1) Team goals (must achieve on event day)

1. Racers send location continuously (tracking works + network ok + location permissions)
2. Viewers enter events quickly (QR/search + correct category + select racers)
3. Admin controls event status (start/finish categories + manage slots/approvals + routes assigned)
4. Reduce repeated issues with checklists + comms scripts + troubleshooting playbook

2) Team roles (recommend at least 3 people)

2.1 Tech Lead (system owner)

• Hold the main Admin access / know passwords/accounts
• Check overall system: internet, QR, routes, app version
• Final decision when major issues occur (wrong category/system down/plan change)

2.2 Admin Operator (watching Admin screen)

• Keep Control Event open throughout the event
• Press Start/Finish for correct categories at the correct time
• Manage Pending/Approved or slots (if any)

2.3 Registration / Racer Support

• Help racers choose event/category and check approval status
• Help set Location / Tracking / battery / network
• Ensure profile names are searchable (recommend "number-name")

2.4 Viewer Support

• Help scan QR / search event / select correct category
• Help select racers by slot
• Teach how to focus on a racer (tap name/pin)

3) Equipment to prepare (on site)

3.1 Core equipment

• Phone/tablet for Admin Operator (bigger screen is better) + power bank
• At least one phone for Racer Support
• One backup device (in case primary device dies/breaks/battery empty)
• Backup internet: 1-2 hotspots (or spare SIMs from different carriers)

3.2 Standard settings (all staff devices)

• Turn off battery saver
• Set Location to High accuracy
• Increase screen timeout (auto-lock as long as possible)
• Update all devices to the same app version before event day

4) Pre-event SOP (T-7 to T-1)

4.1 Prepare event data

• Event name (official + easy to search)
• Category list: name / start-end time / approval rules / slot count
• Route: exists or not, show to viewers or not, key points

4.2 Create event (Admin)

1. Enter Admin mode -> go to Existing Events
2. Create a new event, or select an existing one and edit
3. Open Event Detail and verify the info

4.3 Create/manage categories

1. From the event -> go to Manage Categories
2. Add all categories
3. Set start/end time (if used)
4. Set rules (approval required / open join)

4.4 Prepare routes + assign routes

1. Record/prepare routes completely
2. Go to Assign Routes -> choose category -> assign the correct route
3. Double-check that every category that needs a route is linked

4.5 Prepare QR + dry run

• Prepare event/category QR codes and test scanning with two phones
• Prepare on-site QR signs + keep backup images on staff phones
• Run a dry run: (A) Admin opens Control Event, (B) Racer enables Tracking, (C) Viewer sees positions moving

5) Event day SOP (before start)

5.1 Set up the "RaceMaps desk" (staff)

• Service point 1: Registration / Racer Support
• Service point 2: Viewer Support
• Service point 3: Admin Operator (watch Control Event)

5.2 Racer check-in steps (Racer Support)

1. Have the racer open the app -> enter Racer mode
2. Select event/scan QR -> choose the race category
3. Check status (Pending/Approved) if approvals are used
4. Location settings: GPS on, allow Location, turn off battery saver
5. Have racer open the map and be "ready to tap Tracking" before the start

5.3 Viewer check-in steps (Viewer Support)

1. Enter Viewer mode -> scan QR or Search Events
2. Select event -> choose the correct category by time
3. Open the Racers list -> select racers to follow (by slot)
4. Teach 2 actions: "tap name to focus" and "you can search names"

6) During event SOP (Live operation)

6.1 Admin Operator: control Control Event

1. Keep the Control Event page open
2. 3-5 minutes before start: verify the category and check racers sending location (if status available)
3. At start time: press Start for the correct category
4. During event: monitor Pending/Approved and coordinate with Tech Lead when route/category is wrong
5. End of category: press Finish and announce racers to turn off Tracking

6.2 Racer Support: check Tracking (first 10 minutes are critical)

• Check "missing racers" from viewer reports or the app list
• Have the racer: open map -> toggle Tracking off/on once -> check network -> move to an open area for 30-60 seconds to get GPS

6.3 Viewer Support: reduce "can't see/can't select"

• Most common issue: entered event but "did not select racers"
• Always remind viewers that they must select racers first to see them on the map

7) Post-event SOP (wrap-up)

7.1 Close categories / close event

• Admin Operator presses Finish for all categories
• If there is a next category, switch clearly to prevent viewers from picking the wrong one

7.2 Turn off racer Tracking

• Announce for racers to turn off Tracking and exit the map screen
• Racer Support helps anyone still sending location

7.3 Collect QR / stop sharing

• If QR is only for event day, collect signs/links so they are not shared further

8) Troubleshooting playbook (on-site)

8.1 Viewer sees the map but not racers

1. Check if racers are selected (and slots are not full)
2. Check the correct category/time
3. If still not visible: coordinate with Racer Support to check if Tracking is on

8.2 Racer location not moving / intermittent

1. Turn off battery saver
2. Enable high location accuracy
3. Toggle Tracking off/on once
4. Switch to staff hotspot temporarily
5. Stand in an open area for 30-60 seconds to get GPS

8.3 Route not showing in Viewer

1. Admin checks Assign Routes to ensure the category is linked to a route
2. If linked to the wrong category: re-assign, then ask viewers to re-enter/refresh

8.4 Viewers cannot find a name

• Ask racers to update profile names clearly (recommend "number-name")
• Staff creates a standard list for announcements/booth display

8.5 Overlapping categories cause viewers to pick the wrong one

• Put time in the category name, for example "PRO (09:00)"
• Separate QR per category (if possible) and label clearly

9) Team communication standards

9.1 Short scripts for on-site announcements

• "All racers, please turn on GPS and enable Tracking in the RaceMaps app before the start."
• "Viewers: scan the QR -> select category -> choose racers to follow, then watch the map."

9.2 Internal coordination channels

• Create one internal team channel separate from viewer channels (LINE/radio)
• Standard message to Tech Lead: "Category: ___ / Time: ___ / Issue: ___ / Device: (Racer/Viewer/Admin) / Location: ___"

10) Summary checklist (printable)

Before event (day before)

• [ ] Create event + name is correct
• [ ] Create all categories + include time in name (if needed)
• [ ] Routes ready + assigned to every category that needs them
• [ ] QR ready + tested on two devices
• [ ] Dry run: Admin + Racer + Viewer pass for 2-3 minutes

Before start (event day)

• [ ] Admin has Control Event open and ready
• [ ] Key racers have GPS/Tracking on
• [ ] Staff has hotspot/spare SIMs
• [ ] Viewer Support ready to help select racers

During event

• [ ] Start categories on time
• [ ] Check first 10 minutes: any racers missing?
• [ ] Resolve "viewer can't see racers" by "select racers/check category" first

After event

• [ ] Finish all categories
• [ ] Tell racers to turn off Tracking
• [ ] Collect QR/signs/links per policy

11) Gallery

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