3 · Crew
Volunteers, their roster and sign-up link; coaches; and the event's Race Relay group.
What it's for
Crew is step 2: the people who run the day. Volunteers live in a club directory you fill once; the roster staffs each race day; the sign-up link lets people put themselves down; coaches join your club once and see all your events; and the event's Race Relay group is where everyone talks.
Before you start
- The event from chapter 2 with its days saved.
- Names and contact details of your regular volunteers and coaches.
Steps
- Open Volunteers. Type a Name, NAT, club, Email and Phone in the ＋ Add a volunteer row and press Add. Repeat for each person; they stay in the directory for your next event.
Add a volunteer once; give them positions - Open Volunteer roster. Pick Day 1, then type a name in Primary and Backup beside each position (Starter, Start Ref, Finish Ref, Handtimer 1 and 2, Slipper, Gate Judge, Bib collection, General Runner). ＋ Add position adds a row. Press Save roster.
A primary and a backup for every position, per day - Tick Open for sign-up on the positions you want filled by sign-up, then press 🔗 Volunteer sign-up link. Copy link, send it by WhatsApp or ✉ Email, or 🖨 Print poster.
- Press ⧉ Copy Day 1 → all days if the second day uses the same crew, then 📣 Send roster to all so everyone is told their role.
- Open Sign-ups & attendance on race day to see who signed up and tick who showed; ⬇ Export CSV, 📋 Roster report (.xlsx) and 🖨 Sign-in sheet print it.
- Open Coaches and press ✉ Invite coach. Search your club's coaches or type a Coach name and Email, then Send invite. A coach you approve once sees all your events.
Coaches join once and stay on your club - Open RaceRelay groups & members. The event group you set up in chapter 2 is listed with its 🔗 Invite link and 👥 Members. ＋ New group makes an extra race-day group (for example the jury). Members join from the link on their phone — see chapter 9.
What success looks like
The roster for both days has a name in every Primary box; Sign-ups & attendance counts the people who used the link; Coaches lists your coaches under Signed up; the event group shows its members.
If something goes wrong
- Sign-ups & attendance says "No sign-ups yet": no position has Open for sign-up ticked, or the link has not gone out.
- A coach cannot see the event: on Event access & chat (Set up) check the event is ticked under Coaches you approved.
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