Running an Event

1. Create the event

Start from the club dashboard, create the event, then review the event dashboard for the sections, riders, observers, and results tools you will use through the day.

2. Add riders and entries

Import riders from a spreadsheet if you already have a list, or add riders and manual entries one by one for late decisions and event morning changes.

3. Prepare observer access

There are three ways to give a volunteer access to score a section. Understanding which to use will save you time on the day.

• Assigned observer link — the best starting point. You assign a named volunteer to a section, then share their personal link or QR code with them. When they open it, they go straight into scoring their section — no login, no extra steps. Generate these from the Observers page before the event.
• Section QR code — a general-purpose code for a specific section, not tied to any named person. Useful if a last-minute substitute turns up and you don't have time to set up an assigned link. Anyone who scans it can score that section.
• Event backup QR — covers every section in the event. Keep this in your back pocket for genuine emergencies — for example, if nothing else is working and you need to get someone scoring quickly. Do not share this as the normal way to get observers started.

4. Assign observers

Use the Observers page to add volunteers, assign them to sections, and print or share their individual access links. The roster here is your source of truth for who is covering which section.

If a volunteer can't continue mid-event, you have two options for handing over to someone else:

• Same phone, new person — the simplest option. Pass the phone to the replacement volunteer and use the hand-off button in the app. No internet needed, no data is lost.
• Different phone — if the replacement has their own device, use the offline transfer option in the app. It generates a QR code on the original phone. The replacement scans it to receive all the scores so far. Once the transfer is done, the original phone should stop scoring that section.

When signal is poor, always try the same-phone hand-off first.

5. Support handoffs clearly

Remind volunteers before the event: only one person should be scoring each section at any time. If you use the different-phone transfer, make sure the original phone stops scoring as soon as the transfer is done — otherwise scores can split across two devices.

6. Help a stuck observer

When an observer contacts you during the event, work through this in order:

1. Ask what they can see on screen. Often they are on the wrong page and just need pointing in the right direction.
2. Resend their assigned link. If they had an assigned observer link, resend it. Opening a fresh link usually resolves access problems.
3. Share the section QR code. If resending the assigned link didn't work, use the section QR code from the Observers page to get them scoring quickly. They won't be listed as the named observer, but scoring will work.
4. Use the event backup QR. Only use this if nothing else has worked and you need a quick recovery path across multiple sections.

If the volunteer needs to stop mid-event, see the hand-off steps in section 4 above.

7. Monitor scoring and entries

Use the event dashboard, entries page, and results page together to monitor how the day is progressing. This is the easiest way to spot missing riders, late changes, or issues before you publish results.

8. Lock scoring when needed

When the event is ready for final review, lock scoring from the event dashboard. Unlock again only if you need to correct a late issue.

9. Publish results

Open the results workflow, confirm the standings look right, then publish the public results link so riders and club channels can use it immediately.