SkyTrack Competitions - Organizer Manual

This guide explains how organizers and competition staff manage events on the website, from creation and publication to registrations, QR operations, tasks, results, and emails.

Organizer
Workspace path: Dashboard -> Public Competitions
Main manager tabs: Settings, Staff, Signup, Registrations, QR, News, Files, Results, Tasks, Selection, Emails.

1. Introduction

SkyTrack Competitions gives organizers a complete operational panel for competition management. You can configure signup requirements, evaluate pilots, control payment flow, publish public content, and run event-day tracking operations from one interface.

  • Create and publish competitions
  • Manage staff and capabilities per competition
  • Control registration status transitions
  • Verify documents and process payments
  • Operate QR check-ins and live task workflows
  • Publish news, files, results, and event emails

2. Access and Roles

Access is capability-based. Missing tabs usually indicate missing capability grants.

Role Typical scope
organizer_adminFull manager access
registration_managerRegistrations, documents, payments, emails
scorekeeperFiles, results, tasks, exports
safety_live_opsQR and live operations
If you cannot see a competition at all, confirm your account is staff on that competition or has management rights in the underlying organization.

3. Create and Publish a Competition

  1. Open Profile -> Public Competitions.
  2. Click Create Public Competition.
  3. Choose Organization and Competition (category).
  4. Set name, location, country, timezone, and max pilots.
  5. Set registration open/close date-time and event start/end dates.
  6. Choose selection mode and initial visibility/status.
  7. Create competition and open detail manager.
  8. Complete tabs, then use Toggle Public.
Date guard: registration close must be equal to or after registration open, and event end must be equal to or after event start.
Archive action sets visibility to archived and status to completed.

4. Manager Tabs

Edit competition metadata, registration windows, event dates, visibility, status, live tracking toggle, hero image, information text blocks, and operations contact fields.

Add/update staff by account email, assign role, apply role defaults, or override capabilities.

Configure custom fields, required documents, and enforce_docs_before (payment_requested or confirmed).

Review registrations, transition statuses, check and update Comp ID, verify documents, request payments, and export CSV/XLSX.

Manage scan categories (manager roles), monitor scan logs, export logs, and void incorrect scans with reason.

  • News: publish event updates
  • Files: link shared files and visibility by pilot status
  • Results: publish final and task result files
  • Tasks: assign task days and manage IGC/live exports
  • Selection: import ranking CSV, preview/apply selection
  • Emails: save templates and dispatch event emails

5. Registration Lifecycle and Guard Rules

Status set used in operations:

submitted
missing_information
waitlist
payment_requested
confirmed
rejected
cancelled
refunded
Comp ID rules: numeric, greater than zero, unique per competition. Pilot Comp ID editing is locked in waitlist and confirmed.
Promotion guards: moving to payment_requested or confirmed can fail if required profile fields are missing, required docs are not verified, or max pilot capacity has been reached.
Payment flow can auto-transition registration status: payment_requested -> confirmed on paid, and eligible statuses to refunded on refund.

6. Event Operations (QR and Tasks)

6.1 QR operations
  • Use enabled categories for check-in flow (register, briefing, takeoff, goal, retrieve, tracker).
  • Filter logs by category/status/phase/date and export for audit.
  • Void wrong scans and provide reason text.
6.2 Task and export operations
  • Assign one published task per competition day.
  • Refresh per-task IGC export status.
  • Download task IGC ZIP exports.
  • Send missing-track notifications.
  • Export daily live tracks when data exists.
Export modes:
mode=registrations&format=csv
mode=registrations&format=xlsx
mode=qr_scans
mode=live_tracks&task_day=YYYY-MM-DD
mode=task_igc_zip&task_id={task_id}

7. Content, Results, and Email Templates

  • Publish time-critical updates in News.
  • Attach shared files and restrict by status where needed.
  • Publish final/task results with downloadable files.
  • Maintain event templates for operational communication.
Common event keys
registration_submitted
registration_missing_information
registration_waitlisted
registration_payment_requested
registration_confirmed
registration_rejected
registration_cancelled
registration_refunded
organizer_registration_submitted
organizer_registration_withdrawn
track_missing_upload_required
manual_broadcast

8. Organizer Quick Checklist

  • Competition dates and timezone are correct
  • Signup schema and required documents are finalized
  • Staff capabilities are reviewed
  • Registrations, docs, and payments are operationally clear
  • Task day assignment is complete
  • QR categories are enabled for checkpoint flow
  • News/files/results are published as required
  • Email templates are validated before sends
Troubleshooting baseline: if an action fails, first verify CSRF validity, then role capability, then data-state guards (required fields/docs/capacity).