3. Volunteer Management

The Volunteer functionality serves to act as a limited access role that can be enabled only for particular meets and for short periods of time. They primarily contribute by helping with StartLine functionality or Results Entry functionality. Anyone can access the volunteer function including the 5 administrative roles but to be able to perform actions using the volunteer function you need to scan volunteer tokens which are set up by Centre super users or ResultsHQ StartLine Users depending on the type of tokens.

There are two types of tokens:

1. StartLine volunteer tokens - Can be set up by Centre super users or ResultsHQ StartLine Users
2. Results Entry volunteer tokens - Can only be set up by Centre super users

More details about token creation will be covered further below in their respective area.

Any role that does not not belong to the 5 administrative roles can still login to the ResultsHQ mobile app and they will be able to access the volunteer function, including family users.

3.1 Creating a volunteer profile

• The user needs to be on the login page.
• First, they need to enter their email address and click the next button.

• If the user has previously signed up as a volunteer, an OTP (One-time Password) will be sent to their email for them to log in. If the user has an existing ResultsHQ account such as a family account, they can enter their password and continue to the volunteer home page.
• If the user has not yet signed up or does not have an existing ResultsHQ account tied to their entered email, they will be prompted to enter their first name, last name and phone number.
• Once completed an OTP will be sent to their email after which their volunteer profile is created and they are taken to the volunteer home page.
• If a volunteer logs out they have to enter their email address again and validate it by entering the new OTP they receive to their email.

• In order to access StartLine / Results Entry, the volunteer has to scan the volunteer token QR code shared by the admin. Some tokens require approval before being approved, once approval has been received the token will show under active tokens.
• Scanning can be done by clicking on the “Scan QR Code” button on the top right and then scanning the QR code.
• Do note permission will need to be given to access the device camera to be able to scan.

The volunteer will gain access based on the Volunteer token assigned. There are two areas the volunteer can be given access to:

1. Startline
   • Volunteers will be allowed to create races and add athletes to races.
   • see User Guide | 2. Start Line for more information.
2. Results entry
   • Volunteers will be allowed to add results to the events.
   • See User Guide | 1. Using Results Entry for more information.

Scanning Multiple Tokens

A volunteer can scan multiple tokens, these can be any combination of tokens in the same meet and can even have scanned both StartLine and Results Entry tokens at the same time.

All scanned tokens will show up in the Active Tokens section with an indicator of the type of token and the token details.

Clicking on a token will take you directly to the functionality and meet which the token has access to.

If you have scanned multiple Results Entry tokens from the same meet then clicking on any one of the tokens will take you to the results entry functionality allowing you to access the combined restrictions of the multiple tokens. Eg: If you scan a token allowing 12/M/Javelin and a token with 13/F/Discus, now you will be able to access both 12/M/Javelin and 13/F/Discus events by clicking on either token.

Token Expiry

Token access is not indefinite and has limitations.

• StartLine token expire at 12 midnight irrespective of when the token was created and when you scanned the token.
• Results Entry tokens expire within 24 hours of scanning the token.

Do note the admin can at any time disable a token thus making it invalid for all volunteers who have scanned the token, or individually suspend token access for specific volunteers under a token.

Uploading Results after time restriction.

Once the volunteer’s access time expires their results will still upload in the background when they open the app, there will be an indicator of results uploading.

• Orange dot signifies that results are still uploading.
• Green dot signifies that results have been uploaded.

3.2.1 Creating a Results Entry volunteer token

• Results entry tokens are always specific to the meet.
• From the Results Entry screen, click onto a particular meet and then click the “View Volunteers” button.
• Then click on the “Create Token” button which will take you to the create volunteer token screen.

You can now create the token by selecting a number of configurations:

• Select Gender/ Genders:
  • Click "All" for all genders or choose either ("M" for Male or “F” for Female) to filter participants by their gender.
• Select Age Groups the volunteer will have access to
  
  • Click "All" to select all age groups, or choose specific ages.
• Select Events:
  • Choose the events for which you want to create a volunteer token.
  • Click on specific events like "100m" or "Long Jump," or use "Filter Events" to refine and add more to the selection.
• Configure Advanced Options:
  
  • Click the arrow to expand "Advanced Options."
  • Select Heat: Pick one of "All," "Heat," "Semi," or "Final" to confirm the heat type.
  • Select Division: Click the desired division.
  • Require Approval: Toggle this switch if you require approval from Admin for the volunteer token.
• Click the "Create token" button to confirm the selections that will be available to the volunteer and to generate the volunteer token.
• Once the token has been generated, it will then appear under Active Tokens. This will also create a unique QR code which can be shared to the volunteer to scan. You can share via common messaging platforms or print the token and get volunteers to scan it on meet day.

3.2.2 Copying a Results Entry volunteer token

• If you consistently use the same set of volunteers you can choose to copy a previous token by clicking on the “Create Token” button and then clicking on the “Copy” tab which will open up the Copy token function.
• Here you can select a prior Meet and a prior token from that Meet which will populate the token’s parameters below.
• You can also scroll down and click on the volunteers arrow and it will show a list of volunteers who had previously scanned the token. They will be enabled by default and you can choose to disable specific volunteers if required.
• Creating a token by copying means you do not need to send the token to any existing volunteer who you enabled via this function. Do note any new volunteers will still need to scan the token to have access to it.

3.2.3 Viewing Results Entry Volunteer tokens

• The view volunteers page has a list of volunteer tokens that have been created and you will be able to see the list of volunteers under each profile and their remaining access time.
• By clicking on the QR code icon will show a pop up with the associated QR code
• You can also enable/disable the token using the toggle.
• Any disabled tokens will show up in the expired tokens section and they can be enabled again if required.
• When you disable a token, all volunteers will immediately lose access to the token but any pending results will still be uploaded in the background as they come online.
• We recommend disabling all tokens for a meet as soon as the meet is over and you’re confident that results have been uploaded.

3.2.4 Approve/Reject & Extend/Suspend/Restore Volunteer

• You can approve or reject a volunteer who has scanned a Results Entry token that requires approval by clicking on the approve/reject button.
• When a volunteer has scanned a token that requires approval the centre super user will receive a push notification (if logged in) indicating that approval is required.
• Once approved the volunteer will have access till for 24 hours.
• Once approved you can also extend the volunteer’s access which will reset their remaining access time to 24 hours.
• Clicking on the suspend button upon popup confirmation, will suspend the volunteers access immediately.
• Suspended volunteers can be restored by clicking on the restore button which will provide them 24 hours of access again.

3.2.5 View Volunteer’s uploaded results

• You can view any results entered and uploaded by volunteers clicking on the volunteer name under the token.
• This will take you to the volunteer token page and show the list of volunteers under that token.
• Now click on any of the volunteers and it will expand to show the events uploaded by the volunteer.
• Clicking on each event will expand to show all the results uploaded by the volunteer for that event.
• This includes the athlete’s ID, Name, Age/Gender, Place and Result.

3.3.1 Creating a StartLine volunteer token

• You can only have one StartLine token at a time.
• From the StartLine screen, click on the “View Volunteers” button.
• Then click on the “Create Token” button which will take you to the create volunteer token screen.
• The only configurable option is whether the token requires approval or not, so enable/disable that and click on Create Token to complete token creation.

3.3.2 Deleting a Start Line volunteer token

• You can delete a StartLine volunteer if required by clicking on the Delete token button in the View Volunteers screen and confirming the popup.

3.3.3 Approve/Reject & Suspend/Restore Volunteer

• You can approve or reject a volunteer who has scanned a StartLine token that requires approval by clicking on the approve/reject button.
• When a volunteer has scanned a token that requires approval the centre super user will receive a push notification (if logged in) indicating that approval is required.
• Once approved the volunteer will have access till 12 midnight of that day.
• Clicking on the suspend button upon popup confirmation, will suspend the volunteers access immediately.
• Suspended volunteers can be restored by clicking on the restore button which will provide them 24 hours of access again.