Integrated Event Types in Rodeo Producer
Rodeo Producers offers the ability to manage three competition types: Rodeo competitions, Barrel Racing Competitions, and Team Roping Competition. In addition, all these competition types, or event types, can be managed within one integrated competition. Your account, when created will have been set to a primary competition/event type, either Rodeo, Barrels. or Team Roping. You can change your primary event type in Settings > Account.
Having a primary event type only means that is the default for your account. You can manage all event types with a simple click of a button to switch the event type you are managing.
For more information, please see Integrated Accounts.
In this chapter, we will be talking about generating a draw. We will click Rodeo Setup > Generate Draw.
One thing we should clarify here is that this is the placement draw, also known as the member draw or the competitor draw. This does not include the stock draw. Prior to generating your draw, you should ensure that all entrance are complete. You've made any changes, any updates, any edits. All the stock for all the applicable events should be available in your stock database at this time, although that is not critical until the stock draw (a later chapter) is generated. We'll be doing the stock draw after the competitor draw, but this is a good time to check that all is ready. Now we choose the competition for the draw.
The way the draw generation works is that uh we can actually draw up to four different rodeos at the same time. We happen to have three in the system. We're not going to draw them all at the same time. Where this is most often used is if you have multiple rodeos, individual rodeos within the same weekend. You may have one in one location, one in another. This allows you to save some time, generate things all at once. Or if you happen to be doing something called a paired rodeo, this is a good time to run that as well. So we will select the March rodeo. We will click to initialize the draw and then click Select Rodeo.
RP ensures we are working with a clean draw file for this particular rodeo. It copies over all the useful information from the entrants file into the draw file and gets us ready to go. The message tells us draw initialization is complete.
Then we have a number of steps that we'll need to complete in order to generate the draw. First we have a question that we need to address. The big blue button to Move Unassigned Entries. Some organizations use Slack performances and they also have situations where competitors may be drawn out of a rodeo. This is an opportunity to leave the option set to the default of No, or select this as Yes in which case anyone who is drawn out of the rodeo is then immediately redrawn into the slack. It will happen automatically. If this doesn't apply, just skip past this button based option selection. Not all organizations use the same options in their draw generations. As we go through we will point some of this out.
Step number one here is to Assign Priorities to Entry Groups.
If your organization doesn't use entry groups uh or if you don't assign priorities you can just skip this and in essence there will be no priorities. Everybody will be the same priority level. However, if your organization does assign priorities click this button, it will generate a list of all the entry groups.
You'll see the group ID, the event name and the names and member numbers of the of the members of the entry group with the lead member of the group always listed first. The priority of the lead member is the default setting for how priorities are then assigned to a group, they all take on the priority level of the lead member. (This can be changed in settings.) We we can set priorities here with10 as the highest priority level. This highest level will get the highest priority treatment in terms of being placed into the draw. How how and why you determine your priorities is up to you and your organization. This is a place where you can manage it. Perhaps you have a rule that singles only get a priority level of 5 while larger groups maybe they get an 8. We will set some set some priorities. We will set some set some priorities.
Other options for determining your priority system may be based on member seniority or member type. It may be based on other factors. What your actual rules are as to why priorities are assigned, that's up to you. Quite often if the member type of an individual is a Permit or a Local often they will get the lowest priority. Those are settings that happen in other places in the RP system and we will discuss those in another chapter. When priorities are set, we save the priority settings and we see here now that they're saved they're sorted by priority order here.
The priority order is the order in which the draw generation engine will attempt to place these groups and these individuals into the rodeo draw.
Next step number two is Set Max Number of Entrants by event. We will click on that.
This setting area determines the maximum number of entries that can be drawn into this event in this performance. Let's say in Pole Bending you happen to have 50 entrants and you set each of these to 20 that guarantees that 10 entrants are going to be drawn out. Some organizations use these settings. It may depend on the amount of stock they have. It may depend on the time available. It may depend on a number of different factors. So you can set the maximum number, such as to balance out entries across two performances such as this or to place all of your entries into one performance.
You could take something like Bareback and put 10 into performance 1 and zero in performance 2, which means that all of your Bareback riders are going to be placed into performance 1, which may be a situation limited by stock availability.
Once you have set all of your maximums we click Save Max Settings and it will load and take us back to uh what we set here. You just want to scroll through and confirm you have everything set.
Many organizations do not set limits on the number of entrants in any particular performance. In that case we would just set all max to unlimited by clicking the check box and we would hit Save Max Settings.
RP will put a number of 1000 in the settings which will place all entrants in the draw. If you needed to limit something after this you can always go back and and set that specific limit lower.
Now that we have answered our question about moving unassigned entries to slack, we have assigned priorities to entry groups, and we have set the max number of entrance by event, now it's time to generate the draw. So we hit the Generate the Draw button and the draw generation process begins to spin through all of the variables and settings and priorities and maxes and entries and events and all of those combinations of groups. Then RP tells us that uh a new draw has been generated and the following draw placements were made.
This is a list of everybody who has been placed and where they've been placed uh in the draw. If we have members who have not been uh placed in the draw, those that were drawn out, then it would provide us a detailed message below the list of members drawn.
Because we set Max to Unlimited, the RP message says all entrance were placed in the draw. Because we set this to unlimited in the max number of entrants per event, uh we would expect all entrants to be placed in the draw. If there were entrants that were drawn out, (if the settings placed limited on placements) there would also be a list of those shown here. We also have that draw exceptions report as well which shows everybody who was not placed in the draw. If we want to uh make changes or if we want to review this in another format, we can go to other features which will be a subject of other chapters, the Adjust Draw placements. At this point, the draw has been generated but it is only visible to admins until you set it to set the draw to display on the web (display on the member side). Admins are the only people that can see the draw at this time.
If we are happy with what we see here, we can click the button to Set Draw to Display on Web right now.