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Event setup

Once an organisation admin creates an event and assigns you as a technical delegate, you can configure it for race day. You do this on the web: open the event and click Edit event under the event details on the left of the event page.

Event details

The event editor has these tabs:

  • Basics — the event name.
  • Location — the city or venue where the event runs.
  • Dates — the first and last day of the event.
  • Extras — the event website (Event URL), the event's Invite code, and athlete check-in if your organisation has it.

Click Save event to keep your changes. Organisations with API access also see API keys and Webhooks tabs — see API integrations. Organisation admins have an extra Admin tab with the event size and crew settings.

Location and time zone

The location sets the event's time zone, and race start times are entered and shown in the event's local time. So the editor only accepts a place you pick from the search results:

  • Type the city or venue and pick a result. The editor shows the chosen place on a map.
  • If you type a place but don't pick a result, Save event stops with "Select a location from the search results." and takes you to the Location tab.
  • If the event has no place on the map or no time zone yet — usually an imported event whose place couldn't be found — the editor opens on the Location tab with a note, and you can't save until you pick a place.
  • If RaceRanger can't find the time zone of the place you picked, it asks you to pick another result, for example the city.

Documents

Attach PDF documents to the event so every official has them to hand. Common documents include:

  • Competition rules
  • Course maps
  • Officials' briefing notes
  • Local organising committee contacts
  • Emergency procedures

To add one, open the menu button at the bottom right of the event page and choose Upload document. Give it a Document name and, if you like, a description, choose the PDF, and click Upload. The documents are listed on the event's Documents tab, where you can view or delete them. Officials can also open them in race mode, from Documents in the tools folder.

Event size and chats

Your organisation admin picks the event's size. It limits how many races and people the event can have and decides which extras it gets — for example AI voice input, and chats of your own besides the ones for each role. If you reach a limit, Add race or Add user tells you the maximum is reached; ask your organisation admin to change the event size. See Managing events.

On the web, the event's Chats tab shows the event's chats as cards. When the event allows chats of your own, you can add one from the menu button (Add chat) and edit it from its card.

Crews

Crews let you bring field teams — volunteers, medical, police, and others — into an event without each person needing their own account. Your organisation admin switches crew mode on for an event and sets its rules, such as a minimum age and a member limit. The event's Crews tab tells you whether crews are on and, if they're off, why.

Leaders with the Can manage crews permission enrol crew members by scanning a code in the app, organise them into crews, post announcements, and review the reports crews send in. Crew members get a simple view of the event with race times, announcements, an on-duty toggle, a crew chat, and an emergency button that shares their live location with the organisers. See Crews.

Athlete check-in

If your organisation has athlete check-in, officials can check each athlete's uniform and equipment station by station before the race. You switch it on once per event, on the event editor's Extras tab — after that it can't be switched off for the event. Each race then works through the checklist for its category. See Athlete check-in setup.

Setting things up with the AI assistant

If your organisation has it enabled, the AI assistant can do much of this setup for you — assign officials, change race and event settings (including the penalty boxes and whether the penalty box must accept penalties), add bib-number ranges, and create races — from a plain-language request or a pasted roster. It warns you when a change needs a penalty box the race doesn't have yet. It can also answer questions from the documents uploaded to the event and to your organisation. You review every change before it's applied.

Open it from the menu button at the bottom right of the event page (AI assistant) on the web, or from the top of the event's chat list in the app.

Weather

RaceRanger fetches weather data about every half hour for events that are running or start within the next week. The event needs a location for this. The data includes:

  • Temperature (current and daily forecast)
  • Wind speed and direction
  • Humidity
  • UV index
  • Precipitation probability
  • Sunrise and sunset times
  • Wet bulb globe temperature (WBGT, for heat stress assessment)
  • Water temperature (when available)

This data appears within the event view and is included in race reports.

Officials with the right permissions can also manually record on-site measurements (air temperature, water temperature, WBGT) and set the wetsuit status (mandatory, optional, or not allowed). Manual measurements are tracked separately from automated readings and appear in the race report's weather section.