To login, type your email and password into the Login page. If you don't have an account, one will be created, and you'll receive a confirmation email.

Once logged in, choose Setup from the hamburger menu (next to the logo)

On the Setup page, an event has already been made for you. Rename the pre-made event. 🛈

1. The “Teams” tab maintains the teams that will be in your events. Add the teams you are hosting or will be hosting to this tab. 🛈
2. In the Teams section of the “Events” tab, specify the set of teams that will be at this particular event from the dropdown. 🛈
3. In the Races section below, add the races to this event, ie. Boys Varsity, Girls JV, Open Races.

For your next event, click “New” to add another event to the dropdown. 🛈

Download the XCMeet App.

There should be one primary timer and one backup timer, giving you a backup set of times to correct errors.

More detailed instructions for volunteers: Volunteer Cheat Sheet

1. Log into the app using your event code, then find the "Timer" section. Ensure that you have selected the correct race. 🛈
2. Start the race. 🛈
3. Each time a runner crosses the finish line, click to record a time. 🛈

This creates a list of numbered times.

A third volunteer finds the "Scanner" section on the app 🛈 and records the athletes' positions in the finish order. This can be done in two ways:

1. Enter each name into the "Name or Code" box and hit "return" (for smaller races like time trials).
2. Scan unique barcodes for each athlete (for larger races with multiple teams).

See "Finish Chute Setup" for information on how to set up a finish chute and clip queue.

Each athlete selects a clip from the pile 🛈, and should go onto the XCMeet website to the Register Racers page. Type in the clip code above the clip's number. 🛈 Once these clips are scanned after the finish line, the live results page will automatically update with their information. These clips are reusable for any future XCMeet events.

See Clips for more information about clips and how to order them.

For each event, you need to print out labels that work like clips. Find "Print Labels" at the bottom of Setup 🛈. *You'll need sticker paper to print the barcodes, such as Avery 8160 or 5263.

1. Print blank labels. To register them, see the clip instructions above.
2. Import your roster in Setup 🛈. Select "Assign Sequential Barcodes" next to "Print Labels", which will automatically register them. When you print the labels, you will see the athletes' names above their number.

*For athletes who don't have a clip or registered barcode before the race, registering afterwards will update the Live Results page with their information.

In a large race, athletes will be arriving faster than you can record them. Make a finish chute, so that finishers can coast to a stop and line up in the correct order. If using barcodes, also make a clip queue for the scanner at the end of the finish chute. 🛈

Clip Scanning System Demonstration

We recommend using two blocks to create a makeshift conveyor belt on the table. A helper takes the clips from the racers and lines them up on one of the blocks. After the scanner scans the clip, brush the clip off the table into a discard box. Once the original block is filled up, the helper should switch blocks to create space.

• Tents, or at least umbrellas, are recommended to protect the phones from rain.
• Make sure that there are no stray clips in the background of your scanner, as this can lead to accidental scans.
• Have some spare clips ready nearby for the few athletes that show up without a clip. If registering after the race, the athlete should keep the clip number in mind before the clip is scanned and tossed.
• Practice timing with some spare clips before the athletes show up.

A video overview on how to record times and positions, scan clips, and edit results. Timing Volunteer Video Overview

Assign a coach who understands the system to be the "race boss". This person will oversee the four parent volunteers.

• You can use Apple or Android, but Android is preferable because you press the volume buttons to record times, while you tap the screen on Apple. Being able to feel the push of the button allows you to keep your eyes on the athletes.
• If using Apple, Bluetooth or wired keyboard can be used. Press "s" to start a race and "f" to record each finisher.

• The timers should occasionally check in with each other to see if their total number of times match up in order to determine if any errors were made. Timers should notify the "race boss" if they hit the finisher button too many or too few times.
• Practice beforehand and make sure that all the volunteers understand their roles.
• Make sure your devices are fully charged. When a race is started, the XCMeet app will run in the background even when your phone is off, so you can turn your phone off until the racers near the finish.
• Additional starts are counted as a new heat.

Video: How To Use The Scanner in XCMeet

• If there are multiple heats, make sure that the heat number is correct for the batch of athletes that you are scanning.
• Position the QR code in the viewer. You'll hear a nice beep on success or a rude sound if the QR code is invalid.
• If you don't hear anything, check above the viewer to see the last read code. The app won't beep for repeats.

The "race boss" will edit results on the Results Editor page. Type in the event code to log in.

You'll want to use the results editor to correct any mistake in the results (ie. an athlete's clip isn't scanned, a time is missrecorded or unrecorded). You can add heat starts for the event, start time offsets, new athletes who finished without a clip or barcode, or correct athletes' times and positions. 🛈

The primary and backup times will be compared against each other, and any discrepancies in the times will be highlighted using shades of red (dark red is a major difference, orange is a medium difference, and yellow is a light difference). Gray is used to highlight a pack of athletes finishing close together. 🛈

Watch this video for more detailed information. Correcting Errors

Go to the Live Results page. Live results can be withheld from the public by toggling the feature off in the Setup settings. This allows you to finalize results before they are released to the public. 🛈

If you want teams to have cross-country style scoring, enable it while adding races in the Setup page 🛈, then choose the division to score on the Live Results page.

Navigate to the Setup page. On the far right side of the "Races" table, there is a "Download" button that will download a CSV (Comma Separated Values) file. It can be directly uploaded to athletic.net or other similar services. 🛈

In the XCMeet app you can "mark" an athlete. What this does is it highlights the next runner's position and their corresponding time. If the number of times and number of positions are the same, the two highlighted sections will line up

In the event that the highlighted portions aren't lined up, somewhere in the results you'll have an extra or missing time / position. By routinely marking, you will have a continuous check on whether the results are correct, as which ever section the marked highlighting becomes mismatched is where the error occured.

Usage of the splits system is documented here. Note that the manager of the race must share the altcode (not the event code) with the other participating teams for crowdsourced splits to work.

• Ideally, large race groups (those with over 200 athletes) should be broken up to reduce volunteer workload and prevent a clogged finishing chute.
• If your course allows for it, overlapping races can be run. Start one set of athletes, then a few minutes later, start another set of athletes, ensuring that the slowest of the first race won't be passed by the fastest of the second. The timers and scanners must pay attention to where the end of the first heat and start of the second heat is, and correspondingly switch the race they are recording in the XCMeet app.