Before the meet · Administrators
Create a meet & races
Everything hangs off three layers: your organisation, a meet (a day or weekend of competition at one venue) and its races (Men 20 km, Women 10 km…). This page sets up the meet and races. Then you register officials and assign the panel.
The whole set-up, in order
- Create the meet, with its timezone.
- Add the races, by hand or from Roster Athletics.
- Enter the athletes for each race.
- Register any new officials and assign the panel.
- Print the judge record sheets.
- On the day, start each race.
1. Create the meet
Sign in to administration (email and password), go to Meets & races, and press New meet.
| Field | Notes |
|---|---|
| Organisation | A superadmin chooses which organisation the meet belongs to. An organisation's own administrator always creates meets in their organisation. |
| Meet name | E.g. Victorian Championships 2026. Prints on the summary sheet. |
| Venue | E.g. Middle Park. |
| Start date / End date | Leave the end date blank for a one-day meet. |
| Event Timezone Settings | Set this. Every card, zone and disqualification time is stamped in this timezone. |
| Chief judge name | Prints on the summary sheet. |
| Recorder name | Prints on the summary sheet. |
| Assistants to the Chief Judge | Print on the summary sheet. |
Press Save new meet.
Names in Greek, Chinese or other non-Latin scripts
Type the meet's real name. It shows properly on every screen and on the World Athletics summary sheet. The judge record sheets are a PDF that can only print the Latin alphabet: accents are fine, so Campeonato de España prints as typed, but Greek, Cyrillic, Chinese, Japanese, Korean, Arabic and Hebrew can't be printed and would come out as question marks.
- If the meet name or venue uses one of those scripts, the meet form says so as you type and shows what the paper would actually read.
- Two extra fields appear: Meet name for the printed sheets and Venue for the printed sheets. Fill them in with a Latin spelling, e.g. Panellinio Protathlima Vadin, and the judge record sheets use it.
- The substitute must itself be in Latin characters; the form tells you if it isn't.
- The real name is unchanged everywhere else, including on screen and on the summary sheet.
- For a meet whose name is already in Latin characters, the extra fields don't appear at all.
A race can have its own Latin spelling too; see Race details below.
Logo
Your organisation's logo prints on the judge record sheets and the summary sheet. A meet can use its own instead, such as a sponsor's mark for one weekend: open the meet and use Logo. PNG or JPEG, up to 400 KB, about 600 pixels wide. You can set a separate size for each sheet.
2. Add the races
Open the meet. Under Races in this meet, either press Import from Roster Athletics… (see that guide) or add each race by hand:
| Field | Notes |
|---|---|
| Race name | E.g. Men 20km. |
| Start time | 24-hour: 09:25, not 9:25 AM. 9:25, 09.25 and 0925 all become 09:25; anything that isn't a time is refused. |
| Distance (km) | Sets the penalty zone time automatically (below). |
| Mode | Penalty zone (TR 54.7.3): three red cards send the athlete to the zone. DQ only (3 red cards): three red cards disqualify (TR 54.7.1). |
Press Add race. A race added here takes the meet's start date; races imported from Roster keep their own dates.
Penalty zone time by distance (TR 54.7.3)
| Distance | Time in the zone |
|---|---|
| up to 5 km | 30 seconds |
| up to 10 km | 1 minute |
| up to 20 km | 2 minutes |
| up to 30 km | 3 minutes |
| up to 40 km | 4 minutes |
| over 40 km | 5 minutes |
Race details
Open a race to change its name, start time, distance or mode under Race details, then press Save race details. The same panel has:
- Timezone override: only for the rare race held somewhere other than the meet's timezone. Leave it blank to use the meet's.
- Race name for the printed sheets: a Latin spelling, e.g. Men 20km, if the race name uses a script the PDF can't print. It only appears when needed. Until it's filled in, the PDF's file name uses the race number instead of the name.
3. Enter the athletes
Open a race and go to Athletes. Add them one at a time, or paste the whole field into Bulk import, one per line as bib, name, country:
101, COWLEY Rhydian, AUS
102, JONES Tyler, AUSCorrecting numbers, names and countries
- The athlete list is editable in place: type over a number, name, country or place and press Save changes. Everything you've altered saves in one go.
- This is how you put real bib numbers onto a field imported from Roster by start order: type them straight over 1, 2, 3…
- You can swap numbers between two athletes and save both together. A number that would end up on two athletes is refused, and nothing is saved.
- An athlete who already has cards shows a card count, and renumbering them asks you to confirm. The cards stay with the athlete, but the summary sheet will show the new number. Every renumber is in the audit log.
- The recorder can make the same corrections on race day from their Places list.
4. On the day: start the race
Each race has a status: Setup while you prepare it, then running, then closed. Officials can sign in at any time, but judges can't card an athlete until the race has been started.
- Open the race in administration.
- Press Start race, ideally just before the gun.
The chief judge closes the race at the end from their board (or an administrator can, with Finish race). See Chief judge & recorder.
When something goes wrong
| You see | What to do |
|---|---|
| Times on the board are hours out | The meet's Event Timezone Settings is wrong. Fix it on the meet (or the race's timezone override). |
| The start time is refused | Type it as 24-hour, e.g. 14:30. |
| The penalty zone time is wrong | Check the race's distance. The time comes from it. |
| Judges get "That bib is in more than one race" | Two races running at once share a number. Renumber one field. |
| Judges get "Race is not active" | The race hasn't been started. Press Start race. |
| "Number … would be on two athletes in this race" | A number would end up on two athletes. Fix the duplicate and save again; nothing was changed. |
| Question marks on the judge record sheets | The name uses a non-Latin script. Fill in the for the printed sheets fields on the meet (and the race, if its name is the problem). |
| "A name for the printed sheets must use Latin characters only" | The substitute itself contains letters the PDF can't print. Spell it in the Latin alphabet. |