14.34. Schedule

This tab is in the Meet Setup tab.

14.34.1. Creating Races

Use the Schedule tab to create Race records for your Events. Select a set of Events by entering values for the Meet and optionally Event# fields, then press the Query Events button. The set of matching Events will appear in the Query Results tab at the bottom of the window.

To create Races for one Event, select that Event from the Query Results tab. The Create Races area (with the Search Event Races and Create Races button) will be filled in with some information about the selected Event. The entries/groups text box in that area will be filled with the number of entries or the number of groups for the selected Event. This is the number of Lanes that are needed for the first round of the Event. If you want to use a different number (such as if you expect to receive more Entries), enter a different number into that box. Press the Create Races button to create the Races. If there are already Races for the Event, a dialog will appear describing the existing Races and what needs to be done. If there are already results entered for the Event, you will not be allowed to recreate the Races; if you must do so, you first must manually delete the Lanes records.

Before creating Races for multiple Events (see below), you may want to scratch the Events for which there are no Entries. To do so, select the Meet (and optionally a set or range of Events) and select the Query Matching Events With No Entries menu item from the Schedule menu. The results of this query are displayed in the Query Results tab. You can then select the Scratch All Query Reults Events menu item from the Schedule menu. To see the changes, select the Query Matching Events With No Entries menu item again.

To create Races for multiple Events, enter the query values for the desired Events into the Meet and Event# boxes (or the other query boxes near them). You can preview the list of matching Events by pressing the Query Events button, which lists the matching Events in the Query Results tab. If this list is correct, select the Create Races for Matching Events command from the Schedule menu (which is only visible when the Schedule tab is selected). This will create Races for all of the matching Events. For each Event, it will use the number of entries or groups for that Event (the same number as is placed in the entries/groups text box when you select that Event from the Query Results list).

After you have created the Races for some or all Events, you can draw the Lane assignments for those Races. Using the same Event selection values as for the Create Races for Matching Events menu command, select the Draw First Round for Matching Events command from the Schedule menu. This will do the lane assignments for the first-round Races for all of the matching Events. For Events in which the first-round Lane assignments have already been done, there is no change. For Events in which some first-round Lanes have been assigned, but new Entries have been added since then, redrawing the first round will leave the existing Lane assignments alone, but will add Lane assignments for the new Entries.

Race creation and Lane assignment are not done for scratched Events.

14.34.2. Adding Special Items

You can include non-race items in the schedule. These are represented in the database as records in the Races table associated with special Events whose number is less than zero. After adding special items to your schedule, you may see these negative event numbers, along with your special item names, when you do queries which return a set of Events.

To create a special item, select the the Add Special to Schedule command from the Schedule menu. If there are not yet any special event types, this command will open the Add Event Type dialog (see below). If there are already some special event types, this command will open a dialog allowing you to select the kind of special entry you want to appear in the Schedule, as well as the start time and race number for that special item, either of which can be left blank. The dialog allows you to choose from any of the existing special event names that you have previously created, or to create new special event names (see below). After selecting one of the event types and optionally choosing a value for the start time and race number, push the Add Special button. This will create a special record of that type. Press the Search Races button to see the newly added item in the Races Sheet. You can then edit the Start Time of that special item the same as for a regular Race. You do not neet to set a race number on special items, but you may find it useful to do so if you are creating the special items before you have set times in the schedule. You can create multiple special schedule items of the same type.

To create a new type of special item, press the Add Event Type button in the dialog. In the next dialog, enter the special item name you want to use. Typical entries are "Break" or "Lunch". Press the OK button to create this new event type and return to the Add Special dialog.

If you have selected a Race in the Races editing sheet, and that Race has a Scheduled Start, then the Add Special dialog will include a default value for its Date and Time field. That default value will be the value of the selected Race plus the number of minutes specified in the "F6 auto-increment minutes" field (or plus one minute if that field is blank), as long as that value is still before the next item in the schedule. If not, then the default time will be half way between the time of the selected Race and the next item in the schedule. In addition, there will be a button next to Race Number field that will allow you to quickly fill in a value which is greater than the selected Race but less than the next higher assigned number.

14.34.3. Sheet

The Schedule tab allows you to edit the scheduling information for Races and produce a Schedule Report.

To edit a set of Races, select values for the Meet and the Area of the Races you want to schedule, then press the Search Races button. A list of matching races will appear in an editing sheet just below the Meet and Area choices.

You can directly edit the value of the fields in these columns:

  • Scheduled Start

  • Scheduled Duration

  • Actual Start

  • Race Number

  • Race Scratched

For more details on how to use the Sheet, see the section on Sheets.

To set the comment for a scratched Race, select the Race from the sheet, then select the Set Comment for Race command from the Schedule menu (this command is only available when a Race is selected). Fill in the dialog with your comment and press OK. The comment will appear after the Race name in the Schedule reports.

14.34.4. Using Auto-Increment

The F6 key can be used to simplify entering times and renumbering races. Start by entering race numbers for all of your races. If you have to squeeze a race in between two others, just use a decimal number between the two other numbers. For example, to move a race to be in between races 4 and 5, you could give it the number 4.1; to fit another between 4 and 4.1, you could number it 4.05.

After the races are numbered, click on the Race Number column header to sort the races, so that the lowest numbered races appear first. Click on the Scheduled Start field of the first race and enter the date and time for that race. At the top right of the form, enter the number of minutes between races in the text box labeled "F6 auto-increment minutes". Click on the Scheduled Start field of the second race, but don't double-click it (if you do, press Escape to get out of field-edit mode). Press the F6 key; this will add the auto-increment minutes to the value above the selected box, set this value into the selected box, and move down one row. You can quickly press F6 multiple times to increment and fill in the values for the races. If there is a break in the schedule or some other reason why the next race is not the same number of minutes later than the last one, simply enter in the value for that different race, then continue with the F6 procedure below that race.

You can easily renumber the races by using a similar technique. Sort the races by number by clicking on the Race Number column so that the lowest number race appears at the top of the column. Click in the Race Number field of the first row and enter the new race number for that Race. Click in the Race Number field of the second race, but don't double-click to edit it. Press the F6 key; this will set the race number of the selected race to one greater than the race number of the row above it, and move down one row. You can quickly press F6 multiple times to set each race to the next number after the race above it. Note that this procedure is just like setting the race times, except that you can't select the increment values for race numbers, they always increment by one.

14.34.5. Creating a Report

To create a Schedule Report, select the desired report format and press the Generate button to the right of the format choice.

The With Area and Without Area reports include one row for each race in an event, sorted by scheduled start time. In addition to the event and stage information which identifies a race, each row includes the scheduled start time, the actual start time, the scheduled duration, and the race number. The With Area report includes the area for that race. These formats are suitable for printing as worksheets, or for posting to the web.

The Two Column report prints the race number, event number and name, and scheduled start time for each event, in two columns down the page. The date is printed only when it changes between races. This format is suitable for printing and distributing.

The Web Per-Day report writes a set of web pages to the "schedule" subdirectory of the Web Reports Directory (see Meets ). It writes one page for each day in the start/end range of the selected meet, plus a schedule index page. Note that races with a date outside of the start/end date of the meet will not be included in any schedule with this report.

14.34.6. Table

The data displayed in this tab are kept in the Races table. For information about this table, see the documentation on the Races tab.