Documentation day runbook

Documentation is where each crew checks in and an official confirms they can start. This runbook covers the table. A one-page checklist for officials is on the printable one-pagers page.

The day before

1. Close entries and finish accepting. See Open and close entries.
2. Send a bulletin with the documentation times and what to bring. See Send a bulletin.
3. Give everyone a competition number. See Work the entry list.
4. Check which entries still show outstanding items. Filter the entry list by the Pending documents state to see entries you are still waiting on.

What to print

From the print pack (see Produce the start order and the print pack):

• The Documentation check sheet, one copy per official at the table.
• The Entry list, so officials can find a crew.
• The one-pagers: the checklist for officials, and "what to bring" for competitors to read in the queue.
• The Scrutiny tags, if scrutineering follows the table.
• Spare blank copies of any declaration forms you require on paper.

Print again on the morning. The sheets show the entry list as it is at that moment.

Run the table

1. Greet the crew and find their row by number or name.
2. Check the licence. The sheet shows the licence number and expiry for driver (D) and co-driver (C) for the event's sanctioning body. Compare it with the licence the person shows.
3. Check each column. "Yes" means the system already has it. "Outstanding" means the person still needs to provide it. A dash means it does not apply.
4. Declarations: "Yes" means they signed online. "Outstanding" means they have not.
5. Check items the system cannot hold, such as documents required as uploads or anything on your own list.
6. When everything is in order, write your initials in "Signed off" for that row.

A missing or wrong licence

1. Ask for the physical licence. If the number or expiry on the sheet is wrong, note it on the sheet and tell the secretary to correct it in the competitor's licence record or ask the competitor to update it from their account.
2. If there is no valid licence, follow your sanctioning body's rules. The secretary decides whether the crew may start. Record the decision in the entry's "Organiser note" so the next official sees it. See Work the entry list.

An unsigned declaration

Crews can sign online after their entry is accepted, up to the day before the event starts, so a declaration still outstanding on the first day can no longer be signed from their account. Use your paper declaration form for that person, keep it with the sheet, and add an "Organiser note" on the entry saying what was signed on paper and by whom. Mark it on the sheet.

Record a late change

When a crew changes car, class or co-driver at the table:

1. Ask them to confirm it in writing or by sending a change request from their entry, if they can.
2. The secretary opens the entry and uses "Change vehicle, co-driver or class". Give a reason, such as "Changed at documentation". See Work the entry list.
3. Reprint the pages that changed, such as the scrutiny tag and the start order.
4. If the change affects other crews, send a bulletin.

If something goes wrong

• The sheet is missing a crew. Their entry is not accepted. The sheet lists only entries that hold a place. Check the entry list.
• The sheet says Outstanding for something the crew has. The system has no record. Check the item yourself and write it on the sheet.
• A crew cannot be found. Search the entry list by driver, co-driver or vehicle.