25Running a competition

The manager#

The manager is a full screen page for one competition. Its rail groups the tabs into three phases of the event.

Which tabs you see depends on your capabilities. A scorekeeper does not see the staff tab, and a driver sees only live ops. Settings and going public are covered in Creating a competition.

Staff and capabilities#

Staff are added by the email address of their existing account. Pick a role and the default capabilities come with it, or override them individually for an unusual case.

The signup form#

The signup tab designs what pilots fill in. It has three parts.

Import Legal Defaults brings in the standard legal questions from the question bank, so you do not have to write the waiver acknowledgments yourself. An Advanced JSON view is there for copying a whole schema from a previous event.

Registrations#

The registrations tab is where the event is actually run before it starts. Every entry can be opened, reviewed and moved through the lifecycle.

Statuses can be changed one at a time or in bulk. Three guards can block a promotion to payment_requested or confirmed:

• Required profile fields are missing on the pilot's registration.
• A required document is not verified, when the document rule applies at that step.
• The event is full: maximum pilot capacity has been reached.

Comp IDs are managed here too. They must be numeric, greater than zero and unique in the competition, and the manager can check and change one at any time even after it is locked for the pilot.

Documents are reviewed from the registration row: open each upload in the preview and set it to pending, verified or rejected, with a note explaining a rejection.

Payments are requested from the same place, with an amount, a currency and an optional due date. Marking a payment as paid moves a payment_requested entry to confirmed; marking it refunded moves eligible entries to refunded.

Export CSV and Export XLSX take the whole entry list out for the paperwork you have to do elsewhere.

Selection#

When more pilots enter than you have places, the selection tab decides who gets in. Three modes exist, set in the settings.

1. Set the rules: the mode, the number of places and the quotas.
2. For a ranking based selection, use Import Ranking CSV to load the ranking the selection works from.
3. Press Preview. Nothing changes yet: you see which pilots would be selected and who lands on the waiting list.
4. Check it, adjust the rules if it is not what you wanted, and preview again.
5. Press Apply to write the resulting statuses onto the registrations.

QR and check-in#

Every registered pilot carries a personal QR code. Staff scan it at checkpoints, and this tab defines the checkpoints and reads the log.

New competitions are seeded with the standard categories: register, general briefing, takeoff, goal, retrieve and tracker. You can add your own, for example a lunch package.

The scan log can be filtered by category, status, phase and date range, exported as CSV, and individual scans can be voided with a reason. A voided scan stays in the log: it is marked, not deleted, which is what makes the log usable as evidence.

Not every event hands out codes. A one day competition often skips them, and even a big meet has the pilot who turns up after the desk has closed. Manual check-in, at the top of the tab, covers both: pick a category, tick the pilots, confirm. Who may check in for what follows the scanner rules, so a full manager gets every category, a registration manager gets register, and live ops staff get the rest.

1. Pick the category. Register is the usual one, and the only one a registration manager can use.
2. For an in_out category, pick the phase as well.
3. Leave the date on today, or set it back to record a check-in you missed yesterday.
4. Search or filter the list, tick the pilots, then press Check in selected.

Live ops#

The live ops tab is the ground crew view of the day: pilot status messages as they arrive, filtered to a task day, with auto refresh so it can sit on a screen in the event office.

Everything you can do here you can also do from the live map, which is where most teams actually work. The messages, the acknowledgment flow and the driver assignment are described in Live tracking.

Task days#

Tasks are created and published in the task planner, not here. This tab places them on competition days and handles what happens around them.

1. Build and publish the task in the planner. Open task planner links straight to it.
2. Back on this tab, pick the task under Unassigned Task and the Competition Day it belongs to, and press Assign Day.
3. During the day, Stop task stops it. Stop task and notify pilots also sends a message, and you can set a score back time in seconds. Once the deadline has passed the button is gone: there is no flying left to stop.
4. After the day, refresh the IGC export status and download the task's IGC ZIP.
5. Notify pilots who have not uploaded their track.

The exports available from the competition are the registrations as CSV or XLSX, the QR scan log, the live tracks of a task day, and the IGC ZIP of one task.

Results#

Results are published from this tab. Each publication has a scope, a context and an optional file.

If you use the built in scoring engine, publishing is done from the scoring workspace instead and appears here automatically. See Scoring a competition.

News, files and emails#

Three tabs cover event communication.

The template events are the registration ones, submitted, missing information, waitlisted, payment requested, confirmed, rejected, canceled and refunded, the organizer notifications for a new or withdrawn registration, the missing track upload reminder, and the manual broadcast.

Every template can pull in the pilot's own data: {pilot_name} is the name from the registration form, and {pilot_country}, {pilot_glider}, {pilot_harness}, {comp_id} and the license fields follow the same pattern. Available placeholders under the body field lists all of them. {registration_details} is the shortcut: it prints a table of every field the pilot filled in, which is what the organizer notifications use.

Pilot feedback#

Pilots rate the competition and each task from the app, and the feedback tab collects the answers. Scores run from 1, bad, to 10, superb.

The competition is rated on organization, communication, safety, venue and sites, value for money and enjoyment. Tasks are rated on task quality. Each question shows its average and the number of responses, and comments can be opened underneath.