Skip to content

Managing officials

Assigning officials to an event

Officials are added to an event through the assignments screen:

  1. Open the event.
  2. Go to the officials or assignments section.
  3. Search for users — the search covers all RaceRanger users, not just members of your organisation.
  4. Assign each person a user role (Technical Official, Team Leader, Medical, etc.).

Officials receive a push notification when they're added to an event.

Managing the team from the phone

Technical Delegates and Org Admins can manage event team members directly from the mobile app — no need to open the web admin to fix a role or add someone last-minute.

Open the event's Users tab (the people icon in the bottom navigation) to see everyone assigned, grouped by role: Local Organizing Committee, Medical (CMO), Organization Admin, Technical Delegate, Technical Official.

For each row you can:

  • Pencil icon (Edit) — opens the Edit user dialog (see below).
  • Check icon (Approve) — visible only when there's a "For Approval" group at the top of the list (users who scanned the event QR code or self-invited; they sit in this group until a delegate approves them). Approving opens the same Edit user dialog so you can pick the role before granting access.
  • + icon (top-right of the screen) — opens the Add user dialog: invite QR + sharable link / PNG, expandable search of existing RaceRanger users, and an event-role picker. New users are added in Approved state immediately.

You cannot edit your own row — the pencil icon is hidden for the currently signed-in user. Sign in as a different delegate / admin account if you need to update your own assignment.

Edit user dialog

Edit user dialog on phone

Tapping the pencil opens a focused dialog with:

  • A user card showing the person's name, email, and approval status badge.
  • Event role — single-select chip group with the org's available roles (Local Organizing Committee, Media, Medical (CMO), Organization Admin, RaceRanger Team, Team Leader, Technical Delegate, Technical Official). Picking a different chip swaps the user's role.
  • TO assignments (only when the user holds a Technical Official role and the race has TO assignments enabled) — a multi-select drop down of TO assignments per race.
  • Remove from event — red outlined button. Asks for confirmation before removing the user's access.
  • Save / Approve — primary action. The label says Approve while the user is still in the pending-approval state and switches to Save once they're approved.

Close the dialog with the X in the top-right corner of the dialog header; tapping the dimmed backdrop does not dismiss it (changes require an explicit Save).

Changes propagate to the affected official instantly: the next time they open the app they see the updated role, TO assignments, and chat-channel membership.

Copying the team from another race

In the officials editor dialog, use Copy team from another race to clone all user assignments from a previous race in your organisation. This overwrites the current assignment list — confirm before proceeding.

Assigning TO assignments

If your organisation has TO assignments enabled, you can assign granular race-level positions to Technical Officials:

  1. Open an official's assignment.
  2. For each race, assign one or more TO assignments (e.g. Chief Bike, Assistant Swim, Penalty Box).
  3. Each TO assignment determines what the official can see and do within that specific race.

See Users and permissions for the full list of TO assignments and their permissions.

Assigning TO assignments from the web

On the web admin, each race row on the Races tab shows a people-outline icon (between the edit pencil and the start/stop button) when toRolesEnabled is set on the race. Tapping it opens the per-race Race officials modal:

Race officials modal — assigning TO roles per race

The modal lists every TO assigned to the event and gives each one a multi-select dropdown of TO roles defined on the organisation (Chief Bike, Assistant Swim, Penalty Box, etc.). Each toggle writes directly to the assignment's TORoles array.

Use Copy from other race to bulk-clone the TO assignments from a sibling race in the same event — useful when you've laid out the Sprint Elite assignments and want to mirror them on the Age Group race. The action runs the copyRolesToRace Cloud Function and overwrites the destination race's TO assignments (an irreversible operation, confirmed via a follow-up dialog).

Sharing event access

Share the event QR code with officials who need to join:

  • Print the QR code for display at the venue.
  • Send it via email or messaging.
  • Display it during the officials' briefing.

Officials scan the code to join the event. If they're not pre-assigned, their request appears for approval.

Chat channels

When chat is enabled (medium and large events), the event automatically creates channels based on roles:

  • Technical Team — for Technical Officials and delegates.
  • LOC Chat — for the Local Organizing Committee.
  • Media — for media representatives.

Additional channels can be created manually. Each role has access to specific channels based on the organisation's configuration.

Briefing the team

Before race day, use the event's attached documents to brief your team:

  • Attach the officials' briefing document as a PDF.
  • Ensure all officials have joined the event and can see their assignments.
  • Run a practice session using demo mode if needed.