[CT LIVE INTEGRATOIN]

Transcription

1 2018 The Race Director CT Live Integration [CT LIVE INTEGRATOIN] This document describes the integration of participant and results data between Race Director and ChronoTrack Live

2 Contents I. Intro... 3 II. Participant Data Imports Initial Setup Importing New Participants... 4 Subsequent Imports... 7 T Shirts Importing Participant Changes Live Mode III. Participant Data Uploads Uploading new participants from RD to CT Live Uploading participant data changes from RD to CT Live IV. Results Uploads General Flow Splits

3 I. Intro There are 3 components to the integration between ChronoTrack Live and Race Director. You have the ability to import new participants additions and existing participant updates from CT Live to RD (Participant Data Imports). You can also send new participant additions and existing participant updates from RD to CT Live (Participant Data Uploads). Both Standard and Team Relay division participants can be managed in this integration. Participant Data. Although you have the ability to send additions and updates in both directions between RD and CT Live, the two systems are unaware of changes in the other system between uploads / imports. As your race timeline goes on, it's important that you always designate one system or the other as primary and manage the data transfers accordingly. You should always think of one system or the other as primary with regard to adding new participants and managing participant data changes. For example, if you use CT Live as your primary source of registration data prior to race day and you will enter participants manually in RD on race day, you would make these decisions as follows. Prior to race day, CT Live will be your primary source of new registrations. You will use the RD import function to pull the entrants into RD. You may decide that you will perform all participant data changes in RD so all changes will be sent to CT Live using the RD upload function. On race day, you will have RD as your primary source for both entrant adds and changes using the upload function. Entrant data changes are the most important consideration. You never want to be in the state where you're making changes in both systems. Results Data. The results data upload is designed such that you do nothing beyond what you normally do when scoring a chip race. Each time you import chip results, the re calibrated replacements, times, paces, etc are automatically published to CT Live. 3

4 II. Participant Data Imports ChronoTrack Live / Race Director 1 Initial Setup In Tailor > Options, go to the Partner Setup screen and select CT Live as the Integration Partner. Enter your CT Live User ID and Password and use the "Assign" button to see a list of events that you have active at CT Live. Select the event you'd like to assign from this list. 1 Importing New Participants When we view the race we'll be importing data from at CT Live, we see there are 105 participants registered In Race Director, use the "Imp" button from the task bar in Update > Participants to begin the import process. You will see the screen below. 4

5 You are immediately positioned at Step 2 of what looks to be a 3 step process. In older versions, Step 1 was the CT Live login screen no longer necessary as you establish the CT Live Event ID in Tailor > Options now. On this screen, you will see a grid with the CT Live Races shown on the left side and a spot to assign the RD Division on the right side. 5

6 The prompt below informs you of the success of the import. You will generally be asked a question here about what to do about the bib number assignment. The prompt will vary based on how the data at CT Live is managed. On the next screen, you have a chance to assign custom questions (if any) to the appropriate Race Director field. In the example below, emergency contact info and the CT Live Registration Choice were mapped to RD Optional Data fields. At this point, we're ready to send the imported data to Race Director. This is done using the "Create Import" button. At the end of the process, you are given a status count. 6

7 Subsequent Imports Generally, participant data imports are done over an extended period of time. Each time you return to the CT Live import, you are shown a "time stamp" from the last time you had processed an import. When you process the next import only participants added or participants that have had CT Live updates to their data since the last time you processed an import will be included. 7

8 T Shirts In most events, you should see some common T shirt sizes at CT Live. To properly align the RD T Shirt size with CT Live, use the "Limit" button in Tailor > Options. Use the button at the bottom of this screen to align CT Live sizes and RD T Shirt codes. 8

9 3 Importing Participant Changes At CT Live, we change Kareem's address to gmail Which put it out of sync with the address in RD Proceed with the import again following the same steps used to import new participants. When you get to the screen below, it is set up to begin importing new participants and participant updates picking up where the last one left off. Important The date stamp shown is the last CT Live change known to Race Director since your last import. The next import will get all new participants added to CT Live since your last import AND all changes to participant data at CT Live that have happened to previously imported participants since your last import. The "Re import" setting is only there for if you want to force an import of all participants from CT Live regardless of whether or not they've been previously imported. Back to our example, we proceed with the import and get this response from CT Live. 9

10 In this case, there were no new entrants at CT Live, so the result we see from the import is reported as And, when we check on Kareem, we see his address in RD now agrees with the address as changed at CT Live 4 Live Mode There is a setting in Tailor > Options designed primarily for race day. With this setting on, whenever you use the "Add" or "Change" button in Update > Participants, the new participant or changed participant data is immediately sent to CT Live. This eliminates the need to use the "Upload" function for keeping the participant data in sync between the two systems. 10

11 While in "Live Mode", you will see the success of CT Live updates in the message bar at the bottom of the screen. 11

12 III. Participant Data Uploads ChronoTrack Live / Race Director 1 Uploading new participants from RD to CT Live. On race day, we register 18 new participants in RD. To send these new participant to CT Live, we will use the "Upload" button from the task bar in Update > Participants. In most cases, you should use the setting shown below which will include all additions in Race Director as well as all changes in Race Director since the last activity happened between RD and CT Live. 12

13 CT Live requires a unique "External ID" for each participant record for participants who do not originate at CT Live. If the participants that are being uploaded originated in another online registration system, the registration ID from that system will be used. Otherwise, the upload will generate one for you and you'll get the prompt The upload of large quantities of participant data can take some time to process on the CT Live server. To free you from having to wait as this happens, CT Live gives RD an indication it has accepted the additions / changes and lets you proceed on to other things as the uploaded data is processed. In the case of our example, you can see by the counts that all 18 of the new participants have been sent as well as one participant data that has had an update in RD since our last activity. There is a button on the Update > Participant screen that you must use to see the final result of the upload. For this update, we see this result when using this button 13

14 When the upload completes, the number of participants in RD should agree with what you see at CT Live for this event 2 Uploading participant data changes from RD to CT Live. Let's change Karen's address in RD Now, we're out of sync with what is showing at CT Live 14

15 Returning to the RD Upload screen, we'll use these settings: When the upload completes We can check again on Karen's address to see that we're now in sync 15

16 IV. Results Uploads 1 General Flow The "Event" setting in Tailor > Divisions determines whether or not results are sent to CT Live. Each time you create a new race in Race Director, a single event is also created. For the CT Live results posting, it is never necessary to have more than this one, single event. Or, if there are divisions where you do not want live results posted, making this reference blank is the way to eliminate the participants in this division from posting at CT Live. The Result ID is also important. This is the CT Live Race Number. All results at CT Live are separated by CT Live Race. The results upload is designed to be entirely imbedded into standard RD results entry processes. When you go to the chip results import screen, use the "Auto After Import" if you want results data published automatically at the end of every results import from the reader data. If you choose to do this manually, a "Publish Live Results" button becomes visible. Use this button each time you want to send results to CT Live. Overall, Gender, Top Finisher and Age Group rankings will always be in exact alignment with the rankings you see on Race Director results reports. 16

17 The URL for seeing results is xxxx where xxxx is the CT Live Event number. Below is an example for the race we're showing in this document. 2 Splits Set up splits as you would normally do in Race Director either in Tailor > Options on the Results 1 tab if the setup is the same for each division or in Tailor > Divisions if the setup varies by division. Below is the setup for the demo race in this example 17

18 Results data is transferred to CT Live using the standard GRU rules. Be sure to avoid using "Fin", "Finish" or "Final" as the name for a Race Director segment as these names are reserved for finish time for the final finish time. At CT Live, the finish splits are seen here 18