Timer On-Site Kiosk Guide

Introduction

This guide is meant to share best practices for using kiosks for Onsite Registration and Dynamic Bib Assignment at your event. While many races will be successful using other methods, this is what we recommend for the most efficient, seamless experience for you, your athletes, and your volunteers.  Please reach out to ChronoTrack Support with any questions. 

Purchased or rented as a set. A kiosk set includes:

• 5 Chromebooks
• 5 Barcode Scanners
• 5 Credit Card Readers
• 5 Chromebook Charging Cables
• 1 CradlePoint MBR1200
• 1 Energizer Battery Pack for (powers the CradlePoint for approximately 4hrs)
• 1 Energizer Battery Pack Power Charger.

Rental kiosk sets also include an aircard for wireless connectivity during the rental period. All kiosks are configured to utilize the associated wireless network broadcast by the MBR1200 CradlePoint, providing internet access to the Chromebooks when an aircard is plugged into the CradlePoint.

On-Site Kiosk Logistics

Before you set up your Kiosks, there are a few things to keep in mind:

Software:

• For easy kiosk management (Best practice for events using over 5 kiosks), create a Google account ahead of time, then log in to your Google account on each kiosk. To do this, click Add User on the bottom left hand of the main login screen and enter your Google username and password.
  Using this method will require you to re-login to the Cradlepoint WiFi network.
• The default Onsite Registration form asks for the bare minimum of data from the athlete, in order to make registration a fast process. While you do have the option of adding custom questions, we recommend limiting this as each question will slow every registrant down and could lead to long lines.
• In order to prevent registration automatically closing on you, make sure all registration choices close at least 1 hour after the Planned Start time for any given race

Hardware:

• Make sure to allow at least two feet of space between kiosks. Many athletes will have bags, jackets, or other people with them.  This will give these athletes a bit of space to maneuver and allow your volunteers to assist in the registration process.
• It is best to set up Kiosks in a “Bank Line” format as opposed to a “Store Checkout” format, as shown below. This increases traffic flow which reduces registration time.
  
• Keep in mind sun glare if setting up outside. If it is possible to have the kiosks fully in the shade, this is ideal.
• Bar height tables (~40” tall) are ideal for setting up kiosks. Traditional tables mean everybody needs to hunch over or sit to read the screen and type.
• Please ensure that all Chromebooks and the Energizer battery pack have been adequately charged prior to race day. Once the devices have received a full charge they should last for approximately 4hrs on race day.
• If using an aircard other than the one packaged with the Kiosk set, please ensure that your aircard is active and compatible with the MBR1200 Cradlepoint.

The default password for both the Chromebook and the CP Wireless connection can be found on the bottom of the Router.

Setting Up the Router

1. Open the kiosk case and remove the Cradlepoint from its slot. Place the Cradlepoint in a safe, dry place close to where the Kiosks will be set up.
2. Plug either the AC adaptor or the Energizer power pack into the slot to power the device.
   
   
3. Insert the cell modem into one of the USB slots on the Cradlepoint.
   
4. Turn the Cradle point on by pressing the power switch.
   
5. The CradlePoint should complete a bootup sequence and the lighting display should appear as follows:
   
   The solid green light above the USB Port 1 indicator means that an aircard is plugged in and has established a connection to the internet. Should a second aircard be present, one will show as solid green and the other will be yellow indicating it is in standby for use should the primary aircard lose its connection.

Setting Up the Chromebooks

1. Attach the Scanner stand into the Kiosk baseplate.
   
   The Chromebook model and scanner/reader orientation may be different than pictured.
2. Plug the USB cables into the Chromebook to attach the scanner and card reader.
   
3. Plug the kiosks into a power outlet if available and accessible (fully charged the kiosks should last 5-6 hours on battery power).
4. Lift the screen. The laptop should power on automatically. If it does not, press the Power button located at the top right corner of the keyboard.
5. Once the laptop is powered on, click on the user icon and log in using the password found on the bottom of the Router. (This is case sensitive)
6. When the computer logs in, check the WiFi connection in the lower right hand corner. The icon resembles a funnel or fan shape.
   
   Click on the icon to make sure it says “Connected to CT-KIOSK-XXXX” (Number of the Kiosk Set). If the icon is solid white, the WiFi connection is active. If it is not connected, locate the CTLKIOSK-XXXX network and connect using the password found on the bottom of the router.
   
7. Google Chrome should have already launched. If it did not, click on the Google Chrome logo (first logo on the lower left hand corner).
   

Setting the On-Site Registration Form

1. Navigate to admin.chronotrack.com and log in using your CT Live credentials.
   
2. Find your Event in CT Live and click the On-Site Registration link under Event Properties.
   
   The on-site registration page should now appear as shown below. 
   
3. To prevent Athletes from navigating away from the registration form or closing the window, you can put Chrome in Full-screen Mode. To do this, click the Three Bars directly under the Close button. Click the Full-screen button next to the Zoom field. To exit Full-screen Mode, hover the mouse pointer at the top of the screen and repeat the above process.
   

Repeat all steps above for each Kiosk until all are set up and ready.

Set the Default Home Page

To avoid having to log in to your CT Live account and navigate to the event and open the form on each of the individual kiosks, you can set up a Google Account in advance and set the On-Site form for you event as the Home page in advance. You would then log into that Gmail account on the Chromebook instead of the default profile.

To Set the On-Site Reg Form as the default Home Page in your Google Account:

1. In the Chrome browser, click the icon that looks like three stacked bars in the upper right hand of the screen on a Kiosk (you can set this from a different computer ahead of time, which is advised).
   
2. Click Sign in to Chrome and use your Google account login credentials.
3. Once you have logged in, click the three bars again and select Settings.
4. In settings under Appearance, make sure the Show Home button box is checked. If it is, you should see the currently set home page. The default is the New Tab page.
   
5. Click Change and select the Open this page: option in the small window that appears.
6. Paste your On-Site Registration URL into the Open this page: field and click OK. Changes will be saved automatically.
   

Since Chrome opens the Home page by default when it starts up, this will allow your Registration Page to open immediately when you log into the Chromebook with your Google account information.

Remember to set your Chrome Home Page to the correct Registration Form before every event.

Troubleshooting

• I can’t find a Pre-Registered Athlete in the ‘I’m Registered’ screen.
  • If you cannot find their name by how you searched try just first name or a few letters of their last name or a combination of both.
  • It is also possible that the athlete didn’t complete the pre-registration form. Ask them if they verified that a payment came out of their credit or debit account. You may need to have the Athlete re-register.
  • Sometimes people register via Facebook, and if their Facebook name is not the name they give you (for instance if they don't use their last name on Facebook) or if they registered with a maiden name, you may not be able to find them. Try searching for the first name. If the person still does not appear in the list, you may need to have the Athlete re-register.
  • The list will only display the top 10-12 names that match the name you entered. So if it is a common name like 'John', the John you are looking for may not be displayed. You will need to type in a portion of John's last name to narrow the search.
• Why is it saying a birthdate is invalid?
  • Date of birth must be entered as MM/DD/YYYY with slashes in between.
• I can’t advance to the next step!
  • Try scrolling down on the registration pane. It’s possible there is additional required information further down the page.
  • If there is no additional information required, try refreshing the page by pressing the 5^th button from the left on the top row of the keyboard. This will reset the registration form, and the athlete will need to re-enter any information.
• Paying by check is not an option.
  • If your race accepts checks, have the Athlete select Cash as the payment type. ChronoTrack Live treats cash and checks the same and many races do not accept checks, which is why it is not listed.
• How can I register multiple people at once?
  • After the first person enters all their information, it will ask for a payment method, or offer the Register Another At the end of the payment process, bibs may be assigned to each person registered in that registration session.
• There’s some weird code or message on the screen…
  • You can always click the Refresh button or X out of any error message. The worst that can happen is that the Athlete will have to enter their information again.
• The Credit Card reader won’t scan a card.
  • The magnetic strip has to be on the bottom when they swipe and facing away from the green light on the reader.
  • If it continues to not take their card, you can always click Manual and enter the card information with the keyboard.
• The Athlete wants a receipt for their payment.
  • ChronoTrack Live automatically triggers an email receipt upon payment. You may feel free to establish a separate paper receipt system if you deem it necessary.

Tips

• Always bookmark the current Onsite Registration link and only the current Onsite Registration link to prevent Athletes from accidentally registering in the wrong race.
• We recommend using the Chrome Operating System’s feature of logging each computer into the same Gmail account. This way you can bookmark the current event’s onsite registration and onsite results links one time and have it show up on all the other computers once they are logged in. (See Set Default Home Page)
• Chromebooks were chosen because of their speed and long battery life. Make sure to charge them before your event and they should have plenty of battery life for your entire event.
• Some athletes may think the computers are touch screens. They normally figure this one out quickly, though!
• As people are handed their bibs, it is a good practice to always remind them their bib has their timing chip on it (if using B-tags) and to not bend or fold the chip. It is also good to remind Athletes of the proper position and convey that an improperly worn bib can affect their timing.
• As you assign the bibs write down the athlete's name on the back of the bib. This will help avoid confusion if they have bibs for multiple family members or set their number down next to a friend's at a later point.

It is often helpful to write down an Athlete’s sweatshirt size on the back of the bib if their shirts are being given out at a separate pickup table or different time.