Resources for Organisers and Volunteers
Runday events depend on our dedicated volunteers who help keep things running smoothly. This page gives simple guides for three key tasks: recording finish times, scanning position and participant codes, and uploading the final results to the website. Each guide is designed so new organisers and volunteers can follow the steps without needing any previous experience.
Article 1: How to Record Race Times (Timekeeping)
This guide explains the steps for the Timekeeper volunteer to accurately record official finish times using the mobile application.
1. Timekeeper Preparation
Open the App: Use the official Runday mobile app, available on Google Play and the Apple App Store.
2. Starting and Recording Times
Race Start: When the race begins, press the green button in the app to commence the timer.
Recording Finishers: When a participant crosses the finish line, press the "Enter runner" button.
Key Rule for Multiple Finishers: Each tap records one finish time. If several runners cross together, tap the button the same number of times in quick succession.
Sequence: The app automatically generates a list of sequential finish times (e.g., 25:01, 25:03, 25:03, 25:05), corresponding to the order in which you tapped the button.
Stopping: After the last participant finishes, press the "Stop Timer" button and save the data.
Article 2: How to Register Finish Positions (Scanning)
This guide explains how the scanner volunteer matches each recorded finish time to a specific participant using position and personal QR codes.
1. Your Role as the Scanner Volunteer
Your task is to match two things: The Finish Token the runner receives at the finish line and The runner’s Personal QR Code.
2. The Scanning Sequence
Position Token: After finishing, each participant receives a Finish Token showing their finishing order (e.g., No. 7).
Open the Scanner Tool: In the app, navigate to Profile → Settings → Scanner.
Step 1: Scan Position: Scan the barcode on the Finish Token. This records the position (e.g., 7).
Step 2: Scan Participant: Scan the participant’s Personal QR Code. This saves their unique ID.
Linking a Runner's Position to Their ID Number: The app automatically stores this data as a linked pair: [Position] - [Participant ID].
Recording Example: 7 - A1234567 (Position 7, Participant ID A1234567).
Scanning and adding can be done in any order; the system itself determines the first place upon upload based on the time specified in the uploaded file.
Article 3: How to Upload Results to the Website (via Google Sheets)
This guide outlines how to combine the Timekeeper and Scanner data into a file for the Runday website.
1. Data Collection and Import into Google Sheets
Time Data: Import the time file (from the Timekeeper's device) into Column A of the Google Sheet. This column contains the sequential times (e.g., 00:25:01, 00:25:03).
Scanning Data: Import the scanning file (from the Scanner's device) into the same Google Sheet. This should contain the Position (Column B) and the Participant ID/Barcode (Column C).
Check the Rows: Columns A, B, and C must contain the same number of rows, with each row representing one finisher.
2. Merging and Final Verification
Create 'Position' Column (if needed): If the time file does not contain a column with position numbers, create one (Column D) using simple numbering: 1, 2, 3... down to the last row. This number must match the Position number in Column B.
Final Formatting: Prepare a three-column final dataset in this order:
Position (Column D or B)
Participant ID/Barcode (Column C)
Finish Time (Column A)
Verification: Ensure all rows are correctly matched – e.g., 1st Time - 1st Position - 1st Participant ID. This combined dataset will become the official results file.
3. Export and Upload
Export: Save the final dataset in the accepted upload format (usually CSV).
Upload: Use the results upload interface on the Runday website. The system will process and publish the results automatically.
