12 years. 3 major platforms. Thousands of events managed.
About AusTriathlon
AusTriathlon (formerly Triathlon Australia) is the national governing body for triathlon, duathlon, aquathlon, and multisport events across Australia. Managing hundreds of events annually, they oversee sanctioning, technical standards, participant safety, athlete rankings, and volunteer coordinationârequiring sophisticated systems to support event organizers, technical officials, athletes, and volunteers nationwide.
The Challenge
Manual Processes, Disconnected Systems, Compliance Complexity
In 2014, AusTriathlon faced challenges common to many governing bodies and multi-stakeholder organizations:
Manual Event Sanctioning
Paper-based applications, physical document distribution, and time-consuming approval processes
Fragmented Financial Management
Disconnected invoicing, payment tracking, and reconciliation requiring manual intervention
No Centralized Validation
Membership verification bottlenecks and delayed event registration
Complex Compliance
Insurance certificates, race permits, technical reports, and medical documentation
Limited Visibility
Stakeholders lacked insight across event lifecycle, financial status, and compliance
Volunteer Coordination
Managing applications, certifications (including WWVP checks), and event assignments
Evolution Over Time: By 2024, while the original platform had served well, evolving technology and growing organizational needs demanded modernization. In 2025, AusTriathlon expanded their vision to include automated participant validation, sophisticated ranking systems, and comprehensive volunteer management.
The Solution
A Sophisticated Ecosystem Built on Trust and Continuous Partnership
Expeed designed and built an integrated platform ecosystem that transformed how AusTriathlon manages every aspect of event governance:
Online Sanctioning Portal (OSP)
Blazor-based web application serving as the central hub for event organizers, sanctioning officers, technical officials, and finance teams.
Participation & Ranking System
Azure Functions-based intelligent validation orchestrating membership verification, participant classification, and multi-dimensional ranking calculations.
Volunteer Portal
Dedicated platform for volunteer registration, certification tracking, event discovery, and application management with integrated compliance monitoring.
Calendar API & Supporting Services
RESTful API enabling event syndication plus Azure Functions handling automated document generation, scheduled notifications, and compliance checking.
Key Capabilities
Solving Real Problems for Multiple Stakeholders
End-to-End Event Management
Complete lifecycle automation from initial sanctioning application through post-event reporting. Event organizers submit applications, sanctioning officers review and approve, automated documents generate, and post-event reporting tracks technical compliance and medical outcomes.
Impact: Streamlined workflow replacing weeks of email exchanges and manual processing with automated status tracking and notifications.
Automated Compliance & Documents
Instant generation of Certificates of Currency (COC), race permits, technical report summaries, and compliance documents. Template-based PDF creation with automatic delivery eliminates manual processing delays.
Impact: Reduced COC generation from 2-3 days of manual work to instant delivery upon event approval and payment confirmation.
Intelligent Participant Validation
Durable Functions orchestration processes thousands of participant records in parallel. Multi-step validation includes identity resolution against JustGo membership API, membership status verification, data integrity checks, and automated classification for One Day License fees.
Impact: Validates entire event participant lists in minutes rather than hours of manual cross-checking, with automatic handling of edge cases and new member creation.
Multi-Dimensional Ranking System
Single participation record automatically generates ranking points across multiple competition types (National, State, Age Group, Event Type). Complex business rules handle age calculations, category assignments, and point allocations with public-facing searchable rankings.
Impact: Eliminated duplicate data entry while providing athletes instant access to performance tracking across multiple ranking methodologies.
Comprehensive Financial Management
Stripe integration for credit card payments, automated invoice generation for sanctioning fees and One Day Licenses, payment reconciliation, and detailed financial reporting by organization, state, and month.
Impact: Complete financial visibility with automated invoicing reducing finance team workload and improving cash flow through streamlined payment processing.
Volunteer Coordination & Compliance
Dedicated volunteer portal with profile management, event discovery calendar, role application workflows, certification tracking (including WWVP validation), and shift management. Organizers will gain compliance dashboards showing certification status at a glance.
Status: Currently in active development, with launch planned for 2026.
Public Event Calendar API
RESTful API with JWT authentication provides external websites real-time access to sanctioned events. Incremental sync support ensures partner sites stay current with minimal API calls.
Impact: Expands event visibility beyond AusTriathlon properties, driving participation through partner event listings.
Scalable Cloud Architecture
Microservices design with independent services (OSP, Functions, Ranking, Volunteer Portal, API) enables parallel evolution. Azure cloud services provide automatic scaling, resilient message queuing, blob storage, and application monitoring.
Impact: Platform handles local club events with 50 participants through national championships with thousands, automatically scaling to demand without performance degradation.
Technology & Innovation
Modern Architecture Enabling Business Outcomes
Independent Services Architecture
Independent services (OSP web application, Azure Functions for background processing, Ranking public portal, Volunteer portal, Calendar API) enable parallel feature development and deployment. New capabilities launch without disrupting existing workflowsâcritical for continuous improvement during active event seasons.
Intelligent Orchestration
Azure Durable Functions implement complex multi-step workflows with automatic retry logic, error handling, and compensation. Fan-out/fan-in patterns process thousands of participant records in parallel, validating against external APIs and updating rankingsâall resilient to transient failures.
Seamless External Integrations
Unified experience across fragmented external systems through intelligent API integration:
- ⢠JustGo Membership API: Real-time member verification, new member creation, credential synchronization
- ⢠Stripe Payments: PCI-compliant payment processing with Payment Intent pattern
- ⢠SendGrid: Transactional email delivery with template management
- ⢠Azure Cloud Services: Blob storage for documents, queue storage for async processing, Application Insights for monitoring
Database Design & Performance
Centralized SQL Server database with Entity Framework Core for complex domain modeling and Dapper for performance-critical queries. Repository patterns in ranking system optimize read-heavy operations.
The Partnership Journey
Building Trust Through Continuous Collaboration
2014 â Initial Trust & Foundation
AusTriathlon selected Expeed to build the first Online Sanctioning Portal, replacing manual paper-based processes with a digital platform. This foundational system established the architecture and workflows still evident in today's platform.
2014-2024 â Continuous Evolution
Rather than a "build and forget" engagement, Expeed remained a trusted partner through continuous feature additions, improvements, and adaptations. Ongoing enhancements addressed changing regulatory requirements, user feedback, and emerging needs.
2024 â Platform Modernization
A decade of trust led AusTriathlon to again choose Expeed for complete platform modernization. The rebuild updated technology stacks (.NET 8, modern Blazor components, enhanced Azure services) while preserving institutional knowledge and proven workflows.
2025 â Expanded Scope & Sophistication
The partnership deepened as AusTriathlon commissioned new Participation and Ranking systems. These sophisticated subsystems with complex business logic (multi-dimensional ranking algorithms, durable orchestrations, external API integrations) demonstrated confidence in Expeed's capabilities.
2026 â Volunteer Management (In Development)
The Volunteer Portal is currently being developed to complete the ecosystem, addressing the final major stakeholder group. With certification tracking, WWVP compliance monitoring, and event coordination, the platform will serve every persona in the AusTriathlon community upon launch.
Results & Impact
Measurable Outcomes Across the Organization
⥠Automated Processing
2-3 days â Instant
COC documents that required manual template population, review, and distribution now generate and email automatically upon event approval and payment.
đ Multi-Stakeholder Platform
Multiple User Roles
Event Directors, Race Directors, Sanctioning Officers, Technical Officials, Finance Officers, Volunteersâeach with tailored interfaces and workflows.
đ Real-Time Validation
Hours â Minutes
Parallel orchestration processing entire event participant lists against external membership APIs, replacing hours of manual verification.
đ Scalability Achievement
50 â Thousands
Single platform architecture handles events ranging from 50-participant local competitions to multi-thousand-participant national championships without performance degradation.
Qualitative Benefits
For Event Organizers
- ⢠Reduced administrative burden through automated workflows and document generation
- ⢠Clear visibility into sanctioning status, financial obligations, and compliance requirements
- ⢠Streamlined volunteer recruitment and management with certification visibility
- ⢠Self-service capabilities reducing dependency on head office staff
For Participants & Athletes
- ⢠Accurate ranking calculations across multiple competition types
- ⢠Public-facing ranking portal with search and filtering
- ⢠Pre-event validation reducing registration day complications
- ⢠Transparent membership verification processes
For Finance Teams
- ⢠Automated invoice generation reducing manual processing
- ⢠Stripe integration enabling credit card payments with automatic reconciliation
- ⢠Comprehensive reporting for financial planning and auditing
- ⢠Reduced payment delays through online processing
What Makes This Partnership Work
Beyond Technical Delivery
User-Centered Design
Rather than imposing solutions, Expeed invested in understanding the nuanced needs of each user personaâfrom race directors managing weekend events to technical officials documenting compliance to finance teams reconciling payments.
Agile & Iterative
The "continuous improvements" Stuart mentions reflect Expeed's commitment to iterative enhancement. Features launch, gather real-world feedback, and evolveânot in rigid waterfall phases but in responsive cycles.
Long-Term Thinking
Twelve years of partnership means architectural decisions made in 2014 considered extensibility. The microservices evolution, cloud migration, and system expansions succeeded because foundations were built to adapt, not just to solve immediate problems.
Domain Expertise Development
Over time, Expeed became more than a vendorâthe team developed genuine understanding of triathlon event governance, regulatory compliance, membership management, and the unique challenges of multi-stakeholder sports administration.
Technical Excellence with Business Focus
Solutions leverage sophisticated technology (Durable Functions, multi-dimensional algorithms, complex integrations) but always in service of business outcomesâreducing manual work, improving compliance, enhancing stakeholder experience.
Transferable Capabilities
Solving Similar Challenges Across Industries
While built for sports governance, this platform demonstrates capabilities applicable to many organizations:
Complex Approval Workflows
Multi-stage approvals with conditional logic, document generation, and stakeholder notificationsâpermitting, accreditation, grant management.
Multi-Stakeholder Platforms
Organizations serving diverse user groups with different needsâmembership organizations, regulatory bodies, industry associations.
Regulatory Compliance
Mandatory reporting, certification tracking, audit trails, and automated compliance documentationâhealthcare, education, finance.
Financial Operations
Invoicing, payment processing, reconciliation, and financial reportingâsubscription services, event management, professional services.
External System Integration
Unified experiences across fragmented external APIsâCRM integration, payment processors, identity providers, data verification.
Scalable Event Management
Coordinating events, resources, volunteers, and participants at varying scalesâconferences, training programs, community events.
Looking Forward: Continuous Innovation
The 12-year partnership continues with ongoing enhancements, optimizations, and new capabilities as AusTriathlon's needs evolve. This case study isn't a historical artifactâit represents a living platform adapting to changing regulatory requirements, emerging technologies, and growing organizational ambitions.
Recent additions include enhanced reporting dashboards, mobile optimizations, and API extensions for partner integrations. Future roadmap discussions explore participant mobile apps, enhanced analytics, and further automation opportunities.
Ready to Transform Your Organization's Workflows?
Whether you're managing multi-stakeholder approval workflows, regulatory compliance, event coordination, or complex financial processes, Expeed brings the expertise to build sophisticated platforms that scale with your organization.
Discuss Your ProjectProject Duration: 2014 - Present (12+ years)
Client: AusTriathlon (formerly Triathlon Australia)
Industry: Sports Governance & Event Management
Location: Australia (National)
All product names, logos, and brands are property of their respective owners. This case study is created with client permission showcasing work performed by Expeed.