EASY MEET MANAGER for Track/Field/XC/Road races

1. EASY MEET MANAGERfor Track/Field/XC/Road races Quick Overview of program operation www.goeasyware.com By Dave Abineri EASYWARE: PO Box 231, Milford, OHIO 45150 (Cincinnati) Phone: (513) 248-0590 Use DOWN arrow to move to NEXT slide Use UP arrow to move to PREVIOUS slide

2. On the main screen of Easy MEET Manager (EMM), you will see across the top the main pull-down menu options: FILE for saving and loading, importing and exporting etc EVENTS for setting up your events, records, cut times ENTRIES for entering your athletes into the meet (must enter events first) SEEDING to seed your meet in a variety of ways HEAT SHEETS to print your heat sheets in a variety of formats SET TIMER INTERFACE to decide on which electronic timer, if any, you ill use ENTER RESULTS to enter times for each event during the meet, and more SCORE to score your meet in several different modes MEET RESULTS for your final results in a variety of formats. Notice that these items are arranged in roughly the way you would run a meet if you were doing it manually so you just work your way across this list from left to right as you prepare for and run your meet. Overview For more details on all that is listed in this presentation, please click HELP on the main screen and then INDEX to find the topic of interest.

3. How to Run a Meet What follows is a basic outline of how to prepare for and run a meet. Not all the various choice will be discussed, just the important ones, so be sure to look around carefully on each screen to see what the main options are at each stage of the process. Begin by choosing FILE, CREATE A NEW MEET and this will give you the opportunity to set up the important parameters for your meet on the MEET SETUP screen.

4. Meet Setup • The meet name and the Headlines will appear on the top of most reports. • Specify BIB or POSITION number (Bib numbers same for each athlete for the whole meet, Position numbers are different for each event. • Specify the Meet Type • Most choices are clear. • Use FILE, EDIT MEET SETUP to return to this screen.

5. Enter Your Events For each event, choose the correct option from the three pull-down boxes, choose a distance and type then click ADD/CHANGE to add the event to the list. Set English or metric.

6. Enter Athletes Manually Click Male/Female, enter name and team, type seed time into those events this athlete is to be entered in. Use NT for no time, ND for no distance. Do not type punctuation. All times/marks MUST be typed to HUNDREDTHS place i.e 12345 becomes 1:23.45, 50825 becomes 5’8.25”.

7. Entering Athletes Continued • You may also enter athletes manually by touching F9, typing an event NUMBER, then pressing ENTER and then typing a time (or NT, ND) and then ENTER and repeating the process until this athletes is in all the correct events. • By clicking PRINT you can get a variety of reports showing who is entered in which events. • If you need to find a athlete to edit his/her entry, use the search capabilities at the bottom of the screen or click the SEARCH button.

8. Entering Athletes Continued Speaking of reports, all reports are PREVIEWED on screen before committing them to the printer. Just click the arrows at the top to move among the pages. Clicking the ENVELOPE icon allows for exporting as, for example a PDF file so you can send each team their entries for confirmation if you wish.

9. Entering Athletes Continued Of course, the easy way to enter athletes is by electronic file transfer rather than manual entry. Easy Meet Manager can accept entries from a variety of electronic sources including Team Management software, Web Based entry sources and Spread Sheets. Spread Sheets are a great way for teams without Team Management software to be able easily to enter meets. Please download the Spread Sheets on the EasyWare web site, modify them for your meet and distribute to teams entering your meet.

10. Seeding the Meet Just enter the START and FINISH numbers and your meet will be seeded in seconds. This process arranges all the athletes into the proper heats and lanes and can be re-done as often as necessary. DO NOT re-seed the meet after processing results since it will return athletes to seed order rather than finish order! Click button to separate runners form the same team in the same heat during prelims.

11. Seeding Patterns For each event you establish a seeding pattern if you wish. This specifies the preferred lanes and the type of seeding. Be sure to read the HELP screens on this topic. Any event without a seeding pattern will simply list athletes in seed order on the heat sheets. Alleys are also set up here using a seeding pattern.

12. Scratch Pad The scratch pad allows you quickly to scratch (remove) athletes from an event at the last minute prior to final seeding. Athletes may also be designated as Exhibition, meaning that they are running for time only and cannot score or advance to a further round.

13. Heat Sheets/Start Lists … Look very carefully at all the heat sheet options and try out each report by clicking PRINT/PREVIEW. Note that you can print in 1,2 or 3 column mode, can print in HTML for posting to a web site and can include a variety of information on the sheets. Field event sheets are also an option here. Lots to try here!

14. Sample Heat Sheet

15. Sample Field Event Sheet

16. ENTER RESULTS First, choose your timer (if using electronic timing), specify your default printer and indicate which event you want to pull up for entering results.

17. Entering Results cont’d Next come lots of options as you run your meet on the day of the competition so we’ll look at parts of the process at a time. You will want to practice with this screen as much as you can so that you can see how to: The software produces heat sheets/start lists for the starting line and finish line with one event/heat per page. This aids in lining up runners at the start and enables timers to write their times on the finish line sheet that should be delivered to the computer as rapidly as possible. Enter times Import times from timer Move athletes around Add late entries Add a new heat Remove athletes Score Print event results

18. Entering Results cont’d Here is the whole screen but let’s look at part of it at a time for ease of description.

19. Entering Results cont’d Here, the athletes are shown by heat and lane in alternating colors to make it easy to read. You will just click on the TIME column and type in the time for each athlete (NO punctuation and last digit is the HUNDREDTHS place so that 12345 becomes 1:23.45 and 3456 becomes 34.56. Type S for scratch and D for DQ into this column.

20. Entering Results cont’d At the top left you choose whether you are processing PRELIMS, SEMIS or FINALS. You may choose to show athletes in FINISH order AFTER all the times are entered to check for errors. You may move to the next event or the previous event by clicking a button and can print the results of the event or the award labels for the event using the appropriate button. To jump to another event, just pull down the event number box and choose your number or enter the event number in the box and press ENTER.

21. Entering Results cont’d You may choose what to include on the printed results. You may remove a athlete from the event by clicking on the row he/she is in and then clicking REMOVE. If you don’t need the lane for another athlete you may enter SCR for the time to Scratch the athlete. You may Clear the times for this event or Add a Heat should you need to by clicking the button. Note that there are two ways to insert a athlete at the last minute, let’s do this next.

22. Entering Results cont’d Clicking on INSERT IN MEET ALREADY shows a list of athletes already in the meet and they can be shown in several different formats to make them easier to find. Once you see the athlete to insert, just click-and-drag the athlete to any empty lane and he/she is instantly in that event.

23. Entering Results cont’d First click on the grid row of an EMPTY LANE. Clicking INSERT NOT IN MEET ALREADY produces this box into which you may type the name, choose the team and specify the age and gender. When you click OK, that athlete is entered into that empty lane AND will show up on future events as being in the meet already so that you may just click and drag in future events.

24. Entering Results cont’d Finally, at the lower right is a choice to automate award labels so that only full sheets of 3x10 labels are printed. You will be told when you hit a multiple of 30 saved labels and then can print full sheets without wasting any labels. Also visible is a timer interface. On this timer, you just specify the heat you want from the timer and the times are automatically imported and just pop up on the screen! Saves a great deal of typing!

25. Entering Results cont’d Click ADVANCEMENT RULES to see this screen where one sets the rules for advancing from heats in prelims.

26. Entering Results cont’d There are also button for entering splits, field series and wind speed. You may leave the event any time and return to finish and all times are automatically saved. You may rearrange athletes by clicking and dragging them from one heat/lane to another or drop one on top of another to switch the two. Any changes made here are remembered for the heat sheets should you want to do some rearranging but DON’T re-seed or they will be put back into original seed order.

27. Entering Results cont’d You cannot PRINT or SCORE or produce AWARD LABELS until you have a time or NT, ND, DNF or SCR for each athlete in the event. You may edit any times now or later by simply over-typing the time with a correct time. You may then need to re-score the event if it has already been scored with the error present. So that’s all that happens during the meet itself and needs a little practice to be able to do things quickly. Touch F1 for reminders on this busy screen! If you are entering times manually, you will need a system to bring the times to you as quickly as possible after each heat is finished so that you can enter the times and keep up with the meet. Six times can be typed faster than a heat is run so you can keep up with a little practice. If you are NOT typing, you are getting behind.

28. Scoring Scoring can be done in a variety of modes but the simplest is to pick the scoring type you want from the boxes at the top and then specify the start and finish events to be scored. Be sure to set the point values for your scoring system before doing any scoring. It is important to understand that the scoring just adds up the points that have previously been assigned in ENTER RESULTS so that nay corrections made to an event will be correctly reflected in the scores calculated here.

29. Meet results Again, there are many choices to try out in producing the complete results of your meet so please experiment to see what works best for you. Note that HTML is again an option for rapid posting to a web site. Printing for the newspaper is also useful here.

30. Help! Finally, how to get help! On the main screen, choose HELP for more details on each topic. Choose INDEX to see all the topics. Contact David Abineri at dabineri@goeasyware.com for email help. Finally, practice with the program and check out all your hardware and power connections BEFORE your meet so that you know all is going to work properly.

31. Need a New Feature? Do let us know if there is something special that you need in the program and we’ll do our best to get it included on the next free upgrade. Always check to see that you have the latest free upgrade before each of your meets. You can see what the latest version number is by going to www.goeasyare.com and clicking on the Track Upgrades link.

32. Reminders Easy TEAM Manager is the companion program to run your team by keeping track of every athlete in every meet in every season and making it possible to generate many useful and motivational reports as well as to easily generate electronic entries for your meets since all the names, ages and best times are readily available within the program.

33. Sample Easy TEAM Manager Reports Top Marks listed by event for the whole team. Really helps in making line-ups for meets etc.

34. Sample Easy TEAM Manager Reports Progression of marks report showing each athlete’s progress from meet to meet in each event.

35. Sample Easy TEAM Manager Reports Times from a single meet showing the improvement for each athlete in each of his/her events

36. Sample Easy TEAM Manager Reports Improvement report showing improvement from the first meet of the season to present.

37. Sample Easy TEAM Manager Reports Single meet analysis showing the results and number of best times and percentage of best times.

38. Sample Easy TEAM Manager Reports Team roster in a variety of formats.

39. Sample Easy TEAM Manager Reports Attendance sheets in several formats.

40. EasyWare For your Track/Field/XC/Road Race software needs. www.goeasyware.com