Officials
An official is any person who is involved in the running of the event. They may be the person who is running the event, a person who is judging at the event or a person responsible for the rules and regulations like a Technical Delegate. A person may require a qualification to fulfil this role or may be just has a knowledge of the sport. A person may fulfil multiple roles at the one event or over multiple events. Once a role is added to a person it is available for all events on the platform.
Examples of Judging roles: Dressage Judge, Jumping Judge, Showing Judge
Examples of Supervisory roles: Technical Delegate, Assistant Technical Delegate, Event Coordinator, Steward, Ground Jury President, Ground Jury Member
Other roles include: Jump Judge, Cross Country Start, Cross Country Finish, Marshal, Gear Check, etc
People who fulfil roles such as a Dressage Judge, are often trained and assessed by different equestrian associations. When a role is added to the platform it is added for a specific association. Typically the association will the association governing the event. As an example all Equestrian Australia dressage judges are assessed and registered with Equestrian Australia. They must also be current members of the association and have a membership number. Pony club on the other hand do not currently have a Dressage Judge assessment process and may use any person to judge at their events. These people may be an EA or HRCAV judge or both.
To add an Official go to Event Details and then select the Officials button under the blue save button.
To add an official click the plus icon next to Event Officials. For a big event you can instead add officials by Competition but this is optional.
A field will then appear to search for an existing official in the database or you can choose to register a new official. You can then select what role the official will be performing at the event.
If an official is performing multiple roles you will need to add them multiple times for each role.
To edit an official's details or role click on the official and then change any field and select Save.
For each official you must provide both a phone number and an email address.
To add a role to an official click the + button on the Association registrations panel. First select the association, for example Equestrian Australia or Horse Riding Clubs Association of Victoria. Then select the Registration category. When adding an official select the Official category. Often this will have a prefix of the association like EA or HRACV. Set the Status to Current. Then select the Role that the official is performing. Finally you can optionally add their level. For some associations and events, the membership number of the official must be provided when results are submitted to the governing association. For these officials you will need a second registration. The category will be Riding Membership.
Please note that not all users of the platform can remove an official registrations. If you encounter an incorrect registration and the recycle icon is not in the top corner of the panel, then please email support@eventsecretary.com.au to have it corrected.
To remove an official from the event click on the official and then click the recycle icon on the top panel.
To disconnect an official's code click on the broken link symbol. This will prevent that code from being able to be accessed. You can also disconnect all officials at once with the Disconnect Officials button.
Volunteers
The volunteers for the event are located underneath the officials. Volunteers allow you to add a role that has 1 code but is not tied to a single person. This may include Marshals, Gear Check, Vet Check and Jump Judges.
Volunteers are only added for the one event.
To add a volunteer click the plus icon next to Volunteers, select a role and press the blue Save button.
Any volunteer in that role can then use that code to access Event Secretary Online. Once they do so a personal code will then be created for them and can be alternately used.
Access Codes
Access codes have 3 letters and 3 numbers and are unique to each official. These codes should not be shared publically.
If there are no access codes visible next to officials or volunteers then this event is not currently set up for Online Scoring. To set an event for Online Scoring go to Event Details -> Event Dates and set Online Scoring to YES.
Allocating Officials
Judges need to be allocated to classes on the schedule in order for them to judge the class.
To allocate a judge:
- Go to Schedule.
- Select the Day (if event has multiple days)
- Select the Phase
- Select the Judge (If there are many judges you may need to zoom out).
- Control + Click the class they are judging.
If a judge is already allocated to a class when you allocate a judge there will then be 2x judges allocated for that class.
To unallocate a judge from a class Control + Click again or select the class and expand the Judges box and select the recycle icon.
To allocate a Dressage Judge to a specific position: Select the class and expand the Judges box and add the position to the Position field.
Note:Classes with an allocated judge will have a green stripe. Classes with no judge will have a red stripe. If a judge is selected their classes will have a blue stripe.