Part 3: Race Day

Race Day: Before, During and After 

In this FAQ we will provide an outline of race day procedures and answer questions that might arise in the final stages of using PaddleGuru/RaceHub. Here we outline the essential things you need to know about PaddleGuru/RaceHub just before, during and after your race. 

** Testing: We recommend that all race Admin read through this document and then test all of these features before race day. You can delete dummy registrations, clear out practice times or delete results on your race at any time, so don't be shy. We also advise that you try them out on the same device you'll be using on race day just to make sure you're comfortable. If you have any questions please email support@paddleguru.com. 

BEFORE 

View Registered Athletes 

To view your registered athletes go to our Admin Dashboard and select "Registered Athletes" under the "View" heading to the left of your screen. 

You will be redirected to the "Registered Athletes" page. On this page, you will be provided with the total number of registrants as well as a list with details on each registration. You can search through the list by name or race number (search box at the top of page) and you can click on each name to view their registration details in full.

Edit a Registration 

Finding the Right Registration

To Edit a Registration simply navigate to the "Registered Athletes" page once more (directions above). Then either scroll through the registered athletes or use the search bar at the top to type in the name of the athlete. The athlete matching your search will appear at the top of your screen and then to Edit their registration, click on their name in blue. (shown below) 

Making Your Changes

You will then be directed to their actual registration page. (shown below) 

Here you can see all the events they registered for, as well as their answers to all the questions you asked during registration. As the Admin, you can actually delete an entry for an event (by clicking the red "Remove" button to the right), add an entry for a different event by clicking any of the green "Add an Entry" buttons, or change any of the information provided. 

Once you have finished editing the registration, scroll to the bottom of the registration page to decide how to notify the athlete, process any payments/refunds and save your work. 

**For any more details on sorting through and editing your Registered Athletes see the section on Registrations here.

Closing Registration 

Depending on your race, you may want to close registration before the race date. If you want to make sure your registration closes on your desired day or if you want to edit the day your registration closes, follow these steps below. 

First, navigate to your Admin Dashboard and select "Registration Basics" under "Events/Registration Setup." 

Once there, you will see a list of preferences you filled out when first creating your Race Page. To edit or double check the "Registration End Date," simply scroll down to the fifth item on the list and enter your correct date. 

Once you enter your desired date scroll to the bottom of the page and click "Save Changes."

** With a closed registration you can still register athletes as an Admin, but registration will be closed to the public. 

Exporting Registration Details and/or Startlist 

If you need to export registrations, startlists, results, accounting or payments, simply navigate to the "admin toolbar" on the left side of your screen and scroll down to the "Actions" heading. Then click "Export".  

The "Export" link will take you to the following page where you can export Registrations, Startlists/Results, and the Payments Ledger.

This provides you with a CSV file that you can use to integrate with other platforms or simply to use for yourself.

When you open the file in Excel or Google Sheets, a single entry will look like the example below. Each row is a unique entry and the columns indicate the information collected (A - Last Names, B - First Name, C - Email, D -gender, etc.) 

How do you Open a CSV file in Excel? 

Here is a helpful link provided by Support at Microsoft Office to Open your exported CSV file into Excel:  https://support.office.com/en-us/article/Import-or-export-text-txt-or-csv-files-5250ac4c-663c-47ce-937b-339e391393ba

What if you don't have Excel? 

If you don't have Microsoft Excel we recommend using Google Sheets. Here is a helpful link to learn how to open and operate Google Sheets if you are new to the perks of Gmail:  https://gsuite.google.com/learning-center/products/sheets/get-started/

DURING 

Race Day Registration

RaceHub offers a user-friendly way to handle any race day registrations. However, before we get started explaining how to use this function, there are a few things to go over: 

• You will need wifi or a hotspot to process race day registrations. 
• You can enter registrations on multiple devices simultaneously. 
• You can also do race day registration with or without the registration being "Open."
• We recommend one laptop per 30 people you expect to register on race day (a laptop is much easier to use than a tablet or mobile device). 
• All athletes registered through race day registration will automatically be uploaded into the RaceHub Timing System. 

To process race registrants, the first step is to Navigate to your Admin Dashboard and select "Register Someone" under the "Actions" heading.

You will be guided to a registration page where you can enter all personal information and details regarding the events. 

Once you have entered details into all the required fields, select "pay race day" if they're paying you cash, or "Credit card" if you would like to process their payment using a card. 

Once you have chosen the payment option, click "Submit" at the bottom of the page. The page will then refresh and you will be ready to register the next participant. 

*Important: The person's race number will be shown at the top of the page after you've submitted. If you would like to edit their number at any point follow the instructions to Edit Racer Number.

Checking Athletes In

To check in athletes on race day, the first thing to do is go to our Admin Dashboard and select "Registered Athletes" under the "View" heading to the left of your screen. 

From there you will be directed to the normal "Registered Athletes" page and to begin the process click the "Show Filters" button on the right of the page. 

Once you click the "Show Filters" button you will be shown all the various Age, Gender, and Category breakdowns your Race offers. You will also see an option below that to "Show Athlete Check-In Status," click that button. 

Once you have clicked "Show Athlete Check-In Status," a "Check In" button will appear below each athlete's name on your list. When an athlete checks in simply click that button below their name. 

Once checked in, the athlete will have text in green under their name showing they have "Checked In" 

You can filter through athletes by typing their name in the search bar or by limiting your list to just those checked in or just those who have not yet checked in. 

**You can also use the Timing App to only include athletes who have checked in vs. the entire list. 

Timing 

Before You Begin: You will need wifi or a hotspot to open the timing page and then to publish results. 

**You can time offline once the page is loaded, but, if possible, we recommend that you stay online so the times will back up to our servers in real time.

To time the race, first navigate to the Timing Page by clicking on "Race Timing" under "Actions" on your Admin Dashboard. 

Once you click on "Race Timing" you will be directed to a list of your "Events" and you will have two options here for timing: 

1. Timing Each Event Separately 
2. Time Multiple Events Simultaneously 

1) Timing Each Event Separately