Instructions

Setting up a show happens in two stages: first you create the Main Show (the overall event), then you add one or more Sub-Shows underneath it (each individually judged competition — Open A, Youth B, the Cavy show, and so on).

1. Sign in

From the homepage, click Log In in the top-right. If you don't have an account yet, click Sign Up right next to it.

2. Create the Main Show

On the Shows page, click + New Show and fill in:

• Show Name — what goes on flyers (e.g. Dalton Triple 2027).
• Show Date — the overall start date of the event.
• Entry Deadline — once this passes, exhibitors can no longer add or edit entries through the portal.
• Club / Organization — the host club.
• Location / Venue — where the show is being held.
• Show Officials — Secretary name, ARBA #, and email; Superintendent name and ARBA #. These appear on the ARBA show report.

Three more sections to consider:

• Show Fees — charged once per exhibitor (cleaning fee, exhibitor fee, optional custom fee). Per-animal entry fees are set per Sub-Show, not here. Best to set these up right away, but you can come back to them.
• Check-in Sheet Email Message — optional. The text included on every check-in email you send; leave blank to use the default message.
• Portal — Required Exhibitor Fields — optional. Whether exhibitors using the self-service portal must give you their full name, phone, and mailing address. Email is always required.

Save. You'll land on the new show's dashboard.

3. Add Sub-Shows

From the show dashboard, add a Sub-Show for each judged competition. Most shows are triples — for example, three Open Sub-Shows (Open A, B, C) plus three Youth Sub-Shows (Youth A, B, C). A multi-day event might also include a separate Cavy show on its own day. Click + New Sub-Show and fill in:

• Label — short identifier (Open A, Youth B, Cavy A).
• Show Date — the day this Sub-Show is judged. For a multi-day event, each Sub-Show can have its own date.
• Sanction Number — the ARBA sanction number for this Sub-Show. ARBA assigns these weeks to months before the show, so you should have it on hand when you create the Sub-Show.
• Species — Rabbit or Cavy.
• Division — Open or Youth.
• Entry Fees — the per-animal entry fee, plus optional Wool/Fur, Specialty, National, Late, and a custom fee. Late fees apply only to entries created after the date you specify.

Repeat for each Sub-Show. You can edit any of these later from the show dashboard if details change.

Sanction setup happens per Sub-Show. Open the Sub-Show, click the Sanctions tab, and work breed by breed: add the breed, send the request to its club, track the return when it comes back.

1. Add a breed to the Sanctions tab

Type the breed name into the search box at the top and click Add Breed. The breed appears as a row with the club's contact info, sanction fee, and a way to submit your request. Repeat for every breed you want to sanction. Each Sub-Show has its own sanctions list, so you'll add the same breed once per Sub-Show that's sanctioning it.

When the same breed is sanctioned in both Open and Youth (paired), most clubs charge a combined rate that's cheaper than two separate sanctions. The cost shown on the row reflects that automatically.

2. Send the sanction request

Each row shows one of two ways to submit:

• Club email + Send button — clicking Send opens your mail client with the club's address pre-filled. Compose your sanction request and send.
• Sanction Request link — opens the club's web form in a new tab. Fill it out and submit there.

Once you've sent the request, check the Sent sanction request box and set the Date Sent. Click Save. The row turns yellow with an Awaiting Reply status so you can see at a glance which clubs you're still waiting on.

3. Track returned sanctions

All sanctions must be returned before the show starts. As replies come in, fill in:

• Sanction # — the number the club assigned.
• Date Received — when the reply came in.
• Paid By — who paid the sanction fee, so you don't try to charge them again.

Check the Received sanction numbers box and click Save. The row turns green with a Received status.

The header of the Sanctions tab shows a running tally: X / Y received. Get this to Y / Y before the show starts.

Tips

• The Breed Club Contacts link in the upper right of the Sanctions tab opens the full Club Directory if you want to see every club's contact info side by side.
• If a breed isn't in the search dropdown, it's likely not ARBA-recognized — double-check the spelling.
• The Total sanction cost at the bottom of the tab is the sum of every breed's sanction fee for this Sub-Show.

Exhibitors are people; entries are their animals. You'll register both — the people who are showing, then their rabbits and cavies.

Exhibitor profiles

Every entry belongs to an exhibitor profile. Profiles are reused across all shows you run, so once Jane Smith shows up at one of your shows, her contact info will autofill the next time you type her name. The only show-specific thing is her exhibitor number, which is auto-assigned per show.

Adding entries — bulk vs. single

There are two ways to add entries. Use Bulk Entry whenever possible — it's much simpler.

Bulk Entry (recommended)

From the show dashboard, click Bulk Entry. One form lets you:

• Pick or create the exhibitor — typing the name autofills if they're an existing profile.
• Add as many animals as you need by clicking + Add Another Animal.
• For each animal: ear #, breed, variety, class, plus a checkbox for every Sub-Show you want to enroll it in.
• Submit once — every entry is created in a single step.

Coop numbers are auto-assigned per breed, but you can override one manually if needed. If a single row errors out (duplicate ear #, missing field, etc.), only that row gets flagged — the rest still save.

Single Entry

Useful for one-off additions, like a late entry that walked up at check-in. Open the exhibitor on the show dashboard, click Add Entry, and fill in the same fields for that one animal. It's slower than Bulk for a stack of entry forms, so prefer Bulk when you have several to add at once.

Cross-show and cross-division entries

One animal can be entered in more than one Sub-Show. In Bulk Entry, this is just checking multiple Sub-Show boxes on the same row — for example, enrolling a Holland Lop in Open A, Open B, and Open C with one click.

Cross-division means entering the same animal in both an Open and a Youth Sub-Show. The most common reason: a youth has no competition in their breed in Youth, so they enter Open to actually get judged. Sometimes a youth will also enter a single Open Sub-Show to try their hand at Open while staying in Youth for the others. Allowed when those Sub-Shows aren't paired together.

Editing, deleting, and scratching

Edit an entry from the show dashboard or the Sub-Show's Entries tab — this covers ear #, breed, variety, class, and which Sub-Shows the animal is enrolled in.

Delete is the right tool for two situations:

• You made a mistake when entering and the entry shouldn't exist at all.
• The animal scratched before the show starts — pull it out cleanly and the rest of the books stay tidy.

Don't delete entries after the show has been judged. If an animal didn't show on the day, mark it S (scratched) on its placement during results entry. That keeps the historical record intact — the entry stays on the report, but its "S" placement excludes it from sweepstakes point counts and leg eligibility automatically.

Fees come from two places. The Main Show charges fees once per exhibitor (cleaning, exhibitor, optional custom) and each Sub-Show charges per-animal fees (entry, optional Wool/Fur, Specialty, National, late, custom). Each exhibitor owes the sum.

How fees are calculated

The Fees page on the show dashboard builds the bill for every exhibitor automatically as soon as entries exist:

• Show-level fees (cleaning, exhibitor, custom) — added once per exhibitor.
• Sub-Show entry fees — multiplied by the number of animals that exhibitor enrolled in that Sub-Show.
• Optional per-Sub-Show fees (Wool/Fur, Specialty, National, custom) — applied per animal that opts into them.
• Late fee — applied to entries created after the Sub-Show's late-fee cutoff date.

Each line shows the Sub-Show, the fee, the quantity, the rate, and the line total. Each exhibitor's section ends with a grand total.

Recording payments

As exhibitors pay, fill in their payment row at the bottom of their fees section:

• Amount Paid — what they handed over (full or partial).
• Method — Cash, Check, Square, PayPal, Venmo, Zelle, Cash App, or Stripe.
• Check # — optional, for check payments.
• Reconciled — tick this once the payment has cleared on your end (e.g. the check has deposited).

Click Save. The exhibitor's row will show Paid via [method] alongside the amount.

Printing the fees report

Three print buttons up top:

• Print Rabbits — only exhibitors with rabbit entries.
• Print Cavies — only exhibitors with cavy entries.
• Print All — everyone.

Each printed report includes a header with totals (Due / Collected / Outstanding / Print Date) and the same line-by-line breakdown you see on screen, sorted by exhibitor.

Three things you'll typically print before the show: Check-in Sheets, Class Sheets, and the Fees Report. Order doesn't matter — print each one when you need it.

Check-in Sheets

One per exhibitor — they use this on show day to confirm the animals they're bringing match what's in the system. From the show dashboard, in the Exhibitors section:

• Check-in Sheet — opens a printable page with one sheet per exhibitor. Use your browser's print dialog (Cmd/Ctrl+P) to print or save as PDF.
• Email All Check-in Sheets — sends every exhibitor (who has an email on file) their own check-in sheet. Each exhibitor row updates with a sent-status indicator so you know who's already received theirs.

Need to re-send to one person only? Use the per-exhibitor email button on their row.

Class Sheets

These go to the writers and judging tables — one page per breed (or per class, if you prefer), listing every animal in that breed's classes with space to mark placements. Open a Sub-Show and click the Class Sheets tab.

• Breed filter — leave on See all breeds to print everything, or pick a single breed for a re-print.
• Print All Separately — defaults to OFF (one page per breed, classes grouped). Toggle ON to put each class on its own page.
• Print All — opens your browser's print dialog. What you see on screen is exactly what prints — no separate preview mode.

Each breed gets a cover sheet with a QR code on the front, then the class sheets behind it.

Safari note: in the print dialog, check Print backgrounds so the QR cover sheet keeps its shading and stays on its own page. Chrome and Firefox handle this without any extra setup.

Fees Report

From the show dashboard, click Fees to open the bill-by-exhibitor page, then use one of three print buttons up top: Print Rabbits, Print Cavies, or Print All. Each report has a header with totals (Due / Collected / Outstanding / Print Date) and a per-exhibitor breakdown. See Fees & Payments for the full details on what's on it.

Show day data entry happens through two surfaces: the Writers' tab for the people at the judging tables, and the Secretary Results tab for review and final fixes. Writers do the bulk of the work; the secretary is the final authority and can override anything if needed.

Writers' tab — primary data entry

Each printed Class Sheet has a QR code on its breed cover. The writer (sitting next to the judging table, recording placements live) scans the QR or visits the URL printed below it. From there:

• They sign in, or create a writer account with their name, phone, and email.
• They pick the breed and class they're writing for.
• They enter placements as the judge calls them, animal by animal.
• Results save directly to your system in real time — no syncing or transcribing.

Placement codes

Most entries get a numeric placement (1st, 2nd, 3rd, etc.). The special codes:

• S — Scratched. Animal didn't show on the day.
• DQ — Disqualified. The judge will need to give a reason, and that reason shows up on the exhibitor's report.
• NP — Not Placed. Judge looked at the animal but didn't award a placement.
• W — Wrong Class.
• U — Unworthy. Judge declined to award.

S, DQ, NP, U, and W don't count toward "# animals shown" totals or qualify for ARBA legs. Pre-juniors (the PJ class) also don't count toward legs by rule.

Locking

Once a writer finishes a breed, they lock it — signaling that the placements are complete and correct. Locked breeds can't be edited from the writer side without unlocking first.

Secretary Results tab — final authority

Each Sub-Show has a Results tab where you review every breed's results. Use this to:

• Fix transcription errors after a writer locks. You're not blocked from editing locked breeds — you'll just get a confirmation dialog so the override isn't accidental.
• Fill in placements for breeds where no writer ever signed in.
• Confirm Best of Variety, Best Opposite of Variety, Best of Group, and the higher-tier breed awards — the system auto-derives these from placements, and you confirm or adjust on this tab.

The pink Save Results notice on the dashboard tells you which breeds still need attention. Click through to each breed to clear it.

Unlocking a writer-locked breed

If a writer locked a breed prematurely or with a mistake they want to fix themselves, click Unlock on the result card and the breed becomes editable from the writer side again.

Awards follow a strict order. Each higher-level award rolls up from the level below it — BOV from a class winner, BOG from BOV, BOB from BOV (or BOG for grouped breeds), and so on up to BIS. The system enforces this chain so the results stay consistent.

Award chain — who's eligible for what

• BOV — 1st-place animal in that variety.
• BOSV — 1st-place animal in the variety, opposite sex from BOV.
• BOG — comes from BOV winners in that group.
• BOSG — comes from BOV / BOSV winners in the group, opposite sex from BOG.
• BOB — comes from BOV / BOG winners. Netherland Dwarfs and Mini Rex always have BOG/BOSG assigned along with BOV/BOSV; Jersey Wooly only has BOG/BOSG (no BOV/BOSV).
• BOS — comes from BOV / BOSV / BOG / BOSG winners, opposite sex from BOB.
• Best Sr / Int / Jr of Variety — 1st-place animal of that age tier in the variety. No opposite-sex pair.
• Best Sr / Int / Jr of Breed — must be a Best Sr / Int / Jr of Variety winner of the matching tier.
• BIS, RIS, Best 4 Class, Best 6 Class — may only go to a BOB animal.

Two scoping rules: BOB and BOS are entered once per breed (not per variety). BIS, RIS, Best 4 Class, Best 6 Class are entered once per Sub-Show.

Auto-population

Once a breed's classes are fully placed, the system auto-fills the breed-level awards (BOB, BOS, etc.) based on the chain above. The secretary or writer can override these — auto-fill is a starting point, not a lock — but the chain rules still apply: you can't pick a BOB candidate that isn't a BOV / BOG winner, for instance.

Best 4 Class / Best 6 Class

Two sub-show-wide awards alongside BIS and RIS:

• Best 4 Class — best BOB across breeds that use the 4-class system.
• Best 6 Class — best BOB across breeds that use the 6-class system. (Every cavy breed is 6-class, plus several rabbit breeds.)

Both are optional and can be skipped at save without blocking the Sub-Show.

BIS / RIS — always awarded, not always a leg

BIS and RIS are always awarded by the judge, regardless of how many animals or exhibitors showed up. What changes is whether the win counts toward an ARBA leg:

• Sub-show-wide legs (BIS, RIS, Best 4 Class, Best 6 Class) — leg requires ≥3 exhibitors and ≥5 animals across the entire Sub-Show.
• Per-breed legs (BOB, BOV, BOG, and their opposite-sex versions) — leg requires ≥3 exhibitors and ≥5 animals in that scope (the breed for BOB, the variety for BOV, the group for BOG).
• Per-tier legs (Best Sr / Int / Jr of Variety or Breed) — same 3 + 5 threshold within the age tier.

Animals with S, W, or U placements (and pre-juniors) don't count toward the threshold. DQ and NP animals do count — they showed up and were judged. Hand-entered breeds and varieties (anything not on the ARBA standard list) don't count toward the threshold either, and they can't earn legs themselves.

When the threshold isn't met, the result card shows a small amber note next to the affected award ("no leg awarded without ≥3 exhibitors & ≥5 animals") so it's clear at a glance whether the win counts.

After the show is judged, three kinds of reports go out: the ARBA Show Report (one combined PDF to ARBA), per-club Breed Reports (one per breed club whose breeds were sanctioned), and per-exhibitor Show Reports (one per exhibitor). All three live in the Reports section of the show dashboard. Each can be previewed (download the PDF) or emailed (sends with a delivery record so you know who's been sent what and when).

ARBA Show Report

A single PDF covering every Sub-Show — officials, judges, totals, Best in Show winners. Required by ARBA after every sanctioned show.

• Download PDF — opens the report in a new tab so you can review or save it.
• Email to ARBA — sends the PDF directly to [email protected]. The button switches to Resend to ARBA if you've already sent it.

Two prerequisites before the report can be sent: the secretary and superintendent fields must be filled in on the Main Show, and the post-show fields (awards mailed date, sweepstakes filed date, protest status) must be complete. Yellow warnings on the report card flag whatever's still missing.

Breed Club Reports

Each breed club gets its own PDF with their breeds' results and sweepstakes points across every Sub-Show. The Reports section lists every club whose breeds were sanctioned, with a count of how many have an email on file.

• Per-club Preview / Send — review each club's PDF, then send to that club's report email. Sent timestamp shows on the row afterward.
• Send All to Clubs — bulk-emails every club that has a report email on file. Uses the report email from the Club Directory; clubs without one are skipped, and you'll need to print and mail those manually.

Exhibitor Reports

Each exhibitor gets a personal PDF with all their entries, placements, the awards their animals won, ARBA leg markers (LEG), and their sweepstakes points per breed. The Reports section lists every exhibitor with a count of how many have an email on file.

• Per-exhibitor Preview / Send — review then send to one exhibitor at a time.
• Send All to Exhibitors — bulk-emails every exhibitor that has an email. Sent timestamps show per row.

Closing out the show

The show is fully wrapped when:

• All Sub-Show results are entered and locked.
• The ARBA Show Report has been sent.
• Breed Club Reports and Exhibitor Reports have been sent (or printed and mailed for those without email).
• Fees are reconciled and the post-show fields on the Main Show are filled in.

Sweepstakes points and ARBA legs are two separate ways an animal's performance is tracked. Both are calculated automatically once results are entered — you don't compute either by hand.

Sweepstakes points

Each breed's national specialty club runs a yearly sweepstakes contest. Points are awarded for class placements and special awards. The exact formulas vary club to club, but most look something like:

• Class placements (often 1st = 6 × number in class, 2nd = 4 ×, 3rd = 3 ×, or a flat scale).
• BOV / BOSV / BOB / BOS — usually a bonus, often scoped per-variety or per-breed.
• BIS / RIS / Best 4 Class / Best 6 Class — typically a flat bonus when applicable.

The full per-club scoring rules are on the Sweepstakes tab of the show landing page. Pick a breed and you'll see exactly how that club's points are calculated — including conditions (minimum exhibitors, excluded class types) and any National / Convention / Quality-Points side contests the club runs separately.

Where sweepstakes points appear

• Exhibitor show report — points are calculated and totaled per breed for each exhibitor's animals, with a grand total at the bottom of each breed.
• Breed club report — the same points roll up by exhibitor for the club's year-end sweepstakes tallies.

ARBA legs

An ARBA leg is a step toward the Grand Champion title. To earn a Grand Champion certificate, an exhibitor needs three legs from different shows and three different judges in the same recognized variety / breed.

Eligible awards include BOB, BOS, BOV, BOSV, BOG, BOSG, plus BIS / RIS / Best 4 Class / Best 6 Class, plus Best Sr / Int / Jr of Variety / Breed. A leg only counts when the threshold is met: at least 3 exhibitors and 5 animals in that award's scope. See Best in Show & Awards for the full chain and the placements that don't count toward the threshold.

Where legs appear

On the exhibitor show report, every animal that earned a leg has a LEG marker next to its highest-prestige award. Only one leg per animal per show — if a single rabbit won BOB, BOV, and Best Sr of Variety, the LEG marker is on the highest of those (typically BOB).

Hand-entered breeds and varieties (anything not on the ARBA standard list) can't earn legs.