This quick start is for club administrators preparing Gymkhana Tools for normal club operation and event day. For full detail, see the Gymkhana Tools User Guide.

Role Purpose

Club administrators maintain the club setup, memberships, users, seasons, gymkhanas, event configuration, and post-event review. Administrators can also help with registration and scribe work, but routine setup should be finished before volunteers are busy at the arena.

Sign In and Confirm Club Identity

  1. Sign in to Gymkhana Tools.
  2. Confirm the club name beneath the logo is your club.
  3. Open the mobile navigation menu if the header menu is collapsed.
  4. If the club name is wrong, sign out and stop before changing data.

See Getting Started.

Use System -> Release Notes to review Administrator-facing changes from formal releases. Use System -> Build Information when you need the version, commit, and build timestamp currently running. See Release Notes and Build Information.

  1. Open Club Profile and confirm Club Name, contact details, Run Position Terminology, Points Configuration, Active, and Public Live Scoreboard settings.
  2. Create Rider Classes.
  3. Create Event Types.
  4. Create Seasons.
  5. Configure Membership Types, Membership Classifications, Membership Statuses, Payment Statuses, and Committees.
  6. Create Club Users for administrators, registration volunteers, and announcer/scribe users.
  7. Enter Members. Use the concise Members list for status checks and View for full read-only contact, membership, family, emergency, committee, and notes details.
  8. Use Riders and Horses for off-event rider maintenance.
  9. Create Gymkhanas and assign each one to the correct Season.
  10. Use Configure Gymkhana Events to select events, set Run Order, and create Event Groups if needed.
  11. Verify the public live link or QR page before sharing.

See Initial Club Setup.

Create Volunteer Accounts

  1. Open People, then Users.
  2. Select Add User.
  3. Enter Display Name and Email/Login.
  4. Select Role: Administrator, Registration, or Announcer/Scribe.
  5. Enter Initial Password and Confirm Password.
  6. Leave Active checked unless the account should be disabled.
  7. Select Save User.

Use at least 16 characters. Long passphrases and spaces are allowed; no uppercase, number, or symbol formula is required. Common or easily guessed complete passwords are rejected. See Password Requirements.

Email/Login is not editable after account creation. Use Reset Password when a volunteer needs a new password. Use Deactivate instead of deleting accounts. Gymkhana Tools does not send invitation emails or self-service reset links.

If an Administrator's Email/Login must be corrected or the club has lost normal Administrator access, an authorized Platform Administrator can manage ordinary Administrator accounts from Platform Administration Club Detail. That support workflow can add an Administrator, edit Administrator Display Name or Email/Login, reset a password, and activate or deactivate the account while preserving at least one active Administrator. It cannot manage Registration or Announcer/Scribe users and does not let the Platform Administrator impersonate a club user.

See Managing Club Users.

Before Event Day

  1. Confirm Rider Classes and Event Types are correct.
  2. Confirm the Season date range includes the gymkhana date.
  3. Confirm the Gymkhana has the correct Season, Event Date, Status, Location, Registration Opens, Registration Closes, and Event Director information.
  4. Open Configure Gymkhana Events and confirm selected events, Run Order, and Event Groups.
  5. Confirm Membership Configuration options are ready.
  6. Confirm Members needed for lookup are Active or Pending, and confirm season-points members are Active and linked where appropriate.
  7. Confirm registration and announcer/scribe accounts can sign in.
  8. Confirm Public Live URL or Generate QR Code works before printing or sharing.

See [Preparing a Gymkhana](../user-guide.md#preparing-a-gymkhana) and Public Live Scoreboard.

Event-Day Administrator Checklist

  1. Confirm the club name after sign-in on every shared device.
  2. Confirm registration volunteers are using Gymkhana Registration for the correct gymkhana.
  3. Confirm check-in is handled through Paid and Checked In on Add Competitor or Edit Competitor.
  4. Monitor duplicate competitor warnings and late scratches.
  5. Confirm scribe is on the correct gymkhana, Event, Class, and Run Type.
  6. Use Run Order Adjustment only when the event director approves a manual change.
  7. Do not regenerate the public live token during an event unless you intend to invalidate the old public URL and QR code.

After the Event

  1. Review Entries for Paid, Checked In, and scratch accuracy.
  2. Review Current Results in scribe for each event/class.
  3. Correct approved DQ, No Time, Scratch, or timing mistakes.
  4. Check Season Standings.
  5. Check Current Records.
  6. If your club uses status tracking, update the gymkhana Status to Closed or Completed.
  7. Note any documentation or workflow mismatch for correction in the application repository.

Once Status is no longer Open, Scribe and Public Live display the configured Draft, Closed, Completed, or Cancelled label instead of predicting a finish time. See Closing or Finishing a Gymkhana.

Essential Security Cautions

  • Do not share administrator accounts.
  • Do not post public live token values in support notes or screenshots.
  • Use separate logins for volunteers who work with multiple clubs.
  • Keep at least one active administrator in the club.
  • Deactivate accounts that should no longer sign in.