Managing Potential Records

Introduction

Managing potential records has historically required a lot of manual effort—especially when multiple athletes break records in a single meet. This is particularly time-consuming for schools or large centres with high participant numbers. To streamline this process, we’ve introduced several improvements to the Potential Records workflow.

This guide explains recent improvements to the Potential Records workflow, designed to save time and reduce manual processing.

What This Document Covers

• New automation: "Make Best Result Record" button
• Improvements to the Potential Records screen
• New Season-Wide Potential Records view
• Step-by-step guidance for individual and bulk record creation
• Exporting Potential records
• Frequently Asked Questions

New Button: “Make Best Result Record”

✅ What It Does

Automatically identifies the best result for each Age/Gender/Event and promotes it to the new Current Record (CR).

📍Where It Appears

• On individual Meet-level Potential Records screens
• On the new Season-Wide Potential Records page

⚙️ How It Works

• Evaluates all potential record-breaking results for a meet
• Promotes only the best result in each Age/Gender/Event group
• Retains all other record-breaking results for transparency

Improvements to the Potential Records Screen

Steps and Guidance: Meet-Level Potential Records

🔑 Step 1: Log In and Access a Meet

• Log in to the Centre Admin Portal
• Scroll down the homepage and click on the Meet you want to review

🏅 Step 2: Open Potential Records

• Click the “Potential Records” button in the meet view
• A full list of potential record-breaking performances will be displayed

✅ Option 1: Individually Make a Record a CR

1. Locate the specific record
2. Click the “Make CR” button
3. A confirmation message will appear
4. Click “OK” to confirm
5. That result is now marked as the Current Record

📌 Click the “Info” button to view:

• Approver name
• Approval date

🚀 Option 2: Make CRs for All Best Results

1. Click the checkbox “Only Show Best Results”
2. The list will filter to show only the best result per Age/Gender/Event
3. Click “Make Best Results CRs”
4. A pop-up will appear with a list of results to be made CRs
5. Click “Create Record” to confirm

✅ All best results will now be marked as Result in a record

📤 Export to Excel

Click the "Export to Excel" button to download all potential records for the meet. Useful for offline analysis and reporting.

Steps and Guidance: Season-Wide Potential Records

This option allows you to manage all potential records for the entire season in one place, with the ability to promote records in chronological order.

🔑 Step 1: Log In and Navigate to Season-Wide Records

1. Log in to the Centre Admin Portal
2. Click the “More” button in the top navigation bar
3. Under the Meet Management section, click “Event Records”
4. Use the dropdown menu and select “Potential Records”

📅 Step 2: View Season-Wide Potential Records

• The system will display all potential record-breaking results across the entire season
• A new “Meet Date” column is included for chronological context

✅ Option 1: Individually Make a Record a CR

1. Find the desired result
2. Click the “Make CR” button
3. Review the confirmation message
4. Click “OK” to confirm
5. That record will be marked as the Result in a record

📌 Click the “Info” button to view the approver and approval date

🚀 Option 2: Bulk Make CRs for Best Results

1. Click the “Only Show Best Results” checkbox
   • This filters the list to show only the top result per Age/Gender/Event
2. Click the “Make Best Results CRs” button
3. A popup will display all qualifying results in chronological order (by meet date)
4. Click “Create Record” to confirm and promote them

✅ The best results will now be marked as Current Records, processed in meet date order to preserve correct record history

📤 Export to Excel

You can export the full season's potential records at any time by clicking “Export to Excel”

Frequently Asked Questions (FAQ)

Q: What happens if multiple records are broken in one event?
A: Only the best result is made the result in a record.

Q: Can I still make records manually?
A: Yes, the original “Make CR” button remains available for individual use.

Q: How does the Season-Wide CR process work?
A: Records are processed in chronological order by meet date, so earlier performances are given preference when multiple potential records exist.