HOW TO ORGANIZE A RACE WHERE RACERS SELF-TIME BY SCANNING QR CODES ON COURSE

Steps by organizer:

1. Organizer creates an online registration on Webscorer website
2. Organizer defines custom QR codes for each timing point
3. Organizer prints the QR codes & laminates them for weather-protection
4. Organizer places the QR codes on the race course

 

Steps by racers:

1. Racers register for the race on the Webscorer website 
2. Before the race, racers install the Webscorer app on their iOS or Android phones
3. Racers sign in to the app with the same account used during the registration
4. During the race, racers perform self-timing by scanning QR codes on course

   

  

Pricing:

QR code events have a USD $1 per racer fee that’s due after the registration has closed.
If the event has an entry fee, there’s no extra Webscorer fee beyond the USD $1 fee already due for paid registrations.
If the event is free for racers, the USD $1 / racer fee still applies.
There’s no cost for racers to install & use the (free) Webscorer app.
No PRO timing subscription is required for QR code events.

How to test everything as an "arm-chair race":

1. On the Webscorer website, navigate to Organizers / My registrations page
2. Click on the "Add an event registration" menu button
  - Select "Is registration for a virtual race = Yes" and the QR code option
  - Add the event distances and other details & click "Save event setup"
  - Click on "Configure timing points & QR codes" button
  - Click on the "Print" buttons to display the QR codes on your computer screen
  - Click "Save changes" on the last config panel
3. Register for your own test event using a different Webscorer account
4. Install the Webscorer app version 4.4 (or later) to your personal phone
5. On the app:
    - Tap "Race with self-timing"
    - Sign in with the same email address you used to register
    - Tap "My upcoming races"
    - Tap "Name of your test event"
    - Tap "Scan code for start"
    - Point the camera window into the QR code on your computer screen
    - You should get "Code correct" popup for a successful scan
    - Scan the rest of the timing points
    - You'll get the results link on the app after all QR codes have been scanned

Frequently asked questions:

Q: Do I have to use Webscorer online registration for the event?
A: Since the event is tied to the racer's Webscorer account, the registration must be hosted on Webscorer. 

Q: Can I edit an existing Webscorer registration setup to change it to a QR code event?
A: No, you’ll need to create a new event, as all racers must register while signed in to their Webscorer account. 

Q: My event has 2 distances, a 10K and a 21K.  How could I allow racers to do both over a weekend?
A: You’d create two separate registrations: one for 10K and the other for 21K.
     You can tie these two registrations together via “Series reg” so there's just one reg link.

Q: What if a racer wants to do the same event twice, e.g. under 2 different bike type categories?
A: The racer must create two different Webscorer accounts, which then allows a 2nd registration.
     The racer must also use a unique name for the 2nd entry, e.g. by adding a middle initial to the name.

Q: I have 2 distances that share some checkpoints but have some unique checkpoints for each.  Is this ok?
A: Yes, you can define which checkpoints belong to each distance as part of the timing point setup.

Q: My race format is who can do most laps in a certain amount of time - is this supported?
A: Yes, you can set a time limit (e.g. 1 hour), the app will disallow additional laps after the time is up. 

Q: Can I use this QR code feature to time a 5-stage enduro mountain bike race?
A: Yes, the setup allows you to define “Untimed transitions” which are excluded from total time. 

Q: This feature appears similar to the SPORTident and EMIT timing systems, what are the benefits?
A: Expensive timing stations & chips are replaced by cheap QR code signs & personal phones.
    Results are posted LIVE during the event.
    Organizer does not even have to show up at race start or finish. 

Q: To be fair, what are the disadvantages compared to the SPORTident and EMIT timing systems?
A: It may not be practical in some sports to require the racers to carry their own phones.
    Scanning a QR code with a phone is slower than scanning a chip (although same for all racers). 

Q: Can I add participants manually, or via file upload to the QR code event?
A: No, each racer must self-register, as the race gets added to the racer’s Webscorer account. 

Q: Can anyone follow the race in real time as racers go through the various checkpoints?
A: Yes, provided the racer’s phone has connectivity, each split is posted LIVE to the website results. 

Q: There’s no cellular connectivity on our race course, will this be a problem?
A: No internet connection is required when self-timing the race.
    Internet connection is required only when signing into the app to get ready for the race. 

Q: How will the results be posted from the racer’s phone if there’s no internet connection during the race?
A: The racer needs to tap “Post results” on the app once the phone regains connectivity.

Q: What if the racer is unable to scan the QR code which may have gotten damaged?
A: The app does have an option “Record time without code” in this situation. 

Q: If the racer records a time without scanning the QR code, is there a way for the organizer to see that?
A: Yes, the “Taps recorded” download file includes a column that will indicate all missed QR code scans.  

Q: Can the racer cheat by scanning the QR codes at home?
A: The QR codes are not known to racers before the race.

Q: Is there any way to police cheating where the racer may be scanning a photo of QR code taken by another racer?
A: Yes, the “Taps recorded” download file includes a column with the GPS coordinates for each scan. 

Q: Can the racer do the same race twice?
A: You can allow a repeat by deleting the racer from the already posted results. 

Q: Say the racer has a flat (in a bike race) in the middle of the course.  Can he restart?
A: Yes, the racer would tap “Race control” / “Restart race” on the app and start over.

Q: Is the racer able to edit his / her own results?
A: No, once the last QR code is scanned, the racer’s timing data is posted and no edits are allowed. 

Q: Can the organizer edit the results, and if so how?
A: Yes, the results can be edited directly on the results page at the Webscorer website.
     You’d click on the “Edit results” menu button while being signed in as the organizer. 

Q: I have created the registration and have the first few signed up.  How do I find the results link?
A: The results link is created when the 1st racer self-times the race.
     You can find the link under Organizers / My results.
     Note that the results URL does not have the same raceid as the reg.

Q: I wish my results to stay “Private” so they’re not searchable - how can I do this?
A: If the registration is set with “Visibility = Private”, the results will use this same option. 

Q: Do I have to pay the Webscorer fee of USD $1 per racer while I am testing the QR code feature?
A: There’s no fee due if your test event has 5 or fewer participants.   

Q: Is there any way for racers to test the app to understand how it works on race day?
A: The app offers a “Practice self-timing” option which allows racers to try scanning real QR codes. 

Q: Can I restrict the racers to do the self-timing within a specific date / time range?
A: Yes, part of the reg setup is to set the event start & event end date & time.
     Racers are not able to scan the first QR code unless the present date / time is within the event window.

Q: What does the event start and end date & time mean in practice?
A: The racer cannot start the race (scan 1st QR code) before the event start time, or after the event end time.
     Racers’ results are posted regardless of how long it takes to complete the course.
     The results page will show racers who’re still on course, even if the event end time has passed.

Q: I notice the results show “Preliminary” during / after the race. How do I make them final?
A: You’d mark the results as “Final” by clicking on the “Edit race info” menu button.

Q: I have a few racers already registered.  Can I still change the QR codes & timing points?
A: Yes, you can still make changes to the timing point setup if no racer has yet completed the race.

Q: I have a few racers already finished in the results.  Can I change the QR codes via reg setup?
A: No unless you’ll delete the racers from the results page first via “Edit results".
    Another method is to delete the results altogether via “My results” page.

Q: Do I need to assign bib numbers to all racers?
A: No, each racer is uniquely identified using the Webscorer account that's required to register.

Q: How accurate are the timings?
A: Each racer's time is calculated using the local phone clock which is typically accurate to +/- 0.1 seconds.
    Even if the phone's clock is not in sync with the internet time clock, this does not affect the timing accuracy.
    If phone's clock is off at the start & phone gets an internet time update during the race, this could affect the time.
    To avoid this theoretical problem, racers should "Set automatically = Off" in the phone's Date & Time settings.
    Link to BLOG article

Q: I'd like to start the racers in waves of 10, but I'd prefer not to have 10 QR code signs at the start - how?
A: Have the racers in the same wave line up at the start, and instruct all to open the app on their phones.
     Then, instruct all to tap "Scan code for Start" / "Record time without code" at the same time.
     This is effectively a manual wave-start without requiring scanning of the QR code.
     You can check via the "Taps recorded" data that all racers in the same wave ended up self-starting at the same time.

Q: Can I set a permanent course that racers can try out weekly, without having to register and pay multiple times?
A: Yes, you can set the option "Allow racers to repeat course multiple times = Yes"
     The racer can then self-time the race on the app multiple times during the event period.
     The results page has a tab to "Show best results | Show all results" to enable both results views.

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