Gymkhana events move quickly, but the information behind them often does not. Registration may begin in one form, move into a spreadsheet, get rewritten into a run order, and then be copied again for results, standings, and member updates.

Gymkhana Tracker is designed to keep that work connected.

It gives nonprofit riding clubs one web-based system for organizing event information from registration through final results, while keeping volunteers focused on the arena instead of on duplicate paperwork.

What Gymkhana Tracker brings together

Gymkhana Tracker supports the core workflows that riding clubs manage throughout a season:

  • Club and season configuration
  • Rider classes and event types
  • Gymkhana setup
  • Rider and horse registration
  • Event entries and scratches
  • Run-order preparation
  • Scribe and result entry
  • Public live event updates
  • Results and placings
  • Records
  • Membership information
  • Season points and standings

These remain distinct parts of the event, but they share the same underlying information. A change made in one workflow can be reflected where it is needed without volunteers repeatedly rebuilding the same data.

From registration to results

  1. Configure the event: Club administrators define the gymkhana, choose the events being run, confirm rider-class eligibility, and prepare registration details.
  2. Register riders and horses: Registration staff record riders, horses, event entries, payment status, check-in status, scratches, and additional-horse runs.
  3. Prepare the run order: The system uses the configured event structure and actual registrations to build the working run order. Clubs remain in control of how their event is organized.
  4. Enter results from the arena: Scribes enter times and result statuses through a focused interface designed for event-day use. Corrections remain controlled and traceable.
  5. Share progress and results: Public live views can show event progress and results without requiring riders or families to gather around the secretary table.
  6. Carry results into the season: Completed event results can feed records, placings, and season standings without creating another disconnected spreadsheet.

Built for the people doing the work

Club officers

Club officers gain a clearer view of seasons, gymkhanas, participation, results, records, memberships, and standings.

The system reduces the number of separate files and informal processes that must be understood and maintained from year to year.

Registration volunteers

Registration volunteers can work from one shared source of information rather than reconciling paper forms, online forms, and spreadsheets throughout the day.

Scribes and arena volunteers

The scribe workflow is designed around quick result entry, clear run context, and safe corrections. Volunteers can concentrate on the current rider instead of navigating a complicated administrative system.

Riders and families

Riders and families gain better visibility into event progress, results, records, and standings without interrupting busy volunteers for every update.

Clubs remain in control

Gymkhana Tracker is not intended to impose one universal way of running a gymkhana.

Clubs can continue to define their own:

  • Seasons
  • Rider classes
  • Event types
  • Event eligibility
  • Points rules
  • Membership policies
  • Records
  • Gymkhana schedules
  • Operational procedures

The application provides structure and consistency while leaving club decisions with the club.

Designed for real event-day conditions

Riding-club events do not happen in ideal office environments.

They happen in arenas, barns, announcer booths, registration tables, and temporary work areas. Internet access may come from a local network or mobile connection. Volunteers may use laptops, tablets, or phones.

Gymkhana Tracker is designed with those realities in mind:

  • Web-based access across ordinary devices
  • Focused workflows for specific volunteer roles
  • Clear status and validation feedback
  • Mobile-friendly public views
  • Connected registration, scribe, and live-update information
  • Reduced dependence on one person's private spreadsheet
  • Practical recovery from corrections, scratches, and event-day changes

The goal is not to add more technology to the arena. The goal is to make the necessary technology easier to use.

Free for nonprofit riding clubs

Gymkhana Tracker is available free to nonprofit riding clubs.

Access is not tied to a subscription fee, per-rider charge, or required donation.

Optional support for the project may be offered separately to help offset hosting and development costs, but financial support is not required for a qualifying club to use the system.

An independent project

Gymkhana Tracker is an independently developed project created around the needs of volunteer-run riding clubs.

That means the project should be presented honestly:

  • It is not backed by a large software company.
  • It does not promise a staffed, round-the-clock support desk.
  • It is developed carefully, with an emphasis on practical workflows, reliability, security, and clear documentation.
  • Club feedback helps guide future improvements.

Where the project stands

Gymkhana Tracker is actively being developed and tested around real club workflows.

The public website will continue to add:

  • Detailed feature information
  • Club onboarding guidance
  • Volunteer documentation
  • Demo-request options
  • Support information
  • Release notes and project updates

Clubs interested in evaluating Gymkhana Tracker will be able to request a demonstration and discuss whether the system fits their event structure.

A smoother event day starts with connected information

Registration, run order, scribing, results, records, and standings should not feel like six unrelated projects.

Gymkhana Tracker brings them together so volunteers can spend less time reconciling information and more time keeping the event moving.