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.

Email Conventions

All emails generated by the system use raceservices@steeplechasers.org as the from address. Emails that are generated at a race director’s direction from the FSRC website are addressed TO raceservices@steeplechasers.org. 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 raceservices@steeplechasers.org to ensure that all communication is shared with the race services team.

Event Life Cycle

Summary:

  1. Race Director contacts FSRC to request race services, either through direct email or a form on the FSRC website
  2. Race services admin corresponds with race director, obtaining required details of client, race, and requested services.
  3. Race services admin enters data into contractility system and uses system to generate and send contract
  4. Race Director agrees to contract electronically
  5. FSRC Treasurer generates invoice
  6. Race Director and FSRC Race Lead receive automated emails 5 days before event with logistical information
  7. Race Director receives email after event with link to survey
  8. Race is automatically renewed for following year and placed in renewed pending state until FSRC and race director resume correspondence

Detail:

This describes the life cycle for event management.

Event State Flow

digraph{
   "renewed-pending" -> "tentative" [label="RD responds to renewal email"]
   "(New Race)" -> "tentative" [label="RD requests date"]
   "tentative" -> "tentative" [label="RD and admin confirm info"]
   "tentative" -> "contract-sent" [label="Send Contract"]
   "contract-sent" -> "committed" [label="RD agrees to contract"]
   "contract-sent" -> "canceled" [label="RD cancels race"]
   "committed" -> "canceled" [label="RD cancels race"]
   "committed" -> "renewed-pending" [label="5 days after event"]
   "renewed-pending" -> "(delete)" [label="RD says no go"]
   "tentative" -> "(delete)" [label="RD says no go"]

   "renewed-pending" [color=cyan, style=filled]
   "tentative" [color=green, style=filled]
   "contract-sent" [color=cyan, style=filled]
   "committed" [color=cyan, style=filled]
   "canceled" [color=green, style=filled]
   "(delete)" [color=green, style=filled]

   "manual" [color=green, style=filled]
   "automatic" [color=cyan, style=filled]
}

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.

  1. From Admin Calendar view click on the event date
  2. From Event Overview view click New

Once the form is displayed

  • fill in as much information as you have available to you
  • click Create

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

If we’ve done a race before, there will already be a database entry for the race, and likely the event was renewed after the previous year’s race.

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.

  1. from Event Overview view, use the Search box at the top of the table, and enter the race name
    • you should see all the events associated with this race
    • click on the event for the coming year, then click Edit
  2. from Admin Calendar view, navigate to the date of the race’s event

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
  • click Update
    • 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

As the details are confirmed by the race director, use the Edit Event view to update the event. When all the details are known and the race director is ready, generate the contract.

You can edit an event in one of two ways.

  1. from Admin Calendar view navigate to the event date and then click on the event
  2. from Event Overview view click Edit

Before you can generate a contract for finish line services, you need at least the following:

Race:the name of the race
Date:the date of the event
Course:the course the race will be run on
Start Time:time of day that the main event starts
Distance:distance for the race
Client:the name of the client
Services: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.
Lead: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:

Race:the name of the race
Date:the date of the event
Course:the course the race will be run on
Client:the name of the client
Services:one or more services which the client is contracting for

The remaining fields are useful as well, and should be filled in if applicable and known.

When Race Director Accepts Agreement (Treasurer)

When a race director accepts the agreement, the treasurer will receive an email. The event will automatically be transitioned into the committed state.

An invoice should be generated to the client as indicated by the financial policies. Once an invoice is generated, the treasurer should click the Invoice Sent button on the Edit Event view.

When Race Director Accepts Agreement (Race Services Admin)

When a race director accepts the agreement, the race services admin will receive an email. The event will automatically be transitioned into the committed state.

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 We Contract for Premium Promotion (Communications)

The communications team handles all premium promotion, regardless of whether the race has also contracted for other services.

To determine the events for the next premium promotion email, use the Event Overview view filters:

States:select committed
Date Range:From the day the email goes out, To [3 months] after that
Service(s):select premiumpromotion

The table will be filtered to only the events which should be in the next email.

The CSV button can be used to download these events, if desired.

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.