Event Secretary Training

Pre Schedule Checks

Before starting to work on the schedule make sure to complete the following

1. Check if there are any waitlisted riders that should be unwaitlisted first
2. Check if there are any classes with no entries, waitlists or scratchings and set them to inactive. (If a class has no entries but does have scratched riders you need to move the scratched rider to a different class before setting the class to inactive so they are still included in the counts)
3. Make sure all Dressage classes have a Dressage Test set
4. Make sure all SJ classes have a SJ article set and have the correct phases enabled
5. Set up all known officials and volunteers.
6. Check with event organisers whether any classes will be split into multiple divisions or merged into one class

How to Schedule Classes

1. Go to Schedule.
2. Make sure Hide Empty Rings is unticked so all rings are visible.
3. If no Rings are visible they may not be set up for your venue. In this case contact the Event Secretary Office.
4. If the event has multiple days or phases select which day and phase you want to allocate a class to
5. Select a class name and drag it into the Ring you want it to be run in and the order you want it to be run in.
6. If you want to change the order of allocated classes you can drag them to a new spot or remove them from the schedule and reallocate them
7. Click on the class. This will bring up a box with details about how this class is scheduled including

• Start Time - The time that this class will start at. If no start time is included the class will run immediately after the preceding class. The first class for the day must have a start time. Note: If you have a before class break such as a SJ course walk then the start time will be at the start of that break and not when the class starts.
• Day - Which day the class is schedule on is displayed here
• Interval - The interval between each slot in that class. All slots must have the same interval between them for a class. If you are running 2x classes concurrently you can double the interval and off set their start time to achieve this.
• Slot Count - How many time slots are assigned for this class. Generally speaking you want the slot count to match the entry count. However, once you have allocated riders into slots do not reduce the slot count unless the last slot is empty otherwise the rider in the last slot will get knocked off the end of the draw. If when allocating riders you don't have enough slots yoy may need to return here and increase the slot count.
• Breaks - To add a break press the plus icon. Breaks can be assigned a name and a length in minutes. I recommend always Rounding breaks to the nearest minute. Break type allows you to set the break at a specific point in the class either before the class starts, after the class finishes or anywhere in between.
• Judges - If a judge has been assigned to a class it will be displayed here. Judges can be removed here by pressing the recycle icon or given a position but to add a judge to the class you need to click the judge name in the official list and then Ctrl Click on the class.

In the below image we can see the details for a Pony Club Grade 4.1 class. This class will start at 8am and will run at 7 minute intervals with 11 slot times (Therefore the class has a duration of 77 minutes). There is a 20 minute break at the end of the class before the next class.

Note: When making any changes in the class schedule details boxes you need to press the save icon to save it! When adding/moving classes in the schedule you don't need to press save.

If you are making a major change to the schedule you can first click Create snapshot to save the current schedule. You can then return to that snapshot at anytime by clicking view snapshots if you decide you want to go back.

How to Allocate Judges

To allocate a judge to a class select the Judge and then Ctrl Click on the class. View How To on allocating Judges.

Regarding Rings

Rings are linked to the venue the event is being held at. Changing Ring information will change that Ring for all events at the same venue. Therefore I do not recommend editing Ring information if possible. If you want to swap Ring 1 & 3 then you need to move the classes in Ring 1 into Ring 3 and vice versa. Don't just rename the Rings.

To view information about the Ring click on the Ring name. This will open the Ring Details box and will show three key pieces of information.

1. Ring Type - This is hard set for the Ring and cannot be changed. Classes need to be in a Ring which matches their Ring Type. So Dressage classes in Dressage Rings and Showjumping Classes in Showjumping Rings.
2. Code - The Ring Code will show up in many places where there is very little space. Ring Codes need to be unique! Dressage Ring 1 and Showjumping Ring 1 can't both be called R1. This will cause an issue with marshalling! If you are getting an issue with Marshalling check if your Ring Codes are unique.
3. Name - The Ring name will show up in places where there is a little more space.

Zoom

You can zoom in on the schedule by pressing Z. You can zoom out of the schedule by pressing Shift + Z. If it is not Zooming make sure to click on the screen first so it is "on the schedule".