FEI Schedule Import

FEI Schedule Import — User Guide

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Updated October 07, 2026 · EN FR NL

FEI Schedule Import — User Guide

This extension reads the FEI approved schedule (PDF) of your show and fills in Equipe for you:

  • prize money of every competition;
  • number of horses per athlete;
  • extra fees (horse fees, other fees, no-shows / late withdrawals) — including fees hidden in the notes;
  • the Qualif and Reserves lists of the Grand Prix;
  • the officials, set on each competition in the right order.

No typing and no AI: the FEI layout is fixed and read as it is. Nothing is written before you click Apply, and a whole run can be undone in Equipe in one action.

Before you start

  • Import the FEI entries first: the competitions must already exist in Equipe.
  • Have the FEI approved schedule PDF at hand (any version: V2, V3…).

1. Upload and preview

  1. In Equipe, open the show and click Schedule Import.
  2. Choose the schedule PDF.
  3. Click Preview.

The preview shows, week by week:

Section Content
Event Name, FEI show ID, schedule version, weeks and dates
To check What could not be matched or looks inconsistent
Competitions to update Each change: old value → new value
Extra fees Name, price incl. VAT, VAT rate, date, status
Lists Qualif / Reserves lists of the Grand Prix
Officials Role, name, nation, FEI ID, Import / On comp. boxes, status
Not handled Free fees, Equipe competitions not in the schedule

Status of each line

Status Meaning
new Will be created
exists Created by a previous run, will be updated
already in Equipe — left as is Set up by hand, recognised, not touched
already up to date Equipe already holds the schedule's values

2. Choose the officials

  • Import officials (next to Apply): untick to leave officials out entirely.
  • On each line of the Officials table:
    • Import — create the person in Equipe;
    • On comp. — set them on the competitions.
  • By default, On comp. is ticked for the Ground Jury President, Foreign Judge and Course designer.

The competitions table and the counters follow your ticks immediately: Apply sends exactly what you see.

3. Apply

  • Apply — writes everything.
  • Probe (1 + 1) (optional) — writes only one extra fee or list and one competition first, so you can check the result in Equipe before applying everything.

After Apply, the result is displayed.

What is filled in

Competitions

In Equipe From the schedule
Prize money Total prize money, and amount from the 14th place
Prize money chart Chart 1 → 25 %, Chart 2 → 30 %
Currency e.g. EUR
Max horses per rider Number of horses per athlete
Arena Only when the schedule uses several arenas
Class number Only on multi-week shows numbered from 1 each week: W1-5, W2-5

Only values that change are written.

Grand Prix

  • Every Grand Prix: Only allow horses that completed at least one competition is ticked.
  • Grand Prix with a qualification system:
    • two lists are created: Qualif CSI2* and Reserves CSI2* (on multi-week shows: W1 Qualif CSI3*…);
    • the Grand Prix only accepts the riders of the Qualif list.
  • The lists are created empty: fill them with the Qualifications extension, where they appear in the destination lists.

Extra fees

  • One extra fee per line of HORSE FEES, OTHER FEES and NO-SHOWS AND LATE WITHDRAWALS, for each week.
  • Dated 2 days before the first competition of the week.
  • Price incl. VAT and VAT rate read line by line (6 / 21 % in Belgium, 5.5 / 10 / 20 % in France…).
  • Club discount off; "Respect 'Do not charge VAT'" on.
  • Free lines (0.00) and athlete fees are not imported.
  • On multi-week shows, names are prefixed: Week 1 - Hay.

No-shows / late withdrawals: the amount is printed without VAT in the schedule; the most common VAT rate of the schedule is added (e.g. 250 + 21 % = 302.50).

Fees hidden in the notes

Notes under a fee line become extra fees of their own:

Fee for lorry parking   95.00 EUR + 21.00% VAT = 114.95 EUR per lorry/caravan
                        50€ + 21% for small truck
Double Boxe            165.29 EUR + 21.00% VAT = 200.00 EUR per box
                        50€ for larger horse
Extra fee created Price incl. VAT VAT
Fee for lorry parking 114.95 21 %
Fee for small truck 60.50 21 %
Double Boxe 200.00 21 %
Larger box 50.00 0 %
  • "+ 21%" → that rate; "+ VAT" → the line's rate; "incl. VAT" / "ttc" → price already incl. VAT; nothing stated → 0 %.
  • "for 2 weeks" → created once, in week 1.
  • A note that only repeats a price already listed is not a new fee.

Officials

Read from section V of the schedule (OFFICIALS).

  • Each imported official is created as a person with official ticked and their FEI ID. A person already in Equipe (same FEI ID, or same name and nation) is reused.
  • Officials ticked On comp. are set on every competition of their week and level ("All Events" → all competitions of the week; "CSI2*" → only the CSI2*). With several course designers, each gets the competitions of his levels.
  • Order on each competition: Ground Jury President, Foreign Judge, Ground Jury members, Course Designer, then assistant course designers, technical delegate, stewards. A competition with the right officials in another order is put back in order.
  • Officials already set on a competition are kept.

Roles imported: Ground Jury President and members, Foreign Judge, Technical Delegate, Course designer and assistants, Chief Steward and stewards, Veterinary Delegates, Veterinary Service Manager, Treating Veterinarian. Farrier and Medical Services are not imported.

Shows over several weeks

  • One PDF can contain several weeks.
  • Numbering restarting at 1 each week, or running on (1→32 / 33→64): both work.
  • Extra fees, lists and officials are handled week by week.

Schedule set up by hand, or new version

  • Extra fees with the same price and VAT rate, and Qualif / Reserves lists with a matching name, are recognised and left untouched.
  • With a new schedule version (V3, V4…), run the extension again: only the changes are written, without duplicates.

How competitions are matched

By class number + date + level (e.g. schedule N°6 on 22/10, CSI2* ↔ Equipe competition 6 on 22/10 named CSI2*…), otherwise by their position in the FEI event. When no single competition matches, nothing is written for it: it appears under To check.

Automatic checks

Shown under To check, never corrected automatically:

  • sum of the competitions ≠ total prize money of the tour;
  • height in the competition name ≠ height of obstacles (e.g. "1m40" with 130 cm);
  • competition of the schedule not found in Equipe;
  • Equipe competition not in the schedule (Not handled).

FAQ

"No competition could be read from this PDF". The file is not an FEI approved schedule. Download the approved schedule from the FEI and try again.

A competition is under "To check". Its class number or date differs between the schedule and Equipe: correct it in Equipe and click Preview again.

An extra fee was created although it already exists. Its price or VAT rate differs from the schedule: align it in Equipe, or delete the new one.

The Grand Prix is not linked to the Qualif list. Click Apply again: the list now exists and will be linked.

The Qualif list does not appear in the Qualifications extension. That extension only shows lists of the current week (Monday to Sunday).

An official is not on the competitions. Tick On comp. on their line before Apply.

An official was created twice. The person in Equipe has no FEI ID and a different spelling: add the FEI ID to the person in Equipe.

Something went wrong. Undo the run in Equipe (it is a single action), correct, and run again.