MYLAPS EventKit System for Event Organisers

MYLAPS EventKit System
for Event Organisers
Contact Information ........................................................... 2
1. Introduction . ................................................................. 3
2. Menu . ........................................................................... 4
3. Organization Login ......................................................... 5
4. Pre Race Administration .................................................. 7
5. Race Day.......................................................................12
6. Post Race......................................................................14
Contact Information
The Netherlands
Tel: +31 23 7600 100
E-mail: [email protected]
MYLAPS Americas Office
Tel: +1 678 816 4000
E-mail: [email protected]
MYLAPS Japan Office
Tel: +81 3 6418 8209
Email: [email protected]
MYLAPS Asia Australia Pacific Office
Tel: +61 2 9546 2606
Email:[email protected]
MYLAPS Asia Office
Kuala Lumpur
Tel: +60 356 131 235
Email: [email protected]
All rights reserved
Copyright © 2013-2014 MYLAPS
This publication has been written with great care. However, the manufacturer cannot
be held responsible, either for any errors occurring in this publication or for their
The sale of products, services of goods governed under this publication are
covered by MYLAPS’s standard Terms and Conditions of Sales and this product
manual is provided solely for informational purposes. This publication is to be
used for the standard model of the product of the type given on the cover page.
Manual: MYLAPS EventKit for Event Organisations/2014-02
1. Introduction
MYLAPS Eventkit is a web based and do-it-your-self timing and scoring solution for
running events up to 500 participants. It is a website to which the MYLAPS BibTag
decoder, mats and BibTags are linked. The setup and timing is done via the website.
This manual is intended to familiarize the user with the setup of the MYLAPS EventKit
online (
2. Menu
The MYLAPS EventKit website can be found via
When you visit the website you will see the following menu header:
1: Main menu for participants to register for an upcoming event
2: Main menu to see the results of past events
3: Main menu to see all event organizers
4: Main menu to get in contact with MYLAPS
5: Organization login. This is only visible when you are logged in.
All event configurations are done here.
3. Organization Login
In this chapter we will explain what you can see and do with your organization login.
After you have clicked on Organization Login, you will get to the page to enter your login
details. Contact your local MYLAPS office to obtain these details.
After you have entered your details, you will get into your account and you will get to the
page that shows a list of all your events.
• 1: Click on an event to manage and edit it
• 2: Update your organization data
If you are using the MYLAPS EventKit directly via MYLAPS, your event is created by
MYLAPS and will then become visible into your account to fill in the exact details of the
If you are using the MYLAPS EventKit via one of our partners, the partner will create the
event for you.
When you click on your event, you will get into the Management Console of that particular
The following steps should be done before the day of the race:
• 1: Update the details of the event
• 2: Set the information about the event. This text will be shown on the event
registration page for participants
• 3: Create races for the event
• 4: Create categories for each race
• 5: Set the prices for each race
• 6: Indicates if the participants can pay for their registration directly when they
register for the event
• 7: Open the online registration for the event
The following steps should be done on the day of the race:
• 8: Test if the BibTag case is identified by the EventKit system and if tags are
detected by the BibTag case
• 9: Test if the gunshot set on the BibTag case is sent to the EventKit system
• 10: Check if all participants are assigned to a BibTag
These steps should be done after the race has finished, the results are calculated and
• 11: Publish the event results to the EventKit website
• 12: Show all BibTags that are detected by the BibTag case
• 13: Manage participants of the race
• 14: When the last participant has finished, calculate the results.
• 15: Show all results for the event
4. Pre Race Administration
This chapter describes in more detail the steps to do when setting up your race.
Step 1: Edit Event Settings
When you click on EDIT EVENT SETTINGS you will get into a screen that allows you to
edit the event details like Event Name, the website of your event, email address and
phone number. Next to this you can indicate the main address of the event, this could
be for instance the start/finish location or the location to pick up the starting numbers
by the participants.
Step 2: Info Text
With the option INFO TEXT you can add information about the event itself and it will
become visible.
Step 3: Edit Races
With this section you create your race set-up.
Click on ADD RACE to fill in the details of your race and in the folllowing screen you can
set a name for the race, select the type of the course that will be run by clicking on the
one suits your race. You can also fill in the distance and the start time of the race but
this is optional to fill in.
The type of courses you can select:
• A to A course
• A to B course
• A to A course multiple laps
When you have filled in all the details, click on ADD RACE to add it to your event.
Step 4: Edit Race Categories
Now you have created your race, you can continue with adding race categories to your
race. When you still see the screen as displayed above then click on RACE CATEGORIES
to start adding the available categories for it.
If you are in the dashboard of your event, then click on the 4th option under PRE RACE
header (EDIT RACE CATEGORIES) and you will get also in the same screen as displayed
above and click on RACE CATEGORIES. You will get the following screen:
Click on ADD CATEGORY to fill in the details of the first category and you will see the
following screen:
You can set for each category a name, select if it is for a gender or a mixed category. You
can also set a minimum and maximum age and the amount for prices for each category.
You can also enter here an entrance fee if necessary.
When everything is filled in, you can click on ADD RACE and you will see the following
screen that indicates that all changes are saved succesfully:
Should you need to adapt the category that is possible by clicking on EDIT CATEGORY.
It is also possible to delete a category by clicking on DELETE CATEGORY. If you have
other categories to add, you can repeat the same process as described above for the
other categories.
Step 5: Manage Participants
As you have created your categories you can now add participants to each category.
From the dashboard click on PARTICIPANTS:
When you click on PARTICIPANTS you will see the info bar on to add participants either
one by one or via an excel file:
Manually Add Participants:
To add participants one by one, you click on ADD PARTICIPANT, then you will see the
following window to fill in the details of the participant. The participant will be assigned
a starting number automatically with the first available free starting number. After the
participant is saved, if needed, you can adapt the starting number.
You will see the following when the participant is added to the category:
Import Participants:
It is also possible to import an excel file (CSV file) with all the participants data. Your file
should contain the following columns:
• Race *
• Category *
• Firstname *
• Lastname *
• Email
• Phone
• Gender (m/v/f) *
• Address
• Postalcode
• City
The items with an * are obligatory fields with importing from an EXCEL file. Next to this
it is possible to put as the first column the starting number.
When you click on ADD PARTICIPANTS FROM EXCEL FILE, you will get a popup window
from which you can select the file with your participants data. When you have added the
participants, you are ready to really do the event on your event date.
5. Race Day
This chapter describes in more detail the steps to do on the day of your event.
You can start the race from your dashboard as well.
Step 1: Test BibTag Case
In order to see if your MYLAPS BibTag Decoder is working properly you can perform a
test by clicking on TEST BIBTAG CASE from your dashboard of the event. A new window
will pop-up and you can click on START TEST. When you hold then a starting number
with a BibTag above the BibTag Mat you have connected to your MYLAPS BibTag Decoder,
you will see that the MYLAPS BibTag Decoder is working properly if the background will
turn green.
Step 2: Test Gun Shot
In the same manner you can test also the gun shot functionality. Click on TEST GUNSHOT
from your dashboard of your event and start the test by clicking on START TEST:
When the gun shot is registered at the server the background will turn green.
Step 3: Set Gun Shot
Step 4: View Live Passings
After the gunshot is set for a race, the live passings with the following information can
be viewed:
1. The Bib number
2. Name of participant
3. The race the participant takes part in
4. Time from gun shot (Net time)
5. Time the participant was registered on the time line by the system (Gross time)
6. Post Race
This chapter describes in more detail the steps to do on calculating the results.
Step 1: Calculate Results
When a race has finished, results can be calculated. When another race has not started
yet a warning is shown. If there is an anomaly in the times (like next passing time is
lower than minimum lap time) you will see a notice with this participant. The minimum
lap time is set in minutes. If there are errors in the results, click on the EDIT button for
the participant to correct his result.
With calculating results you can either choose for the option FULL or UPDATE. The FULL
option will calculate the overall results for all. Should you have made some manual
adaptations, these are all overruled and you will need to redo those if necessary. The
UPDATE option will only adapt those participants who were not finished yet when you
calculated the results before.
Step 2: Edit Participant Result
All the passings of each participant are shown at the bottom. Copy the correct time (1)
from the observed passings to the start (2) or finish (3). If a participant is disqualified,
set is Disqualified (4) to yes. If a participant did not finish but passed the finish line, set
Did not finish (5) to true. Click update when all changes are done.
Step 3: Final Results
When all corrections are done, the results show the correct status and time for each
Step 4: Publish Results
Click PUBLISH RESULTS on your dashboard of the event to show all results on the
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Atlanta, USA
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