Waves User Guide - V2

SurfLifeSavingNZ1910

Lifesaving Sport Event Management System User Guide. Used by Surf Life Saving Officials and Sport Managers.

User GuideV2 1


Table of Contents

Introduction to Waves ............................................................................................... 3

Log-In..................................................................................................................... 3

Competitions ........................................................................................................... 3

Import and Sync Competitions ................................................................................... 4

Competition Settings ................................................................................................ 5

Points Allocation ....................................................................................................... 6

Marshalling .............................................................................................................. 8

Marshalling Via Scanning ......................................................................................... 10

Scratching an Event ................................................................................................ 10

Scratching an Athlete or Team ................................................................................. 11

Drawing Lanes ....................................................................................................... 12

Check Marshalling .................................................................................................. 13

Rounds ................................................................................................................. 14

Progressing Following Rounds .................................................................................. 17

Progressing from Heats or Rounds to Semi’s or Finals ................................................. 19

Recording Results ................................................................................................... 22

Recording Quarter or Semi Final Results .................................................................... 24

Recording Final Results ........................................................................................... 24

Deleting & Resetting Results .................................................................................... 26

Editing Wave Numbers ............................................................................................ 27

Adding Competitors ................................................................................................ 28

RFID Tag Search .................................................................................................... 29

Waves Reports ....................................................................................................... 29

User GuideV2 2


Introduction to Waves

Waves has been developed by Surf Life Saving New Zealand to manage Lifesaving Sport on the

beach or at a swimming pool. The system is designed to cater for all aspects of Surf Life Saving

Competition types, from pool events to beach events, surf boats, IRB's and more. Waves gives

the Officials and Volunteers the tools they need to run an effective event.

Log-In

To login, please visit the Waves website at http://www.wavesapp.nz/ and enter the Username

and Password supplied to you by your SLSNZ administrator, then click LOGIN. (Please note: that

your credentials are case sensitive). If you don’t know your username and password, please

contact mike.lord@surflifesaving.org.nz.

Competitions

Figure 1 – Login

Once logged in, a list of current competitions will be available that have been imported from the

EnterNow Entry System. Click on the competition you wish to complete results for by clicking on

the highlighted competition name. (Figure 2). To find older events then click on the Archived tab

next to Active.

If there are zero entries under the Entries column then the competition hasn’t been synced as

shown below then the Sync Entries button will need to be pushed first to bring the entries through

from EnterNow Online Entries system. If your event isn’t listed then you will need to import your

event by following the importing instructions below.

User GuideV2 3


Archived

Events

Click to sync

entries

Import

Carnival

Highlighted

competition

names

Entry numbers

and when

synced last

Figure 2 – Competitions

Import and Sync Competitions

If your competition is not listed in the home screen for waves then you will need to import the

competition first. Please click on the ‘Import Carnival’ button located on the top right of the page

as shown above (Figure 2). Find the competition you wish to import then click the import button

on the right. Once you have imported your competition then click ‘Sync Entries’ to bring the

entries through from EnterNow into Waves. (Figure 3)

Import

Figure 3 – Import Competitions

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Competition Settings

When you first select your competition you will need to set up the event under ‘Settings’ then

click ‘Carnival’ from the drop down menu. Then complete the Competition settings as detailed

below. (Figure 4)

Figure 4 – Carnival Settings

Carnival

Enter the Competition Venue

Select Beach or Pool

Select seeding Order and Lane

order

Select the point’s tables that will

be applied for the competition. A

lot of competitions hold both

Individual and Team Points.

(Individuals, Teams, Rounds)

For pool events you can select a

25m or 50m pool length

In this section you can select a

range of options under ‘Live

Results’ or ‘Results Settings’ to

add layers or items viewed by

officials or public.

The click ‘Save Changes’ before

exiting.

User GuideV2 5


Points Allocation

Before you start your competition you will need to allocate points tables to the competition. As

shown in Figure 4 there are three point’s boxes to allocation point’s tables against. (Individual,

Team and Rounds).

To design a points table you click on Settings then Points Tables and you will be taken to a screen

as per below Figure 5. In the final, when the first three results are entered, they are allocated

points depending if they are individual events or team event. Note this may differ depending on

the points tables you have allocated for your event.

Describe what your

points table is for. E.g.

Representative Event

Decide if your points are

only for finals or do they

apply to rounds also.

Decide how many points

they receive for each

place. This can also be

half points.

Figure 5 – Points Allocation

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Below are four examples of points table used regularly for competitions:

Figure 6 – Points Tables Examples

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Marshalling

Before you can enter results, competitors / teams have to be marshalled. Select the

Marshalling/Results tab up the top banner then select the event you wish to marshal. (Figure 7)

(Note the next images had a pink heading as it’s our training Waves site. The live site is blue

which you will use on the beach)

This tab is the

completed events

that have been

marshalled and have

results finished

Events that haven’t

been marshalled.

Select the event you

wish to marshal.

Figure 7 - Marshalling

You can search your event using the two filter tabs at the top of the page as shown below:

Figure 8 - Searching your Events

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Click on the green Marshal button.

Figure 9 – Marshal

When marshalling competitors / teams, the first step is to check them off to say they are on the

starter’s line. To do this, click on the tick box to the left of each competitor / team name to show

they are at the starting line and ready to compete.

Click into the box

before you start

scanning RFID tags.

Check or uncheck

everyone at once.

Marshal one by one.

You can reset the

marshalling of the

event which will wipe

what you had done.

Figure 10 - Registration

Click Complete once you

have finished marshalling.

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This check-in list can be completed by selecting one by one or if the check-in button at the top is

clicked, all competitors / teams will be checked in. By clicking this again, it will unselect the whole

list. Once checked-in, the total amount of competitors / teams will be shown in the bottom left

corner (4/39 Figure 10 above) then click the Completed green button at the bottom right of the

page.

Marshalling Via Scanning

When marshalling competitors / teams, the first step is to check them off to say they are on the

starter’s line. To do this, click into the Scan RFID box located top right and then start scanning

the RFID attached to athletes vests or wristbands. A box notifying you of the successful scan will

appear and the athletes name will be ticked off automatically. Once you have finished

marshalling click the Completed box located in the bottom right corner of the page. (Figure 10)

Scratching an Event

If an Event is no longer being held you can scratch the entire event by clicking the three dots on

the right beside the event and select Scratch. If you make a mistake and need to restore the

event back into Upcoming events tab, click on the Scratched events tab and click the three dots

to the right of the event and click Restore.

Figure 11 – Scratching/Unscratching

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Scratching an Athlete or Team

If an athlete or team is not racing you can scratch them from the event by clicking the three dots

on the right beside the athlete or team and select Scratch/Unscratch. If you make a mistake and

need to unscratch click the three dots again and select Scratch/Unscratch again. When a athlete

or team is scratched then the athlete or team will have lines through the names as shown below.

Scratch team

example.

Click on the three

dots and select

Scratch/Unscratch

Figure 12 – Scratching/Unscratching

User GuideV2 11


Drawing Lanes

Once marshalling has been completed you then need to ‘Draw the Lanes’. First enter the number

of lanes available (note there is a guide in the Surf Sport Competition Manual but numbers may

differ depending on conditions). In the below example we have 43 athletes with 16 lanes per

heat and have selected one (1) round. (Note: select one round for when doing heats, semi’s final

format or select the number of rounds you wish to hold if doing rounds. View rounds information

on page 15.

#1 - Decide lanes

and rounds based on

numbers marshalled.

This shows how your

selections will look

for your heats (H1,

H2..), quarters (Q1,

Q2..) or semi’s (S1,

S2…).

The number next to

the H1, H2.. or S1,

S2..are the number

of athletes that have

been allocated.

#2 – Decide on how

many qualify through

to next round of

quarters, semi’s or

finals.

Figure 13 – Drawing Lanes

User GuideV2 12


Check Marshalling

Once the initial marshalling has been completed there will be a tick next to Marshal and also you

will see the heats, semis or final as stated down the left hand side. To check marshal click on the

Check In box for the heat, semi’ or final you wish to check in.

Figure 14 – Check Marshalling

Once you have click into the Check In box you tick the box next to the name or click the scan

RFID box and scan athletes into the race and check their allocated lanes. Once everyone is

checked in then click the complete bottom on the bottom right to finish and move to the next race

Information about

the race you are

checking in.

Figure 15 – Check Marshalling

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Rounds

When running Rounds for a competition first you Marshal/Register all teams or athletes as you

normally would for heats to first check final numbers competing in the Event(s). Once Marshalled

you click Compete and the Draw Lanes green box will appear as shown below.

#1 - Decide lanes

and rounds based on

numbers marshalled.

This shows how your

selections will look

for your Rounds –

Round A, B C with 4

Heats per Round.

The number next to

the H1, H2...are the

number of

athletes/teams that

have been allocated.

#2 – Decide on how many

qualify through to next round

of quarters, semi’s or finals

or the Placings are by Points

only.

Figure 16 – Drawing Rounds

User GuideV2 14


Once you have selected your Rounds format as above click Publish and your rounds will be

produced similar to the below figure. The example below is for Rounds A, B, C with 4 Heats per

Round.

Step #1 – Marshal all

crews for the Round.

Step #2 – Check In

teams/athletes per

heat.

Step #3 – Complete

Results per round.

Figure 17 – Drawn Rounds Example

Now you are ready to Marshal Round A and then Check In each Round Heat 1, 2, 3, and 4. This

process is the same if you were doing heats, semis or finals. Below is a quick recap.

Step #1 - Marshall all

teams/athletes for

Round A.

Note the change from

Heat 1, 2, 3 and 4 is

stated under Wave

column.

Figure 18 – Marshalling Rounds

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You are still able to adjust manually the Wave and Lane allocation when required during

Marshalling.

Figure 19 – Adjusting Waves and Lanes

Step #2 – Check In teams

/ athletes per heat.

Step #3 – Complete

results per round heat.

Figure 20 – Check Marshalling and Results

User GuideV2 16


Progressing Following Rounds

Now that Rounds have been completed you can decide how to progress by clicking the Progress

button in green.

Figure 21 – Progress Rounds

From the Rounds A, B and C the points results of these races calculate who goes through to

Quarter, Semi’s, Finals or Places Awarded by Points as per below options. To Award Placings by

Points you need to select the maximum Total Qualifiers to account for all teams points

Figure 22 – Progress Rounds

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Once you have selected the Total Qualifiers and what they will Progress to then you can hit the

Preview button on the right to check placings, points and worst placings as per decider rules in

the Surf Sports Competition Manual. If all is correct then hit the Publish button in green to

confirm.

Figure 23 – Progress Rounds Preview

Refer to Progressing from Heats or Rounds to Semi’s or Finals below for the next steps.

User GuideV2 18


Progressing from Heats or Rounds to Semi’s or Finals

When recording results has finished from the Heats a green Progress button will show for you as

the Marshal to click as shown below.

Figure 24 – Progress from Heats or Rounds

You now select how many qualifiers you were taking through from each heat (which would have

been decided prior to drawing the heats) and progress to Quarters, Semi’s or a Final. Below we

are showing 10 qualifiers from three heats which makes 30 athletes progress to two semi-finals.

You can click preview to check the athletes and the placings they received from the heats before

pushing the green Publish button on the bottom right of your screen.

Figure 25 – Progress Preview

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The screen will look as below with Semi 1 and 2 showing and ready to be Marshalled, Checked In

and Results taken as per previous steps.

Figure 26 – Semi Finals

Follow the same steps moving from Semi’s to a Final, select progress, Qualifiers per Race, Check

total Qualifiers to make sure they are correct, check the Preview and hit Publish. Figure 27 –

Progress to Final

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Now you are ready to Marshal and Check In the Final.

Figure 28 – Final

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Recording Results

When marshalling has been completed for an event, the Marshal and Check In boxes will have a

tick next to them as shown below (Figure 29).

Click on the Results box on the right of the page for the heat / semi / final you wish to record the

results for. In the example below you will see the results have been completed for Heat 1 as it’s

showing a tick.

Figure 29 – Recording Results

When entering results, all competitors & teams have to be ticked off as returned to enter a result.

Each competitor / team has a drop down box that allows a result to be selected for it 1 st , 2 nd . 3 rd –

16 th , DNF, DQ, DNS etc. Alternatively you can tick the box next to be persons name and it will

allocate placings in the order you tick them. Finally you can click into the Scan RFID box on the

top right and scan athletes which will allocate placings in the order you scan them so it’s

important they are completed in order especially for Semi’s and Finals.

User GuideV2 22


Click the drop drop

down menu and select

the placing the athlete

finished.

Information on the

event and the result you

are recording

Click the box next to the

athlete and it will

allocate the placing in

the order you tick them

Click into the Scan RFID

box before you start

scanning athletes.

If there has been a

mistake made then you

can reset the result but

all current results will be

wiped.

Message saying these

results have not been

published yet.

Figure 30 – Recording Results

Once all of the results

for the race have been

taken and all athletes

accounted for then hit

Publish which will save

the result and push it to

the Live Results page

Once results have been entered for the heats then the results will have a tick next to them and a

green progress button will show for the Marshal to progress to the next semi’s or final. Figure 24

– Progress from Heats

User GuideV2 23


Recording Quarter or Semi Final Results

Recording results for quarter or semi-finals is the same process as the heats. Click on the Results

box on the right of the page for the quarter/semi-final you wish to record the results for. In the

example below you will see the results have been completed for the three heats and you are

waiting for the Marshalling and Check In to be completed before you can record the results for the

semi-final races.

Recording Final Results

Figure 31 – Semi Final Results

Recording results for a final is the same process as the heats, quarter or semi-final with the only

difference is there will be points allocated to the 1 st , 2 nd and 3 rd place winners for their club or it

could be a different type of points system as detailed on page …Points Allocation. Click on the

Results box on the right of the page for the final you wish to record the results for.

In the example below you will see the results have been completed for the two semi-finals and

you are waiting for the Marshalling and Check In to be completed before you can record the final

results for the races. Figure 33 – Final Results

User GuideV2 24


Click the drop drop

down menu and select

the placing the athlete

finished.

Information on the

event and the result you

are recording.

Click the box next to the athlete and it

will allocate the placing in the order

you tick them, or Click the Scan RFID

before you start scanning athletes in

order they finish.

Points will be automatically

awarded as you enter the results

from the race. Refer to Points

Allocation on page… for further

details.

Once all of the results

for the race have been

taken and all athletes

accounted for then hit

Publish which will save

the result and push it to

the Live Results page

Figure 34 – Final Results

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Once the final is completed and results have been published all Marshal, Check In and Results will

be ticked and the event is now completed and will look similar to the below image.

Figure 35 – Completed Event

Deleting & Resetting Results

If at any stage through entering results and even if you have progressed through to the finals,

you can click Reset at the bottom of the results or marshalling page to reset the whole results

back to Heats or Semi’s. Please note, this means you will have to complete all the results again.

Further development on this, will enable manual editing, to speed up the process.

Figure 36 – Resetting Results

User GuideV2 26


Editing Wave Numbers

After wave numbers have been randomly generated, you are still able to edit them manually if

you see that there are too many of one club in the same wave or another issue has arisen. Note

you can click on the club title to sort by club.

To edit the number allocated, click on the Wave or Lane allocation and select the Wave or lane

you wish to change the athlete or team into. Note you may need to check this is not already an

allocated lane or you need to change the athlete or team that previously was allocated the lane to

a different lane or wave.

Figure 37 – Editing Waves

User GuideV2 27


Adding Competitors

There is an inbuilt add competitor / team button located in the top right corner of the marshalling

screen. This is available if there is a discrepancy with the entries or if a late entry is allowed to

enter on the line. Note this must be confirmed by the Event Manager to make sure correct

process is followed.

To add a competitor, click the +Add Entry button and a new screen will open that will ask you for

a Team Name, select a Club and add Team Members Names. Once this information is entered,

click Save Changes. The new competitor will be added to the list and now requires a wave to be

associated to the name, then click publish.

Figure 38 – Adding Competitors

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RFID Tag Search

To search for an RFID tag to check it is loaded to the correct athlete or verify whose tag it belongs

too you can click Search RFID Tags under Settings. Click into the Search RFID Tags box and start

scanning. The information on the tag will show in the Log box below.

Waves Reports

Figure 39 – RFID Search

There are a number of Report options available under the Reports tab shown below.

Figure 40 – Reports

User GuideV2 29


Events Report – Shows a division or all divisions’ events, auto loaded lane numbers, entries and

how many heats this would make.

Entries Report – Allows you to search all entries by division, event and club.

User GuideV2 30


Lane Draw Report – If you wish to pre-draw lanes for a competition then this report allows you

to preview and download the lane draws for early circulation prior or during the competition.

Results Report – Allows you to search all results by division, event, club, rounds and athlete

name.

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Points Report – Allows you to search all points’ results by division, event and club.

Round Points Report – Allows you to search all Rounds Point’s results by division and event and

will show each rounds points, total and placing.

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Media Report – Allows you to create a results typed sheet with all the results from the event or

selected by division, event and club.

RFID Tags Report – Allows you to search RFID Tags by club and download or preview a report.

User GuideV2 33


Swim Timekeepers Sheets – For Pool Rescue Competition or Competition that are timed you

can print time keeper’s sheets for Officials to record on. This can be selected and printed by

event number(s).

Swim Judges Sheets – For Pool Rescue Competitions this report prints off judging sheets for

Officials you write their observations on. This can be selected and printed by event number(s).

User GuideV2 34


For any further information or questions about Waves, please contact:

Mike Lord

Sport Development Officer

Surf Life Saving New Zealand

e: mike.lord@surflifesaving.org.nz

m: 027 457 1025

User GuideV2 35

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