1. Go to the Login page and log in (this will create an account if you don't have one yet).
2. Once logged in, go to Setup. Note your account code and the event code of the pre-made event.
3. Add at least one imaginary team you are hosting to the "Teams" tab. 🛈
4. Go back to the "Event" tab and add the attending team(s). 🛈 🛈
5. In the "Races" tab, add at least one race.
6. Download the XCMeet App. This will only be used by two timers and the scanner.
7. Log into the app using your event code, then select "Timer". Select the race you want to time.🛈
8. Start the race.🛈
9. Click "Finish" to record a few times for some imaginary runners.🛈
10. Select "Scanner". Enter a names for the imaginary runners into the "Name or Code" box.
11. Go to the Live Results page and enter your account code.

Congratulations, you've timed a small race! Now that you've learned the basics of XCMeet, read further to learn how to use XCMeet to host larger races.

Setup

When using XCMeet to host large races, instead of typing in each runner's name, you can scan each runner's assigned QR code (these QR codes can be on either printable XCMeet labels or XCMeet clips). There are two main ways of registering each racer to a QR code for your event:

1. Print blank XCMeet labels 🛈 or use XCMeet clips for each runner. On the day of the race, runners will take a clip or blank label, then use Register Racer to register themselves to that QR code.
2. If you have rosters of attending teams, you can use "Upload Roster" in Setup🛈 to add runners to your teams' rosters. Then, click "Assign sequential QR codes". 🛈 This assigns unique printable QR codes to all runners from attending teams.
   
   *You'll need sticker paper to print the barcodes, such as Avery 8160 or 5263.

Timers and Scanners

Assign two volunteers to time the race using the "Timer" section of the XCMeet app. The app will automatically designate one as the backup. A third volunteer finds the "Scanner" section on the app🛈 and records the athletes' positions by scanning their QR codes in the order they finished.

Live Results

A few things to note when using Live Results for a race:

1. If you want teams to have cross-country style scoring, make sure it's enabled for each race in the advanced settings 🛈.
2. You can hide live results from the public clicking "Hide live results" in the Setup settings. This allows you to finalize results before they are released to the public.🛈
3. If you do allow the public to see live results, the public can access live results by using their clip code (if using clips or blanks) or your account code.

Results Editor

The "race boss" will correct results on the Results Editor page. Type in the event code to log in.
Note: The results editor can't be accessed more than 6 days after the event day.

You can add start time offsets of misaligned primary and backup start times, new athletes who finished without a clip or barcode, and 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

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 scanning 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" and oversee the four parent volunteers. Printable cheat sheet: Cheat Sheet for Handling the Race

• 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.

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.🛈

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 the first race, then start the next one after an appropriate amount of time, 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 group and start of the second group is, and correspondingly switch the race they are recording in the XCMeet app.

Marking Runner Feature

If the race director or volunteers suspect that an error occurred while timing or scanning, athletes can be "marked" in the XCMeet app.

1. The timer presses the "Mark" button, which highlights the next athlete's time.
2. To make sure the correct athlete is being tracked, the "race boss" takes the clip from the athlete and scans it.
3. The clip is placed back into the queue to be scanned by the scanner.

This process highlights the next athlete's position and their corresponding time. If the timer and scanner were misaligned in any way, the two highlighted sections will not line up.🛈 This lets the "race boss" know what needs to be fixed when editing the results.

By keeping the "mark" feature on, you will have a continuous check on whether the results are accurate.