How to Schedule Heats

Organize athletes into heats and create your event day schedule.

Prerequisites

• Competition with registrations
• Events configured

Accessing the Schedule

1. Open your competition from ORGANIZE
2. Click Schedule in the sidebar under "Run Competition"

Creating Venues

Before creating heats, set up your venues (workout stations):

1. Click Add Venue in the Venues section
2. Enter venue details:
   • Name - e.g., "Main Floor", "Outside Rig"
   • Number of Lanes - Maximum athletes per heat
   • Transition Time - Minutes between heats for setup

3. Click Create

Your venue now appears with lane count and transition time:

Creating Heats

1. Select an Event from the dropdown
2. Select a Venue (optional but recommended)
3. Set the Cap time for the event
4. Click Add Heat

Configure the heat:

• Scheduled Time - When this heat starts
• Venue - Which venue/station
• Duration - Workout cap + transition time
• Division Filter - Limit to specific division (optional)
• Notes - Any additional info for judges

5. Click Create Heat

Assigning Athletes to Heats

To manually assign athletes:

1. Click an athlete in the Unassigned Athletes list (they become selected)
2. Click on an empty lane slot (L1, L2, L3, etc.) in a heat
3. The athlete is assigned to that lane

The heat card shows:

• Lane number and athlete name
• Division badge (RX, Scaled, etc.)
• Assigned/Unassigned count

Filtering Athletes

Use the division dropdown in the Unassigned Athletes section to filter by division.

Heat Configuration

Each heat displays:

Element	Description
Heat Number	Sequential heat order
Assigned Count	Athletes assigned vs. venue capacity
Scheduled Time	Start time
Venue	Assigned location
Lane Slots	Individual lane assignments

Publishing the Schedule

Control when athletes can see their heat assignments:

1. Use the Heat Assignments dropdown
2. Select Draft (hidden) or Published (visible)

When set to Draft, athletes cannot see heat assignments on the public schedule.

For judge-facing paper schedules, open Volunteers → Judge Schedule → View printable schedule. The master grid prints all heats and lanes; judge packets print one personalized run sheet per judge.

Schedule Overview

The Schedule Overview section shows a timeline view:

• Events grouped by date
• Heat count per event
• Unscheduled events listed separately

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See also: How to Run Event Day