Difference between revisions of "AX Preregistration"

Latest revision as of 11:34, 4 April 2017

High level Event Timeline

For each event the following general timeline is preferential

• 5 Weeks Before event
  • Create / Clone new event in MSR
    • Open registration can be that day, the close of registration should be 23:59 the Saturday prior to the event
  • Send Email Blast to AX and PDS Event Attendees for the previous year to capture active audience
• Week and a half prior
  • Send a reminder email blast wednesday prior to close of registration that the event will be closing the next Saturday at 23:59
  • Reach out to Tom Brown via email to secure hand-off of timing computer
• Sunday after Close
  • Confirmation in MSR
  • Chcek for any missing numbers
  • Autocross Export
  • Emergency Contact List
  • Import registration
  • Save, print, verify exception paper

Event Setup and Notification

• Create / Clone event in MSR
• Email Blast Template for MSR

Number assignments for new registrants

work in progress

Create Folders for Event on Timing Computer

1. Open Explorer to C:\Users\TimeTrial\Documents\PCASDR\Autocross (available as shortcut on desktop (PCASDR)
2. Navigate to Year and create a "Month Day" folder for storing event information and exports (i.e. April 23)

MSR Confirm Attendees

Click here for Detailed Instructions

1. Open Browser to www.motorsportreg.com
2. Select Organizers
3. Enter Username and Password and Continue
   • Do not select save password or remember me on this computer
4. Select "Events" and scroll to event
5. Click on registrations for event
6. Scroll to bottom and use the select all check box
7. De-select cancellations (also at bottom of page)
8. Click Drop down and select Attendee Status => Confirmed
9. Click update and OK for confirmation

MSR Data Export

Attendee Export to CSV

1. Open Browser to www.motorsportreg.com
2. Click Organizers
3. Enter Username and Password and Continue
   • Do not select save password or remember me on this computer
4. Click "Events" and scroll to event
5. Click on registrations for event
6. Click on Reports
7. Click on Autocross Export (description Set for 9/7/2014)
8. From export click "Export"
9. For export format click CSV, then click "Export Report"
10. Select Save As
11. Navigate to the previously created folder for the event then save (i.e. c:\Users\TimeTrial\Documents\PCASDR\AutoCross\2016\April 23)

Emergency Contact Export

1. After finishing above steps, click on "Back to Reports List"
2. Click on "Attendee emergency contact list"
3. Click on "Print"
4. For print format use "HTML" and "Portrait" for Page orientation, then click on "Generate Report"
5. Print this page to your printer and place in AX folder for event

• Optionally you may go back and select PDF and save a copy of this to the AX event folder on timing computer (i.e. c:\Users\TimeTrial\Documents\PCASDR\AutoCross\2016\April 23)

After completed, you can select logout and close the web browsing software

Autocross Event Import to TB Timing

These steps to be completed after MSR Data Export

Create Race

1. Open TB Timing on computer from "TBTiming" icon on the desktop
2. Click on File and "Select Race ..."
3. Select Season (i.e. 2016 Autocross)
4. Under "Race Section" click "new"
5. Enter race name, set event date to date of event, number of timed laps and click OK
6. Select race created in previous step and click OK

Import Driver Data

1. With race open in TB Timing click "File" -> "Import Registration"
2. Enter password for import function
3. Are you sure? Click Yes here
4. Navigate to folder where attendee list was exported (ie. c:\Users\TimeTrial\Documents\PCASDR\AutoCross\2016\April 23)
5. Select csv files in bottom right hand corner drop down menu
6. Select file to import (i.e. 20160423-AutocrossExport.csv) and click "Open"
7. On "Select Import Data" screen verify the fields match up
   • Also check that "Default Class" drop down is set to "Standard (normal, usual) Driving Event Class
8. Assuming report looks good click OK to initiate data import.
9. The next screens will be exceptions handling and driver sharing.l
   • For New drivers not matching existing names, select *create new*
   • For Existing drivers changing numbers or other, select *use existing* and make note to verify and make car or name changes once completed.
10. Select Close on "Registration notes"
11. Exception file will open in notepad (a copy should also be saved in event folder
12. Print this file and place copy in Pre-registration folder

Verify Import errors and warnings

work in progress

Attendee count

1. In main registration page select "List Registered" the total Registered should match MSR (count in MSR "minus" cancellations)
2. If drivers are not matching what is in MSR, you will want to check for any manually added drivers and ensure to make temp changes to "check preregistered" After this, the driver should be represented in the list registered.

Update Car Sharing Run groups

"Often the current schedule needs to be reviewed to prevent a car from being in back to back run groups which would cause loss of laps on being in grid on time

1. In TBTiming With race selected and import completed, Click "Edit -> Register"
2. Select one of the two drivers in the conflicting group
3. Drag driver to a group which does not conflict
   1. It is preferential to move one who is not a student if possible as this could cause instructor conflict as well which could require additional changes

Deleting an Old driver

1. open delete driver
2. scroll or enter name/number
3. remove driver information

Student Instructor Pairings

work in progress

Corner Working balance

work in progress

Upload Class list to Z8 Site

1. Be sure the AX computer is connected to the Internet.

2. Go to the live results website at http://ax.pcasdr.org and look at the site to make sure it’s been set up for the next event (I do that as soon as Marcus sends me a track map, usually on the Tuesday of the week of the event, +/- a day). If there are no buttons for run group results then the site has been set up.

3. In TB Timing, with the upcoming event selected, choose Options, Web Options….

4. In the box underneath FTP Subdirectory, it will say something like /ax/AXmmyy, where mm and yy are the two digit month and year, respectively, of the last Autocross that was held. Change mm and yy to the month and year of the Autocross you have just completed registration for. Be sure the Auto FTP Reports box is checked at the bottom, then click OK.

5. View the Class List on the screen by selecting View, Registered Cars - Class.

6. Perform the upload by selecting File, HTML, Class List. Name the file “Class_List_01.htm” and click Save.

7. Go back to the live results website at http://ax.pcasdr.org and you should see a Class List button. Clicking it should show the list you just uploaded. If you later make changes to the registration, simply repeat the above steps starting at 5. and the list will get updated.

Upload AX results list to Z8 Site

Instructions provided here are from TB. Any suspected issues, please reach out to AX and Timing team for go forward

1. From TB Timing select file and export to PCASDR. This file can be saved to the folder or area of computer to be used in next steps.
   1. please use default for name of file as this is also used on the Z8 site.
2. Open web browser to http://results.pcasdr.org/admin/
3. Press Upload Event on the AX menu and navigate to the PRN file that was generated in the first step.
4. Follow the instructions.
5. If all goes well, it's easy.
6. If something goes wrong, it's way more than I can teach here.

Don't do anything else, hit any other buttons or anything -- easy to really mess things up if you do the wrong thing.

Printing Event Labels

work in progress

TB Timing Tips and Tricks

• Merge Drivers to maintain event history / season points
  • Use this for name changes on imports, or car number changes, allowing for merge of driver history and details
• Export Results for upload to Forums

Miscellaneous Email Inquiry Response Templates

• Email Template for Assignment of New Number
• Email Template for checking with PCA Nation for Membership Verification
• Email Template and forms requirement links for Junior Particpants
• Miscellaneous Notes which should probably be covered in main pages
• Email Template for Check Ride for New PCASDR Driver with sufficient prior experience

• 16 for JPP (Junior Participant)

Event Notes

Included below are event notes that can be shared and taken by the Pre-Reg team.

Please create a page below. Need only be done yearly, you can edit and simply change year, but keeps pages from getting long and winded.

• Notes for 2016
• Notes for 2017

Laptop / Equipment Troubleshooting

• AX_Preregistration/Troubleshooting