1) Event-day team goals

1.1 Required outcomes

1. Racers join the correct Event/Category and understand Pending / Approved before starting.
2. Admin verifies routes, categories, tracking duration, and location update interval before release.
3. Viewers open the proper Event/Category and select racers without registering as racers.
4. Authorized helpers can accept and resolve SOS requests when needed.

2) Team roles

2.1 Tech Lead

1. Check app versions, backup connectivity, printed QR codes, staff accounts, and permissions.
2. Keep a separate QA Event for functional checks. Do not test against the active production race.
3. Own major incident decisions and operational changes.

2.2 Admin Operator

1. Verify the Event/Category before making any change.
2. Review Pending requests, available slots, and approve according to race rules.
3. Control Start / Stop / Finish and monitor racers in Control Event.
4. Manage Help Responder access and review outstanding SOS requests.

2.3 Registration / Racer Support

1. Help racers sign up, set display names, and pick correct classes.
2. Explain three-character + exact-date search or QR entry.
3. Check Pending/Approved, Location, and Tracking on each racer device.
4. Explain how to send an SOS if assistance is needed.

2.4 Viewer Support

1. Help viewers open Events through QR or valid name/date search.
2. Explain choosing racers, the Show on map confirmation, and the initial five free slots.
3. Distinguish My Location from the approved Racer self marker.
4. Only authorized responders can accept or resolve SOS requests.

3) Equipment and device preparation

3.1 Core equipment

1. Prepare an Admin phone/tablet with charger/power bank and a backup device.
2. Keep at least one physical Racer device for real outdoor GPS checks.
3. Prepare backup mobile internet from a different carrier if possible.
4. Print or distribute Event and Category QR codes with clear class names.

3.2 Standard setup

1. Install the intended RaceMaps build on every device before event day.
2. On Racer devices, check background Location, battery restrictions, and connectivity.
3. Viewing races does not require location sharing. My Location is a separate action.
4. Verify Thai/English language and device layouts for each audience.
5. Adjust staff-device auto-lock for monitoring. This does not replace background GPS permission.

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

4.1 Prepare and create the Event

1. Use a recognizable Event name with at least 3 characters and the exact intended start date.
2. T-7 means 7 days before the Event. T-1 is the previous day. Finish core checks before T-1.
3. Admin creates or selects the Event in Existing Events and verifies Event Categories details.
4. Choose Public for search or Private (unlisted) to hide normal search results. Use Create/Update Event to save.
5. Private hides an Event from search. A valid QR can still open it under normal rules.
6. On Live Dashboard, review tracked racers, watch time, system load, and used/remaining slots.

4.2 Create Categories

1. Create each real class with a distinct name.
2. Set Category tracking duration (up to eight hours) before starting the class.
3. Confirm that each relevant Category has the correct assigned Route.
4. Never press Start on the real event merely for testing.
5. Duration starts at Start and stops at the limit. It cannot change while Started.

4.3 Prepare GPX, GPS, or drawn Routes

1. Use Record New Route for GPS Recording, Draw Manually, or GPX / JSON / ZIP import.
2. If ZIP contains both JSON and GPX, the app uses JSON first. Unsaved Routes remain drafts and warn on exit.
3. Inspect Start/Finish, checkpoints, and the line, especially after editing GPX segments.
4. Save and Assign the Route to the Category, then recheck the mapping.
5. If route recording is interrupted, check Draft recovery before making a new route.

4.4 Generate Event / Category QR and dry run

1. Generate Event QR through Show QR Code and Category QR using the icon beside the class (before Edit/Delete).
2. Verify the Event/Category name in each QR dialog before printing or distributing.
3. Dry run an Event QR with multiple classes (requires selection) and a Category QR (exact class).
4. Test three-character + exact-date search, My joined events, and reopening the Event in Viewer.
5. Use a QA Event for Add/Pending/Approved and map entry rather than mixing test memberships with a live race.
6. Test QR codes on at least two devices, then run a 2–3 minute Admin → Racer → Viewer GPS movement dry run.

4.5 Set Help Responders and Viewer allowances

1. Admin grants Manage help responders access to users with accounts and Profiles. Helpers need not race in that Category.
2. Treat SOS responder rights separately from Viewer map access.
3. Review the needed Viewer allowance (starting with five free racers, with extra capacity available through purchases or grants).
4. Dry run sending and resolving SOS only in a QA Event before teaching staff.
5. Assign SOS responders separately from ordinary viewers and verify each account’s permissions.

5) Event-day SOP before the start

5.1 Set up check-in and devices

1. Prepare Admin and support devices with connectivity and charging.
2. Display Event/Category QR codes with clear class and race-date labels.
3. Remind users that search needs three name characters and the exact event start date.
4. Verify the active Event before approving or starting anything.
5. For overlapping classes, display a timetable near the QR and use clear time labels in Category names.

5.2 Racer check-in and approval

1. New racers use Join an Event → Racer signup → display name (photo optional).
2. Scan a QR or search name/date and join the intended Category once.
3. Verify the item under My joined events and Pending status. Admin approves according to entitlement and capacity.
4. Check Location, background tracking, and GPS readiness before release.
5. Investigate a nonworking SOS (+) independently of the Viewer Maps navigation.
6. 3–5 minutes before release, recheck Pending, Category, Route, GPS, and tracking duration.

5.3 Viewer check-in and access

1. Open Viewer → scan QR or search using three name characters and the exact date.
2. Event QR with multiple Categories requires selection. Category QR opens the specified map under normal access rules.
3. Open racer selection, choose racers, and tap Show on map to confirm.
4. Explain five free selected racers and the approved self-marker exception when its conditions are met.
5. For finished races, viewers can tap Show Map after Race finished to see available last-known positions.

6) During-event SOP (Live operations)

6.1 Control Event/Category status

1. Admin verifies the exact Event/Category and presses Start at the actual release time.
2. Monitor approval, GPS, Racer Slots, and the Location Update Interval.
3. Use Stop/Finish only when operationally intended, never as a casual test.
4. If Control Event appears to show a default interval, verify the saved value before changing it again.
5. GPS interval choices include 10/20/30/60/120 seconds. Starting with Pending racers may prompt an approval reminder.

6.2 Monitor GPS and routes

1. Monitor movement only for approved racers with real positions.
2. For missing positions, check Location, Tracking, background restrictions, and connectivity.
3. Verify that the route displayed belongs to the opened Category.
4. After a network outage, check whether queued positions resume upload.
5. Watch the first 10 minutes. For stalled GPS, check connectivity, battery restrictions, and move outdoors for 30–60 seconds.

6.3 Accept and resolve SOS

1. Racer sends SOS with + / the help action, not the map-opening control.
2. The red Admin SOS icon opens responder management. Authorized helpers open Help requests from Viewer Map.
3. Authorized Help Responders open Help requests and Accept according to the screen.
4. The owner may Take over when permitted. Avoid assigning duplicate responders.
5. Resolve the request after assistance, or verify Cancelled when the racer cancels.
6. If a request looks stale, refresh and verify its true status before dispatching another person.

6.4 Support Viewer selections

1. If Viewer has selected five free racers, deselect someone to replace them or use extra entitlement.
2. Check the Show on map confirmation button at the bottom of the picker.
3. For missing markers, inspect gray/green GPS status and the Category.
4. Do not auto-pick racers or copy one viewer’s selections to another device.

7) Post-event SOP

7.1 Finish the correct Category / Event

1. Finish/Stop the intended Category in Control Event as the event requires.
2. Check that no other Category remains Started unintentionally.
3. Explain that a Race finished map may show last-known positions rather than live tracking.

7.2 Tell racers to stop tracking

1. Tell racers to stop Tracking as directed after the finish.
2. Verify no further position sharing is needed and collect support gear.
3. Review any outstanding SOS requests and their actual resolution/cancellation state.

7.3 Handle QR and information after the event

1. Retire publicly displayed QR material according to organizer policy.
2. A valid QR may still open a Private Event. Handle QR sharing appropriately.
3. Record issues and requested improvements for the next guide and app version.

8) On-site troubleshooting playbook

8.1 Event not found

1. Check at least three name characters and the exact Event start date.
2. Use the organizer QR for a Private/unlisted Event.

8.2 QR targets the wrong Category

1. Check whether the QR is Event-level or Category-specific.
2. Event QR with many Categories requires a choice. Category QR points to one class.
3. Replace invalid/deleted Category QR instead of opening a different class.

8.3 Racer Pending / no GPS

1. Check Admin approval and available slots in Control Event.
2. Check Category Start, Location, Tracking, background permissions, and network.
3. Approved does not always mean a fresh GPS position exists.
4. For stalled positions, check battery saver and tracking, then test connectivity in an open area.

8.4 Viewer map has no racers

1. Confirm selected racers using Show on map and check available slots.
2. Inspect avatar/name/team and gray/green GPS icons.
3. Verify the Event/Category matches the racers being viewed.
4. If a racer cannot be found, check display name and Category. Keep a roster at the help desk.
5. Viewers can search the racer list and star one selected racer for following.

8.5 Route missing or wrong

1. Confirm the Route was saved and assigned to the right Category.
2. Inspect GPX Start/Finish and imported lines before re-recording.

8.6 SOS missing or stale

1. Verify helper access and the intended Event.
2. Refresh and inspect Active/Accepted/Resolved/Cancelled state.
3. Avoid duplicate dispatches before confirming a request is still active.

8.7 Does Private Event QR work?

1. Private hides ordinary search results. Valid QR access follows regular date and entitlement rules.
2. Private does not mean only invited people can open the Event.

9) Team communication

9.1 Short Racer script

1. “Open RaceMaps, tap Join an Event, create a Racer account and display name, then scan your Category QR or search by event name and exact start date.”
2. “Join once, wait for Admin approval, and verify Location/Tracking before the race.”
3. “Use Viewer Maps – Category on your joined entry to open the Viewer map.”

9.2 Short Viewer / helper script

1. “Viewers can scan a QR or search using at least three name characters and the exact date. Choose racers and tap Show on map.”
2. “The free starting allowance is five racers at once. You may replace your selections.”
3. “Only designated helpers can accept/resolve SOS requests.”
4. Coordinate via a staff-only channel (chat/radio). Report Category–time–device–issue–location.

10) Operational checklist

10.1 Before event day

1. [ ] Event name ≥3 characters, correct date, appropriate Public/Private
2. [ ] Categories, assigned routes, and tracking durations verified
3. [ ] Event and Category QR codes checked against displayed class names
4. [ ] Device, network, GPS backup and Help Responder permissions ready
5. [ ] Verify QR on two devices and moving GPS for 2–3 minutes. Assign someone to confirm results.
6. Readiness target example: at least 95% of checks done and zero unresolved critical issues.

10.2 Before release

1. [ ] Racers joined once and have required approval
2. [ ] Tracking/background Location permissions ready
3. [ ] Viewers can open maps and confirm selections through Show on map

10.3 During event

1. [ ] Start only the correct active Category
2. [ ] Monitor positions, slots, routes, and SOS as assigned
3. [ ] Do not improvise Production changes to handle an incident
4. [ ] Watch GPS for the first 10 minutes and report issues to the Tech Lead with class/time/device.

10.4 After event

1. [ ] Finish/Stop completed Categories appropriately
2. [ ] Ask racers to stop Tracking and check unresolved SOS
3. [ ] Retire QR signage and document operational findings

11) Staff screens and controls

Use these screens to prepare Events, manage racers, monitor locations, and coordinate assistance.

Admin Event listEvent settings and start dateCategory name and duration settingsCategory list and QR iconsRecord Route screenAssign Routes to CategoriesCategory QR codeHelp responders managementHome for new usersFind Events in ViewerJoined Events and CategoriesRacer Pending / Approved statusFind Events in ViewerChoose racers from Category 40+Viewer Map on a tablet: race route, racer list, and map controlsControl Event screenCategory 40+ map with the selected racer listViewer Map on a tablet: race route, racer list, and map controlsViewer Map on a phone: multiple racer positions and namesHelp requests received for this race categoryChoose racers in Category 40+ and check GPS indicatorsCategory 40+ map with the selected racer listViewer Map on a tablet: race route, racer list, and map controlsControl Event screen