Track Night - Admin Instructions

Check-in Process Walk Through

Setting up Check-In
  1. Gather all of the required materials:
    • SCCA Waivers on Clipboard
    • SCCA Minor Waivers on Clipboard
    • Radio - to contact Event Lead for questions
    • Wrist Bands -
      • Orange - Advanced Group
      • Blue - Intermediate Group
      • Green - Novice Group
      • White - Spectator/Guest & Track Touring Laps
      • Purple - Staff/Media/Other
    • Box of pens (Make sure you have plenty as they tend to walk off)
    • A tablet or computer with internet access - May need multiple if the event has a large number of participants. A smartphone can work in a pinch, but the tiny screen can make it challenging.
    • Entrant Packets - check to make sure the schedule is correct as different events may have different schedules.
    • Helmet Stickers
    • Tech Stickers - Count out the number you will need and write in the date
    • Extra maps/schedules - for non-participants who walk up asking for one
    • Swag - Often there will be t-shirts, magazines, stickers, flyers, keychains, etc. to give out. It varies from month to month.
  2. Set up a long table with the SCCA waiver and check-in tablet or laptop at one end. This is where the admin will be based.
  3. Pull up  the event management website (https://my.scca.com) on the tablet or laptop and make sure it is logged in and ready to go. 
    • The Event Lead or approved Admin should log in with their account info and go to this page.
      • The event list is in order by start date; your event should be at/near the top.
  4. Click “Go to Check-In” button
    • List is sorted alpha by first name but is searchable by first name, last name or SCCA Member #. 
  5. Click the dropdown beside the Search box to display “All”
  6. Place the participant packets, minor waivers and wristbands near the Admin, either on the table beside the laptop or in a box underneath the table that is within easy reach.
  7. Set up an area for the helmet and tech stickers. This may be directly beside the check-in laptop or nearby.
  8. Once participants check in, they will need to present their helmets and completed tech forms to receive the stickers they will require before going out on track. Many participants will arrive with their helmet in hand and a completed tech form, so it makes sense to have this done close to check-in.
  9. For small events, the admin can be in charge of both check-in and stickers, but for larger events, this can significantly slow down the check-in process. It is highly recommended that the coaches, other staff members or volunteers are involved here  to make check-in flow more quickly and easily. With enough people, there can be a different person in charge of the laptop, packets, helmet stickers and tech stickers to keep things flowing.
  10. Before a driver is allowed on track, they must have the proper color wristband, a current helmet sticker and a current tech sticker.
  11. Set up any swag that is available for participants. Flyers, stickers and magazines are given freely, so encourage everyone to take them.
  12. Occasionally, our featured partner of the month will send shirts that should go to each participant. It can be helpful to pull these out of the box and arrange them by size on a table near check-in.
Participant Check-In Step by Step
  1. Ask for their name and Driver's License
    • Mark them as "Attended" on the Check-In page.
    • Verify the name on the license with the name on the registration.
    • Verify that the license is not expired.
    • Report any discrepancies to the Event Lead.
    • Check DOB to make sure they don't require a minor waiver.  If they are a minor according to our records, “MINOR” will display by their name.
    • If the Member ID is highlighted, click their name to expand your view.  If  expiration date in the past, ask the individual to login to their account at https://my.scca.com to RENEW or they can call SCCA Member Services to quickly renew by phone 800-770-2055 ext 215.  Note that their credit card is saved on their account from their registration; it will be very simple to renew.
    • If the Annual Waiver column says “No”, the individual must sign the Event Waiver.
  2. Click participant name to expand your view if you haven’t already.  Confirm with the participant their run group and give them their wristband. If edits need to be made, click “Edit Session” button to change Class assignment.  For additional edits, go to “Entries” and click “edit session” next to their name. 
    • Orange - Advanced Group
    • Blue - Intermediate Group
    • Green - Novice Group
    • White - Spectator/Guest/Track Tour Laps
    • Purple - Staff/Media/Other
  3. It can take a minute for people to put on their own wristbands while holding helmets and things, so it can be easier if you just offer to put it on for them as it should be put on at that time.
  4. Make sure the wristband goes on their left wrist so that we can see it through the driver's side window.
  5. Give the participant their packet and explain the important things inside.
    • The first page is the Event Schedule.
    • There is a blank Tech Sheet that they should fill out (if they haven't brought one in already) and bring back to the tech area.
    • There is a Driver's Meeting that everyone should look over before the event starts.
  6. Direct them next to bring their helmets and completed tech sheets to the person(s) in charge of giving out the stickers.
  7. Let them know you'll be here all evening if they have any questions, and move on to the next participant.
  8. From there the participant will bring their helmet (if they don't already have a sticker with the current year) and their completed tech form to the person in charge of handing them out. *Note that some tracks have specific requirements, particularly NJMP, AMP and VIR. Those restrictions can be found on their event pages.
    • For tracks without unique requirements, to receive a TNIA helmet sticker, the helmet must be 2015 or newer: Snell M/SA, SFI, FIA, or meet the TNIA requirements listed here
    • The helmet sticker should be placed on the lower left cheek area so that it is clearly visible through the driver's side window when the participant is driving.
    • To receive a tech sticker, the participant must turn in his/her completed and signed tech sheet. Make sure that all boxes are checked and that they have signed the form.
    • The tech sticker should be placed by the participant on the top of the external, driver's side windshield so that it can be easily seen on grid from the driver's side of the car.
How to Manage the Wait List
  1. Each event has three run groups, and, since those run groups have car limits, it is possible for each run group to have its own waitlist.
  2. When participants arrive who are on the waitlist, take note of their name, which group they would like to run in, and the order in which they arrived.
  3. There are often 1-2 no shows per group at an event, so it's often possible to fit someone in off the waitlist and fill an otherwise empty spot. Make sure to keep the Event Lead up to speed on the status of Wait List participants.
  4. For Advanced and Intermediate drivers, if there is a chance to fit them in due to no-show drivers, have them attend the Advanced & Intermediate Drivers Meeting and afterward check in with the Admin. If there are still openings, the Lead may decide to allow in a certain number of Wait Listed drivers or may give the Admin the power to make that call. To add them to the event, follow the instructions below. 
  5. For Novice Drivers, if there is a chance to fit them in due to no-shows, have them attend the first Novice Meeting, drive in the Novice Paced Laps, and go to the first Novice Briefing. If they are going to be able to get in, it's important that they attend the briefings as they are still new to the track. They will need to have signed the waiver and been given a white wristband before they can drive in the Paced Laps. Make sure your grid person is aware you'll have some white bands in the first session so they don't turn them away. Afterward, have them come check in at the Admin desk. To add them to the event, follow the instructions below.
How to Approve Someone on the Wait List
  1. From the check-in page, click “Waitlist”
  2. Search for the name  
  3. Click the “EDIT” button on the right
  4. Enter the Start Date and End Date (including the time) and click “OK” in the bottom right.  Start and End dates create the open window for registration.  After the end date, the individual’s status will flip to “expired” and they will not be able to register.
  5. Enter the Status of “Approved”
  6. Add notes if needed
    • Click SAVE and the individual will get an email that advises them to register and you can direct them to register and pay on my.scca.com.  If they have issues, contact Registration Support at 800-770-2055 ext 215.
  7. When the driver has their registration confirmation, you can refresh your Check-In list and complete their check-in. They are required to pay before they can receive their wristband and helmet and tech stickers. 
  8. If they don’t already have an active Annual Waiver, they will need to sign the Event Waiver. 
How to Add A Registration Exception
  1. In the event an individual is not on the waitlist but is approved by the Event Lead to register you’ll want to add them as an Exception.
  2. Go to the Waitlist
  3. Scroll to Registration Exceptions
  4. Click the “Add Exceptions” button
  5. Lookup name or member #
  6. Choose either the event or session from the dropdowns
  7. Add the end date
  8. Choose the registrant type
  9. Click SAVE
  10. Advise individual to register and pay online
  11. Once complete, refresh your Check-In list and complete their Check-in
 How to Change Someone's Run Group 
  1. Click  participant's name to expand the view on Check-In
  2. Click on “Edit Session” button  to the right of their registration information
  3. Select the appropriate Class from the dropdown
  4. Click SAVE
How to Register Someone on Site
  1. Individual must log in to their account at https://my.scca.com to register for the event from their smartphone
  2. Can’t register online?  Call Registration Support to register by phone
    • CREDIT CARD: is the required payment method for online registration
    • CASH:  Call Registration Support 800-770-2055 ext 215 and advise a cash registration.  Registration Support will handle the registration entry.  Give the cash to the Event Lead, who should then keep it and take that amount of money from their expense report before they send it into the home office.
    • CHECKS: are not a preferred form of payment; payable to SCCA and include with the signed waivers in the documentation sent back to the home office. 
  3. Once registered, refresh the event registration page to complete their Check-In. It's important they complete registration and pay before they get their wristband and stickers.
Wrapping Up
  1. At the end of the event, the Event Lead should take all of the tech sheets and verify against the Check-In list that all are checked in.
  2. All completed tech forms, incident reports and any signed adult and minor waivers go into the envelope provided in the supplies. This envelope goes to the Event Lead at the end of the event.  Note:  any paper waivers must be signed by a witness and dated on both sides by preferably the Event Lead or Admin (must be an SCCA member). 
  3. Start to pack up the registration area 30-45 minutes or so before the end of the event. Leave out the laptop or tablet for last-minute run group changes, but the swag and most of the supplies can be packed up.
  4. Please check over the Inventory List and make note of things you may need. If any of the supplies are running low, let your Event Lead know so that we can send more supplies from the home office.
FAQ

Age Limits to Drive and to Ride in Paced Laps

  • To Drive - 18, except with special permission from the Event Lead and a minor waiver signed by both parents. Must also have Driver's License and have a parent or legal guardian present on site.
  • To Ride in Paced or Touring Laps - 12, if under 18, must have a minor waiver signed by both parents.
Technical Issues

If you have any technical issues or questions, send a text message to one of the people below and we can help walk you through any issues.
  • Jenny McAbee at 785-608-4490
  • Justin Barbry at 785-862-7151
  • Kathy Barnes at 860-841-5083
  • Registration Support 800-770-2055 ext 215