Site Help for Ride Leaders

First - thank you for volunteering, people like you make this club great. Ride leaders get a lot of personal satisfaction helping other riders in the club. They also will be given free PCH Randonneurs membership for the next year.

Volunteering to lead a ride

Every year in late summer the RBA sends out an email to all potential ride leaders asking them to add their rides to a master schedule (Google document) for the upcoming year. We have to submit our ACP brevet schedule to RUSA by 9/30 of the prior year. Non-ACP brevets can be added to our schedule anytime. If you want to host a ride next year, please contact our RBA (currently Kerin Huber) via email or Google Groups.

New Ride Leader Tasks:

Once the RBA adds you to the system as a ride leader, you will be sent an invitation to log in.

Reset your password

On the home page, click on the orange Club button near the top of the page and select Club Administration. This takes you to the login page.
On the Login page, click the Change/Reset my password link
On the password reset page, enter your email address as your user name and click the [Request Reset] button
You will receive an email from ridestats that contains a link. We use two-part authentication for security
Click the link (it will expire in 24 hours)
In the page the link takes you to, enter your password twice. It must be at least 8 characters and contain a digit and an upper-case character.
You will use the same steps to reset a lost password

Completing your profile

Click on the orange Club button near the top of the home page, then click on Update/Renew membership
Enter your surname in the text box then select yourself from the drop down list
Click the [Request Update/Renewal] button
You will receive an email from ridestats at gmail dot com which contains a link
Click the link to go to the Update Membership page
Review and correct information as needed
Click [Update Details] when done.
You can also renew your membership from this page using the [PayPal] button

Permission to publish your contact information

Even though you are a ride leader, we will not publish your contact information without your permission. But it is very helpful if members of the club can see a link to your email and your phone number on the webpage for your ride so that they can contact you. To give permission, follow these optional steps...

From the home page, click the orange Club button near the top and click on Club Administration
Login if prompted
In the left menu, click the house icon and then click User Preferences
In the user preferences page, check next to email and telephone number. This allows them to be displayed in the ride calendar so your riders can contact you.
Note the email is obfuscated, which makes it very difficult for evil bots to scrape your email address off our web page and spam you.

After registration has closed

You need to print customized waivers after registration has closed. Don't wait until the last moment - printers have a knack for running out of ink at just the wrong time.

Printing waivers and rider lists

Use Chrome as your browser for best results printing the waivers.
Log onto the website using the Club button and Club Administration
In the left menu, click the calendar icon, then click View/Edit Master Schedule or My Events
Make sure the starting and ending dates span the event you want to print waivers for
Click Search and find your event in the results
Click the Sign in Sheet link under the event name
Click the Print Rider Waivers button
Click the Print All Waivers button
Do not reduce the font size on the waiver. They will be two pages- either use double sided printing or staple two pages together.
Return to the prior page and click the [Print Sign In] button. This shows a printable form that can be used for sign in, role call, secret controls, etc.

Emailing all the registered riders

You have the option to send an email all the registered riders. This is handy for sending them any last minutes updates, reminding them about parking information, encouraging them to be on time to the start, etc.

Log onto the website using the Club button and Club Administration
In the left menu, click the calendar icon, then click View/Edit Master Schedule
Make sure the starting and ending dates include your event date
Click Search and find your event in the results
Using the orange [Choose] drop down menu on the right, select Email Riders
Select all riders to be recipients, or you can select a specific few

Printing cue sheets

Most riders prefer to use GPS navigation rather than a paper cue sheet these days. You do not have to print cue sheets for the riders (but you can if you want to). There will be a link to a pdf cue sheet on the ride webpage so that riders can print their own if they want to use one.

At the start of the ride

Your most important task at the start of the ride is to get a valid signed waiver from each rider before the start of the ride. See instructions above for how to print waivers. These waivers will be customized for the event and for each rider. Do not allow multiple riders to sign the same waiver. Being at the start 30 minutes before the event begins should give you time to complete all paperwork. Bring a clipboard and spare pens.

A few minutes before the ride starts, gather the riders around and let them have any last minute updates such as road works, predicted weather, etc. A bullet list on your clipboard helps.

Do not allow anyone to start before you officially start the ride. This is grounds for a DQ.

If you have registered riders who have not shown up by the time the ride starts you can wait up to one hour for them. After that they are DNS. If you are not going to be able to wait for late riders, you should mention this in the ride description.

When the event is over

Collecting Electronic Proof of Passage: Riders must submit proof that they completed the route.. Most riders will send you a URLto a ride track on either RWGPS or Strava. Some riders may email you selfies that they took at all the controls. It is your job to check these materials over and make sure the riders ompleted the entire course and went to all the controls. When you have all the results collected and verified, follow these steps:

Logon to pch.ridestats.bike using the Club button and Club Administration
In the left menu click the calendar icon and select My Schedule
Find your ride, click [Choose] and select Report. This option is only available once the ride has started.
Set Final Outcome to Ride Completed. Enter any comments if you want to.
Click [Next]
Enter the rider"s Status from the dropdown menu. Enter the rider's finish time. The website will calculate ride time. If the ride leader does not appear in this list, and they completed the ride, you can add them on this page.
Click [Next]
Double check your results!
Click [Submit]
The results have been saved to ridestats. Your RBA will handle the RUSA submission and paying any insurance fees.
You can either just hang onto the signed waivers (for a year), or get them back to the RBA (either by mail or in person at a ride in the future).

Financials

After the ride is completed, either the RBA or the Treasurer will ask you for a list of your expenses and your receipts. To submit your receipts: please scan them and submit them in pdf format to Kerin. You will be reimbursed for your expenses either with PayPal, Venmo, or a check- whichever you prefer.