Articles in this section

See more

Season Preparation Tips

Support Team
  • Updated
Follow

This Support Article covers the "SETUP, MEMBER SYNC" & "EVENT MANAGEMENT PREPARATION" part of the User Journey in the diagram below. 

 

SETUP AND MEMBER SYNC 

EVENT RECORDS (PRE SEASON ROLLOVER)

 

"Prior to initiating the season rollover process, please ensure that all pending Event Records in ResultsHQ have been reviewed and approved." 

Note: If Event Records have been managed consistently throughout the season, no further action should be required at this stage. 

 

 

 

Navigation 

  • To review potential records, go to each Meet → Results Entry → Potential Records
  • Or review all records at once via: Event Records → Add/Import/Export → Potential Records 

Recent Improvements 

  • Filter to “Only show best results” and bulk approve
  • Export records to spreadsheet for review

  • Approve records across the full season, not just meet-by-meet 

     

SEASON ROLLOVER

"An essential step to prepare ResultsHQ for the new season"

This MUST be completed before importing members for the upcoming season 

Timing: Season rollover generally takes place after the official end of the State season, once a final snapshot of athlete data has been taken for reporting. 

 

 

The Season Rollover process includes the following steps 

  • Go to Setup → Season Rollover.

  • Follow on-screen prompts.

    • Archives your current active Athletes 

    • Archives your existing Meets and Results 

    • Prompts you to review and update your current ResultsHQ user list - see below

    • Allows you to select and activate the upcoming season (e.g. 2025/26)

⚠ Must be completed before importing new members.

 

USER MANAGEMENT

Easily manage access by creating individual user logins and assigning roles based on responsibilities. This helps maintain security, limit data access, and ensure clarity across your Centre. 

Screenshot 2025-10-03 at 7.53.56 am.png

 

🔐 Why is User Management Important? Following the Data Minimisation Principle means only giving users access to the data they need - promoting privacy, reducing risk, and ensuring compliance.

  • Set up unique logins for administrators and committee members
  • Control who can access or edit specific features
  • Improve accountability and data security 

User Roles (Examples) 

ResultsHQ offers flexible user roles to match different responsibilities: 

  • SuperUser – Full access to all system features
  • Results – Can enter results only
  • Reports – Access to the report builder
  • Nominations – Manages athlete nominations
  • (Many more roles are available for mobile and competition tasks) 

Navigation: ● Go to Setup > Users 

Common Issue: Centre users share a login but don’t have access to the email address or authenticator app (on someone else’s phone), leading to account lockouts from failed login attempts. 

Solution: Set up individual logins with personal 2FA to avoid this.

 

MEMBER SYNC

"Please select your registration provider to view sync steps, FAQs, and other sync related details."

 

Reminder – Changing Athlete Details

All updates to athlete details (e.g. name, date of birth) must be made in the Registration Platform, as it is the source of truth. Any changes made directly in ResultsHQ will be overridden by the Registration Platform.

 

TINY TOTS & TRIALISTS

Note: For information on Tiny Tots and/or Trialists, please see Member Sync links above, and/or support articles below 

 

EVENT MANAGEMENT PREPARATION

Before Day 1, there are some important activities for each centre to complete. Taking the time to do these will:

  • Alleviate race-day pressure
  • Improve parent perception of how organised your event is
  • Help everyone enjoy the first event day!

 

PRIOR TO THE FIRST EVENT DAY

Software & Hardware Preparation (RaceHQ / Timing Gates) 

⬜ Learn or refresh your knowledge of the software and its new enhancements

See various support articles further below covering RaceHQ/Hardware Prep, Mobile App. ResultsHQ Beginners and Advanced etc

⬜ Confirm you have all the equipment needed by your Centre for Race Day

⬜ Check your laptop, gates, and other hardware for any issues

⬜ Contact Timing Solutions if anything needs fixing before the season starts

 

DAY BEFORE THE FIRST EVENT DAY

Helpful Tips to Help Ensure a Smooth Event Day 

Day Prior 

Ensure you have internet access and access to power.

  • Turn on the laptop, check for windows update and install
  • Open RaceHQ, check for updates and install the latest version if available (will also have an automatic prompt) 

Day Prior / Morning of Event

Ensure you have internet access and access to power.

  • Open RaceHQ, click on Settings, and press "Log In" - this ensures that RaceHQ is using the correct season and member data for the first event.
  • Then click automatically sync on startup - see pic below - this reduces the need for the manual process of pressing login
  • Please note: member sync (manual or auto) will only work if the laptop is connected to the internet. 

Useful Reminders / Hints for Race Day

  • Ensure laptop is fully charged and windows has been updated
  • Avoid leaving a laptop in the sun
  • Have spare batteries for Gates / Start Device / Speaker etc
  • Check you have required equipment for your centre (I.e. appropriate battery packs, power cords, mains
  • powers, fuel for the generator, ensure printer works etc).
  • Check USB cord connecting Timing Hub to Laptop to ensure undamaged from the prior season - ie a hard kink / damaged cord could lead to intermittent connection issues during race day
  • If you are using an antenna/extender cable, please also ensure undamaged for similar reasons as above
  • If using wireless speakers, go to RaceHQ setting, general, click on start device using wireless speaker if not using wireless speakers - please ensure it's NOT ticked! - This process only needs to be done once so if done in a prior step, there is no need for action

  • Web Startline Reminder: good to turn off Web Startline if it's not in use.

     

 

VARIOUS SUPPORT ARTICLES 

RACEHQ / TIMING HARDWARE

 

RaceHQ - Latest Timing Software Download and Setup videos 

To ensure you're using the most up-to-date versions - RaceHQ - Latest Timing Software Download and Setup videos – Timing Solutions Support Forum

 

‼️Due to Information Security Upgrades, previous versions of RaceHQ will no longer be supported from 31st of December 2025. Please ensure you’re on the latest version 3.24.10 before contacting Support.

Suggested Pre-Season Preparation Steps for Timing Software and Hardware 

High-Level "How To" Hardware Diagram 

 

NEW RESULTSHQ MOBILE APP

For streamlined, paperless event management

   

ResultsHQ Mobile App for Event Management 

More details are available in the support articles below: 

Competition HQ 

:bangbang: End of Support for CompetitionHQ

Due to ongoing information security upgrades and the limited functionality of the legacy tool, CompetitionHQ will no longer be supported as of 31st December 2025.

The ResultsHQ Mobile App will serve as its full replacement moving forward, offering enhanced functionality, improved security, and a better user experience.

 

GENERAL INFO ON RESULTSHQ 

General - ResultsHQ Guides – Timing Solutions Support Forum 

ResultsHQ – Beginner

ResultsHQ – Advanced

RECENT ENHANCEMENTS 

 

RECENT RESULTSHQ ENHANCEMENTS 

We’ve added several powerful tools to make managing results and records faster and easier for centres.

# Feature What It Does Where to Find It Support Topic
1 Age-Up / Age-Down from Results Entry Lets you add an athlete to any event directly from the results-entry screen  ResultsHQ Web → Results Entry → Edit Mode → “Add Athlete” button https://support.timingsolutions.com.au/hc/en-us/articles/50972116803225-Support-Topic-Ability-to-Age-Up-Athletes-in-Results-Entry-Screen 
2 “Make Best Result Record” Button Adds a button in the Potential Records screen that automatically sets the best result for each age/gender/event as the new current record. ResultsHQ Web → Records → Potential Records (within a meet) https://support.timingsolutions.com.au/hc/en-us/articles/48014575564057-Managing-Potential-Records 
3 Season-Wide Potential Records Page New section inside Records showing all potential records for the season (with meet dates). Includes the “Make Best Result Record” option, which applies in chronological order. ResultsHQ Web → Records → Potential Records (Full Season) https://support.timingsolutions.com.au/hc/en-us/articles/48014575564057-Managing-Potential-Records 
4 All-Time Season PB Option Lets centres choose to use an athlete’s all-time personal best as their initial PB for a new season, instead of just the previous season’s PB. Centre Portal → Setup → Points Setup → PB https://support.timingsolutions.com.au/hc/en-us/articles/50971429288473-Support-Topic-All-Time-Season-PB
5 Enhanced Event Results History Screen Families will be able to filter a child’s event results by event type (multi-select) and season. The screen will default to the current season, with an option to view past seasons and a new Season column in the table.

 		 Family Portal → Click on an Event https://support.timingsolutions.com.au/hc/en-us/articles/48238995904409-Support-Topic-Family-Area-Web-Portal

 

RECENT MOBILE APP ENHANCEMENTS 

The Timing Solutions Mobile App has been upgraded to make on-the-go results management smoother than ever:

  • Improved syncing and stability with RaceHQ and ResultsHQ web
  • Streamlined entry for field events, including an updated icon pad for High Jump
  • Faster access to athlete lists and event data
     

Available for both iOS and Android — perfect for volunteers who need a simple, portable way to manage results on race day.

Check the following link for more info: https://support.timingsolutions.com.au/hc/en-us/categories/200136674-ResultsHQ-Mobile-App

 

We hope you find this guide helpful as you prepare for the season. If you have questions, feedback, or need assistance, please don’t hesitate to contact us at support@timingsolutions.com.au

 

 

Related articles

Comments

0 comments

Article is closed for comments.

Powered by Zendesk