Running a race
Everything one race needs: creating it, taking entries, the start and the finish on race day, and publishing the results.
1
Create the race
Everything starts in the club panel at race-hub.org/en/organizer. Click New race.
- Enter the name, the start date and time, an optional signup deadline and the description competitors see on the race's public page.
- The race is saved Awaiting approval: you see it in the panel straight away, and it goes public once we approve it — usually the same day. An e-mail with its links is on its way to you too.
- A saved race opens on its Courses tab: add the courses (5 and 10 km, say) and, if they do not leave together, give each its own start — courses with the same start leave on the same gun. Then lay out the categories by course, sex and birth years on the Categories tab. A competitor picks a course when signing up, and the public results are read course by course and category by category.
- Pick the signup fields — what a competitor fills in besides their name — and, to collect an entry fee, turn on Scan and pay and enter the amount: after signing up, the competitor gets a barcode to pay in their banking app.
- On the Timekeepers tab, open an account for a volunteer who will time the finish: a name, a username and a password. They sign in at race-hub.org/timing, see only this race and never need the club's password. If you time the race yourselves, you can skip this tab.
Useful tips
- Before turning on Scan and pay, enter the IBAN, street and city in the Club profile — the barcode prints them as the payee.
2
Entries
The Competitors button next to the race opens the list of everyone entered:
- Anyone who entered through the public form is already on the list — there is no need to enter them again.
- Add a walk-up with New entry: the public signup form, plus a Start number and a Paid box. Save it with a number and Paid ticked and the competitor is started straight away, with no need for the Start button. Without a number, or unpaid, they wait on the list and you start them later like anyone else.
- Every competitor needs a start number — it is how the timekeeper recognises them at the finish. A number somebody already has is refused.
- On race day, when a competitor reaches the desk, click Start on their row — or type in their start number, which starts them too. That confirms the entry, and the Started column shows the time. Without Scan and pay the fee is paid at the desk, so the entry is marked paid as well; with Scan and pay the payment mark stays as it was until the money arrives.
- Signup changes records every change: who changed what, and when. An empty user means the competitor fixed the entry themselves, through the link in their e-mail.
Useful tips
- The filters above the table find a competitor by number, name or club. The Started filter shows who has not turned up yet.
- Someone who crosses the finish without being started keeps their time — they are ranked only once you confirm their entry (step 4).
3
The start and the finish
Timing happens in the Timekeeping app: the Timing button on a race opens it in a new tab, and on a phone it is right at race-hub.org/timing. You are signed in as the club, so no separate account is needed.
- If the club has one race today, the app opens straight into it. Otherwise today's races are on top, yesterday's and tomorrow's below, and opening a race nowhere near today asks for confirmation — so times are never recorded against the wrong race.
- When the field sets off, click Start the race. If the courses leave at different times (waves), each wave has a button of its own.
- Open Open timekeeping, type the start number of the competitor crossing the line and press Finish. Before saving, it asks whose number that is ("Confirm #101 Ana Smith at the finish?"), so a wrong number shows before you confirm.
- A volunteer with an account from the Timekeepers tab signs in at the same address with their own username and sees only your race. Several phones can record at the same finish at once.
Note
- Undo a wrong entry with Undo in the table below.
- Fix a start given by mistake with Undo start on the race screen and start it again when it is time.
- Nothing is lost without signal: entries are kept on the phone and sent as soon as the connection is back — the Sync column shows whether an entry has arrived.
- A number nobody holds — handed out on paper, or given after timekeeping was opened — is still recorded, with a warning. Once the desk gives that number to a competitor, Record finish appears on their row.
4
Results and closing the race
The Results tab shows everyone who started or crossed the finish, with a status of Finished, In race, DNF, DNS or DSQ. Click a status to change it.
- A time with * means the competitor crossed the finish with no entry recorded: either somebody forgot to start them, or they never came to the desk and did not pay. The time runs from the race start and is not ranked. Once the entry is sorted out, click Confirm entry.
- Once the last runner is in, click Close the race: everyone who started and did not finish becomes DNF, so the public results no longer show anybody In race.
- The public results fill in from the very first finish, by course and category — share the link with the competitors while the race is still on.
Note
- You can correct a time two ways: type the exact clock time of arrival in Finished at, or the total race time in Time.
Activating a race
A race created by a club is saved as inactive and is not shown publicly until we review it. That is deliberate, not a fault. You can see it in your own dashboard right away, marked as awaiting activation, and you can keep editing it while it waits.
Usually the same day. If you are in a hurry, write to us through the contact form and we will speed it up.
Yes, both before and after activation. Your edits stay; activation does not undo them. The one exception is the race language: it is set when the race is created and does not change afterwards, because it decides the language of the timing screens, which must not switch under the volunteers mid-event.
Entries and payment
Yes, yourselves: on the race's Basics tab pick the Signup fields — club, year of birth, gender, e-mail and the rest, with an asterisk marking a required field. If none of the sets on offer fits, write to us and we will add one.
Enter the club's IBAN, street and city in Profile — the barcode prints them as the payee. Then turn on Scan and pay on the race and enter the entry fee. The competitor then receives, with the signup confirmation, the exact amount, the payment reference and an HUB3 barcode to scan in their banking app. The amount is the fee plus any paid extras they chose. You mark entries as paid in the competitor list.
Send us the bank statement from your online banking (CSV or XLS) and we will import it: payments are matched to entries by the payment reference and marked paid only when the amount matches exactly. A single payment you can mark yourself — the Paid box on the competitor's entry (Edit on the Competitors tab).
Yes. With the entry confirmation they received an edit link, good for one edit; they can request a new one from the entry page, and it is sent to the same address the entry was made from. They cannot change the e-mail address or the race, and cannot change priced items once a payment has been recorded. Every change is listed under Entry changes, showing what changed and who changed it.
Timing
On the race's Timekeepers tab, click + and enter a name, a username and a password. The volunteer signs in at race-hub.org/timing and sees only the races you have added them to. The account stays with the club: at the next race, add it from An existing club timekeeper. Removing it from a race does not delete the account.
No. Timekeeping asks whether to record it anyway and, once you confirm, keeps the time against the number. When the desk gives that number to a competitor, Record finish appears on their row on the Competitors tab: check the time it offers and confirm. If the number was simply mistyped, do nothing — nobody gets that time until somebody is given the number and confirms it.
Results and ranking
They crossed the finish with no entry recorded: either somebody forgot to start them, or they never came to the desk and did not pay. Their time runs from the race start and is not ranked. Once the entry is sorted out, click Confirm entry on the Results tab — or start them on the Competitors tab. That puts them in the ranking.
When the last competitor is in or has certainly dropped out. Closing only sets DNF on whoever is still In race — it locks nothing. You can still change results and statuses as before.
Right at the finish: Undo in the Timekeeping table, then enter the right number. A result created only by that wrong entry disappears with it. Later: on the Results tab put the wrong competitor's status back and type the right one's time into Finished at.
Need help?
Get in touch and we will gladly help you set up your race.