Control who sees your event

On the event’s Event & Access page, set what anyone can open without a role, who gets a role, and which link or QR code you hand out. People with a role open what their role allows, whatever the public setting is.

Before you begin

• Your role on the event decides what you can change here. Changing Public under Access needs Editor or higher, and only the event’s Owner and Managers can change who has access. See Event roles on the Roles and permissions page.

Choose what the public can see

Public, at the top of Access, has a row for each of the event’s three views: Results (results and start lists), Splits (the split table) and Aftershow. Each row publishes its own view only: publishing Aftershow does not publish the results.

1. Open the event from Events → Organizing, then select Event & Access under Manage.

2. Under Access, in Public, select the button beside a view, which reads Hidden, then select Public now. It applies at once, and the button reads Public.

   

   Public now on Splits or Aftershow asks Publish Splits now? or Publish Aftershow now? first, because both can reveal the course to runners who have not started yet; Splits do not ask while the Aftershow is already public. Publish once the last runner has finished, or while the runners still to start are in quarantine. Not now leaves the view hidden.

Selecting Hidden in the same menu hides the view at once, without asking.

Schedule a release

Have a view open by itself at a set time, such as the end of the race. Each view has its own time:

1. Under Access, in Public, select the button beside the view.
2. Select Opens at event end, which the menu offers with the end time while the event’s end is ahead; set the end under Event info. For any other time, select Opens at a time…, pick the date and time, and select Schedule. The picker starts at the event’s start while that is ahead, else on today’s date with no time. If it says Pick a time in the future., pick a later time. OResults reads the time in the event’s Timezone, set under Event info on the same page.

The button then shows the time in orange, and the view opens at that time with nobody at a computer. To change the time, select the button again and pick another. To cancel the release, select Hidden. Public now publishes the view at once and drops its release.

Give people access

Add a club member

On an event that belongs to a club, give a member of that club a role on this event only:

1. Under Access, select Add member.

   

2. In the Add member dialog, pick the person under Member.

3. Under Grants, select Editor, or Viewer and tick the views they may open before the public: Results, Splits, Aftershow. A new Viewer starts with all three ticked, and at least one stays ticked.

4. Select Add. The person appears in the club’s list with that role.

To give someone a role on every event of the club, select Club roles in the club’s row under Organization in Access and set the role there, as described in Set up your club. Only the club’s members see Club roles. To change or take away a role on this event, select the role beside the person’s name, then pick another role or other views, or select Remove access. Each change applies at once.

Connect the event to a club

An event created without a club says No organization under Organization in Access; only its Owner can connect it. Connecting gives everyone with a club-wide role that role on this event, and you can add the club’s other members with Add member. The event then shows the club’s name as its organizer in place of the text under Organizer, with a shield if it is a ČSOS club.

1. Under Access, select Connect…. If the row says You can’t create events in any club yet., select Set up your club, or ask the club’s Manager to give you Editor in the club.
2. In the Connect to a club dialog, pick the club under Club. Only clubs where you can create events are listed.

Caution

Connecting cannot be undone. The event stays with that club, and it cannot be moved to another one. Check the club’s name before you confirm.

3. Select Connect.

Invite guests

Give anyone outside the club a role with an invite link. On an event without a club, this is the only way to give someone a role.

1. Under Guests, select Create invite link.
2. In the Create invite link dialog, under Link grants, select Editor, or Viewer with the views the link gives.
3. Under Expires, select when the link stops working.
4. Select Create link.
5. On the new link’s line, select Copy link and send the link to the people you invite.

The invitee opens the link and, if logged out, selects Log in or Create account. A role needs an OResults account. They then appear under Guests with the link’s role, or in the club’s list if they are a member of the club.

To stop a link letting anyone new in, select Revoke on its line. What revoking does to people who already joined, and every expiry option, are listed under Guests on the Roles and permissions page.

Give a third party access

• Timing software or the OResults Connector uploads with the event’s API key, shown under Automation. Anyone who has the key can upload start lists and results to the event, so give it only to whoever runs your timing software. The steps are in Connect your software with the API key on the Upload start lists and results page.
• A person gets an invite link with the role they need, as in Invite guests above: a speaker who needs results before they are public, or a helper who uploads files for you. Give a Viewer only the views the job needs. Event roles lists what each allows.

Share the event

1. Under Share, select Copy under the event link, and paste the link where runners will find it.

   

2. For a poster or the entry desk, select QR. Your browser’s print dialog opens with a sheet carrying the event link as a QR code.

The event link is the same whatever Public is set to. It grants no role. To let someone into an event that is not public, send them an invite link instead.

Troubleshooting

Give people access

Only the event’s owner can connect a club.: the event belongs to no club, and only its Owner can connect it. Ask the Owner to connect it to your club, or to send an invite link.

The person is missing from Add a club member…: the list holds only the club’s members who have no role on the event yet, and a follower of the club is not a member. Send them an invite link under Guests, or ask them to join the club as described in Join your club.

No Add member or Create invite link button: only the event’s Owner and Managers can change who has access. Ask one of them.

This invite link is no longer valid: the link expired or was revoked. Create a new invite link and send it.

This invite link doesn’t exist: the link the person opened doesn’t match any invite, usually because part of it got lost when it was copied. Copy the link again with Copy link and resend it.

Not public beside a view in the event’s menu, and the row doesn’t open, for someone you gave a role: their Viewer role does not include that view. Select their role on the Access card and tick the view.

Share the event

The organizer has not published this event yet.: every view under Public is Hidden, and the visitor is not logged in. Turn on the views they may see, send the visitor an invite link, or ask a visitor who has a role to log in.

Start list not yet published: the event is visible, but no start list or results have arrived. Upload them as described in Upload start lists and results.

Runners see the results but not the Aftershow, or the Aftershow but not the results: each view has its own row under Public, and only one is public. Select Public now beside the other, or schedule it as described in Schedule a release.