This quick start is for announcer/scribe users during a gymkhana. For full detail, see the Gymkhana Tools User Guide.

Role Purpose

Announcer/scribe users select the correct gymkhana, follow the run queue, enter times and result statuses, correct finalized results, and verify live public results.

Do not re-submit just because a page refresh appears delayed. The open editor is protected from automatic polling while you are entering a result; wait for save feedback or reopen the row to check the current status.

Sign In and Confirm Club Identity

  1. Sign in to Gymkhana Tools.
  2. Confirm the club name beneath the logo.
  3. Open Announcer / Scribe.
  4. Use the collapsed header menu on a phone or tablet if needed.

See Getting Started.

Select the Correct Gymkhana

  1. On Announcer / Scribe, find the correct season and event day.
  2. Select Open.
  3. Confirm the gymkhana name, season, date, and location at the top of the page.

Select Event, Class, and Run Type

  1. Use Filters.
  2. Choose a standalone Event, an Event Group, or All Events. Each configured group appears once and loads all constituent event rows. The Runs list updates immediately.
  3. Choose Class or All Classes. It applies immediately and preserves Event.
  4. Run Type starts at All when no explicit selection is supplied, showing Primary and Extra Horse runs together. Choose Primary, Extra Horse, or All as needed; it applies immediately and preserves Event and Class, while queue cards remain global.
  5. Use Rider Search only when needed. It does not request while you type; select Go to apply it. Go also remains the manual/fallback Filters submission.

Deliberate Filters requests show Loading runs... while the existing Runs content remains visible; normal polling does not flash this status. Automatic filtering does not replace an active result editor. While an editor is open, Event, Class, and Run Type remain on their applied values and are unavailable; save or close the result editor to make them available immediately. Rider Search and Go remain manual. Partially entered result values remain intact until you save or close.

See Announcer/Scribe Workflow.

View Event Rules

Use Event Rules in the actions at the top of the Filters toolbar. A specific standalone Event opens directly. A selected Event Group asks you to choose one of its constituent events; with All Events, Choose Event offers every configured event. That selector does not change the main Scribe filters or run list. The stable toolbar actions are outside run-list polling. Event Rules is read-only and may be opened while entering a result without submitting, clearing, or closing the active editor. See Viewing Event Rules.

View Results in Context

Use Results in the Filters toolbar actions to inspect current placings without leaving the active Scribe position. This panel is the Scribe current-placings workflow. Specific main Event/Class filters initialize it; otherwise it prefers the current Up rider and then a scheduled Primary fallback. Its Event/Class selectors do not change the main filters, Rider Search does not narrow the panel, and queue advancement does not make it jump. Use Show Current to deliberately follow the current Up rider. Results use Primary-only class-placing rules regardless of the working Run Type display filter and exclude Additional Horse runs. See Viewing Results in Context.

Adjust Run Order

Administrator and Announcer/Scribe users see Adjust Run Order in the Filters toolbar actions. Open it without leaving Scribe. Specific main Event/Class filters initialize the panel; otherwise it prefers the current Up rider and then a valid scheduled fallback. Use the panel's independent Event, Class, and Run Type selectors. Choose This Event (the default), This and Remaining Events, or All Uncompleted Events in Class, then select Up or Down. The latter two never change completed Events. If targeted orders differ, review the named Events and select Cancel for no change or Confirm and Replace Orders to proceed; a stale review is rejected. A standalone Event moves one row; an Event Group moves the rider's whole applicable constituent block for that class and run type. A move preserves the main filters, any open result editor and partial values, Primary/Additional Horse identity, and exact Re-Ride Pending or Ready state. Re-Ride never selects scope automatically. This authority does not provide access to unrelated Registration functions. See Managing Run Order from Scribe.

Understand the Queue

The page shows the club's queue labels, such as Up, On Deck, In the Hole, and Thinking About It if those are the club's configured terms. Ordinary Pending runs feed the global queue cards in authoritative schedule order. Re-Ride Pending leaves those cards; Re-Ride Ready re-enters them at its current authoritative position while remaining in the filter-independent Re-Rides reminder. Neither status transition moves the run-order row. Shared forward progression prevents an old Ready position behind later finalized riders from pulling Up backward.

When a rider has Preferred Name, queue cards, run rows, result context, Re-Rides, the Results panel, and Fastest Times call/display Preferred Last. Blank Preferred Name continues to display First Last. Registration and rider administration retain the authoritative First Name separately.

An Event Group shows one queue card per rider/class/run-type block. Use the group heading and each row's event label to enter separate constituent results. Events may be completed in any order; ordinary Pending—including Reset/Restore Pending—keeps that grouped rider Up until all applicable rows are Completed, DQ, No Time, Scratch, or Re-Ride Pending. Re-Ride Pending is deferred rather than blocking the current pass, and Re-Ride Ready still requires execution. The card shows Not Started or compact progress/remaining-event context.

Mark and Resolve a Re-Ride

Use Re-Ride when an attempt happened and officials require another attempt. Open the Pending row, check the confirmation beginning Mark this run Re-Ride?, then select Re-Ride. Verify the row appears as Re-Ride Pending. After officials choose its placement, use Adjust Run Order or coordinate with Registration; moving the existing row does not change status. In the reminder, select Return to Queue and accept its confirmation. The row becomes Re-Ride Ready at its current run-order position and follows normal queue progression without automatic repositioning. After the repeat attempt, select Resolve Re-Ride; use Save Re-Ride Time, DQ, No Time, or Scratch for the outcome. Use Reset to Pending instead when the original result was entered before any attempt occurred. The Administrator Audit Log calls the initial transition Re-Ride Required; that is an audit action name, not the Scribe button label. See Marking and Resolving a Re-Ride for the complete workflow.

Additional Horse Runs are shown separately and do not count toward class results or points.

Enter a Valid Time

  1. In Runs, select Enter Result for the intended pending rider. The inline editor opens beneath that row, and only one editor stays open at a time.
  2. Confirm rider, horse, event, class, and Primary or Extra Horse.
  3. Type the Time.
  4. Select Save Time.
  5. Wait for Result saved feedback before moving to the next rider.

If Time is blank, the app asks for a time.

Enter DQ or No Time

  1. Select Enter Result for the intended pending row.
  2. Confirm the rider and event context.
  3. Select DQ or No Time.
  4. Wait for DQ saved or No Time saved feedback.

Enter Scratch

  1. Select Enter Result for the intended pending row.
  2. Check I understand this will scratch the rider from the event.
  3. Select Scratch.
  4. Wait for Scratch saved feedback.

Scratch requires confirmation for a new scratch submission.

Edit a Completed Result

Completed, DQ, and No Time rows show Update.

  1. Select Update.
  2. Review Correct Existing Result and Current result.
  3. Enter the corrected time, or select DQ, No Time, or Scratch.
  4. Check I understand this will overwrite the current result.
  5. Select Save Correction or the intended status button.

See Correcting Results and Registration Mistakes.

Reset a Mistaken Result to Pending

Use Update/Correct Result when the rider completed the run and the value/status is wrong. If a Completed, DQ, or No Time result was entered before that rider completed the run:

  1. Select Update.
  2. In Reset to Pending, read the explanation and check the confirmation.
  3. Select Reset to Pending.
  4. Wait for Result reset to Pending, then verify the Pending row and queue cards.

The current result is cleared, while Administrator Audit Log preserves the removed outcome. Reset does not automatically move the rider: the shared queue rule decides whether the run is Up or remains unresolved behind later progression. Reset is unavailable for Pending and visible Scratch; restore a Scratch first. See Resetting a Mistaken Result to Pending.

Restore or Handle Scratch Rows

Scratch rows show Restore.

  1. Select Restore.
  2. If the panel says Restore Scratched Run, confirm that the run should return to Pending.
  3. If the panel says Restore Previous Result, confirm that the existing stored Completed, DQ, or No Time result should be restored.
  4. Select Restore Run or Restore Previous Result.

A scratched row must be restored before a new time, DQ, No Time, or Scratch can be entered. After Restore, check the queue cards: an immediate restore may return the rider to Up, while a restore after later riders have finalized must not move the active queue backward.

Use Close

Close closes the Scribe Result Entry panel and discards unsaved typing only. It does not erase a saved result, change status, reset placings, or affect public live updates.

Stale or Changed Entries

If Gymkhana Tools says the result changed before your correction could be saved, do not keep pressing buttons. Reopen the row, check the current status, and coordinate with registration or the event director before saving a correction.

Live Scoreboard and Metrics

The top area shows Registered Riders, Runs as Completed / Expected, Estimated Finish, and Fastest Times - All Classes. Runs covers the entire gymkhana: Completed includes normal completed results, DQ, and No Time; both Re-Ride states remain Expected but not Completed; a pending Scratch removes work from Expected; Restore adds it back; and Reset to Pending removes the finalized outcome from Completed and returns it to unresolved Expected work. Primary and additional-horse runs are included. Display filters do not change these totals, Estimated Finish, or the Re-Rides reminder. See Understanding the Queue for details.

Estimated Finish is approximate guidance, not a promised end time. Runs Completed / Expected reflects authoritative current results, but pace uses only finalizations recorded on the selected gymkhana's current event date in the Club Time Zone. The estimate can therefore stay Calculating… even when Completed is nonzero, until six trustworthy same-day results establish enough live pace. Configured Start Time is not treated as the actual start: too few results remain Calculating… before or after it, while enough early activity may produce a finish before it. A next-day estimate says tomorrow. Long pauses do not permanently become normal pace, and other gymkhanas or filter choices do not influence the value. Past/non-Open gymkhanas show status instead of a future estimate.

The metrics refresh automatically without replacing an open result editor. The public live scoreboard shows the same progress values and should also refresh its run order and Current Results after saves.

If a spectator says the live page is stale, ask them to refresh and verify they are using the current public live link. Do not share admin screens or token values.

See Public Live Scoreboard.

When Registration Data Is Wrong

Do not fix registration data from the scribe page. Coordinate with registration for wrong rider, class, horse, entered events, checked-in state, paid state, or scratches. After registration saves the correction, refresh or recheck the scribe filters.

Event-Day Troubleshooting

  • Wrong rider appears Up: confirm Event, Class, Run Type, and active scratches.
  • Missing rider: ask registration to confirm the competitor is saved in the correct gymkhana and event.
  • Save seems slow: wait for feedback before pressing another result button.
  • Wrong status saved: use Update or Restore with event director approval.
  • Fastest Times looks wrong: verify the relevant result is Completed and has the correct time.
  • Public page stale: refresh the public page and confirm the current link.