Managing event series

Overview

Event series functionality enables clubs to easily set up season-long competitions consisting of multiple events where points are scored by riders based on their placing. These points are automatically calculated as the events are run, removing the administrative burden on the club to keep track of the series standings.

Key features include:

  • Set the number of points for a win
  • Score points based on Actual time, VTTA Age Adjusted Time (AAT) or placing in your age group. Every rider who rides will get a minimum of 1 point
  • Merge VTTA AAT results with Actual results in the same series, enabling riders 40 years old and above to compete on AAT with younger riders being scored on their actual time
  • Limit series scoring to the “Best X Rides”, ideal for longer series where not all riders can make every event
  • Track event classifications separately, eg. Open and Female
  • Track bike types separately, e.g. TT and Road, meaning clubs can automatically run separate bike type competitions within the same series

Setting up a new event series

To create a new event series, perform the following:

  1. First, create each event that will make up the series. Information on how to create events can be found here
  2. Hint: When creating each event, if riders can enter online include the entry link in the Information URL of the event. This will make it easier for them to sign up to the series.
  3. Select “Manage Event Series” from the side menu within the app and then click “Create Event Series”. Note: It is only possible to create and manage event series for clubs that you are the ResultSheet administrator for. You can request to be made a club administrator by requesting to manage your club page
  4. On the Create Event Series popup, enter the following:
    1. Series Name: The name of your event series. Hint: If you run a series each year put the year number in the name, e.g. ESCA Points Series 2023
    2. Description and prizes: A description of the series along with the series prizes, if any. This will help promote the series to riders looking for a series to participate in. For example, “A series of 8 time trials each run over the same 10 mile course (G10/85 in Sussex) on Monday evenings in June and July. The series winner will receive the club trophy.”
    3. Promoting Club: This field is read only and shows the club promoting the series. This will default to your club
    4. Points for a Win: The number of points scored for a win. e.g. 100 points for first place, 99 points for second, 98 for third etc.
    5. “Best of X”: If you wish the total points scored by each rider to only be taken from their best rides, enter that number here. e.g. Best 3 rides, will only count their best 3 placings over the series
    6. “Include riders < 40 years old in AAT series?”: If this box is ticked, when viewing the series using the VTTA Age Adjusted Time view riders younger than 40 years old will also be included and scored based on how their Actual time compares to the AAT of riders 40 years and older. This enables you to run an age weighted event series
    7. “Email club admin when series is updated”: If this box is ticked, an email will be sent to the club administrator when an event series has been updated, e.g. following a new set of results. This is useful as a reminder to share the new series result on social media etc.
  5. Click “Save”

Adding events to the series

Now the event series is created, you can add events created earlier. To do this, perform the following from the Event Series Options popup:

  1. Select “Manage Events in Series”. This will show you the list of events currently in the series, which will initially be blank
  2. Click “Add Events to Series”
  3. Choose the events from the list you wish to add, events shown in red are currently not published. Selecting an event will cause it to disappear from the list showing it has been added to the series. Searching for an event will cause the list to grow and include all events published in ResultSheet, meaning you can add events from other clubs if you wish
  4. Click “Done” when you have finished adding events and you will be returned to the Event Series options

Note: Unpublished events for your club can be added to a series but their results won’t be shown in the series until they are published.

Restricting clubs that can participate in the series

If your series is restricted to certain participating clubs, e.g. a regional series for members of a Cycling Association or an individual club for a club series, you can choose which clubs to include. To do this, perform the following:

  1. Select “Manage Restricted Clubs” from the Event Series options
  2. In the club search box, enter the club you wish to include in the series and selecting the club will cause it to appear in the table below the box. Repeat this for each club you wish to include
  3. If you wish to remove a club from the series, click the trash icon next to the club in the table
  4. Click “Done”

Restricting riders that can participate in the series

If your series is restricted to certain riders, e.g. middle markers, then you can exclude riders from the series as it progresses. Excluding riders can be performed at any time once it has started. To exclude riders, perform the following:

  1. Select “Exclude Riders” from the event series options
  2. In the rider search box, search for the riders you wish to exclude. When selected, they will be added to the table below the box to signify they are being excluded from the series
  3. To remove a rider from the exclusion list, click the trash icon against the rider who will then be removed from the list
  4. Click “Done”

Note: You will only be able to exclude riders once the first event in the series has been scored.

Published your series so it can be viewed

To make your series visible to other people, select “Publish Event Series” from the options menu. If you wish to Unpublish this series, click this button again.

Updating event series results

Once a series has been set up, aside from managing excluded riders, it shouldn’t need to be touched again. When an event in the series has new results, the event series will automatically update overnight to reflect the change in standings.

Note: Non solo rides, e.g. Tandems, will not be reflected in the series.

Viewing the event series

Event Series are visible in two places:

  1. The club page for your club
  2. The event series page on the ResultSheet website

When viewing an event series, clicking on an event header will either take you to the information link for that event or the results, depending on whether the event has been run. Events shown in red are yet to be published, so the points will not be shown.

Sharing the event series with social media

Each event series has a unique link that can be shared on social media, email, messaging etc. To share the series using your desktop computer, perform the following when viewing the series:

  1. Click the share icon, bottom right
  2. Select where you wish to share the series. If you are looking for a generic link, select “Copy Link” and then click the link shown. This will place the link into the clipboard which can then be pasted into other applications

Sharing the event series in this fashion will respect the filter selections on the page. For example, if you had selected “Road Bikes” in the filter to view the road bike series, sharing the event series will create a link that will automatically select road bikes when viewed by the recipient.

Sharing the event from mobile devices follows the same logic but will vary across devices.

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