automatically and shown in the live preview.
    Tip for the best result: photograph it on a plain background with good contrast (a cutting mat with a grid works great — thin lines on a single color aren't a problem, and a grid also helps you read off the right dimensions). Avoid a checkerboard or mosaic pattern with strongly alternating colors, which confuses the detection. Shoot straight from above and keep the ribbon out of frame as much as possible.
  • Upload an SVG: did your medal supplier give you a vector drawing (e.g. an .ai or .pdf file)? Export or save it first as an SVG (one click in Illustrator, Acrobat or the free Inkscape), upload the file, and enter its real width/height (mm) for the correct scale.

The live preview on the right shows instantly how the text adapts to the chosen shape — for a custom shape with cutouts, text is automatically shrunk so it never ends up inside a cutout. Don't forget to click Save and apply configuration on every tab.

Place text and logo

On the Text layout tab you set the position, rotation, font, size and bold for each text element (distance, athlete name, finish time, extra text line) — each element can also be shown curved (along an arc), with its own diameter and arc angle. You can also just drag each text element in the live preview on the right.

You can also add a logo here (PNG, JPEG or GIF) and, if your timing system provides splits, show splits (e.g. swim/bike/run) with their own labels.

Laser settings

On the Laser settings tab you set the laser type (fiber galvo or GRBL diode) and the power, speed, frequency and pass-count settings for both the preview trace and the actual engraving. Not sure about the right values? Test on a scrap piece first before going live with an event.

Export, import and duplicate a medal

At the bottom of every tab of a medal, next to Save and apply configuration, you'll also find Export as file and Import from file: these save that one medal's full configuration (shape, text layout, laser, logo) as a file — handy as a backup, or to share with a colleague or another kiosk.

Just want a variant of an existing medal (e.g. the same layout but a different size for a different distance)? Don't use export/import for that — instead, create a new medal in the medal library and pick it as the base via Based on — that immediately copies the full configuration, ready to adjust further.

Connect the kiosk laptop

To actually engrave, you need the kiosk software on a laptop connected to your laser engraver (see the kiosk guide for installation). To connect that laptop to an event:

1. Go to Account Settings → Kiosk connection and copy your personal API token.
2. On the kiosk laptop, open the operator dashboard and click connect it (or go to Platform connection).
3. Paste your token and click Register this kiosk, then choose the event from the list and confirm.

Once connected, the operator dashboard shows which event is active and whether the connection is "Online" or "Stale"; the same page lets you switch events or disconnect the kiosk at any time. Start with a single kiosk and scale to multiple kiosks/lasers at once on the same event as soon as turnout calls for it (e.g. 2 lasers side by side on a large event) — an order is never claimed by more than one kiosk at a time.

Buy credits

Every engraved medal uses 1 credit. Via Buy credits in your dashboard you choose a package (prices excl. VAT): 100 credits at €1.25/credit, 500 at €1.15/credit, 1,000 at €1.00/credit, or 5,000 at €0.90/credit — the bigger the package, the lower the price per credit. You pay via Stripe, or request an invoice you pay manually later. Once your balance hits zero, you don't get stuck: your kiosk keeps running and your balance can temporarily go negative. Extra credits used are settled automatically with your next credit package purchase at the overage rate (€1.25/credit excl. VAT) — so buying credits in advance is cheaper. You do have to confirm this once before you can continue working.

Reporting and export

Under Report you choose a period (e.g. the last 30 days, or a custom range) and see the number of medals sold, revenue, and the split between paid online, cash at the kiosk, card at the kiosk and given away for free — both in total and per event. Use Export as CSV (Excel) to download these figures for use in Excel or your bookkeeping.

Account settings

Under Account Settings, split across tabs, you'll find:

• Details — company name, trade name, contact person and address, your VAT number (with automatic validation), your password, and your own page link (/p/your-name) with ready-made QR codes (PNG, JPG, SVG) to put on promotional material. At the bottom you'll also find the option to close your account — your data and statistics are kept afterwards, but you can no longer log in.
• Stripe config — your own Stripe connection, see the next step.
• Kiosk connection — your API token and the kiosk software download, see above.
• Analytics — connect your own Google Analytics measurement ID to track traffic on your page link.
• Service area — only relevant if you also want to appear in the public partner directory; here you set which region(s) you serve.

Connect Stripe (receive payments)

To receive payments from athletes, connect your own Stripe account. Stripe processes the payment and deposits the money directly into your own account — we never sit in between.

1. Create an account on stripe.com (or log in if you already have one) and go through Stripe's own business verification (company number, bank account). This is only needed to receive live (real) payments — testing works right away, without verification.
2. In the Stripe dashboard, go to Developers → API keys. Copy the Publishable key (starts with pk_) and the Secret key (starts with sk_).
3. Paste both into the partner portal under Account settings → Stripe config.
4. Also copy the Webhook URL shown there by the portal (at the bottom of the same tab, click it to select it).
5. In the Stripe dashboard, go to Developers → Webhooks → Add endpoint, and paste that URL as the endpoint address.
6. Under "Events to send" select at least payment_intent.succeeded (and optionally payment_intent.payment_failed), and confirm.
7. Stripe then shows a Signing secret (starts with whsec_) — copy it and paste it into the portal under Webhook secret. Don't forget to save.

Stripe keeps test and live keys/webhooks strictly separate. Feel free to test fully in test mode first; repeat these steps later with your live keys once you're ready to receive real payments.

Frequently asked questions

I don't see an "active today" event on my dashboard, but the date is right?
Check that the event isn't accidentally set as a "Test event" — test events never show on the public search page, regardless of the date.

An athlete can't find their name when searching?
Check your timing setting (see step 4) — the RaceResult.com link may need updating, or the race may not yet be correctly linked in Triatlon Vlaanderen.

The kiosk shows "Stale" or offline?
Check that the laptop still has an internet connection, and if needed use the Sync now button on the kiosk's own operator dashboard.

I have an event with several medals (e.g. per distance) and the kiosk engraves the wrong one?
Check that the distance IDs are filled in correctly for each linked medal (see step 5) — and remember the operator can always override the chosen medal per order right on the kiosk.

Ready for your first event? — checklist

Go through this list before you go live for the first time with athletes on site:

• Account registered and email address verified (no more "Confirm your email" screen when logging in).
• Credits available, or the fallback mechanism understood (a negative balance is settled with your next purchase at €1.25/credit excl. VAT) — see Buy credits.
• Stripe connected if you want to offer online payments — or Free mode/cash set up if you're not (yet) — see Connect Stripe.
• Event created with the correct name and date.
• Timing set up (RaceResult.com, Triatlon Vlaanderen, or Manual) — see Set up timing.
• At least one medal created and linked to the event — see Link medals to your event.
• Laser settings tested on a scrap piece, not just in the live preview.
• Kiosk software installed on the laptop next to the laser — see the kiosk guide.
• Kiosk connected to the correct event — dashboard shows "Online", not "Stale".
• One complete test order performed end-to-end: look yourself up (or enter manually), confirm, pay (or confirm for free), and check that the order appears on the kiosk dashboard and can actually be engraved.

Only once every one of these is in order are you ready to go live. For the practical steps on race day itself, see the Race-day checklist in the kiosk guide.