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Race-day preparation

A checklist of things to verify before the race starts.

Before officials arrive

  • Event is created and configured.
  • Races are set up with correct distances, rules, and penalty settings.
  • Course map is uploaded and processed (KML with swim/bike/run layers).
  • Athlete data is synced (for organisations with API integration). For events with multiple schedules or merged races, the sync updates the start lists across all races and clears the bib number from any athlete who has been replaced.
  • Number series are configured for each race and gender category.
  • Event documents (rules, briefing notes) are attached.
  • Weather data is current.

When officials arrive

  • All officials have joined the event (via QR code or pre-assignment).
  • Each official has the correct user role and TO assignment.
  • Chat channels are active and officials can send messages (medium/large events).
  • Officials' devices have the latest app version.

Final checks

  • Run a test penalty submission in demo mode.
  • Verify that notifications are working (submit a test penalty and check that the right people receive alerts).
  • Confirm that location tracking is active for officials who need it.

Starting the race

When everything is ready:

  1. Ensure all officials are in position.
  2. Start the race from the race view (requires Head Referee or Technical Delegate permissions).
  3. The race status changes to active, enabling real-time features.

Warning

Once a race receives its first penalty or incident, most configuration options are locked. Double-check everything before the first submission.

During the race

Monitor the race from the race view dashboard:

  • Watch for incoming penalties and incidents.
  • Track officials' positions on the course map.
  • Use chat for coordination.
  • Update weather and environment data as conditions change.