RunSignUp - ART Syncing - with multiple races (same participants) - one day

[rickcummins05]

RunSignUp - ART sync question for the following scenario

3 races on one day 

participants can register for ONE - TWO - or THREE races with a single registration (pricing varies)

A - Race 1 only

B - Race 2 only

C - Race 3 only

D - Races 1 & 2

E - Races 1, 2, & 3

Is there a way to sync ART so that it will pull the appropriate registrations into each race? 

i.e.: for Race #1 - pull all from A + all from D + all from E

secondly

When I "push results" from ART to RunSignUP - will it mess with the RSU registration files

I can't figure it out

My current solution is to export each race registration option - then combine it on a spreadsheet to "import" into AGEE

Race day registration will be tough (longer)

Thanks in advance for any input

Rick

[Chris Hubbard]

Yes, it's in grouping in RunSignUp. You can select mutliple events to list participants in based on a single entry.

[Chris Hubbard]

Dashboard -> Race-> Registration-> Event Groupning-> Super-Events

See the picture. When participants buy the season pass it enters them in the checked events. When we set up each race in A.R.T. it adds them in to every events checked in Run Sign Up.

[John Kirby]

Thanks Rick and Chris, never knew this option existed.

[rickcummins05]

Chris

Thank you very much - 1st step accomplished

2 more questions:

I am using different bib #s for each participant for each race

will this work in the sync - or confuse it?

Will RSU pull from the sub-group lists to check against the event caps for each race?

thanks

Rick

[rickcummins05]

ART associating fail

trying to associate 3 events on the same day with ART (have done this several times in the past)

ART has associated the first race with the RSU page (however it is not pulling from all the sub-events)

ART will not let me associate either of the other 2 races with the RSU Page

ART logs into RSU

ART asks if the event is part of the correct race in RSU

I click Yes

the following error occurs "Failed to submit the race to RunSignUp"

Not sure what is happening

any ideas?

Thank you

[rickcummins05]

Hey Everybody

Brian has helped me with the syncing issue.

As most of you know - the dude works his tail off - and legitimately stands behind his software.

Rick

[Chris Hubbard]

Agreed, Brian does an amazing job. Sorry I didn't see your message sooner. Glad it got worked out.

[rickcummins05]

@Chris Hubbard

Still trying to figure out the work around for ART not allowing the same participant to enter more than one race per day.

I can import them from the event groups on RSU - they end up in all 3 races with their names (and other info) correct

We will get people that register at the very last minute that we cannot process thru RSU and will have to enter them into ART directly.

I'd like to avoid adding Dashes to their last name to get thru the issue.

Any help would be appreciated

thanks

Rick

[Brian Agee]

An ART race can only be linked to a single RSU eventID, however one fairly painless way to do it is to:   (referencing Race A - E in the example above)

1. Pull in all 5 events in ART and use the "SYNC" button like normal to keep ART updated with the list of athletes for each event on RSU.  (<-- nothing new here)

2. After online registration closes, open "Race D" (which has athletes that should be put in Race A and B) and click "Export to csv".

3. Then open Race A, click Import form Delimited file (enter a comma as the delimiter) and click Import. Do the same for Race B. Follow this same process to add athletes in Race E into Race A, B, and C.

• The software puts all of the data in the exact format / column positions needed for the Import feature in ART. So this shouldn't take more than a few seconds
  

You can actually do this now if you'd like to test it out, the software will only 'push up' the imported or manually added athletes if you click "Yes" on the second prompt that appears when you click "Sync".

When you push results for each race, ART will push up any athletes that are not in RSU's "A, B, C" race and then publish their results too. So it doesn't matter if "John Doe" registered for Race "E" on RSU, they will appear just fine in the results for Race A, B, and C when you publish the results.

Clear as mud?

In summary, us the Export feature to quickly get the athletes out to a file that can quickly be imported into the other races.

[rickcummins05]

Ok - Unless I am missing something - I think Brian's method below is overkill (and not exactly what I'm looking for)

The races all SYNC fine currently with RSU

I have created EVENT GROUPS (thanks OhioRaceDay for that tip)

this allows ART to PULL all the participants for each race

The problem is AFTER RSU is done with registration - When that "LAST MINUTE" entry gets handed to you right before the race starts or after it is underway

If there is no internet connection this must be done in ART (if there is a connection - it may be easier to do in ART)

the issue is that ART will not allow the same person to be entered into 2 Races on the same day manually (it will allow it if it is pulled from RSU)

Rick

[MarkE]

I did a similar event this summer where there was a 2 mile and 5 mile run the same day.  The runners were able to do either or both on the same day.  I had many runners that did both events and I entered most of them as "day of" registrants with no internet on site.  I did need to enter them twice in ART (once for each race), but the system worked fine.  At the end of the event, I connected to internet and uploaded all the results to RSU with no issues.  The only issues I had was on the RSU side and getting the race results to display the way I wanted.  I realized later I didn't understand the difference between an "event" and a "race" within RSU.  Below is a screen shot of the athlete list from that day.  Hope this helps.

[MarkE]

I'm running on v4.7 by the way, in case that matters here.

Mark

[Brian Agee]

Yeah, manually adding them in each race is what I would do. After adding them in one race, use the "Viewing" drop down box at the top right of the athlete list to switch to the other race. As you type their last name in your should see the athlete show up in the "Master Search", double click on their name and it'll add everything else in so that you don't have to enter everything in twice.

[rickcummins05]

This is the message that I keep getting when trying to manually add the runner to the 2nd race

[rickcummins05]

@Chris Hubbard

Do you know if Event Caps work with Event Grouping?

If a single race has a cap of 100 - will the cap page know to pull from the event grouping?

I think I gave OhioRaceDay credit for your help with Event Grouping - My apologies

Thanks

[MarkE]

Rick - When you are entering the person for the second time, are you changing the selected race in the upper left corner? 

[rickcummins05]

MarkE

You are the winner - thank you very much

I was just changing the race in the drop down menu "Viewing"

This worked perfectly - ART is accepting the same runner into 3 different races on the same day

I will sleep easier tonight

Thank you very much

[Chris Hubbard]

Not sure on the capping as we don't use it. I create it event as a separate race. Then when I click on sync it pulls everyone from my master event into the separate events. Not sure what is different. We've done this with several events and it always allows us to sync them. I'll test it later tonight to see what's up.