Under the Schedule tab, there are many features available for your competition. This includes basic features such setting a timetable for each day of your competition, with all events and all age categories. The default view is the full schedule, but events can also be sorted by Male (& Boys), Female (& Girls), and Mixed categories.


This guide is divided into two sections:


Click on the Schedule option in the far left-hand side menu to prepare a timetable for your competition.





1. Select the age group for your event by clicking on the three-dots icon on the right-hand side, choosing the Change age group link, or clicking on the age group name in the Age group column. If you wish to set a default age group, you can do so under Details → Country-specific options → Default age group. Changing the default age group will not change it for already existing events.



You can select age groups that are visible in the Select age group window under the details of the competition. 


You can add the same event to the schedule for different age categories by clicking the plus icon on the right-hand side and choosing the Add age group link.



Please note: you can only enable the Roster fantasy game for events with only one age category (cannot be Multiple).

 

If you wish to have a single event that allows the participation of athletes from different age groups, you can choose the Multiple age group option. Individual age groups can be assigned to each athlete on the start list or automatically assigned to the appropriate categories when changing the age group to Multiple (if the athletes are already on the start list).


Note: You can only change to Multiple age groups if you do not already have more than one age group for the same event. For more information, see the Setting up multiple age group events guide.


2. If an event includes qualifying rounds, you can add a Stage. 



You can add a new stage by either (i) clicking on the plus icon on the right-hand side or (ii) changing the current stage in the Stage field.


Please note: This option is unavailable if you select Road race competition profile (for more information, see the Select a competition profile guide).




4. As an organizer/organiser, you may wish to change the number of rounds the athletes attempt in both the qualification and finals stages for applicable field events, such as the long jump, triple jump, and all the throws. You can set up a model for the number of attempts to optimize usage in the Roster Athletics Meet Mgmt app to enter results for these events.


You can select a model by clicking the Set up model link under the Adv. column.



Please note: the model selection does not affect results entry through the web admin portal and only applies to using the Meet Mgmt app. Also, note that you can always edit and add attempts in the web admin portal.


If no model is selected, the Meet Mgmt will default to Qualification for a qualification stage, Combined event for combined events, and Standard final for a finals stage.


The options are as follows:

  • Combined event: 3 attempts for all athletes.
  • Four rounds to all: 4 attempts for all athletes.
  • Qualification: maximum 3 attempts; athlete stops after reaching qualifying mark (if it is set).
  • Six rounds to all: 6 attempts for all athletes.
  • Standard final: top 8 advance, with re-seeding after 3rd round.
  • Standard final with sorting after 3rd and 5th rounds: top 8 advance, with re-seeding after the 3rd and 5th rounds.
  • Unlimited rounds to all: all athletes do not have a set limit in the number of attempts, and the organizer/organiser will choose when to stop the event.


5. If a stage of an event includes several races/groups, you can add them by clicking on the plus icon on the right-hand side and choosing a number from the Add group(s) list depending on the number of groups you need. You can add more than ten groups by repeating this step.


You can set the number of groups later when seeding athletes or relay teams. See more information in the Seeding guide.


Please note: the Summary Group is important for a competition in which the Roster fantasy game is enabled. All fantasy game points for places and records are based on results from the Summary Group. Also, all fantasy game points for places are based only on results from the Final stage.

 

6. Set the Event start by selecting or typing the applicable Date (local time) and typing the Time (local time).



Specific date and time formats can be chosen in the user settings. See more information in the User settings guide.


7. If an event has a special name (e.g. name of sponsor), you can add a title by clicking on the three-dots icon on the right-hand side and selecting the Change title link.



You can add the same event to the schedule with a different title by clicking the plus icon on the right-hand side and choosing the Add different title link.



8. The timing method for each timed track event group can be changed by either (i) clicking on the timing icon next to the event name or (ii) clicking on the three-dots icon on the right-hand side and selecting the desired Timing mode.



There are three choices to select from:

  • F.A.T. automatic electronic timing - default.
  • Hand timing - must be rounded up and entered in tenths of a second, and for sorting and placing purposes standard World Athletics corrections are added to the hand time.
  • Hand timing (allow records) - records can be set if the hand-recorded time plus correction offset total is lower than a current record.


Please see the Sprint and Distance Results guides for more detail on hand time usage.


9. If the Check-in feature is enabled, you can set a Check-in start and a Check-in deadline for the event by either (i) adjusting the applicable times by clicking on the plus and minus icons or (ii) typing the time in the Hours and Minutes fields. Please see the Check-in guide for more detail.




Other notes


You can filter all events in the schedule by typing the event name, title, or age group in the Search field.



You can sort all events by selecting the sorting method (event time or event type) from the Sort form.



If it is a multiple-day competition, you can filter the view by the day. To do this, select the day of your choice from the Filter days field. Remember, the header with the day is visible only when sorting events by event time. Click the Clear filter button to remove filtering by day.



You can also generate a PDF file with the schedule by clicking the Generate PDF button.



Under the name of each event, you can see the number of participants.



You can enable the Scoreboard by clicking the upper right-hand side menu option. For more information, see the Schedule scoreboard guide.




Exporting schedule to a CSV file


The Export CSV tool, located on the left side of the Details page, allows you to save the entire competition schedule as a CSV file.


Export the CSV file with the schedule by clicking the Import/Export button and then choosing Export schedule.



The exported file will have meeting-X-schedule.csv name, where X is a competition ID number.


Please note: The file is saved in the UTF-8 CSV format.



Explanation of columns in the CSV file


Once you have downloaded the CSV file, it can now be opened and used appropriately. Please refer to this link for tips on how to open a CSV file in Excel: https://answers.microsoft.com/en-us/msoffice/forum/all/how-to-open-utf-8-csv-file-in-excel-without-mis/1eb15700-d235-441e-8b99-db10fafff3c2.


The file will contain the following columns of information:

  • MeetingId - The competition's ID in the Roster Database.
  • MeetingName - The competition's name.
  • VenueName - The name of the venue where the competition takes place.
  • City - The name of the city where the competition takes place.
  • Country - The name of the country where the competition takes place (in English).
  • EventStart - The start time of the event in YYYY-MM-DD HH:MM:SS format (e.g., 2020-02-14 15:55:00).
  • Gender - The event's gender (the only options are Male, Female, or Mixed).
  • EventCode - Event code. 
  • EventName - Event name.
  • Title - The title for an event.
  • AgeGroup - Event age group (Multi if it is a multiple age group event).
  • EventStage - Event stage which can be Qualification, Preliminary, Heat, Semi-Final, or Final.
  • EventGroup - The group's number.
  • PrimaryImplementValue - The value of the first implement (if the event has different implements).
  • PrimaryImplementUnit - The unit of the first implement (if the event has different implements).
  • CombinedEventRelation - Information on whether it is a combined event (the only options are Parent or Child).
  • EventProgressionRule - The event's advancements rules. QX/qX for track events and QMM.mm/qX for field events.
  • EventSetup - The model used for field events.
  • CheckInStart - The event's check-in start in YYYY-MM-DD HH:MM:SS format (e.g., 2020-02-14 15:55:00).
  • CheckInDeadline -  The event's check-in deadline in YYYY-MM-DD HH:MM:SS format (e.g., 2020-02-14 15:55:00).
  • NumberOfEntries - Number of athletes or relays on the start list.
  • Notes - A note added to the event in the results.