Before the meet · Administrators
Assign the panel
The panel says who officiates at the meet and in which position: judges 1–9, the chief judge, the penalty zone officials and the recorder. It decides what each official sees when they sign in, and which column their cards go in on the summary sheet.
Before you start
- The meet and its races exist, either created by hand or imported from Roster Athletics.
- Every official is in the Officials registry with a code and PIN. See Register officials & PINs. Someone registered by another organisation is already there, so don't add them twice.
The positions
| Position | How many | Notes |
|---|---|---|
| Judge | Up to 9, numbered 1–9 | Each number once per race. The number is their column on the summary sheet, which has eight; a ninth judge (TR 54.3.4) is recorded but has no column. |
| Chief judge | One per race | Runs the live board, makes TR 54.4.1 disqualifications and closes the race. |
| Penalty zone | As many as you need | Only used in penalty zone races. |
| Recorder | As many as you need | Shares the chief judge's board, and corrects and adds cards, zone times and places. |
Adding officials to the panel
- In administration, open the meet and scroll to Judging panel for this meet.
- Pick the official from the list.
- Pick their role: Judge, Chief judge, Penalty zone or Recorder.
- For a judge, enter their number (1–9).
- Leave every race ticked unless this position applies to only some races.
- Press Add to panel.
Repeat for each official. A typical panel is the judges with their numbers, one chief judge, the penalty zone official(s) and the recorder.
Officials who change position between races
At a meet with several races, a judge may be Judge 3 in the morning and Judge 5 in the afternoon, or judge one race and record another. Their code and PIN stay the same, and they never sign out. To set it up, press Positions… beside them (or click their row in the panel grid). A dialog lists every race in the meet with the position they hold in it:
- Change any race's position and press Save positions.
- Set every unlocked race to + Apply: one position for the whole meet.
- — not judging —: takes them out of that race only.
- Remove from meet: takes them off every race at once.
The summary sheets then put their cards in column 3 for the morning races and column 5 for the afternoon, automatically.
Clashes are stopped before they're saved
Warnings appear as you choose, for example "Judge 5 in Men 10km is currently SMITH Jane". You can't save while a clash remains (two people as the same judge number in one race, or two chief judges), so move the other official first. A save is all or nothing: if any race in the dialog clashes, nothing is written, so you never end up with a half-changed panel.
Positions lock once cards are issued
As soon as an official has given a card in a race, their position in that race is fixed. It shows as 🔒 with the number of cards, and can't be changed. Their cards are attributed to that judge number, and the summary sheet depends on it.
To correct a genuine mistake, the cards must be voided first (by the recorder or an administrator). Then the position can be changed.
The panel grid
Below the panel list, the Panel grid shows the whole panel at once: races across the top, officials down the side, positions in the cells, and 🔒 where cards have been issued.
- Print gives a clean sheet to pin up in the judges' room or hand out at the briefing.
- Click any official's row to open their positions dialog.
Then
- Print the judge record sheets: one set per numbered judge, with the bibs printed down each sheet. Print them after the panel and the start lists are final, and again if either changes.
- Hand out logins to anyone who doesn't already have theirs.
- On the day, start the race. Officials can sign in beforehand, but judges can't card anyone until the race has started.
When something goes wrong
| You see | What to do |
|---|---|
| The official isn't in the list | They need adding in the Officials tab first. |
| "Judge 5 in … is currently …" | Someone else already holds that number in that race. Move them first, or pick another number. |
| A race can't be changed (🔒) | The official has already given cards in it. Void the cards first if the position really is wrong. |
| A judge signs in but sees "not assigned to a race in progress" | They're not on this meet's panel, aren't ticked for the race, or the race hasn't been started. |
| Judge record sheets are refused | The race has no judges assigned yet. Add the panel first. |
| A ninth judge's cards aren't on the summary sheet | The official form has eight judge columns. Their cards are still in the system and the JSON export. |