RACE - Running & Bike Races

Races include 1m, 5k, 10k, 1/2 marathons, marathons, duathlons, triathlons, and all types of running, bike & swim events. Races require unique tools to manage and CORE has everything you need to properly ID images to race participants

How to setup and manage a race event in CORE.

Event Setup

The following instructions will guide you through a race event.

1. Click on Events on the top menu in CORE.  
2. On the left menu select Race
   1. This narrows down the workflows, features and products to that specific type of event
3. Click “Create New Event”
   
4. Select Your Acct #
   1. Select the market type: Race
   2. Select your workflow
      1. You will notice the add-on features are automatically selected or deselected based on your workflow settings.
         1. At this point you can select or deselect any add-ons
      2. Enter Your Event Name – Remember your customer will see this name, so we don’t recommend abbreviations. If you allow customer to search for events, the full name and year in the event name are helpful.
      3. Event Date: enter the date of the event
      4. Event Deadline: enter the deadline date that will appear on the website (people can still order after the deadline).  We recommend a 7 day deadline.
      5. Late Fee Date: enter the date you want to start charging a late fee. This date needs to be at minimum one date after your deadline date.  We recommend not setting a late fee date and instead using a CCS Preferred offer that automatically increases prices after the deadline.
      6. Email Campaign will be preselected based on the settings in your Workflow, this can be changed after the event is setup if necessary
      7. Offer: will default the offer you set on the Workflow. You can change it here or after the event is setup.  We recommend the CCS Preferred offer.
      8. Zip Code: this is the zip code of the event location
      9. Click Continue to setup the event
         
      10. You will now be within the Event Details of the event you just created
          
          

Offer Setup

Your “offer” is the set of products you are offering your customer. When you select your product offer for the event, you’ll also be prompted to enter any captions and logos you’d like used when producing those products.  Again, we recommend the CCS Preferred Race offer.

1. While in your event, click on Offer Setup on the left menu
   1. Here you will enter text/captions/logos for all prompts that will be the same for everyone photographed, such as, date or event name.
      1. Note: The prompts you see here are determined by the products you have in your product offering.
   2. When you import your participant list, you’ll be able to import custom text/captions or you can just allow your customer to enter their own captions online when they order. 
   3. After entering captions and logos click Save Changes
      

Formatting your Participant List

When you get your participant list containing Name, Bib Number and contact data, it won’t likely be in a format to import without you editing the data columns.   You will use the following headers.  FirstName | LastName | BibNumber | Pemail  | Pcellphone

Once you have your spreadsheet formatted properly for import you can proceed.

Importing your Participant List

Once you have your spreadsheet formatted properly, you can import your list.

1. Click on Names & Contact data on the left menu
   1. Click the link “Import names and orders”
      
   2. Browse for your spreadsheet with names and contact data
      1. Check Table contains field headers and click continue
         
   3. Check where your data was located on your spreadsheet. Likely “Sheet1” is the tab was not renamed. Note: if you have more than one sheet of data (which are tabs on your spreadsheet, you’ll import them one at a time).
      
   4. On this page (if your headers were correct) your data columns will automatically match up to the CORE fields.   If they don’t, you can manually select the correct option in the dropdowns.
      1. Once you double check everything is matched correctly, confirm “Import secondary addresses” is checked and click Continue
         
   5. On this page you may get a warning that you have product captions that have not been mapped to data. This is OK, your customer will be prompted for these captions if they order the products requiring these captions.
   6. Click Continue
      
2. You’ll see a progress bar as your data imports and when finished it will tell you the number of names imported
   
3. Click on Names & Contact Data on the left menu to refresh the page and see the names you just imported

2. Click on Event Details on the left menu
   1. Under Quick Links, click Event Settings
      
3. Scroll down to Proof Card Settings
   1. Confirm your Email Campaign is selected
   2. Next to email campaign start date: Enter the event date
   3. Save Changes
   4. Click back on Event Details on the left menu
      

Photographing a Race

In most cases photos are taken full length with the runner facing the camera.  So photographers will be in a position to take the photo as runners are coming towards them.  It's important to get the bib number in the photo, as that is how you will match the images to the contact data.  For that reason we suggest you take a minimum of 2 quick images as you photograph a runner so that in the event their hand is blocking them bib, you'll catch in the other image.

Uploading the Images

After the event you'll use CCS Uploader to upload your race images.  You'll want to make sure you have the CCS Uploader program set for properly uploading a race.

Open the CCS Uploader program and click on File > Application Settings> Then the Market Settings tab.  Next to RACE make sure the per folder is set at 100 and the pre-loader is checked and simultaneous uploads is set to 9.  Then click OK and close the program.

You will then go into CORE and into the race event to launch the uploader program.

1. While in the event in CORE click on images on the left menu, then click the start uploading button.
   1. The program will launch in your browser task list, click it to open the program
2. On the left menu of the CCS Uploader program under advanced options check:
   1. Create a new folder with each new set of images loaded
   2. Auto rename folders numerically
   3. Create a new folder after 100 images
3. You can now browser for or drag in your race images
   1. The uploader program will begin uploading thumbnails as you add more images
      1. This allows you to start IDing images more quickly
         
         
      2. Once all images have been loaded stay on this page until it finishes uploading all the thumbnails, then continue to upload the full size images

IDing Your Race Images in CORE

Before you can start IDing your images you must lock your folders

1. Click on images then alignment categories on the left menu within the event in CORE
   1. Choose the following settings
      
   2. The click checkout next to set of images
2. Go to ID Images on the left
   1. Select ID method: ID by roll (which is a folder)
   2. Frames per page: 100
   3. In the box above the thumbnails type in the bib number of the runner
      1. If more than one runner separate the bib #s by a dash.  Example:  514-763
      2. If the runner's bib cannot be read you can enter a code like M for male or F  for female, so you can create a lost and found option to view online for those who cannot be IDd by bib
      3. After entering a bib number or code hit enter on your keyboard to go to the next image
         1. You can click the + key to zoom in and control - to zoom back out
   
3. After IDing the last image, click the "Check In" link at the bottom of the page under the thumbnails
   1. 1. You will then either mark the folder complete or mark incomplete if you need to go back in to finish IDing
4. Repeat for all sets of images

Lost & Found

Lost and found is were you can display images that you could not ID by bib number.  Click on Images on the left menu then lost and found.

1. On this page you will find all the non numeric codes you entered.  Any that you want to make a category on the retail website, you will click copy, then enter the CODE and a description.
   Example:  F = Females with no visible bib number    M= Males with no visible bib number

Syncing/Enabling Event

1. While in the event, on the event details page, click the blue “Enable Event on Retail” button
   1. Wait for it to sync to retail
      
   2. Click the “Enable Campaign Auto Queuing” button in the pink box