A Review of Top Dog Web Designs: Comprehensive Trial Management Solution by Jinny Jervey
We recently conducted an in-depth and highly informative demo session with Bruce Dill and Darcy Morgan of Top Dog Web Designs, supported by their skilled programmers and dedicated support staff. Bruce provided a detailed overview of their robust system, highlighting its capabilities for both administrators and exhibitors. Below is a streamlined summary of the key features and processes for managing dog trials using Top Dog's platform, emphasizing how it significantly reduces the trial secretary’s workload. Bruce and hid team at Top Dog have really done a masterful job designing, building and implementing the Top Dog Scent Product. Everyone who participated in the demo agreed. There is nothing like it.
Pre-Trial Administration (From Entry Opening to Closing)
Top Dog Web Designs simplifies the entry process with a fully integrated online system:
- Online Entries and Waitlist Management: The platform handles all online entries, tracks judging hours, and automatically generates a waitlist once the entry limit is reached. Exhibitors are promptly notified if placed on the waitlist, with full refunds issued to those who do not secure a spot.
- Payment Processing: PayPal is the exclusive payment method, though exhibitors do not need a PayPal account. Entries are only finalized upon receipt of payment. For mail-in entries, checks are sent to the trial secretary, who has admin privileges to input them into the system.
- Premium Submission: Clubs must submit their premium to Top Dog 30 days before the entry opening date for publication. While premium creation software is in development, it is not yet available. The premium includes essential links, such as the trial entry page (https://docg.tdwdogs.com) and access to PawPulse, Top Dog’s equivalent to Agility Gate. These links are also included in exhibitor confirmation emails.
- Trial Secretary Training: Top Dog offers AKC Scent School training for trial secretaries. Only one person receives training, so we recommend that any secondary trial secretaries observe the process to ensure continuity.
Exhibitor Features on the Website
Top Dog’s user-friendly platform empowers exhibitors with a range of self-service tools, making participation in trials straightforward and efficient:
- Online Entry Submission: Exhibitors can easily submit entries through the dedicated portal (https://docg.tdwdogs.com), selecting classes, providing dog details, and completing payments via PayPal without needing an account.
- Entry Confirmation and Updates: Upon successful payment, exhibitors receive confirmation emails with key links and information. They can track their entry status, including waitlist notifications.
- Move-up and Change Requests: Exhibitors can submit requests to move up to higher classes if their dog qualifies post-entry or make changes to their entries directly through the system. Move-ups can also be processed during the judging process to streamline operations, with all necessary entry changes handled automatically by the system.
- PawPulse Access: During the trial, exhibitors can use PawPulse on their phones to view real-time run orders, check their position in line, notify gate stewards of absences or delays, access class results, submit refund requests, and view announcements, all at no cost to the club or exhibitors, unlike other systems that may charge for similar features.
- Immediate Results Access: Exhibitors can view their results immediately after their runs are posted in the system, providing instant feedback on their performance.
- Request Review of Results: The system allows exhibitors to request a review of their results if they believe there is an error, streamlining communication with trial officials.
- Download Judging Program: Exhibitors can download the judging program, which includes schedules, class orders, and judge assignments, directly from the website for easy reference.
- View Run Orders: Run orders are accessible on exhibitors’ phones at no cost, allowing them to prepare for their runs and plan their day effectively.
- Print the Catalog: Exhibitors have the option to download and print the trial catalog, providing a comprehensive record of the event.
- Volunteer Sign-Up: Exhibitors can volunteer to assist with the trial through the website, securing priority run numbers as a benefit for their contribution.
- Refund Requests: Exhibitors can initiate refund requests via their phones for eligible scenarios, such as not advancing from the waitlist or a bitch coming into season, with the system handling processing automatically.
These features provide exhibitors with greater control, transparency, and convenience, enhancing their overall trial experience.
Post-Entry Administration
Once entries close, Top Dog’s system supports efficient trial preparation, alleviating much of the trial secretary’s administrative burden:
- Judging Forms: Top Dog generates judging forms for scoring, which can be printed or used digitally on tablets. The digital option reduces errors through built-in logic that ensures accurate responses, and judges can use their own tablets if preferred.
- Refund Processing: Full refunds are automatically issued for exhibitors who remain on the waitlist or whose bitches come into season. Other withdrawals incur a $5 processing fee, handled seamlessly by the system.
- Entry Counts Report: The platform generates detailed entry statistics reports, including counts of dogs per class, overall entries, and breakdowns by judge, ensuring compliance with AKC requirements without manual effort from the trial secretary.
- Judging Times Report: Top Dog provides a judging times report that totals all times, including setup, breaks, and actual judging, to ensure compliance with AKC requirements. This report calculates the time allocated for each judge based on entry counts, class schedules, setup, and breaks, enabling the trial secretary to easily spot any violations of AKC regulations.
- Moveups: Exhibitors can request move-ups through the system, including during the judging process, which Top Dog processes to advance dogs to higher competition levels if they achieve qualifying titles post-closure but pre-trial. The system manages these updates efficiently, ensuring all necessary entry changes are handled automatically.
- Mail-in Entries: Mail-in entries received via check are handled by the trial secretary and automatically designated by the system, ensuring all entries are validated and included in reports.
- Waitlist Entries: The system automatically manages waitlist progression post-closure, notifying exhibitors of openings due to withdrawals and integrating them into the trial schedule. Refunds for non-advanced waitlisted exhibitors are handled automatically.
Functions Handled by Top Dog (Relieving Trial Secretary)
Top Dog Web Designs, led by Bruce Dill and Darcy Morgan with their skilled programmers and support staff, takes on critical administrative tasks, significantly reducing the trial secretary’s workload and stress:
- Move-ups: Exhibitors submit move-up requests online, including during judging, and Top Dog automates the submission process. The system processes and updates entries to the new class, requiring only minimal oversight from the trial secretary for final approval.
- Change Requests: Exhibitor requests for changes, such as updating dog information or class entries, are submitted online and managed by Top Dog. The system processes these requests, with the trial secretary only needing to verify accuracy, saving significant time.
- Waitlist Processing: Top Dog fully automates waitlist management, including shifting participants into the trial schedule when cancellations occur (e.g., due to illness). Exhibitors are notified automatically, streamlining the process without manual intervention.
- Refunds: The platform handles all refund processing, including instant refund requests for online entries before the trial closes. Full refunds for waitlist non-advances or bitches in season are managed automatically, reducing administrative tasks for the trial secretary.
- Creating Judging Program: Top Dog automatically generates judging programs, including schedules, class orders, and judge assignments, ensuring compliance with AKC rules and eliminating manual scheduling efforts.
- Run Orders: The system automatically creates run orders based on entries. Run orders can be viewed on cell phones with no cost to the club or exhibitors.
Exporting Contact Information
Top Dog’s system provides flexible export options for exhibitor contact details, further simplifying communication tasks:
- Email Addresses: The platform allows for the export of email address lists in formats like CSV, enabling clubs to send bulk communications such as confirmations, updates, or results without manual compilation.
- Mailing Addresses: Mailing addresses can be exported for physical mailings, such as sending marked catalogs, ribbons, or post-trial surveys. Exports are available in standard formats for easy integration with mailing tools, reducing the trial secretary’s workload.
During the Trial
Top Dog provides robust support to ensure smooth operations:
- Real-Time Support: Top Dog offers unparalleled real-time support during trials, with dedicated staff available in-office for technical support, including on weekends—a unique feature not offered by any other system. This comprehensive support, accessible via live chat, email, or phone, ensures immediate resolution of technical or operational issues, minimizing disruptions and eliminating the need for the trial secretary to handle troubleshooting, allowing them to focus on trial oversight.
- Equipment Needs: The trial secretary requires a laptop or tablet and a printer. Gate stewards need a tablet or phone to manage PawPulse.
- PawPulse Functionality: PawPulse streamlines check-in and trial flow. All dogs are automatically marked as “CHKIN,” eliminating manual check-ins. Exhibitors can use PawPulse on their phones to notify gate stewards of absences or delays, view run orders, and access announcements at no cost. Gate stewards mark completed runs as “COMPLT,” keeping exhibitors informed of their place in line. Volunteers are prioritized with reserved low numbers, a feature currently being enhanced.
- Reporting and Ribbon Labels: Top Dog generates reports, such as class results for posting, and supports printing ribbon labels with exhibitor details, dog information, time, and placement—an optional feature to enhance ribbon presentation without extra effort from the trial secretary.
Post-Trial Administration
Top Dog simplifies post-trial reporting and financial reconciliation:
- AKC Fee Report: The system generates a report detailing fees owed to the AKC ($3.50 per entry), which Top Dog prepares for the trial secretary to review.
- Reconciliation Report: A comprehensive report summarizes financials. An example summary is as follows:
Summary
Gross Receipts: $11,525.00
Refunds: -$250.00
Convenience Fees: -$1,359.95
PayPal Fees: -$529.00
PayPal Convenience Fees: -$25.48
Mail-ins (24 @ $2.95): -$70.80
Total Due: $9,289.77
The trial secretary only needs to review and sign off on this report, with Top Dog providing specific wording for approval, minimizing post-trial administrative tasks.
Key Financial Notes
- Fees: Top Dog charges a $2.95 convenience fee per entry, including mail-ins. PayPal applies to a $0.459 transaction fee plus its standard per-entry fee.
- Fee Options: Clubs can choose to pass these fees (Top Dog and PayPal) to exhibitors or to the club. If the club chooses to incur the exhibitor fees, they will include all PayPal fees and will be deducted from the final payment remitted to the club.
- Payment Schedule: Top Dog issues checks on the 3rd of each month. Clubs may request a portion of funds prior to standard processing, subject to Top Dog’s review and approval.
Conclusion
Top Dog Web Designs, led by Bruce Dill and Darcy Morgan alongside their expert programmers and dedicated support staff, offers a comprehensive, user-friendly solution for managing dog trials, significantly reducing the trial secretary’s workload by automating critical tasks like move-ups, change requests, waitlist processing, refunds, judging programs, and run orders. With features like PawPulse, unparalleled weekend technical support, easy contact exports, and an extensive suite of exhibitor tools—all accessible at no additional cost for features like run orders and PawPulse—the platform enhances efficiency for clubs, gate stewards, judges, and exhibitors. Having evaluated other systems, Top Dog stands out as uniquely innovative, with no comparable platform offering its level of automation and integration—making it clear why they have secured patent-pending status for their error-proof dog trial management system. By adopting this system, clubs can ensure a professional, seamless trial experience while relieving the trial secretary of substantial administrative stress.