Site Help for Ride Leaders

First - thank you for volunteering, people like you make this club great.

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 schedule to RUSA by 9/30 of the prior year. If you want to host a ride next year, please contact our RBA (currently Kerin Huber) via email or Google Groups.

Free Membership

As a ride leader you will get free upgraded membership for the year. When the RBA submits next year's schedule to RUSA the web master will create free upgraded memberships for all ride leaders. You will receive a confirmation email when this is done. Obviously this means the web master will need to know your email address. In order to fully utilize your membership you will need to create a logon, complete your personal information, and give permission for us to show your contact information to your riders. You only have to do this once.

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. 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 will print and bring their own cue sheets but a few will forget. You should print some out for them, but it's hard to know how many. Make your best guess.

If you are starting at a hotel, be aware that some hotels have a computer and printer available at the front desk. This has been useful to me more than once.

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

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 [Report]
The results have been saved to ridestats. Your RBA will handle the RUSA submission and paying any insurance fees.

Financials

After the ride is completed, either Kerin or the Treasurer will send you a ride expense report to fill out. Fill in all your ride expenses and return the report. To submit your receipts: you can either scan your receipts and send those with your expense report, or mail in the actual receipts when you mail the brevet cards and waivers to Kerin. You will be reimbursed for your expenses either with a check or PayPal, whichever you prefer.

Random thoughts

Bring some sandwich sized ziploc bags to the start of the ride for the riders to store their brevet cards and reciepts in.
If the ride starts at a hotel, research nearby parking for riders who don't book a room and publish it in the ride description.
Keep a copy of the rider list with you in case you need quick access to a rider's emergency information