Once your event is live and taking bookings, each booking turns into a driver who works through a few steps before the gate. Knowing the whole journey makes the rest of Lapvio click into place.
A booking becomes a driver
A driver books a place, through Lapvio's checkout or a connected shop if you use one, and gets a confirmation. The booking lands on the event and the driver appears on your roster straight away.
Portal access
Each driver gets a personal, secure link by email to their own event page, the portal. There's no password to remember; the link is their way in. The portal is where they do everything before the day, on their phone.
Driver portal access on the event's Driver portal section is the master switch. While it's Closed, a driver who follows their link sees a short "not open yet" message instead of a half-built event, which is what you want while you're still writing the briefing. Switch it to Open when the event is ready for people.
Getting ready
On the portal, the driver:
- Completes their details (car, licence plate, and so on).
- Works through the briefing.
- Signs the waiver.
When all three are done, they're marked ready, and their check-in code appears. The portal only shows the steps your event actually uses: if the event has no briefing or no waiver configured, that step simply isn't there and drivers become ready without it.
When the briefing and waiver open
Someone who books in March shouldn't read your safety briefing in March and then hear nothing until June. Briefing & waiver timing, in the same Driver portal section, decides when those two steps unlock:
- Open immediately is the old behaviour: everything is available as soon as a driver gets their link.
- A set number of days before the event is the usual choice. New events start at 14 days.
- On a specific date if you'd rather pin it.
Whatever you pick, the panel spells out the actual day underneath, so you never have to count back from the event yourself, and the choice saves as soon as you make it. If someone calls and needs their waiver today, switch to Open immediately and both steps unlock at once.
Only the briefing and waiver wait. Event information, the schedule, driver details, extra drivers and add-ons are all available from the moment a driver gets their link, because those are worth most early.
The email is the point, not the lock
When that day arrives, drivers are emailed automatically: whoever still has something outstanding gets a nudge to finish it, and whoever's already done gets a "your trackday is coming" note with their schedule and check-in code. Holding the steps back is only useful because it creates that moment.
Your job is mostly nudging
You don't chase people by hand. Reminders target exactly whoever's stuck at a step (no portal access yet, briefing not done, waiver not signed), so a click reaches the right drivers and skips everyone who's finished.
Check-in
On event day, a ready driver checks in: scan their code at the gate, or tick them off on the roster. Both do the same thing.
Group bookings
One person can book several places. They're the booking owner, and they assign their passengers. Each assigned driver then gets their own portal access and goes through the same steps, so everyone arrives ready.