# DYC Race Officer & Governor's Operational Guide **Dahlgren Yacht Club — Invitational Regatta Hub Operations & Memory Manual** This document serves as the permanent operational manual and "memory" for the **DYC Race Governor**, **Race Committee**, and **Principal Race Officers (PRO)** managing DYC Invitational Regattas (such as the *Dahlgren Cup* and *Under the Guns Regatta*). --- ## 🧭 Quick Reference & Key Links | Resource | URL / Access | Purpose | | :--- | :--- | :--- | | **Live Regatta Hub** | [dahlgrenyachtclub.org/race/invitational-hub.html](https://dahlgrenyachtclub.org/race/invitational-hub.html) | Public notice board, online registration, live scratch sheet, scores, and photo gallery. | | **Race Officer Console** | Live Hub → **⚙️ Race Officer** tab | Broadcast delays, post bulletins, dispatch batch emails, archive events. | | **Race Officer PIN** | **`7171`** *(or `1369`)* | Unlocks the web console on phone, tablet, or desktop. | | **Google Sheets Roster & Scorer** | [DYC Regatta Management Sheet](https://docs.google.com/spreadsheets/d/1CGOPkB_qEIIVuq6MeTXTcE14K-_9n8UQ1mGez7XyYCQ/edit) | Master database: registrations, standing prospective list, scoring, and history. | | **Google Drive Photos Folder** | [DYC Regatta Photos Drive Folder](https://drive.google.com/drive/folders/1KQDrFcCTf4i8ByAVCfZLgu-AISIkt3qL) | Stores high-resolution photos uploaded by participants and spectators. | | **Apps Script Web API** | `https://script.google.com/macros/s/AKfycbw0e_OS5X4_foLgUyLxp2DtXR2V3Kv3rUGnZNBTricLrJRIIAbWEPo841JKZXTnJqfY/exec` | Backend microservice connecting the web page to Google Sheets and Drive. | --- ## 🏛️ System Architecture Overview ``` [Competitors & Visiting Clubs] │ (Mobile Browser) ▼ ┌────────────────────────────────────────────────────────┐ │ DYC Invitational Regatta Hub │ │ (/race/invitational-hub.html) │ │ │ │ 📢 Notice Board 📝 Online Registration │ │ ⛵ Scratch Sheet 🏆 Results & Scoring │ │ 📸 Photo Gallery ⚙️ Race Officer Console │ └───────────────────────────┬────────────────────────────┘ │ JSONP / REST ▼ ┌────────────────────────────────────────────────────────┐ │ Google Apps Script Web App Engine │ │ (/race/invitationals-apps-script.gs) │ └─────────────┬───────────────────────────┬──────────────┘ │ │ ▼ ▼ ┌───────────────────────────┐ ┌──────────────────────────┐ │ Google Sheets Database │ │ Google Drive Media │ │ ("DYC Regatta Mgmt") │ │ ("DYC Regatta Photos") │ │ │ │ │ │ • Config │ │ Full-resolution boat & │ │ • Registrations (Active) │ │ finish line photographs │ │ • ProspectiveRacers (★) │ └──────────────────────────┘ │ • Announcements (Live) │ │ • Results (Scoring) │ │ • Archives (History) │ └───────────────────────────┘ ``` --- ## 📋 The Standing Tab: `ProspectiveRacers` In the [Google Sheet](https://docs.google.com/spreadsheets/d/1CGOPkB_qEIIVuq6MeTXTcE14K-_9n8UQ1mGez7XyYCQ/edit), there is a permanent standing tab named **`ProspectiveRacers`**. ### What It Is * Unlike the `Registrations` tab (which gets archived and reset between races), **`ProspectiveRacers` is permanent and is never cleared**. * It stores the master contact roster of regional skippers, invited clubs, past participants, and prospective racers across the Potomac and Chesapeake regions. ### Structure (Row 1 Headers) | `name` | `email` | `club` | `notes` | | :--- | :--- | :--- | :--- | | Mark Liersch | liersch.mark@gmail.com | DYC | Race Governor | | Chip Warder | 4warders@gmail.com | DYC | Freedom 35 | | Jane Doe | jane.doe@example.com | DISC | J/24 Skipper | | John Smith | jsmith@example.org | MVYC | Express 27 | > [!TIP] > The email extractor is flexible: column names can be `email`, `Email`, `emailAddress`, or `skipperEmail`. Any valid email address in that row will be automatically included. --- ## 🚀 Race Officer Operational Workflows ### Phase 1: Announcing an Upcoming Regatta (3–4 Weeks Out) 1. Open the [Regatta Hub](https://dahlgrenyachtclub.org/race/invitational-hub.html). 2. Go to the **⚙️ Race Officer** tab and enter PIN **`7171`** (or `1369`). 3. Scroll to the **📨 Announce Race / Email Prospective Racers** card. 4. Select the target audience: * **📋 Prospective Racers Standing List**: Dispatches exclusively to your master list in Google Sheets. * **📢 Combined List**: Dispatches to both the standing list and any early registrants (automatically deduplicated). 5. The system automatically pre-populates an email subject and body with: * Event Name & Date * VHF Working Channel * Notice of Race (NOR) hyperlink * Live Regatta Hub & Registration link 6. *(Optional)* Edit or add custom notes to the message body. 7. Leave **"Also post this announcement to the Live Notice Board"** checked. 8. Click **🚀 Dispatch Race Announcement Email**. * The script delivers emails in safe batches of 15 recipients with 1.5-second pauses, preventing ISP throttling and spam filters. --- ### Phase 2: Monitoring Registrations & Scratch Sheet 1. Visiting skippers visit the **📝 Register Boat** tab on their phones or computers. 2. They select their home club (DYC, DISC, MVYC, ODBC, QYC, SMCM, or enter their own custom club). 3. The moment a skipper submits: * The entry appears immediately on the public **⛵ Scratch Sheet** tab. * A confirmation email is automatically sent to the skipper. * A new row is recorded in the **`Registrations`** tab of the Google Sheet. 4. **Assigning PHRF Ratings**: If an entrant has an unknown rating, the Race Governor can open the Google Sheet and update the `rating` cell directly. --- ### Phase 3: Race Morning & On-the-Water Logistics The Race Officer Console works entirely on mobile phones and tablets from the committee boat or dock. #### 1. Checking the Working Channel * **Dahlgren Cup**: VHF Channel **71** * **Under the Guns Regatta**: VHF Channel **72** #### 2. Posting Weather Bulletins or Delays (AP Flag) 1. Open **⚙️ Race Officer** tab → Enter PIN **`7171`**. 2. Under **📡 Broadcast Status Update to Fleets**: * Change **Race Status** to: * 🟢 **ON SCHEDULE** *(Racing as Planned)* * 🟡 **POSTPONED / AP FLAG UP** *(Wind/Weather Delay)* * 🔴 **ABANDONED / RESCHEDULED** * 🔵 **RACING COMPLETED** *(Scores Posted)* * Enter the bulletin title (e.g., *"1-Hour AP Delay due to light breeze"*). * Enter instructions (e.g., *"Next announcement at 11:30 AM on VHF 72. Starting area moving south."*). * Check **"Dispatch automated batch email alert"**. * Select audience: **⛵ Current Registered Skippers Only** (recommended on race morning). 3. Click **📢 Post Bulletin & Update Status**. * The live status ribbon on the public hub updates instantly with color-coded badges. * All registered skippers receive the notification on their mobile phones. --- ### Phase 4: Scoring & Publishing Results 1. Open the [Google Sheet (`DYC Regatta Management`)](https://docs.google.com/spreadsheets/d/1CGOPkB_qEIIVuq6MeTXTcE14K-_9n8UQ1mGez7XyYCQ/edit). 2. Click the **`Results`** tab. 3. Fill in the race scoring: * `fleet`: *PHRF Spinnaker*, *PHRF Non-Spinnaker*, etc. * `place`: *1*, *2*, *3*, etc. * `boatName`, `sailNumber`, `skipperName`, `club` * `elapsedTime`, `correctedTime`, `points` 4. When finished, switch to the **⚙️ Race Officer** console on the website: * Set Race Status to 🔵 **COMPLETED (Scores Posted)**. * Post a final bulletin thanking all participating clubs and announcing trophies. 5. The public **🏆 Results** tab on the Hub immediately displays the formatted scoreboard broken down by fleet. --- ### Phase 5: Participant Photo Dropzone 1. Competitors and spectators can tap the **📸 Photos** tab on the hub. 2. They select a photo from their camera roll, type their name/caption, and tap **Upload to Regatta Gallery**. 3. Photos upload directly into the [DYC Regatta Photos Drive Folder](https://drive.google.com/drive/folders/1KQDrFcCTf4i8ByAVCfZLgu-AISIkt3qL) and appear in the website gallery with lightbox zoom. --- ### Phase 6: Archiving & Resetting for the Next Regatta When a regatta is concluded and you are ready to prepare the website for the next event: 1. Open the **⚙️ Race Officer** console. 2. Scroll to **🗄️ Archive Event & Prepare Next Race**. 3. Enter: * **Next Event Title**: (e.g., *Dahlgren Cup 2027*) * **Next Event Date**: (e.g., *Saturday, August 21, 2027*) 4. Click **📦 Archive & Reset for Next Race**. #### What Happens Behind the Scenes: * A complete snapshot of all competitor entries, scores, bulletins, and photos is permanently stamped into the **`Archives`** sheet tab for historical records. * The active `Registrations`, `Results`, `Announcements`, and `Photos` tabs are wiped clean for the new race. * **The `ProspectiveRacers` master list is NEVER erased.** * The live website updates its titles and schedule to the new event. --- ## 🛠️ Troubleshooting & Google Cloud Administration ### 1. Board Members See "Someone needs access to 'DYC Regatta Management'" * **Cause**: Google Drive permissions on the spreadsheet are set to "Restricted". * **Fix**: 1. Open the [Google Sheet](https://docs.google.com/spreadsheets/d/1CGOPkB_qEIIVuq6MeTXTcE14K-_9n8UQ1mGez7XyYCQ/edit). 2. Click the blue **Share** button in the top right. 3. Under **General access**, set to **"Anyone with the link"** and select **Editor** (or add individual BOG member emails). 4. Repeat for the [Google Drive Photo Folder](https://drive.google.com/drive/folders/1KQDrFcCTf4i8ByAVCfZLgu-AISIkt3qL) (set to **Viewer**). ### 2. Website Shows "0 contacts" for Prospective Racers * **Cause**: Google Apps Script web apps run immutable deployments. If the script was edited without deploying a "New version", it runs the older build. * **Fix**: 1. In the Google Sheet, open **Extensions** > **Apps Script**. 2. Ensure the code matches [`race/invitationals-apps-script.gs`](file:///c:/dyc_development/public_html/race/invitationals-apps-script.gs). 3. Click **Deploy** > **Manage deployments**. 4. Click the **Pencil (Edit)** icon. 5. In the **Version** dropdown, choose **"New version"**. 6. Click **Deploy**. ### 3. Changing the Race Officer PIN * The default PIN is configured in Google Sheet tab **`Config`** under key `adminPin` (`7171` or `1369`). * You can change the PIN in the sheet at any time; the website and backend will recognize the new PIN immediately. --- ## 📅 Annual DYC Invitational Racing Calendar | Regatta | Typical Timeframe | Primary Fleets | Default VHF | Notice of Race | | :--- | :--- | :--- | :--- | :--- | | **Dahlgren Cup** | Mid-to-Late August | PHRF Spinnaker, Non-Spin, Cruising | VHF 71 | [`/race/invitrace/DahlgrenCupNOR.html`](file:///c:/dyc_development/public_html/race/invitrace/DahlgrenCupNOR.html) | | **Under the Guns Regatta** | Early-to-Mid October | PHRF Spinnaker, Non-Spin | VHF 72 | [`/race/invitrace/UtgNOR.html`](file:///c:/dyc_development/public_html/race/invitrace/UtgNOR.html) | --- *Maintained by Dahlgren Yacht Club (DYC) — Dahlgren, Virginia.* *Last updated: October 2026.*