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1 User Guide Last updated: 2 July 2013 Page 1

2 Contents Introduction... 3 Terminology... 4 Basic skills you need to have... 5 What is involved in setting up and scoring a race?... 6 Starting a new race... 7 Setting up your events... 8 Importing competitor data Importing chip codes Capturing late entries Loading your chip/time data Processing data (calculating results) Producing results Managing your competitors and their results So what s next? Page 2

3 Introduction This document is intended to give new RaceTec users a guide to getting started with their first race. It should be read in conjunction with the RaceTec help file, which contains more detailed information for more complex requirements. It is hoped that you have chosen a simple race as your first one to score with RaceTec, and in that case, this document should give you everything you need. All descriptions below are centred on a basic fun-run type of race with a start and a finish. Other types of races, like triathlons and multi-lap races differ only in their split setup. The process for setting up the race, all the way to the final results printing, is explained in a step-by-step manner, with supporting screenshots. Not all steps are explained in detail, most of the advanced aspects will start to make more sense to you when you become more proficient in RaceTec. Race scoring software can never be so simple that it can be learnt by just playing around with it. If that is the case, then the software you are using will not cope with the demands required of it during a complex or large race. Take the time to learn RaceTec properly, and understand that there is a learning curve to overcome. Whatever you do, DO NOT attempt your first race without understanding every step in this document. Your reputation depends on it! NOTE: This document will avoid any discussion on advanced features. If something is not mentioned, or glossed over, than you probably don t need to know it at this early stage. Don t get yourself tied up in a knot trying to figure out what all the settings do, that knowledge will come in time. Page 3

4 Terminology With race timing being so widespread, there are some differences in the way various terms and functions are referred to. RaceTec Category / Age Category Race number Split Net time Gun finish time Gun time Waves Position Gender Commentator display/spotter Other Software Age division, division Bib number, chest plate number, boat number Timing point Chip time, actual time Finish time, official time, time from gun Start time, start trigger Staggered starts, gun starts Rank Sex Announcer display Page 4

5 Basic skills you need to have It goes without saying that you need a good understanding of Microsoft Windows to operate RaceTec, but a race timer is more than a simple Windows user. You will not be able to work effectively without the following skills, and this document assumes you have them: 1. You need a good understanding of computer networking. How to connect two (or more) computers together via ethernet cables and a network switch, how to change an IP address of a computer, and how to recognise when your computer s network setup is not correct. Learn how to ping another computer or device. Understand the concept of unique IP addresses for each device on the network, and why those IP addresses need to be similar. 2. At some stage you will want to connect other computers to the RaceTec database for the purposes of a commentator display, or results lookup kiosk. This is very simple to do, and is explained in detail in the help file. Doing this should be second nature to you as it is often needed in a hurry and under pressure. 3. If you intend to use devices such as an ipad for the commentator display then you will need an understanding of wireless technology as you will need to set up a wireless router at the finish line. In order to use RaceTec you do not need an understanding of SQL Server and SQL (which is the programming language used to extract data from the database, and to make changes to the data in the database), but hopefully over time you will gain some knowledge of SQL as it is very useful when you get some odd requirements from race organisers. There is an infinite source of information on the internet for learning to program in SQL. Page 5

6 What is involved in setting up and scoring a race? At its most course level, the minimum steps required are as follows: 1. Set up the race splits and categories 2. Import (or capture) the competitor data 3. Import the chip codes assigned to each race number 4. Connect directly to your timing hardware, or import the chip/time data from a file 5. Process the results 6. Print the results None of the above steps can be left out; they all have to be done. They are a basic requirement for any race timer scoring an event. Page 6

7 Starting a new race It s important to understand the relationship between a race and an event in RaceTec. A race can have any number of events. For example, let s say you have a school sports day with multiple disciplines. You would create a race called Springfield High School Sports Day. Within that race you would set up the different events, so that you end up with a relationship like this: Springfield High School Sports Day 100m Dash 5km Cross Country 2km Cross Country Triathlon MTB 4hr So each event is its own scoring identity with its own setup. To create a new race, click Race New, and enter the race name and date. When you click OK, you will a screen asking if you want to select the race setup from a template, or from a previous race. So if you did the exact same race 5 months ago, then you can copy that previous one, which could save a lot of time in setting up. If your race setup is not in the list of templates, then select the first one, you can always change the setup later. For the purposes of this document, select Single discipline with start and finish splits. Page 7

8 Setting up your events Each event must be configured individually. If each event has exactly the same setup, then you can set one up and copy those settings across very easily. You will need to follow the following steps as a minimum: 1. Set up the event s features (name, scoring parameters, etc) 2. Set up the splits (timing points) 3. Set up the categories 4. Set up the different wave starts (if any) Event Settings Click Race Event Setup Setup. Your events are listed in the grid you see, and can be edited by double-clicking on them. You will probably want to change the name from the default Event 1 to something more meaningful, like 5km Run. Things to look out for: 1. Make sure the race number range is large enough, but don t make it too much bigger than the expected maximum number. Events can all have the same range if you prefer. 2. Check the setting for calculating positions based on gun time or net time. Most races will use gun time. 3. Check the team calculation type if you have a team-based results requirement. Add any more events if there are some. Generally a different distance will be a different event. So you may have a 5km event and a 10km event. Split Settings Click Race Event Setup Splits Splits are basically timing points, although bear in mind a timing point can be used for more than one split. From the initial race setup template, you should have 2 splits, one called Start and one called Finish. Note that the start split has a type called Start and the finish split has a type called Finish. These are the most important settings, telling RaceTec which split must be used for the start point when calculating net time, and which split must be used to calculate the finish time for everyone. If you want to see an advanced setup utilising different split types, and timing points being used for multiple splits, have a quick look at the sample triathlon that comes with RaceTec. The biggest consideration now is this: Is the start s position the same as the finish line, or will you be moving the timing mats after the start? (or do you have Page 8

9 a separate set of timing mats for the finish?). If they are in 2 separate areas, then leave the split setup exactly as it is. If they are in the same area, then you have 2 ways to set it up, the one explained is below is probably the easiest. 1. Edit the start split, and change the maximum split time to 00:05:00. This is assuming you expect everyone to have departed the start line 5 minutes after the gun. You can increase this value if you like, provided it remains lower than the time in (2) below. Leave all other settings. Most importantly, leave the timer name as Start and the lap number as Edit the finish split, and change the minimum split time to 00:10:00, or a value relatively close to the expected time of the first finisher. For example, for a 5km run, you can safely use 00:12:00. Don t try and guess too close to the expected time, this value is simply a safety net to prevent someone getting a result by crossing the line too early. Very importantly, change the timer name to Start (same as (1) above), and change the lap number to 2. So what is going to happen? A timer name represents a control box. So you could give both splits a timer name of Control Box if you wanted to. Each split has the same timer name, but the start split has lap number 1, and the finish split has lap number 2. So basically, the first time seen will be assigned to the start split (lap 1) and the second time seen will be assigned to the finish split (lap 2). The minimum time on the start split makes sure that if someone s chip is not read on the start mat (a not uncommon occurrence), then the first read will be assigned to the finish split. The start split has a time to use setting of Use last time, which means if someone is read multiple times standing near the timing mat at the start of the race, then RaceTec will use the last time they are seen there as that person s start split time. A finish split should always use first time seen. There are many other settings in split setups that give you a huge amount of flexibility, however don t worry about all the other settings for now. Your split setup should look something like this: Categories Click Race Event Setup Categories Page 9

10 Categories can be age-based or not. An age-based category is something like Ages or Masters, and a non-age-based category might be Pro or Clydesdales. Categories do not have to be age-based, but the advantage to making them agebased is that RaceTec can then automatically assign categories when it knows the date of birth of someone. It can make data capture very fast and accurate. When you create an event, a default category called All ages is created. You will probably want to delete that one and set up your own. A typical category setup would look something like this: The Template button provides access to pre-set templates to save you from having to create category setups each time from scratch. RaceTec comes with 2 sample templates and you can then create your own for future use. Waves Click Race Event Setup Waves A wave is a race start, also referred to as a gun start time. Every race has at least one start, so it is mandatory for there to be at least one wave in your event setup. If you have more than one wave in your event, then you will need to know who goes in which wave. Usually this information is provided by the race organiser. Most events with a timed start line do not have multiple waves. An accurate finish time is determined by the time calculated between the start mat and the finish mat. The approx start time value is optional, and the gun time value will be entered by you when you know what it is. Leave the gun time as 00:00:00 for now. Page 10

11 Importing competitor data Click Race Manage Data Import to access the module for importing competitor data from a text file or Excel spreadsheet. This module is explained in detail in the help file, however you can follow the steps below if you have a simple file to import. NOTE: If you have the data in an Excel spread sheet then I recommend saving it as a TAB delimited file to prevent any unexpected issues with hidden rows and columns, merged cells, etc. 1. Click Browse next to the file name field to browse to your data file. 2. Select the event you are importing for (if you have more than one event). The import has to be done separately for each event. 3. The file you are importing will have its column headers displayed in the grid. You need to assign these columns to their relevant fields in RaceTec. You do this by double-clicking in the Destination Field 1 cell, and selecting the field from the screen that pops up. 4. When you are finished, you will have a screen looking something like this: 5. Click Settings to make sure the expected date of birth format matches that in the file. Note that the date of birth you are importing can also simply be an age value, in which case the date format is irrelevant. 6. To import the data into the RaceTec database click the Quick Import button. NOTE: The record number value just above and to the right of the grid is used to simply step through the data in the file, it does not indicate that the data is already in the database. You must click the Quick Import button to get the data into the database. If you make a mistake with the import, then use the Enquiries module (described below) to delete all the records and start again. Experienced users may know that they don t need to do this, depending on what your mistake was. For now, as a new user, delete the data before re-importing. Page 11

12 Importing chip codes RaceTec needs to know which competitor has which chip code. In RaceTec the chip code is linked to the race number, so you need to tell RaceTec which race number has which chip code. This is usually done by importing the relationship from a text file containing race number and chip code in 2 different columns. To import this file, do the following: 1. Click Race - Manage Data Chips/Tags. 2. Click Import From File 3. Browse to your file containing the chip codes (this file can be tab or comma delimited). 4. The first few lines of the file are displayed in the grid. Confirm the data looks correct. 5. Click the Load button to import the file into the database. Most of the time, when you have multiple events, the same file is used for all the events. In this case, either load the file separately for each event, or tick Load the data into ALL events before clicking the load button. For the newer UHF (disposable) technology, the tags are often encoded with a number that resembles the race number. In this case, you may be able to use the Auto button to load the chip codes, rather than importing from a file. Page 12

13 Summary so far At this stage, you have finished setting up your race and have done the following: 1. Set up the events with their categories, splits, etc. 2. Imported the competitor data 3. Imported the chip codes You are now ready for race day when you will import chip/time data into the database, and process that data to produce results in the form of a printout or exported file. You might also have to capture late entries and this is also explained below. RaceTec is very flexible in that the above procedures can be left until AFTER the race, however this is not a common occurrence and is not recommended. Page 13

14 Capturing late entries The recommended method to capture late entries is by using the Quick Capture screen. This screen has been specially designed with the following in mind: 1. It has a large, bold font so that it can be easily read on a laptop screen outside 2. It contains only the bear minimum fields that need to be captured to keep the screen as uncluttered as possible. 3. It is very easy to use and learn, as often you have to use volunteers from the race to do the late entries. 4. It is designed to be useable without the need for handling the mouse, so data capture can be performed extremely quickly. Click Race Manage Data Quick Capture. The screen is very self-explanatory; however here are some hints and tips: 1. When typing names, RaceTec can fix the case settings automatically see under Settings. For example, when you type smith, RaceTec will change it to Smith for you when you TAB out of the field. 2. When selecting gender, you don t have to use the mouse. Simply TAB to the gender field and press M for male, or F for female, then TAB out. 3. Under Settings you can select to enter date of birth or age. 4. If your categories are age-based, then after entering the DOB or age, press TAB and the correct category will be automatically selected for you. 5. After you capture a new entry, their details will appear as the top line in the grid at the bottom. You can double-click any record in that grid to make a change to that person. Page 14

15 Loading your chip/time data There are two main way to get chip reads into RaceTec: Automatically using ReadCom, or manually by loading the times from a text file. Both of these are described briefly below, however it may be necessary to contact me if you cannot connect to your specific hardware. ReadCom ReadCom is RaceTec s interface between the database and the timing hardware. Click Interface ReadCom to open it. You will notice that ReadCom runs as a separate program in Windows. This is done to assist in program stability and to help it run efficiently without being affected by other RaceTec operations you may be performing at the same time. So the basic concept is that you run ReadCom, connect to your control box, then leave ReadCom running in the background, only shutting it down when you pack up your timing equipment after the race. Although ReadCom can be run from outside RaceTec as a separate program, a direct connection to the database is only possible if you run it from within RaceTec. With a direct connection, the chip reads are received by ReadCom and then stored directly in the database, thereby achieving three main objectives: 1. It avoids the need for you to load the data from text files. 2. Data arrives in the database in real time. 3. The commentator (announcer) display can work. Manual time importing Click Results Splits Import to access the screen for importing chip reads from a text file. For basic operation, do the following: 1. Click Browse to specify the text file containing the data. 2. For Time type select Raw times using chip code or Raw times using race number depending on whether your file contains chip code and time, or race number and time. 3. Select the split into which you are loading the raw times. 4. Use the Settings button to tell RaceTec what format the file is in. 5. Use the Preview button to preview the data in the grid. Make sure the Time being imported column shows correct values; otherwise your file format settings are wrong. 6. Click Import to import the data into the database. Page 15

16 Processing data (calculating results) Loading raw chip reads into the database doesn t do much; it just inserts a bunch of records into the database. These records are called raw times because RaceTec hasn t yet searched through them to decide what to do with them. There is still a lot that needs to be calculated, such as: 1. Final finish and net times 2. Positions (rankings) 3. Team results 4. Etc/ These calculations are done when you process results. To process results, click Results Run Results. It will take a few seconds to run, and you re done. At some stage, however, you need to remember to enter the actual gun start time of the race. This is the time of day that the race started as per the clock on the timing control boxes. So, explained simplistically, this is the time showing on the display on your timing system s control box. Most race timers have a digital wrist watch which they synchronise with the control box. The gun start time is recorded by looking at the watch when the gun goes off and writing the time of day down on a piece of paper. If you have more than one gun (wave) start, then you must record the time of each one. In most situations, you won t want to be clicking the Run Results button every time you need to produce results or check a fix of a problem, so you can automate the process by clicking Results Advanced. This very important module is explained further in the help file. Results need to be run after any change that may affect the race results, such as (and certainly not limited to): 1. New raw chip reads coming in to the database. 2. A change to a competitor (category change, new chip code assigned, change of event, etc). 3. A change to your event setup (splits, categories, etc). 4. A new gun start time being entered. 5. A new competitor being entered into the system. 6. A competitor being DNF d or DQ d. Page 16

17 Producing results For a quick printout of results, use the Quick Print facility just below the toolbar. For example, for a fun run, select Results by Category and click the small print button. To extract results into, for example, and Excel spread sheet, use the Reports module. Click Results Reports to access this module, which contains a number of pre-created reports which you can run to produce results in varying formats. The left-hand window pane contains a list of report categories. For a standard run you will want to click on the category called Results. When you highlight a report, you can either click the Print button to print it directly to a printer, or you can click the Run button view the data in a grid format. From the menu at the top of that grid you can export to a variety of file formats. HINT: The RaceTec category on the left is a facility that you can use to extract a vast amount of data for just about any purpose. This is well worth getting to know. The reports print out using what is called a layout file. You are able to change this layout to suit your own preferences, so you can add your company logo, move some columns around, change the font, etc. But you can worry about that when you get to know RaceTec a bit better. Page 17

18 Managing your competitors and their results There are many different facilities in RaceTec for managing data, each one serving its own specific purpose and you will get to know them all in time. But the most important module is called the Enquiries module, accessed by clicking Race Enquiries. This module is where you will spend most of your time in RaceTec, which is why is it described in this document. Here you can load all your competitors (or only a subset based on what you search for) into a grid, from where you can make numerous changes to them. Click the Search button to load the grid. Once loaded, you can select one or more competitors and then right-click to bring up a popup menu which has a long list of functions that can be performed. It is very important that you spend some time getting to know these functions as sooner or later you will use all of them. You must also get to know what the grid can do to make your work easier: 1. Click a column header to sort by that column. 2. Use SHIFT-Click to sort by multiple columns 3. Use the small filter button in the column header to filter the data 4. Drag a column into the grid header to group by that column, and to view total competitors in that group. You can drag multiple columns into the group header. 5. To highlight multiple competitors use SHIFT-Click and CTRL-Click. To highlight them all, press CTRL-A. Click Settings to add or remove other data fields. You can also display attributes in the grid, but most importantly you can display split times in the grid. Go to the settings screen and click the Splits tab. Click Select All and select to show as Time of Day. Then go back to the main screen and refresh the grid. If you have more than one event then you will need to select an event first, in order for the splits to display. IMPORTANT: The grid does not auto-refresh. So when you make a change to some data, you will not see the change until you click Search to refresh the grid. Here are some tips for searching: 1. If you are searching for David Smith, simply type in David or Smith. Or even Dav. 2. You can search for a race number by entering the number in the search field. To search for multiple numbers, separate them with commas. 3. Most of the time, you can find what you need by loading the entire race into the grid and sorting or filtering the columns. 4. Double-click anywhere in the grey area above the grid (around the search field and buttons) to bring up a search field. You may find this a faster way of searching. Some of the most commonly used functions, and the ones you need to get to know before your first race, are: 1. Edit splits 2. Quick Edit/Capture Page 18

19 3. Change finish status (for DNFs, pre-race withdrawals, etc) 4. Change race number or chip codes 5. Change event 6. Change primary category Viewing split times One of the most useful and powerful features of the Enquiries grid is the ability to search for missing and incorrect split times. Make sure you understand how to display split times in the grid (see above), and remember you need to select an event first before you can view splits for it. Searching for missing splits Set the split times to display as time of day. Load the grid, then for each split column in turn, use the filter arrow in the column header to show Blanks. Searching for incorrect splits Set the split times to display as time from previous split. Load the grid, then for each split column in turn, click the column header to sort that column, then scroll to the top (and bottom) looking for split times that are too big or too small. Common requests The following is a list of functions you will often perform using Enquiries: 1. Identify everyone who hasn t yet finished: Use the finish status column to sort or filter everyone who is not finished. 2. Show totals in each category: Drag the gender and age category columns into the grouping box above the grid. You will then see the totals per category, like this: 3. Mark everyone in a list as withdrawn from race (DNF): Right-click the grid and select Bulk Update By Entry. Use that screen to enter the list of race numbers, then click OK. The race numbers you entered are loaded into the grid. Press CTRL-A to select them all, right-click and select Change Finish Status PreRace Withdrawal. 4. A competitor tells you he has lost his chip: Search for him in the grid, right-click and select Change race number or chip code. Use that screen to enter his new chip code and click OK. 5. The race organiser wants a list of random numbers of all finishers for a luckydraw hand out: Page 19

20 Right-click the grid and select Select random race numbers. Enter the number of records you want in the Select field, click Finishers only, then click OK. The randomly selected competitors will be shown in the grid. Right-click the grid and select Print Grid. 6. You need to correct a spelling of someone s name: Search for the person, right-click and select Quick Edit/Capture. Correct the spelling and press F You need to view and possibly change someone s split times: Right-click the competitor and select Edit Splits. The screen that pops up is a very useful and powerful screen for viewing and modifying split times. Get to know it well; you will use this screen at every event. Page 20

21 So what s next? A lot! This user guide has only scratched the surface of what RaceTec can do. The rest you will learn in time, especially when you start to do more and more complex races using RaceTec. It s important to spend lots of time looking at all the different functions and modules available. Use the sample races to experiment with all the screens. You cannot break anything. After your first race you will feel more confident, and it s all downhill from there. Just remember to keep things as simple as possible, don t over-complicate your race day by offering the organisers all manner of complex features; start to add those over time when you get to know RaceTec better. If you have selected the full RaceTec licence version which includes support, then answers to any questions, or help setting up for a race, are simply an or Skype chat away. Page 21

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