– still a work in progress :)

Before using Event Marshal you must register an email address and log into the Event Marshal app.

See Registering with Event Marshal for details.

Your event is important and we want you to be sure Event Marshal is the right tool for your event and the environment your event is taking place in. Pre-event testing is essential.

Event Marshal events can be created and tested free of charge. Free events are limited to 50 competitors, all other features are the same. This is done to allow you to test Event Marshal for your event before you spend any money upgrading.

Free events:

• Limited to 50 competitors
• Can have competitors reset at any time
• Can be re-activated once closed by just changing the dates

Upgraded Events:

• 'Unlimited' (999,999) competitors
• Cannot be reset open
• Cannot be re-activated once closed
• Must be used within approximately 11 months of activation

For example:

An event is running that consists of two races, a run and a walk. The event is expected to attract approximately 400 people, 150 for the run and 250 for the walk. The organisers want to try Event Marshal but want to test it first.

First the event is setup using Event Marshal with the following competitor range:

Run: Competitors numbers 1 - 25 Walk: Competitor numbers 500 - 525

This does not exceed the 50 maximum limit for free events but will allow the range to be expanded when the event is upgraded.

Tests and practice events can take place with a small number of competitors, who may well be the marshals on the day of the event.

Once the organisers are happy Event Marshal will work the event is upgraded and the competitor numbers expanded.

Run: Competitors numbers 1 - 150 Walk: Competitor numbers 500 - 749

The large number gap between the run and the walk allows to the range to be expanded further if required, In tis case the run is limited to potentially 499 competitors while the walk is unlimited (well, up to 999,999).

To create an event you must have verified your email address with Event Marshal. This is very quick, free and easy to setup. See this guide for details:

To create an event, from the event search screen tap the ‘show search’ button. Enter an event name and the date of the event. There is no need to select year and month separately, just go for the day and the month and year will be filled in automatically.

Once an event name and date is selected the ‘create new event’ tile will show highlighted and can be selected. The ‘New Event Details’ screen will be shown.

Fields that not correctly entered will show an error message. Enter the following information.

• Event Name: If a duplicate name has been entered this will be highlighted.
• Description: Give a description of the event and what its aims are. This will be shown on the event information screen when the event is selected. This is limited to 500 characters.
• Short Description. This description is shown on the event search screen in the events selectable tab and is limited to 200 characters. Make your description precise and inviting to attract competitors attention. Do not include your event name or date as this will be shown alongside your short description.
• Location: This is the location your event will take place. Limited to 50 characters
• Event Dates: Select the date, start and expected end time for your event. If your event is held over a number of days, tap on ‘single day event’ to change to ‘Multiple day event’. If it’s a multiple day event then an end date will also be selectable. A future date must be selected.
• Online Registration Dates: Select the start and end date and time registrations for your event will be accepted by Event Marshal. The end date and time can overlap the event start date and time but this will mean competitors can register after your event start. Normally registration would be closed before the start of an event to allow competitors to processed and contacted with further information before an events start. By default these are set to the event dates and if unchanged will need updating before an event becomes active.
• Administration Email Address: This email address will be used for all event communications by Event Marshal. It will also be passed to competitors when they register. We recommend not using your personal email address but creating a dedicated email address for your event.
• Contact Email Address for competitors: This email address will be used for all event communications by Event Marshal. It will also be passed to competitors when they register. We recommend not using your personal email address but creating a dedicated email address for your event.
• Automatically allocate number on registration: This selection can be changed between allocating competitor numbers when a competitor registers or requiring manual allocation of a competitor number by a marshal logged in as registration. If numbers are allocated automatically they will be awarded in order of online registration. The default selection is for automatic number allocation.

Once all required information has been entered press the back button or top right ‘create event’ button. If there is an error on the page there will be an option to correct the error or discard the details. If all details are correct you will be asked to confirm event creation by accepting the app terms and conditions. A limited summary is available within event Marshal, however we recommend you review the full terms and conditions available on the event Marshal web site as ticking the box indicated full acceptance of these terms and conditions.

Once terms and conditions have been accepted and the event created, you will be returned to the event selection screen where your event will be visible but only to you. The event will be shown as being ‘setup’. An event will only be visible to possible competitors once it is fully setup and activated.

Selecting an event that is in setup will show the event home screen with the status of the event. Elements that are missing or incorrect will be highlighted.

The screen shows a newly setup event before ant races have been setup.

The buttons on the event home screen are as follows:

• Edit Event: This will show the event creation screen where event descriptions, dates, email addresses and other options can be edited. Pressing back on this screen will update the selected event.

• Upgrade: By default an event will be created as a free event. Free events have all the functions of event marshal with no restrictions, they are limited to 50 competitors maximum. Upgraded events have the maximum competitor limit removed. Events once Upgraded must take place within approximately 11 months of being upgraded and cannot be reset once they take place. Free events can be reset and have their dates changed at any time. It is recommended that before events are upgraded they ae setup and tested as free events. This will allow you to ensure event marshal operates as you expect and to practice events and event setups. Practice events should be marked clearly in their short description so competitors know they are not registering for the real event.

• Admin: This button shown additional administration buttons such as activating or deleting an event. More on this page at the end of the section.

• Registration Dates and Close. Once an event is active and registration is open it can be forced closed by selecting the ‘close’ button or activated by the dates by selecting ‘dates’

• Edit Race: This button allows for races and checkpoints to be created, edited and deleted. We will look into this section in more detail next.

This is just a quick overview of these button, we will go into each one in more detail later. So, lets continue setting up our event.

Selecting the ‘Edit Race’ button will show a summary of the races and registration. The first time this button is tapped the registration checkpoint will need to be set. Tap Registration at the top of the screen or the ‘edit registration’ button at the bottom. Races cannot be created until registration has been setup.

The first checkpoint to be created for any event will be registration. This checkpoint is required for all events and will be the location used on the search map to show where an event is taking place and where competitors will officially enter the event. The name of registration can be changed and a short description added. Options for a checkpoint are:

• Manual or Automatic: This is changed by tapping on the option and the currently selected option is shown. Setting a checkpoint to manual will required all competitors, whether app users or not, to be manually checked in by a marshal. Setting the checkpoint to be automatic does not prevent non-app users from being manually checked by a marshal but does allow competitors with the event marshal app to automatically self check in when they arrive at the location.

• Manned or unmanned: If marshals are going to be present at a checkpoint manned should be selected. If the event includes competitors that are not using the event marshal app then all checkpoints will need to be manned. Manned Checkpoints can be manual or automatic, however unmanned checkpoints have to be automatic and will require all competitors to use the event marshal app. Selecting unmanned will automatically make a checkpoint automatic.

For automatic checkpoints a range will need to be set. This sets how close to the checkpoint a competitor with the event marshal app needs to be before they are checked in at that checkpoint. By default this is 10m. This can be set as low as 5m but the GPS accuracy of some phones may make this difficult dependent on the GPS accuracy experienced on the day of the event. This can change from day to day. It is recommended that it is not reduced below 10m for reliable automatic competitor checking.

At the bottom of the screen is the map. Tapping on the map will select a location. By selecting the save button above the map the point will be saved. This can be changed at any time. The other buttons are:

• Race: zoom map to show all the currently selected race
• GPS: this will centre the map to your current GPS location
• Marshal: This will centre the map to the currently selected marshal location.

The map allows for zooming in and out with pinch gestures or for panning by pressing and dragging across the map. The map is often bigger than many mobile phone displays so more map can be seen by tapping off the map and dragging up.

Edits are automatically saved as they are made. As edits are made the icon on the top right will change to show the changes. To exit the checkpoint details page press the back button on your phone or the back button on the top left of the screen.

Once registration location and details have been set and you have returned to the race summary page the button on the bottom will have changed to ‘add race’. If you want to edit the registration checkpoint just tap the registration edit icon at the top of the page.

After the event and registration location have been set race creation is enabled. This will also allow the 'Return to Registration' option to be shown.

If set this will require all competitors to return to the registration checkpoint at the end of their race to log out of the event.

This may be required for safety reasons but most commonly, at the end of a race there could be a finishers certificate or medal to be awarded.

To create a race tap the ‘add race’ button on the bottom of the race summary page. This will prompt you for a race name. Race names can be any length but must be unique within your event. Race names can edited after they are created. Once a race name has been entered tap next. This will create the race and show it in the race summary. Races are created with 10 competitors by default. As new races are not fully setup the icon will show a red warning symbol. To continue setting up the race tap on the race name or icon.

The race edit page is split into two sections. These are switched between by tapping the ‘edit checkpoints’ button on the detail page or the ‘edit details’ on the checkpoints page. Both are location on the top right of the pages. First lets go through the options and button on the edit details page.

The race name can be edited and a short description of the race entered. The description will be shown to competitors when they open an event to register. Make the name distinctive as the description is not always shown beside its name. For example, ‘10K fun run’ is better than ‘race 1’

Beside the name and description is an import KML button, there will be more on this later. Next is the start open and close times. If an event takes place over a number of days this will also allow dates to be selected. For single day events only the time is required. This will set when the start checkpoint of a race is open for competitors to start the race. Setting a closed time will ensure competitors can finish a race before the event closes.

Next is the competitor number selection. Here the start competitor number and the total number of competitors allowed to enter a race are set. A race competitors number ranger can start at any number from 1 to 999999 however of marshals are having to enter competitor numbers manually keeping the numbers as short as possible is an advantage.

The number of competitors for free events is 50 while upgraded events have no limit. It is recommended that events are not upgraded too soon as usage time limits do apply.

If multiple races are to take place within an event it is recommended that numbers are not made consecutive to make races distinctive and to allow for additional competitors to be added to a race. If ‘race 1’ starts at number 1 and has a maximum of 100 competitors (1 to 100), race 2 should not have a start number of 101 as this will prevent any additional competitors being added to race 1 if required unless there will be no requirement to expand race 1 competitor count.

Test events can be setup within the 50 competitor limit for trials to ensure event marshal operates correctly for your event and then the numbers expanded when an event is upgraded.

Once an event becomes active and competitor numbers are allocated race start numbers cannot be changed but the maximum number of competitors can be increased if race numbering allows.

Below the competitor number selection is the map. This shows the current selected race and its route if loaded (see KML route import below). The map can be zoomed to show the entire event or just the selected race. If a route is loaded the route colour can be changed here. The map can be manually zoomed using pinch a gesture or panned by dragging. Scroll up the race detail page to reveal more of the map if viewing on a small screen.

Tapping the ‘Edit Checkpoints’ button on the top right of the race edit page will show any assigned checkpoints. A race must have a minimum of two checkpoints assigned, start and finish, although as described later, these can be the same checkpoint.

To add a checkpoint to a race tap the ‘add checkpoint’ button on the bottom of the screen and you will open a selection box.

The drop-down selection box shown the ‘new checkpoint’ as the first option with checkpoint already created for the selected event available by tapping the arrow down in the select checkpoint box. Checkpoints can be assigned to more than one race. If this is the first time a checkpoint is added only ‘new checkpoint’ will be available. Tap the next button once a checkpoint has been selected or to create a new checkpoint.

If a checkpoint was selected this will be added to the race. If ‘new checkpoint’ was selected then you will be prompted for the checkpoint name. Checkpoint names must be unique within an event. Once a name has been set Tap next and the checkpoint will be added. New checkpoints are created with the same location as registration which must be moved before a checkpoint can be used. If a checkpoint is missing any information this is shown under the checkpoint name with a red symbol.

A race requires a minimum of two marshals, start and finish. Next a second marshal should be added. To add a second checkpoint tap the ‘add checkpoint’ button again and either create a new checkpoint or select an existing checkpoint from the select checkpoint drop down list.

Checkpoints can be re-ordered within a race using the menu selection to the right of the checkpoint icon. Tap the three vertical dots to open the menu and select ‘move up’ or ‘move down’ to change a checkpoints order. The drop down menu can also be used to select automatic or manual operation without opening the full checkpoint edit screen. To delete a checkpoint from a race select remove from the drop down menu. After checkpoint removal confirmation the checkpoint will be removed from the race, however the checkpoint will not be deleted from the event and can be re-selected or added to another race using the add checkpoint button.

If a checkpoint is not assigned to a race it will be shown as unallocated in the race summary page. Events cannot be activated with unallocated checkpoints. If after setting up all an events races a checkpoints are not required, tapping on the unallocated checkpoints icon in the race summary page will list all unallocated checkpoints. Unallocated checkpoints can be deleted individually by tapping the bin icon beside the checkpoint or all together by tapping the ‘delete all’ button at the bottom of the page.

The icon beside each marshal indicates its settings, These are explained in the following section.

To edit a checkpoint tap on its icon to show the checkpoint edit screen. This is the same screen as used to edit the registration checkpoint. As a minimum a new location needs saving for the new checkpoint away from the registration point before it can be used. Checkpoints can be set very close to each other if required. To continue adding checkpoints press the back button on your phone or tablet or the back button on the top left of the screen.

A race requires a minimum of two marshals, start and finish. Next a second marshal should be added. To add a second checkpoint tap the ‘add checkpoint’ button again and either create a new checkpoint or select an existing checkpoint from the select checkpoint drop down list.

If a checkpoint is selected more than once in a race a ‘lockout’ time must be set. The repeat check-in lockout time is required to prevent automatic check-ins occurring consecutively. The repeat check-in lockout time sets the minimum time that must pass after a competitor has checked-into a checkpoint that appears more than once in a race before the competitor can check into the checkpoint again.

Icons are used to Indicate checkpoints and are set according to the checkpoint settings. Each checkpoint has a corner icon indication auto, manual, manned or unmanned. The main checkpoint icon indicates the type of checkpoint. See Checkpoint Icons for more details.

To import a route into a race, first open event marshal and then select a program that can access a kml file. This could be done by tapping a kml file email attachment or by selecting a downloaded or saved kml file using a file selection program.

If using android search for ‘My files’ in apps or if using iOS search for 'files'.

After selecting the kml file, Return to the Event Marshal app. In the race summary page select the race the selected route is for. If kml file is recognised the import route (kml) button will show green.

Select the green import route (kml) button to preview the route and tap ‘save’ to assign the route to the race. If you wish to replace a route just reselect an alternative route and save. The route data is saved to the event marshal app and automatically made available to all competitors and marshals. The original kml file is not required after the route is saved. The colour of the route can be changed from the race edit screen.

To delete a race, from the race summary screen select the drop down menu button, three vertical dots, to the right of the race name and icon. Only the race data is deleted, including its route. Checkpoints are not deleted but if not also assigned to another race will become unallocated and need re-allocated to a race or deleted before the event can be activated.

Once all event data has been entered and races created an event can be activated. The event home page will show all required information have been set and an event can be activated. Once activated an event will become visible to all event marshals users. If registration is open, as set by the registration dates, competitors can register for races within the event.

Tap on the ‘activate event’ button, agree you are happy to make the event public and tap ‘activate event’. An event can be upgraded at any time and edited while active and registration is open. If an error is introduced into an event it will go back to ‘setup’ and require re-activated once the error is corrected. The event summary home page will detail any errors detected. If you need to deactivate an event at any time this can be done from the administration menu. In order to access the administration menu a user must be logged into an event as an administrator or the event creator.

The administration menu is access by tapping on the ‘admin’ button on the event home screen. From the administration menu events can be de-activated, closed, reset or deleted.

• De-activate: Activated events can be de-activated and returned to the setup state. This will hide the event from competitors. De-activated events can be re-activated from the event home tab.

• Close: Open events can be closed ahead of the date and time entered in the event setup screen. Upgraded events cannot be reopened once closed, free events can be reopened by editing the event details, when a free event is saved the option to reopen the event will be shown.

• Reset: The reset button will allow for competitors registered with the selected event to be reset. There are three options, reset all non-app competitors, reset all app users and reset all users. The selected users will have all checkpoint data cleared app users will have competitor numbers cleared. These options cannot be undone.

• Delete: The delete option allows for competitors, either app users or non-app users or both to be deleted. There is also the option to delete the entire selected event. These options cannot be undone.

After an event is activated event competitor and marshal app users can register as competitors for the event. When a competitor registers for the event an email is sent to the email address entered in the event setup screen for competitor communications. The email will contain the competitors email address, competitor number if automatically assigned and which race the competitor is registering for. This will allow for event information to be sent to the competitor prior to the event and their application being accepted. Once a competitor has applied for the event their application status will appear as ‘applied’ within the app. Competitors will see their application as awaiting approval.

Non-app competitors are competitors that are taking part in an event but are not using the event competitor or event marshal app. These competitors will be tracked using their assigned numbers and logged the event by marshals.

Non-app competitors must be registered on the Event Marshal app by a Registration Marshal when the event is open or by an administrator prior to an event opening. At present event registration needs to be open to register non-app competitors.

To register a non-app users an administrator level user, prior to the event opening, or a registration marshal logged in as the Registration checkpoint is required. On the checkpoint tab select 'New non-app Competitor'. This will open the registration screen.

Select the number of non-app competitors to register and the race. Competitor number will be generated automatically and shown on the next screen. Ensure this number is assigned to the competitor before leaving this screen.

If non-app competitors are registered before the start of an event they will need report to registration when arriving at an event. Non-app competitors registered when an event is open are automatically entered into the event.

To register more than one non-app competitor , select the number required in the registration screen.

By selecting the 'Competitors' tab an overview of all the competitors that have entered into the event can be seen.

The competitors screen is designed to give a very clear and compact overview of the event.

The screen is divided into two sections. The upper panel shows a summary of the event. The panel below shows the panel prior to an event starting with competitors already registered By selecting a button with a number the panel below will show a breakdown of the category selected, As the event progresses and competitors move through the event additional buttons become available. As all competitors clear earlier stages buttons will vanish from the panel.The panel below shows the full range of buttons. In addition to the category buttons three selection buttons are available that will switch the display from showing all competitors together in a single panel or shown by race. The panel below shows the two races in a simulated event and the breakdown of the competitors within the race.

The panels below show some examples if how competitors taking part in a race can be displayed and sorted. Selecting the yellow buttons allows the different views to be selected.

All competitors taking in the race sorted in number order
All competitors taking part in the race sorted by status. Note, one competitor has no number allocated so their email address is shown until a number is assigned.
Race displayed by checkpoint. Checkpoint can be expanded to show competitor buttons. Tap on the right arrow beside the checkpoint name to expand the section.

Tapping on any competitors number will show details for that competitor.

Details of a competitor can be shown by tapping a competitors number or email address in the competitors summary screen.

Note: A competitors email address is only available to Administrator level users and not marshals.

At the top of the screen immediate actions are displayed. If a competitor's entry is not authorised or has no number allocated, buttons will show giving these options. Authorising a competitor is immediate and they will be notified in their app their application has been accepted.

If manual allocation of numbers has been selected in the event setup screen a competitor will need a number allocated once their application has been accepted. An allocate number button will show at the top of the screen. Tapping it will show the number allocation dialog box.

To automatically find the next available number for a competitor tap the 'Get Number' button. The next number available in the race will be found. Alternatively enter the required number manually. If the number is already allocated a warning will display. Duplicate numbers within a race or numbers outside the range selected in the race setup screen are not permitted. Tap save when a number has been allocated. The competitor will be notified of their allocated number. A competitor will not be able to take part in a race without a number being allocated.

Once a competitor has been accepted the 'Retire' and 'Disqualify' options are made available. See sections below for details.

If RFID tags or barcode are being used within the event, codes can be registered against a competitors entry. Tap the edit icon button to the right of the RFID/Scan code field and a dialog box will appear.

At this point scan the barcode, QR code or RFID tag to register the scan code. The code can also be entered manually if required, Codes can only be allocated to one competitor and a duplicate check will be carried out when a code is entered.

Below a competitors details the log and a map of the race a competitor is taking part is shown. As a competitor progresses through a race the log will automatically update as they are logged at checkpoints. While competing in a race a competitors location is also logged every 3 minutes, This location is shown on the map and entered when the 'Location' button is tapped. Note: Only the most up to date location is recorded, No history of locations beyond checkpoints and the most recent location are stored.

Additional functions include jumping to the first or last log entry. Tapping on a log entry will center the map on the location that entry was made. Tapping on a marshal on the map will scroll the log to that marshals entry if available.

Tapping on the 'Admin' button will show a menu of administration tools in place of the log panel.

Here an administrator can delete or reset a competitor for the event. If a competitor is deleted they will need to re-apply to enter the event again. When reset a competitors status will be returned to the state of event entry. All log entries will be deleted. Resetting and deletion of a competitor cannot be undone.

These options are only available to Administrator level app users and not marshals. Tap the 'log' button to return to the lag panel.

Tapping on the 'Map' tab at the Bottom of the app will show an overall map of the event.

The map shows all checkpoints and the number of competitors currently logged with that checkpoint. The map can be zoomed to show the event or center on the users current GPS location.

Tapping a checkpoint will select that checkpoint and goto the checkpoint screen. For more information on the checkpoint screen see Marshal User Guide

If the administrator has a checkpoint selected, the location of that checkpoint can be relocated to the users current GPS coordinates by tapping the button on the top of the screen. For more details

A race filter can be applied by tapping the 'Filter' button.

To remove the filter, select the filter again and select 'close'. this will return the map to show all available checkpoints.

Tapping on the 'Log' tab at the Bottom of the app will show a log for the event. Every action in chronological order will be shown.

Tapping on a log entry will open the selected competitors details page.

An administrator can login as a checkpoint and enter competitor details from any location. To login as a checkpoint, Select the checkpoint icon on the bottom navigation bar or tap a checkpoint from the event map.

For information on the checkpoint screen see Marshal User Guide.

This page is a work in progress …