Event Information

Join this recorded forum to get answers and tips for using the RaceDay CheckIn App. We answer questions about a range of topics to help you get the most out of the app. Whether you have questions around custom configurations, other settings, bib pickup, dynamic bib assignment, or last-minute registrations, this Q&A will help ensure smooth, efficient check-in on race day.

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Summary of Webinar 

Overview

This session answered practical “day-of” questions about the RaceDay CheckIn app—how to enable it, train volunteers, handle bibs (pre-assigned and dynamic), work offline, and avoid the most common pitfalls. It also pointed to short videos and docs you can give volunteers.

Must-do Setup (before you open the app)

1. Enable the app in your Dashboard
   Race → RaceDay Tools → RaceDay CheckIn (Mobile App)

• Set a CheckIn Password (do not use your RunSignup login).

• Set a Password Hint (best practice: make the hint the actual password since only admins/support can view it).

• Set a CheckIn Date Range that covers testing + all packet pickup windows (don’t turn it off until ~15–20 min after your last start).

• After renewal: these settings do not auto-update—adjust them for the new year.

2. Download & choose a Configuration

• App name: CheckIn (green “R” icon) on iOS/Android.

• Use Configurations (collections of Presets) per event (5K, 10K, Half, Relay, Virtual, etc.).

Common Tasks & How to Do Them

Bib assignment (pre-assigned, dynamic, edits)

• Pre-assigned bibs: Show & confirm bib on the check-in screen.

• Dynamic bibs: In the event Preset → Bib Number, choose Required.

• Change/clear a bib at the table: Preset → Information Changes → enable Allow Bib Edit and/or Allow Clear Bib. Then tap Update Participant Info on the participant and edit/clear.

Show shirt sizes, add-ons, store items

• In the Preset, toggle the fields (Giveaways, Add-Ons, Store Purchases) you want visible at check-in.

Hide/skip bibs (virtual, volunteers, etc.)

• In that event’s Preset → Bib Number = Skip (or use Bib Validation ranges so volunteers can’t assign restricted numbers).

Faster lookups

• Email the Participant QR (built-in email tag) ahead of time; scan with the app.

• Exact Match Lookup speed (auto-jump while typing): set default in Configuration; devices can override in My Device Settings. For bib lookups, many directors set it to Slow or Off to avoid jumping on partial numbers.

Offline & Sync Behavior

• The app queues all edits locally if connectivity drops (“Changes not syncing” banner).

• When service returns, it auto-syncs; you can view Queued Edits.

• If your venue is truly offline, consider Starlink or coordinate a non-app backup with your timer.

Race-day Registration & Timing Coordination

• New registrations appear in the app automatically (≈ every 30s); pull-to-refresh for instant.

• If you cut off race-day registration, coordinate the exact cutoff with your timer’s intake (especially if they pull data into scoring).

• Chip mapping: usually handled outside the CheckIn app; follow your timer’s workflow.

Volunteer Training (quick & effective)

• Share the 6-minute volunteer video (how to use CheckIn basics).

• Give each station a printed cheat sheet:

  • Configuration to use

  • Bib rules (validation ranges)

  • What to verify (name, DOB), what to hand out (bib, shirt), and where to write the name on the back of the bib (for dynamic bib events)

  • What to do if no service / who to call

• Name devices uniquely; fully charge; pre-download the database; ensure the app is updated.

• After the shift, ask volunteers to Delete Race from the device (no central device revocation exists).

Checklists (copy/paste into your prep doc)

Pre-event

• Enable app; set password + hint; set date range (covers testing & all pickups)

•  Create Configurations & Presets (by event type; separate Relay from Individual)

• Turn on required fields (giveaway size, add-ons) and Bib Validation ranges

• Decide: pre-assigned vs dynamic bibs (and whether edits/clears are allowed)

• Send QR code email to participants

• Test check-in flow end-to-end (including uncheck-in/reassign cases)

On-site

• Devices updated, charged, named; database downloaded

• Confirm network plan (venue Wi-Fi, cellular, Starlink); test sync

• Post station signage: line flow + QR “Have this ready”

• Spot-check: bib assignment obeys validation ranges; store/add-ons show correctly

Post-start

• Keep CheckIn enabled until late arrivals handled

• Switch some tablets to Results Kiosk config if needed

• Export any required check-in stats for the RD/team

Troubleshooting Quick Hits

• Can’t find the race? App not enabled, wrong date range, or wrong password.

• Auto-jump while typing? Slow/Off Exact Match Lookup (in Configuration or device).

• Store items/shirts not showing? Add those fields to the Preset.

• Volunteers can change bibs when they shouldn’t? Remove Allow Bib Edit/Clear from their Preset; keep a separate admin Preset.

• Android “can’t find app”? Search “CheckIn” (green R). If the Play Store hides it, the OS may be too old—email support with device/OS version.