Participants/Accreditation

Accreditation is an essential part of the pre-competition management: check-in, picture uptake, accreditation badge delivery, etc can be done from these pages.

The menu is divided into 3 main blocks: the first block deals with the actual accreditation desk operations, the middle block is the setup of fees in case billings are needed, including entries that have a free entrance, the third block are the printout parts: badges including badge creation and specific accreditation desk printouts.

Accreditation

Main Options

1. Session selection: no selection selects all sessions
2. Accreditation option
3. Based on the option selected some filters can apply

All pages "work" in the same way: a list of entries is presented, clicking on the Bib number a popup opens to manage that specific entry option. If the entry code is printed as a bar code on an accreditation card, a bar code reader can be used to scan the badge and confirm the operation.

At the top of the page a series of filters can be applied to select by name, country, category, etc.

Most of the features takes into account a bill system, provided it has been set correctly (see later)

Take Accreditation Picture

Not to be confused with the main item having the same title (see later). This page lists the entries that need a picture or already has one. Due to the browsers security concerns, this page is not maintained anymore and will probably be removed in a future release. USB Webcams or IPcameras can be used: check the Setup (in the title bar) and follow instructions.

If a webcam (external or internal) will be used, the most important step is installing VLC (Videolan) on the computer that will have the camera attached.

• internal webcam in linux is called /dev/video0 so default external webcam will be /dev/video1. Of course if the computer the webcam is atteched to has no internal webcam you need to adjust the command adding "/dev/video0" at the end, like in:

   bash /...../VLC-Linux.sh /dev/video0

Payments

As for all other pages in this menu, the list shows the entries that are expected to pay.

Accreditation

This is the actual page to use to acknowledge entries that are actually there.

Equipment Inspection

This page helps judges during the equipment inspection procedure.

Take Accreditation Picture

File:Participants-Accreditation-Picture.png

Taking accreditation pictures

`Participants => Accreditation => Take Accreditation Picture` uses a webcam to take the ID photo printed on badges.

• Use the filters (session, country/club, division/class, name) to find the participant and click on them.
• Press `Start Camera`. The browser will ask for permission to use the camera: allow it.
• Press `Take Accreditation Picture`. The picture is saved straight away.
• If a picture already exists, it must be deleted with `Delete photo` before a new one can be taken.

Options:

• Show ONLY those without photo: limits the list to participants still needing a picture.
• Photo Only / Photo+Card: take the photo only, or take the photo and print the badge straight away.
• Show Ianseo Menu: hides or shows the ianseo menu bar so the screen can be used as a dedicated photo station.

Most browsers only allow camera access when the page is opened on localhost or over https. If the camera does not start on a networked desk computer, open the page on the ianseo computer itself, or set up https.

Photos can also be uploaded from files in the Advanced Participant List. Pictures are cropped to a 4:3 portrait format.

[NB: Figure 2.28: Taking Athletes Pictures and system errors (Missing Photo). !]

Fees setup

the payment page displays only two drop-down menus and a box, where the user can type the tournament fees for every division and class combination (see Figure 2.29). As for the previous screens, by pressing and holding CTRL, the user can select more items at the same time. Once the selection is complete, the user can upload the fees into the system by clicking on the ‘Save’ button.

[NB: Figure 2.29: Setting the tournament fees. !]

Athletes fees status

As it can be easily understood, through this option, the user can manage athletes that, for several reasons, won’t have to pay for participating in the tournament. Searching and selecting these athletes from the drop-down menu, in the Payment page, the user can choose if any archer will have to pay the tournament fees (‘Yes’), or not (‘No’; see Figure 2.30). If any archer won’t have to pay these fees, the user will be able to edit the archers details as any other one, during the Accreditation procedure, with the only difference that tournament revenues won’t be changed accordingly.

[NB: Figure 2.30: Setting Nonpaying Archers. !]

Accreditation colors management

File:Participants-Accreditation-Colors.png

Accreditation Colours and Access Areas

This page allows you to assign a colour and a set of privileges to groups of participants. These are printed on the badge, so that venue security or marshalls can see at a glance where the badge holder may go.

For each line:

• Filter on Division/Class: which participants the line applies to, using the same wildcards as elsewhere in ianseo (see Filters in Ianseo). For example `R%` for all Recurves, or `%` for everyone.
• Color: the colour of the badge's title area.
• Reverse Title color: prints the title text in white instead of black, for dark colours.
• Access Areas: tick the areas the badge holder may enter:
  • 0 All zones
  • 1 Competition field
  • 2 Practice field
  • 3 Operational and administration areas
  • 4 Press areas
  • 5 Television areas
  • 6 VIP areas
  • 7 an additional area defined by the organiser

Areas 0* and 1* are restricted versions: all zones but the competition field only in special circumstances, and the competition field only when wearing a bib.

• Accomodation, Meals, Transport (car, van, bus): extra entitlements printed on the badge if the event provides them.

Make sure the venue signage uses the same area numbers as the badges.

(see Figure 2.31).

Print Accreditation Badges

`Participants => Accreditation => Print Accreditation Badges` holds both the badge designer and the printing page. The same engine is used for the Athlete Numbers and the back numbers of the finals; only the badge type is different.

Creating a layout

• Enter a name in Badge Name and press `Create new badge`.
• Press `Edit Badge` to open the designer. Set the badge dimensions and, if needed, the print offsets for your printer or card stock.
• Add elements and set their position (X/Y), size, font, colour and alignment. Available elements include:
  • participant name in several formats (family name first or given name first, capitals or mixed case);
  • country/club code, name and flag;
  • division, class and category;
  • photo;
  • session, target and schedule;
  • event code and description;
  • colour area and access area symbols (from Accreditation colors management);
  • accommodation, meals and transport;
  • barcode and QR code of the participant;
  • competition name and details, fixed text, lines and images (including a background image).
• This Badge is specific for the following categories: restricts the layout to certain divisions/classes. This allows different layouts for, for example, athletes and officials, printed together with Print Using Auto-matching Badges.
• Press `Test Badge` to preview the layout with real data.

Layouts can be exported (`Export Badge Layout`) and imported into another competition, so a design only has to be made once.

Printing

Select the layout, the participants (by session, country/club, division, class) and the options:

• Standard Badge (1/4 of A4/Letter), Small Badge (1/6 of A4/Letter), or one/two/four badges per page.
• Include Photos in Badge?
• ONLY Badges not already printed?: prints only new badges, very useful for late entries and reprints.
• ONLY Badges of accredited participants?: prints badges only for people who have been through the desk.
• ONLY Badges with Photo?
• Sort By Target

The PDF opens in a new tab. Once the badges have come out of the printer correctly, press `Confirm Printed`: those badges will then be skipped by ONLY Badges not already printed. Only press it after a successful print, otherwise those badges will not be printed next time.

To change the text shown as the role on a single person's badge (for example "Head of Delegation" instead of the class name), fill in the Accreditation Caption field in the Participant List.

Printout

Participants => Accreditation => Printout` provides accreditation-related lists, each for all sessions or a selected one:

• Participant List by session, by country/club or in alphabetical order, with accreditation status.
• Bill: what each country/club owes, based on the fees and the participants entered. Useful to hand to team managers at the desk.
• Total Bill: summary of fees due and received.
• Participant List - Labels: sticky labels (for example for envelopes or kit bags).
• Id Card: simple ID cards without a custom layout.

Tips

• Do a full dry run at least a day before: create a participant, accredit them, take their photo and print their badge on the real printer and card stock. This also helps you check the layout and fit, especially if you are using a credit card sized badge, so that all the text and images fit well.
• Depending on the event level, ask for photos with the entries where possible. Taking pictures at the desk is the slowest step of the process, and doing as much in advance as you can is helpful.
• At the end of each accreditation day, print the list of participants not yet accredited and check it with the organisers, this is especially useful if you are waiting to draw the target list, and need to confirm who has shown up.
• Export the competition before and after the accreditation session, as for any other critical step.

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