Events — Prepare routes, admit participants and review results
An event brings together roadbooks, registration, participants and optional competition results. Organisers manage the event; participants join it and open its routes in the Reader.
On this page
1. Find or manage an event
Open Events to browse listed events. The event page shows dates, organiser details, headquarters and the routes available to you. Unlisted events can still be shared by their link; listing and registration access are separate choices.
Anyone can create an event and becomes its organiser; inviting participants needs a roadbook of at least 5 notes in the event. Signed in, the Events page shows Your events first: the coming and live events you take part in or are invited to, framed and marked. The organiser’s Your events list also has the events you help run — as co-organiser or for their participants only. Each event opens its console: one page with a tab for its details, roadbooks, participants, live map, results and organisers.
2. Set identity and headquarters
Create the event and fill in title, start/end dates, description, website and public-listing choice. Set the meeting point by clicking the map or entering coordinates. Save, then add the logo and review the public page.
Add organisers from the Organizers tab when other people need to help, and choose each one’s role. A Co-organizer manages the whole event and edits its roadbooks; Participants only is for whoever runs the registration desk: they see only the Participants tab — invitations, check-in and the roster. The organiser list, the roles and deleting the event remain with the owner/admin. Only Details has a form to save; every other tab acts at once.
3. Decide who can join
| Registration | Result |
|---|---|
| Closed | Nobody can join through the public flow. |
| Invite code only | Share the event’s join link/QR/code with the intended participants. |
| Open | Anyone eligible can request to join. |
Require organizer activation is a separate switch. With it enabled, joining creates a pending participant who must be admitted; without it, eligible joiners become active directly. New events default to invite-code registration with activation required.
Share the join link/QR shown here. This event invitation is different from the personal activation QR a participant presents at check-in. Changing registration or rotating a code can affect access; read the confirmation before applying it.
4. Attach roadbooks and connect stages
Save routes in the Editor first, then use Add roadbook in the event — or New roadbook: give it a name and an empty private roadbook of yours joins the event at once, to be drawn or loaded in the Editor when its route is ready. Participants don’t see it until it has a route. Set each attached route’s participation mode: free/no race or Rally scoring. Use the arrows to order them: the event page and the stage chain follow that order.
A roadbook attached to the event can stay Private: the event’s organizers and its active participants see it — from the date set under it in the event, Participants see it from (empty means at once). Public also lists it in the gallery. Configure the next-stage connections and labels when the event should continue from one roadbook to another, including alternative branches. Test the whole chain as a participant, not just as its owner.
5. Join as a participant
Open the organiser’s link or enter its join code, sign in and follow the event’s registration flow. If activation is required, show your personal code/QR to the organiser. Pending is not the same as admitted; wait until your status becomes active before opening restricted stages.
Invited by an organiser? You are told in the app (a notification) and by email. Open the event page and choose Accept or Decline: accepting makes you an active participant at once, with no activation at the desk. No account yet? Create one with the address the email came to and the invitation is waiting for you.
Joining an event never changes the app: every tool stays, and the event is a tap away on your home and on its page. What you can open still follows your participation status.
6. Run the registration desk
The Participants tab shows pending/active counts and searchable lists. It opens on pending entrants when someone is waiting and refreshes that waiting list automatically.
Activate someone from their row, type their personal activation code or scan the QR where camera scanning is supported. Read back the identity before admitting them. Activate all asks before admitting every pending entrant. Invite participants is how you bring people in: by username, by email, or by sharing the event’s link. Invited people are told in the app and by email, and join once they accept; for their privacy you never learn whether an email address has an account. Import list sends an invitation to every address of a CSV or a pasted list. The invitations still waiting are listed above the roster and can be withdrawn. You can also export participants to CSV. Removing a participant withdraws their event access.
7. Navigate and track the event
Active participants open a stage in the Reader. The event’s scoring choice determines trip or competition behaviour; scored runs use a vehicle number and apply waypoint/accuracy, CAP, speed and skipped-note rules as configured. Read the Reader guide before the start.
The organiser’s Live map shows participants who agreed to share their position while they navigate one of the event’s roadbooks during the event, and have a connection; Full screen opens it over the whole page. A missing/stale position does not prove where someone is now. Live tracking is separate from the Reader’s offline navigation and final saved result.
8. Results and ranking
Open the Results tab, or the stage’s Ranking link. Saved competition runs enter by themselves; organisers can also scan result QRs, for example after an offline finish. A scanned result is marked pending until the participant’s own run confirms it on the server. The table shows the classification and penalty breakdown. Select the correct event and roadbook before importing or comparing results.
Participants can inspect their own run report and driven GPX. Organisers should resolve invalid or duplicate results before treating a classification as final. A normal free trip does not become a scored result simply because it was driven during the event dates.
9. Before opening registration
Check dates, headquarters, join policy, activation, organiser roles and every attached route’s visibility. Test the invitation with a participant account, the first stage and each next-stage choice, map permissions, finish/report and ranking. Keep .rdbk backups of the routes.
Deleting an event requires confirmation and removes its event associations/results as described in that dialog; it is not how to close registration. Use Closed when you only need to stop new joiners. See Editor for route preparation and Reader for navigation.