Every agility club has that one person. The one who processes all the entries, builds the run orders, handles the scoring, posts the results, fields the complaints, submits the paperwork, and somehow does it all while also trying to run their own dogs. And one day, that person says they're done.
Trial secretary burnout is one of the biggest threats to agility clubs, and most clubs don't realize it until it's too late.
The Workload Is Enormous
Most people outside the role don't understand how much work goes into being a trial secretary. It's not just a trial-weekend job — it starts weeks before the event and continues days after.
Before the trial:
- Creating and distributing the premium
- Processing entries as they come in, often over several weeks
- Handling entry questions, changes, and cancellations
- Building run orders for every class, level, and height
- Coordinating with judges, the venue, and the trial committee
- Preparing scribe sheets, gate sheets, and result forms
During the trial:
- Managing the score table and entering results in real time
- Handling scoring questions and disputes
- Processing move-ups at multi-day events
- Printing and posting results throughout the day
- Dealing with no-shows, late arrivals, and last-minute changes
After the trial:
- Finalizing all results and double-checking for errors
- Submitting results to the sanctioning organization
- Handling post-trial corrections and inquiries
- Reconciling finances
For a club that runs four or five trials a year, this is essentially a part-time job — unpaid.
Why People Burn Out
The workload alone is enough to wear someone down, but burnout usually comes from a combination of factors:
- No backup. Many clubs have exactly one person who knows how to do the job. If they're sick, on vacation, or just need a weekend off, there's nobody to step in.
- Thankless work. When everything goes smoothly, nobody notices. When something goes wrong, everyone has an opinion.
- Constant availability. Handlers email with questions at all hours. Entry deadlines mean the secretary can't just unplug for a week.
- Outdated tools. Many secretaries are still using spreadsheets, paper forms, and manual processes that make the work harder than it needs to be.
- Can't enjoy the trial. The secretary is often so busy at the score table that they miss their own dog's runs or can't compete at all.
What Clubs Lose When the Secretary Quits
When an experienced trial secretary walks away, the club doesn't just lose a volunteer. They lose:
- Years of institutional knowledge about how to run trials
- Relationships with judges, venues, and the sanctioning organization
- The ability to run trials at all, in some cases
- Competitor confidence — handlers notice when scoring quality drops
Some clubs have had to cancel trials because they couldn't find anyone to take over the secretary role. That's not just an inconvenience — it's a real threat to the club's survival.
Solutions: What Clubs Can Do
Share the load
The single biggest thing a club can do is make sure more than one person knows how to do the job. Train two or three people as assistant secretaries. Have them shadow the lead secretary at trials. Build redundancy into the role so no single person is irreplaceable.
Use software to reduce manual work
A huge portion of the secretary's workload involves tasks that software can handle: processing entries, building run orders, calculating scores, generating results, and submitting paperwork. The right trial management software can cut hours of manual work down to minutes.
This isn't about replacing the secretary — it's about making the role sustainable. A secretary who spends two hours on results instead of six is a secretary who comes back next month.
Train backups
Don't wait until your secretary announces they're leaving to start training someone new. Build it into your club's culture:
- Invite newer members to help at the score table
- Document your processes so someone else can follow them
- Rotate the role if possible, even if just for smaller events
- Make the training gradual — start with simple tasks and build up
Show appreciation
This sounds obvious, but it matters. A simple thank-you, a small gift at the end of the trial season, or publicly acknowledging the secretary's work at club meetings can make a real difference. People burn out faster when they feel invisible.
Set boundaries
Clubs should help their secretaries set reasonable boundaries. Not every email needs an immediate response. Not every trial needs to be a three-day event. Give the secretary permission to say no sometimes, and respect it when they do.
It's a Club Problem, Not a Person Problem
Trial secretary burnout isn't a personal failing — it's an organizational one. If your club relies on one person doing an unsustainable amount of work, the solution isn't finding a tougher person. It's building a system that doesn't burn people out in the first place.
Take care of your secretaries. They're the reason your trials happen at all.
Barkloop was built to lighten the load for trial secretaries. Automated scoring, streamlined entry processing, and one-click results submission — because the people who keep agility running deserve better tools.