Wild Water Racing
Race organisers Spreadsheet Manual
This document deals with the Excel Spreadsheet supplied by the Wild Water Racing Committee
to race organisers.
It is to be used for all ranking races; National, Regional and Wavehopper.
There are two parts to this document; an overview of what it does and why it is necessary to use
it and instructions on how to use it for the race.
If you are having any problems please contact either Neal Underwood (07951 770241) or Ross
Pearton (077 64684863) and for technical support, but please take a look at the system before
you get to the race site. It is very easy to use.
Please only use the file sent to you specifically for your race, this is essential, as it will be
updated and contains information on current ranking status.
We appreciate change to systems is always a bit awkward and it takes time to adjust, but
please stick with it, because this system makes it easier to run races and to maintain accurate
up to date ranking lists.
The system has been designed and created by Ross Pearton, for the Wild Water Racing
Committee of the British Canoe Union. All rights are reserved by Ross Pearton. Use outside of
WWC not permitted without his permission.
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Overview
This Spreadsheet contains the information of all paddlers who have entered Wild Water Races
in the past year; if somebody has raced previously you do not need to collect information on
them (with the possible exception of date of birth and BCU number). They no longer need to fill
in an entry card.
Any new paddlers will need to be added to the spreadsheet, but all you need to collect is their
full name, Club, Date of Birth and BCU Number, Region if known (is on BCU Card)
Once all entries are added, the system will produce a start list in raking order, based on current
performance.
All you will need to do is to enter finish times, all the mathematics will be done for you and a
results sheet produced. It is used for National, Regional and Wavehopper Races.
The system will also automatically update the ranking lists
Once the race is finished you will need to send the whole file back to the Ranking List Compiler
at [email protected].
The file you receive from the Ranking List Compiler will contain the latest race data and ranking
list, which is why you must only use the file sent to you for the specified race(s). If you are
running two races in the weekend, you should use the file for the first race, make a backup copy
and then use the same file for the second race.
As this system maintains the National, Regional and Wavehopper rankings, it must be
completed and returned to the Ranking list Compiler as soon as possible, so that it can be
maintained and sent to the next race organiser.
The new system of Regional and National races provides for a rolling ranking system, which is
updated after every race. It is therefore essential to the integrity of the Race Calendar that the
system is maintained.
In order to use this system, a basic working knowledge of Microsoft Excel is required. The
system is designed to run on a PC running Windows [XP, Vista or 7] and using Excel. It will not
run properly on Apple computers nor will it run using other spreadsheet programs such as Open
Office.
Once the Spreadsheet is open you will need to ensure Macros are enabled. If you are not sure
how to do this, please try and talk to somebody as soon as possible who may have more
experience of Excel. Appendix 1, describes this process.
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Conventions used:
If text is in bold print in this manual, it indicates action is required.
The cells on the spread sheet that are this colour on the spread sheet are fields that the
organiser can or is required to enter data.
Please note, that the start times columns P and S on the start time can be amended, although
not highlighted, if there is a need to alter start times after the race has started. Occasionally
races do not run to time and this allows for organisers to have some flexibility.
Text in italics gives additional information which may assist you in using the software.
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Instructions
On receiving the file from the Ranking List Compiler, make a copy as a backup.
Open the Excel file
Enable Macros - enabling Macros varies according to the version of Excel you have.
The file has 5 tabs; “Read Me”, “PaddlersResults”, “StartList”, “RaceSpec” and “FinalResult”.
The “Read Me” tab has information about the system and the components as well as
instructions.
Open the “RaceSpec” tab, by clicking on it; this is where you set up the details of race
The fields with a Yellow background require input.
Race Format; Cell E2 – select the format of race from the dropdown menu:
Classic for a Regional or National Classic Race;
Sprint Best Run for Wavehopper Race;
Sprint Both Runs for a Regional or National Sprint Race
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Race Status: Cell E3 – select the status of the race from the dropdown menu:
Wavehopper
Regional
National
Championship
Selection
Start interval; Cell E4 – Select either 1 minute or 30 seconds
Number of gaps between class starts: Cell E5 – Select form 1 – 4 (this is the number of blanks
on the start list between each class).
Base Time 1st Run: Cell E7 – Input the time the first runs are to start in the format
HH:MM:SS (Hour:Minute:Second – in 24 hour format).
Base Time 2nd Run: Cell E8 – Input the time the second runs are to start in the format
HH:MM:SS (Hour:Minute:Second – in 24 hour format).
Class Order Starts; Cell E11 – E17 Choose 1 – 7 in each cell, make sure no number is
repeated; this is the order in which the classes will start.
The race details are now complete, Save the file.
To enter details of competitors:
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Open “PaddlersResults” tab
This page contains the names of all paddlers who are currently ranked, their surnames are in
column D and are in alphabetical order, of Men’s K1, Women’s K1 C1 and C2.
To select a paddler from the list to race, put cross in column C, this will highlight the row,
there is quite a bit of information missing from paddlers and it would be helpful to catch as much
as you can. However, it is essential to get the Date of Birth, this needs to go into Column J.
This needs to be in the format DD-MMM-YYY (day-month-year) where the month is the first
three letters, alternative you can enter in the format: DD/MM/YYYY where the month is the
numerical version. The cells are formatted to accept either style.
Please make sure you select the person’s correct class. If a person is to do K1 and C1, they
need two entries in the paddler list; they will also have an entry for each C2 partner they have,
so make sure you have got the correct entry.
If this is the first time a person has entered a Wild Water Race, their details need to be added to
the list. This is done by using the first blank line at the end of the list.
For a K1, C1 or the first person in a C2 pair, enter their Surname in Column D, First Name
in Column E, Club in Column F. M or W in Column G for man or woman; Column H, is for
class K1, C1 or 2 (for C2). The Region the person lives in goes in Column I (this is on a
person’s BCU card). Column J is the date of birth as explained above. Column L is email
address, if known and Column M is BCU Number.
Columns N – T are the details of a C2 partner, if required.
Make sure you put an x in column B, or they won’t appear on the start list.
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Once all paddlers have been entered return to the “RaceSpec” Page, by clicking on the tab.
Click on the “Generate Start List” Button
Several screens will flash up as the program generates the start list; once the start list is
generated, it will open the StartList tab automatically.
The start list is generated that the fastest paddler in any class goes off last and the slowest first.
This is based on recent performances.
However, if there is a need to amend the order (maybe because of boat sharing, or wanting
experienced paddlers to go down at certain stages to maintain race safety), then change the
bib numbers in Column B, to the numbers you require. However ensure you do not
duplicate any numbers.
Once you have renumbered the paddlers, return to the “RaceSpec” screen and click the
“Re-Sort Start List on Bib Number button”. This re-sorts the start list into ascending bib
number order
Again screens will flash up and the “StartList” tab will automatically open and display the new
start list.
Fill in the “Race Name” Cell Q3 and “Race Date” Cell Q4; Save the file. The Start list can
be printed.
Once the race is underway, finish times need to be entered into the appropriate cells.
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First Run Finish times need to go into Column Q against the relevant paddler and second
run finish times into Column T. Use the format HH:MM:SS.TH
(Hour:Minutes:Seconds.Tenths and Hundredths of a second if electronic timing is used).
Alternatively; you can enter stopwatch time in these cells: i.e. if your watches are at: 00:00:00 at
the start time of the event (you will need to start them an hour before the race is due to start),
then you can enter the time as shown on the watch: i.e.0:02:31, if the finishers watch displays
0:02:31 when the paddler crosses the line.
The system will automatically work out elapsed time, for Classic races this is the only time
required. For Regional/National Sprint races, the system will add the times together and for
Wavehopper races it will calculate the fastest run.
Please note: If a competitor misses their start time and is started at a later time the revised start
time for that competitor may be entered in the relevant cell (column P or S) on the start list. The
background colour of this cell together with the start time cells for the next competitor will
change to highlight the fact hat he start order was altered.
Save the file
Once all the finish times have been entered, return to the “RaceSpec” page and click the
“Collate Results” button.
The screens will flash as the system calculates the results into the right format and calculates
the ranking points. The Results Sheet Screen will open automatically.
Save file. The results can now be printed.
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Appendix 1- Enabling Macros:
There are two variations of Microsoft Excel, which you are likely to have; the following describes
how to enable macros in both versions.
Excel 2007;
Click on “Developer” tab, this will change the menus along the to bar
Click on “Macro Security”, this will cause a screen labelled “Trust Centre” to pop up.
On the Trust Centre screen ensure “Enable all macros” is checked; i.e. there is a dot in the
circle.
Click the “OK” button on the pop up screen. This will return you to the spread sheet.
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Excel 2003
Click on the “Tools” option at the top of the screen. This will bring up an “Options pop up
screen.
On the Options screen, select the “Macro Security” button. This will bring another pop up
screen labelled “Security”.
Select the “Security Level” tab on the “Security” popup. Ensure “Medium” is checked.
I.e. there is a dot in the circle next to “Medium”.
Click the “OK” button on the “Security” Screen
Click “OK” on the “Options” Screen
This will take you back to the spreadsheet.
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Appendix 2 – Flow Chart
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