The system is used to manage bookings and contracts for the Steeplechasers race services business. The primary functions provided by the system include:
- online availability calendar
- race database, providing online schedule and details of races and clients
- electronic contract generation, signing and archival capabilities
- Email system designed to automate the communication with race directors, race services administrators and race services leads
- Automated initialization of the preliminary schedule for the current year from the previous year's bookings
This system is designed to significantly reduce the administrative workload required to manage the club's race services business.
All emails generated by the system use raceservices@steeplechasers.org as the from address. Emails that are generated at a race director’s direction from the FSRC website are addressed TO raceservices@steeplechasers.org. This email address is associated with one or more individuals in the steeplechasers.org organization, and those individuals will receive the email. When responding to this email, individuals should ALWAYS respond from their steeplechasers.org email address and copy raceservices@steeplechasers.org to ensure that all communication is shared with the race services team.
Summary:
- Race Director contacts FSRC to request race services, either through direct email or a form on the FSRC website
- Race services admin corresponds with race director, obtaining required details of client, race, and requested services.
- Race services admin enters data into contractility system and uses system to generate and send contract
- Race Director agrees to contract electronically
- FSRC Treasurer generates invoice
- Race Director and FSRC Race Lead receive automated emails 5 days before contract race with logistical information
- Race Director receives email after contract race with link to survey
- Race is automatically renewed for following year and placed in renewed pending state until FSRC and race director resume correspondence
Detail:
This describes the life cycle for contract race management.
- New Race: Race director sends Race Services Request email
- see
contact-new-race
- Renewed Event: Race director responds to the
post-event-email
orpost-event-email-reminder
- if the race director says that the race will not be held
- from
admin-calendar-view
click on thecontract race
or fromevent-overview-view
, select thecontract race
, click Edit, then click Delete- if the race director says they're not sure, or they don't have all the required information yet
- from
admin-calendar-view
click on thecontract race
or fromevent-overview-view
, select thecontract race
, click Edit, change State to tentative, then click Update- Details are learned from the race director about an
contract race
that is in the system but not yet committed
- see
race-details-confirmed
- from
admin-calendar-view
click on thecontract race
or fromevent-overview-view
, select thecontract race
, click Edit- make sure State is set to tentative
- update the details which are known, then click Update
- All details are known for the
contract race
, and the race director is ready to move forward
- see
race-details-confirmed
- click Update and Send Contract to generate a contract
contract-email
is automatically generated to the race director- About 5 days before the
contract race
pre-event-coordination-email
is automatically generated, to the race director and contract racelead
- About 2 days before the
contract race
- a reminder email automatically generated, just to the
contract race
lead
- About 5 days after the
contract race
- for
contract races <contract race>
which have finishline or coursemarkingservices <service>
,post-event-email
is automatically generated- regardless of service, the
contract race
isrenewed <renew>
- see
post-event-processing
for additional details- If the
contract race
is still in renewed-pending state 120 days before the expected date of the race
post-event-email-reminder
is automatically generated to the race director- If the
contract race
is still in renewed-pending state 30 days before the expected date of the race
- an email is automatically generated to raceservices@steeplechasers.org to indicate contract race is still outstanding [pending implementation of #165]
- admin should delete the contract race manually
- from
admin-calendar-view
click on thecontract race
or fromevent-overview-view
, select thecontract race
, click Edit to get to theedit-event-view
, then click Delete
- digraph{
"renewed-pending" -> "tentative" [label="RD responds to renewal email"] "(New Race)" -> "tentative" [label="RD requests date"] "tentative" -> "tentative" [label="RD and admin confirm info"] "tentative" -> "contract-sent" [label="Send Contract"] "contract-sent" -> "committed" [label="RD agrees to contract"] "contract-sent" -> "canceled" [label="RD cancels race"] "committed" -> "canceled" [label="RD cancels race"] "committed" -> "renewed-pending" [label="5 days after contract race"] "renewed-pending" -> "(delete)" [label="RD says no go"] "tentative" -> "(delete)" [label="RD says no go"]
"renewed-pending" [color=cyan, style=filled] "tentative" [color=green, style=filled] "contract-sent" [color=cyan, style=filled] "committed" [color=cyan, style=filled] "canceled" [color=green, style=filled] "(delete)" [color=green, style=filled]
"manual" [color=green, style=filled] "automatic" [color=cyan, style=filled]
}
We learn about a completely new race
that we have never provided services for. The inquiry could arrive either through email generated by the race-services-request-view
, a direct email, etc. Often there is incomplete information. Regardless, you should create the contract race
with whatever information you have.
You can create an contract race
in one of two ways.
- From
admin-calendar-view
click on thecontract race
date - From
event-overview-view
click New
Once the form is displayed
- fill in as much information as you have available to you
- click Create
If the Race has Finish Line Services - Race directors may be contacting you with incomplete information, and if so you will have to chase them down to find all the relevant bits. This may have to be done over time as often when they first contact us they may not have all of the information themselves.
If the Race has Only Premium Promotion - Premium promotion is executed through the communications group rather than race services. We'll still be using this tool to track that. It is expected that the communication group will look at the contractility data periodically to determine what races are to be promoted. See contract-for-premium-promotion
for more details.
If we've done a race
before, there will already be a database entry for the race
, and likely the contract race
was renewed <renew>
after the previous year's race.
You need to verify the current details with the race director and update the contract race
which was created as a result of the automatic renewal process.
You can find the contract race to edit in one of two ways.
- from
event-overview-view
, use the Search box at the top of the table, and enter the race name
- you should see all the
contract races <contract race>
associated with thisrace
- click on the
contract race
for the coming year, then click Edit- from
admin-calendar-view
, navigate to the date of therace's <race>
contract race
- click on the
contract race
Now you can edit the contract race
with the current details and when ready send the contract.
- fill in as much information as you have available to you
change State to tentative
Note
this is very important, if you don't do this the race director will receive extra confusing emails and we'll lose track of what we're doing
- click Update
- or if you're ready to generate a contract, click Update and Send Contract
Some questions you get will have to go through the Race Services/Equipment Coordinator, as you won't be able to handle them -- generally these are questions about how to manage a race rather than contract related stuff. Probably best way to handle this is to forward to the Race Services/Equipment Coordinator, copying the RD, with appropriate text that the Race Services/Equipment Coordinator is best suited to respond. If the Race Services/Equipment Coordinator gets information from them which needs to be in the database and you're not copied, he'll need to get it to you.
As the details are confirmed by the race director, use the edit-event-view
to update the contract race
. When all the details are known and the race director is ready, generate the contract.
You can edit an contract race
in one of two ways.
- from
admin-calendar-view
navigate to thecontract race
date and then click on thecontract race
- from
event-overview-view
click Edit
Before you can generate a contract for finish line services, you need at least the following:
- Race
the name of the
race
- Date
the date of the
contract race
- Course
the
course
therace
will be run on- Start Time
time of day that the main
contract race
starts- Distance
distance for the
race
- Client
the name of the
client
- Services
one or more
services <service>
which the client is contracting for- Max Participants
this is used to determine the pricing for finishline
services <service>
(this is set to 200 for a new race or a race that had fewer than 201 finishers the previous year. If it is a repeat race and the number of finishers in the previous year was greater than 200, it’s the number of finishers the previous year rounded up to the next 100.- Lead
the leader who will run the finish line operation on the day of the
contract race
. This needs to be finalized well before the contract race so that emails are sent properly to all concerned
Before you can generate a contract for premium promotion service (only), you need at least the following:
- Race
the name of the
race
- Date
the date of the
contract race
- Course
the
course
therace
will be run on- Client
the name of the
client
- Services
one or more
services <service>
which the client is contracting for
The remaining fields are useful as well, and should be filled in if applicable and known.
When a race director accepts the agreement, the treasurer will receive an email. The contract race
will automatically be transitioned into the committed state
.
An invoice should be generated to the client
as indicated by the financial policies. Once an invoice is generated, the treasurer should click the Invoice Sent button on the edit-event-view
.
When a race director accepts the agreement, the race services admin will receive an email. The contract race
will automatically be transitioned into the committed state
.
The lead
for the race needs to be identified well before the contract race so that resources are allocated correctly and emails are sent to the appropriate people. Generally we should have a commitment for a lead
before sending the contract to the race director, however the system does not enforce this.
The communications team handles all premium promotion, regardless of whether the race has also contracted for other services.
To determine the contract races for the next premium promotion email, use the event-overview-view
filters:
- States
select committed
- Date Range
From the day the email goes out, To [3 months] after that
- Service(s)
select premiumpromotion
The table will be filtered to only the contract races <contract race>
which should be in the next email.
The CSV button can be used to download these contract races <contract race>
, if desired.
Occasionally, after the race director has agreed to the contract, there needs to be a change. E.g., if the race director decides on premium promotion after the initial agreement, a change needs to be made.
When the contract is in committed state
, the Update and Send Contract button is desensitized.
If it's necessary to change the contract after the initial agreement, simply edit the contract race
, make the needed changes (e.g., add premiumpromotion), and change the state
to tentative. By changing the state
, the Update and Send Contract button will be sensitized, and can be clicked to send another contract.
Note once this is done, the system voids the previous contract and it is not accessible.
Normally, contract races are allowed on weekends and not allowed on weekdays. There are some holidays during the week when we want to allow contract races, and some weekend days we don't want to allow contract races. For these, we need to configure exceptions <exception>
.
To create exceptions, use the event-exceptions-view
.