Race Contract Administrator’s Guide¶
The system is used to manage bookings and contracts for the Steeplechasers race services business. The primary functions provided by the system include:
online availability calendar
race database, providing online schedule and details of races and clients
electronic contract generation, signing and archival capabilities
Email system designed to automate the communication with race directors, race services administrators and race services leads
Automated initialization of the preliminary schedule for the current year from the previous year’s bookings
This system is designed to significantly reduce the administrative workload required to manage the club’s race services business.
All emails generated by the system use firstname.lastname@example.org as the from address. Emails that are generated at a race director’s direction from the FSRC website are addressed TO email@example.com. This email address is associated with one or more individuals in the steeplechasers.org organization, and those individuals will receive the email. When responding to this email, individuals should ALWAYS respond from their steeplechasers.org email address and copy firstname.lastname@example.org to ensure that all communication is shared with the race services team.
Event Life Cycle¶
Race Director contacts FSRC to request race services, either through direct email or a form on the FSRC website
Race services admin corresponds with race director, obtaining required details of client, race, and requested services.
Race services admin enters data into contractility system and uses system to generate and send contract
Race Director agrees to contract electronically
FSRC Treasurer generates invoice
Race Director and FSRC Race Lead receive automated emails 5 days before event with logistical information
Race Director receives email after event with link to survey
Race is automatically renewed for following year and placed in renewed pending state until FSRC and race director resume correspondence
This describes the life cycle for event management.
New Race: Race director sends Race Services Request email
if the race director says that the race will not be held
if the race director says they’re not sure, or they don’t have all the required information yet
Details are learned from the race director about an event that is in the system but not yet committed
All details are known for the event, and the race director is ready to move forward
About 5 days before the event
About 2 days before the event
About 5 days after the event
If the event is still in renewed-pending state 120 days before the expected date of the race
If the event is still in renewed-pending state 30 days before the expected date of the race
admin should delete the event manually
Event State Flow¶
Event Use Cases (What To Do…)¶
When We Learn About a New Race¶
We learn about a completely new race that we have never provided services for. The inquiry could arrive either through email generated by the Race Services Request View, a direct email, etc. Often there is incomplete information. Regardless, you should create the event with whatever information you have.
You can create an event in one of two ways.
Once the form is displayed
fill in as much information as you have available to you
If the Race has Finish Line Services - Race directors may be contacting you with incomplete information, and if so you will have to chase them down to find all the relevant bits. This may have to be done over time as often when they first contact us they may not have all of the information themselves.
If the Race has Only Premium Promotion - Premium promotion is executed through the communications group rather than race services. We’ll still be using this tool to track that. It is expected that the communication group will look at the contractility data periodically to determine what races are to be promoted. See When We Contract for Premium Promotion (Communications) for more details.
When We’re Contacted for a Race We’ve Done Before¶
You need to verify the current details with the race director and update the event which was created as a result of the automatic renewal process.
You can find the event to edit in one of two ways.
Now you can edit the event with the current details and when ready send the contract.
fill in as much information as you have available to you
change State to tentative
this is very important, if you don’t do this the race director will receive extra confusing emails and we’ll lose track of what we’re doing
or if you’re ready to generate a contract, click Update and Send Contract
When the Race Director has Questions¶
Some questions you get will have to go through the Race Services/Equipment Coordinator, as you won’t be able to handle them – generally these are questions about how to manage a race rather than contract related stuff. Probably best way to handle this is to forward to the Race Services/Equipment Coordinator, copying the RD, with appropriate text that the Race Services/Equipment Coordinator is best suited to respond. If the Race Services/Equipment Coordinator gets information from them which needs to be in the database and you’re not copied, he’ll need to get it to you.
When Race Details are Confirmed by Race Director¶
You can edit an event in one of two ways.
from Event Overview view click Edit
Before you can generate a contract for finish line services, you need at least the following:
the name of the race
the date of the event
- Start Time
time of day that the main event starts
distance for the race
the name of the client
one or more services which the client is contracting for
- Max Participants
this is used to determine the pricing for finishline services services (this is set to 200 for a new race or a race that had fewer than 201 finishers the previous year. If it is a repeat race and the number of finishers in the previous year was greater than 200, it’s the number of finishers the previous year rounded up to the next 100.
the leader who will run the finish line operation on the day of the event. This needs to be finalized well before the event so that emails are sent properly to all concerned
Before you can generate a contract for premium promotion service (only), you need at least the following:
The remaining fields are useful as well, and should be filled in if applicable and known.
When Race Director Accepts Agreement (Treasurer)¶
When Race Director Accepts Agreement (Race Services Admin)¶
The lead for the race needs to be identified well before the event so that resources are allocated correctly and emails are sent to the appropriate people. Generally we should have a commitment for a lead before sending the contract to the race director, however the system does not enforce this.
When Changes Need to be Made to a Committed Agreement¶
Occasionally, after the race director has agreed to the contract, there needs to be a change. E.g., if the race director decides on premium promotion after the initial agreement, a change needs to be made.
When the contract is in committed state, the Update and Send Contract button is desensitized.
If it’s necessary to change the contract after the initial agreement, simply edit the event, make the needed changes (e.g., add premiumpromotion), and change the state to tentative. By changing the state, the Update and Send Contract button will be sensitized, and can be clicked to send another contract.
Note once this is done, the system voids previous contract and it is not accessible.
When an Exception to Standard Availability Rules is Needed¶
Normally, events are allowed on weekends and not allowed on weekdays. There are some holidays during the week when we want to allow events, and some weekend days we don’t want to allow events. For these, we need to configure exceptions.
To create exceptions, use the Event Exceptions view.