Scoring Admin Guide

Introduction

This guide describes the concepts of the scoretility Scoring Module, and gives guidance on how to achieve the work flow.

This document describes how to administer scoretility, a race results database. scoretility gives a club the ability to define various race series, which races are in each series, and to collect and tabulate results for races run. When results are tabulated, standings are made available showing the current scores for all the athletes included in that series. For more information, see https://scoretility.com/features.

In order to follow these instructions, you must be a scoring admin for scoretility. If you need admin privileges for scoretility, contact the FSRC Chief Technology Dude at technology@steeplechasers.org to be added.

License

See https://github.com/louking/rrwebapp/blob/master/README.md#license for details on scoretility licensing.

Use Cases

General

  • To do any administration for scoretility results, you need to be logged in. See Log In.

  • For best security, the first time you log in, you should change your password. See Change Password.

  • Make sure correct club and year are set in header

Beginning of Year Setup

  • Create series, most likely Copy Series from Previous Year

  • Create divisions, most likely Copy Divisions from Previous Year

  • Create each race

    • A few things to note:

      • You’ll probably have to ask around for specific dates of races. If you don’t know the date for a race, add “(date TBD)” to the race name

      • Make sure you have the exact specific number of miles listed for each race. This is for age grade calculations and needs to be very precise.

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    graph [fontname = "helvetica"];
    node [fontname = "helvetica"];
    edge [fontname = "helvetica"];
    "Series view" -> "Divisions view"[label="divisions"];
    "Series view" -> "Series view"[label="create series"];
    "Divisions view" -> "Races view";
    "Divisions view" -> "Divisions view"[label="create divisions"];
    "Series view" -> "Races view"[label="no divisions"];
    "Races view" -> "Races view"[label="create races"];
}

FSRC Racing Team Management

  • At the scoretility Home page, in the upper right corner, set the date to the current year and the club name to the FSRC Racing Team

  • If a racing team member has run a race which is not already in scoretility’s database, the race must be added. See Add Races.

    • When updating the “series” the race is in

      • Always click All Races

      • If this race is not on the racing team schedule click Other Races

  • Once a race is in the scoretility database, results may be added. Often an individual result would be added, e.g., from the FSRC Racing Team Information Submission Form (Responses) sheet. See Add Individual Result.

  • Sometimes there are many racing team members who have run a race. In this case it might be easier to import the results file to include all their results. See Add Results from File.

Maryland/DC Grand Prix Management

  • At the scoretility Home page, in the upper right corner, set the date to the current year and the club name to the Maryland/DC Grand Prix

  • Add results from the Races view

  • Follow instructions in Edit Participants view:

    • resolve missed, closeage, and similar results

    • confirm all results (these should all be green)

    • tabulate

  • when tabulating, resolve any unknown clubs using Club Affiliations view

Results Management Flow

This section shows the basic flow for importing and tabulating the results for a race.

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     graph [fontname = "helvetica"];
     node [fontname = "helvetica"];
     edge [fontname = "helvetica"];
     "Races view" -> "Edit Participants view"[label="import results"];
     "Edit Participants view" -> "Edit Participants view"[label="resolve missing and similar results"];
     "Edit Participants view" -> "Club Affiliations view"[label="unknown clubs"];
     "Club Affiliations view" -> "Edit Participants view"[label="unknown clubs added"];
     "Edit Participants view" -> "Series Race Results view"[label="tabulate"]
 }

Detailed Operations

Log In

Follow these instructions to log in to scoretility.

  • Go to the scoretility home page at scoretility.com

  • Click the log in link in the upper right

  • Enter email address and password

Change Password

The internet is a dangerous place, and there are constantly people trying to break into the steeplechasers web site and scoretility. Please pick a secure password, with capitals, lower case, numbers and special characters, at least 8 characters.

  • Click on ⛭ near the log out link

  • Enter new Password

  • Click Update

Add Series

Races must be part of a series to be tabulated. Generally it’s better to add the series before adding the race. Follow these instructions to add a series.

Copy Series from Previous Year

If the series for this club have been set up in a prior year, follow these instructions to copy all the series from the previous year. Do this first before adding a new series for the year.

  • Make sure year and club are set correctly in the scoretility header

  • Click Scoring > Series in navigation menu

  • Click Copy From Year, Select club and year to copy from, then click Copy Series

Add Series from Scratch

If the series for this club have never been set up, follow these instructions to add each series.

  • Make sure year and club are set correctly in the scoretility header

  • Click Scoring > Series in navigation menu

  • Click New near the top of the table

  • Give the series a name and apply parameters

    • Click Create

    Note

    because of some processing later, it is very important that the name is distinct from other series, i.e., the words in one series name cannot be found in another series name

  • See Series view for detailed description of the series attributes

Add Divisions

Series optionally use divisions as part of the tabulation process.

Copy Divisions from Previous Year

If the divisions for this club have been set up in a prior year, follow these instructions to copy all the divisions from a previous year. Do this first before adding new divisions for the series.

  • Make sure year and club are set correctly in the scoretility header

  • Make sure series have been set up as in Add Series

  • Click Scoring > Divisions in navigation menu

  • Click Copy From Year, Select club and year to copy from, then click Copy Divisions

Add Divisions from Scratch

If the divisions for this club have never been set up, follow these instructions to add divisions for each series.

  • Make sure year and club are set correctly in the scoretility header

  • Make sure series have been set up as in Add Series

  • Click Scoring > Divisions in navigation menu

  • Click New near the top of the table

  • Repeat for each age range

    • Choose a series

    • Set age range for this division

    • Click Create

Add Races

Copy Races from Previous Year

Follow these instructions to copy races from a previous year.

  • Download the previous year’s races; Create file with this year’s races

    • Set the scoretility header to the club and year you want to copy from

    • Click Scoring > Races in the navigation menu to access the Races view

    • Click the CSV button and save the previous year’s races on your workstation

    • Open the saved csv file in Excel

    Important

    Format the Date column as yyyy-mm-dd

    • Rename the Date column to Old Date

    • Insert a new column with heading date (note lower case)

    • In the first empty cell under the new date heading, add the formula =C2+52*7

      • C2 is the first cell under the Old Date heading

      • +52*7 adds 52 weeks to the old date (this is just an estimate and should be changed later if needed)

    • Copy the formula to all the cells in the date column

      • If the dates are known, these can be changed now, or these can be changed after the import below

    • Change Race Name heading to race

    • Insert a new column before race with heading year

    • Enter the new year in the first cell under Year, and copy to all the cells in the year column

    • Rename the heading Miles to distance

    • Make sure the following headings are lower case (year, race, date, distance, surface)

    • Save the file as .csv (you might want to give it a new name)

  • Import this year’s races

    • Set the scoretility header to the new year you want to copy to

    • Click Scoring > Races in the navigation menu to access the Races view if you’re not already there

    • Click Tools

    • Choose the file you saved in the previous step

    • Click Import

    • Update race dates as appropriate

    • Add each race to the appropriate series

Add Races from Scratch

Follow these instructions to add a race.

  • Make sure year and club are set correctly in the scoretility header

  • Click Scoring > Races in the navigation menu to access the Races view

  • Click New near the top of the table

  • Enter the race name, date, surface and distance. For most accurate age grading, use the following distances for non-integral mile races. (Chief Technology Dude admits to being anal about this)

    • 5K - 3.10686 miles

    • 10K - 6.21371 miles

    • Half marathon - 13.1094 miles

    • Marathon - 26.2188 miles

  • Select each series the race will be in

  • Click Create

Edit Results

The main point of scoretility is to add results to the database and to update series standings through tabulation of these results. Results can be added from a file when all the results for a race are added at once, or individually, in cases when only a few results need to be added.

Add Results from File

Follow these instructions to add results from a race results file. Import files must follow the format defined at Results File Format.

  • Make sure year and club are set correctly in the scoretility header

  • Click Races in navigation menu

  • In the Results column, there will be a button with import or

    • Click import or

    • Click Choose File then navigate to the file to be imported

    • Click Open

    • Click Import

  • If there are already results in the race, you will be asked Overwrite results?

    • This is normally ok because the results from the file are the “official” results

    • Click Overwrite

      Note

      any results previously entered into the race will be overwritten

  • You will be put into the Edit Participants view. See Edit Participants view for details on how to manage the results and tabulate for the standings.

Add Individual Result

Follow these instructions to add an individual result. Note if you import results from a file later, this individual result will be lost.

  • Make sure year and club are set correctly in the scoretility header

  • Click Races in navigation menu

  • In the Results column, it will either say import or

  • In the table header, near the left, click New

    • In Result Name start typing the name of the member and select, or just select from the pulldown

    • Age and Gender should automatically be filled in

  • Type in the Time. See Time Format for the format.

  • No need to fill in Hometown

  • No need to fill in Club unless club is required for the series

  • Click Create

  • Near top of Edit Participants view next to Match filter click Tools ⛭

  • Under Tabulate Results, click Tabulate (this step updates the standings)

Gender Management

The Members view maintains each member’s gender. When race results are tabulated using Edit Participants view, the result’s gender will follow that which is configured in Members view.

Should a member change their gender, previously tabulated race results are unaffected, but future races will be tabulated with the new gender. If this happens in the middle of the year, any affected races during that year should be retabulated using Races view to navigate to Edit Participants view (click , then Edit Participants), and then Tools ⛭ > Tabulate to regenerate the race results with the latest gender stored in Members view.