The federation secretary has a separate account with a unique username and password. The federation secretary is sent all the usernames and passwords of all attached clubs.
1. Managing the Federation Membership
The federation secretary logs into the account and complete tasks 1 above Download from Cloud. This process brings down all club member details into the federation account. The federation secretary DOES NOT manage the federation member details in the federation account. The membership details are done at club level. The club uploads member details to the cloud. The federation secretary downloads the member details. On a yearly basis after clubs have amended their details the federation secretary uses the delete member’s button and all the previous year’s members are deleted. By going through the Download from Cloud process all the club’s member details are brought down from the cloud. (Video tutorial tbc)
2. Managing RPRA distances for the Federation and clubs
The federation secretary has to download all distances for the race points that the race programme needs. Please note if you change a race point venue to a new race point during the season you need to download the distances. No distances will prevent results from being generated. You can get the distances 24/7 through the software. Please observe task 3 above.
When the federation secretary has downloaded all the distances needed you can store them to make life easier for your club secretaries by transferring them to the cloud. See screen shot below. Tick Race Distances and upload. When a club secretary Downloads from the Cloud all the distances will come down for them saving them the work, plus you know all your clubs will have the distances.
2. Managing the Federation Race Programme (Major job of the federation secretary)
The federation race secretary designs the organisations race programme, including Hours of Darkness two, three four-day events etc All forms including e.g. Captain Cutcliff’s (RPRA) HOD. Please observe Task 4 designing the race programme.
The federation secretary uploads the race program to the cloud. Select Upload to Cloud and tick Race Events. This will transfer the race programme to the cloud. On a Saturday morning when the birds have been liberated amend the race programme with liberation times, time of liberation and wind details in the notes. Upload Race Events to the cloud. Your club secretaries must press the small green arrow button and they will get your amendments. They are then ready to do the result.
3. The federation secretary amends the race once the birds have been liberated adding the correct liberation time and then uploads the race event to the cloud. (Repeats the process above)
CLUB SECRETARIES interacting with a federation secretary.
A club secretary manages the membership details. A club secretary will have the distances and race programme organised and managed by the federation secretary. The club secretary knows which members have joined and left their club and put the information up in the cloud. The Fed secretary manages the race programme and distances and uploads to the cloud saving all club secretaries lots of work.
Club secretaries Download Race Events by pressing the small green arrow button. This is best done before going to the club. If a secretary forgets to get the changes they can tether their mobile phone to their laptop to send and receive data, Wifi maybe available at some locations to get the information.
A secretary can change the liberation times themselves but experience has taught us that if a race venue has changed and the race name has changed then if the secretary makes any variation to what the federation secretary has done then the federation result will have that club missing. Changing the time of liberation is usually fine provided its the correct one or he velocities are wrong! If the club has forgot to press the green button at least phone the fed secretary to make sure the details are exactly the same! Note: someone in your club will know how to tether your mobile phone to your laptop so that you can get Internet transfer.
5. Clubs produce their results and upload to the cloud.
FEDERATION SECRETARY
Observe the training video - Federation Secretary Pre Race setup
6. The federation secretary simply downloads the club results from the web with one click and all the federation result is produced. The federation secretary can post this result to the web same as a club secretary send their results to the web.
Observe how the federation result is compiled
7. The federation secretary can process prizes and pools and then post the final result to the web. This simply overwrites the previous result.
8. The federation secretary can use the Manage Events Batches to protect the races during the season. Change the status of the race from provisional to final. Please note a result can be opened by a federation secretary in the event of a dispute on a race and closed again. The feature is designed to protect races, you can’t process an old race.
9. All clubs can have their own independent pools and prizes.
Combine Results and Combine Secretaries
A combine secretary would complete exactly the same process as above to produce a combine result. The federations would produce their results and the combine secretary would download all fed results. Post the full result and then add further prizes and pools if necessary.
Please note
All races are stored in the RPRA cloud should your laptop get broken during the season you can reinstall the RPRA Results software synchronise your database and downlaod all races again. You haven’t lost any vital club data.