Road Races are fun runs and marathons open to the public, separate from tournaments. Anyone can register without an account. Runners from your institutes can link themselves to their institute, so participation and results can be compared year by year.

Who can run a race

The org admin, or an institute with hosting rights (the same rights as hosting a tournament). A host only sees its own races.

1. Set up the race

1. Open Road Races → + New race.
2. Race details: name, date, start time, venue, description, and when registration opens and closes.
3. Distances: add each one (e.g. 3 km and 5 km). For each:
   • Capacity: registration for that distance closes when it's full. Leave blank for no limit.
   • Fee, plus an optional early-bird fee and its last day. Set the fee to 0 for a free run.
   • Bib range (e.g. 3001–3999). Ranges can't overlap between distances.
   • Jersey colour: each distance usually has its own.
   • Team entries: team size, and how many runners count towards the team score.
4. Age categories: start with the usual ones (Under 18, 18–29, 30–39, 40–49, 50+) or set your own. A runner's category is worked out from their age on race day.
5. Results & awards: rank by chip (net) or gun time, award places per category, and whether overall winners also take age-category awards.
6. Waiver: a standard text is filled in; edit it as needed. If you change it later, runners keep the version they accepted.
7. Payment instructions: e.g. your UPI ID. Shown to runners who owe a fee.
8. Click Create race.

2. Jersey stock and certificate branding

On the race's page:

• Jersey stock: enter how many jerseys of each size you have, for each distance. A size with 0 isn't offered. A size closes once it's used up. If every size runs out, runners can still register, just without a jersey.
• Certificate logos & signatories: up to 4 logos and 4 signatories (name, title, signature image), in order. These appear on finisher certificates.

3. Publish

In Edit setup, tick Publish this race. The race page then shows a public registration link to share, and the race is listed on the public Upcoming runs page (linked from the login page).

How runners register

1. Open the link and fill in their details: name, date of birth, gender, phone, emergency contact, city.
2. Choose one of:
   • Student or staff of your institutes: pick from the Institute Directory, with an optional roll / employee number;
   • Another institute: type its name;
   • Member of the public: enter an occupation.
3. Pick a distance and jersey size. Full distances and sold-out sizes can't be picked.
4. Run as an individual, create a team (they become captain and get a team code to share), or join a team with that code. Team members must choose the same distance.
5. Runners under 18 on race day also need a parent / guardian's name, relation and phone.
6. Accept the waiver and data consent, then click Register.

The confirmation page shows their registration number, category, a QR code for kit pickup, the team code (captains) and the fee due. They can reopen it any time with Find my registration (registration number + date of birth).

Checks that happen automatically

• The same phone number + date of birth can't register twice for one race.
• Capacity, jersey stock and team size are checked at the moment of registering, so they can't be oversold.
• The emergency contact must be a different phone number.

Registrations list

From the race page, Registrations lists everyone, with filters for distance, gender, age category, affiliation and payment, plus search by name, number or phone. Export CSV / Export Excel download the filtered list.

Public pages never show phone numbers, dates of birth or emergency contacts.

Payments and bib numbers

There's no online payment yet: runners pay as your payment instructions say, and you mark it in STMS.

• In Registrations, filter by payment Pending and click Mark paid → on a row. Choose UPI, cash, NEFT or card. A non-cash payment needs its transaction / UTR reference.
• An entry is confirmed once it's paid, or straight away if the distance is free. Confirmed runners get the next free bib number in their distance's range automatically, and it shows on their confirmation page.
• Waive the fee (organizer only) for a guest or sponsor runner. A reason is required. The runner is confirmed and gets a bib.
• Marked paid by mistake? Set back to pending (organizer only) releases the bib. It can't be used once the kit has been handed over.
• If the race page says some confirmed runners have no bib (for example, runners who registered before bibs were given automatically), click Allocate bibs.
• If a distance runs out of bib numbers, widen its range in Edit setup. A range can't be changed to exclude bibs already given out.

Race staff

On the race page, Race staff lists who can work the kit-pickup desk and timing. Assign an existing referee / scorer or race volunteer account, or create a volunteer login there (the password is shown once, so copy it). Volunteer accounts can also be created from Users. Staff only see the races they're assigned to, and reach them from their dashboard's Race desks card. They can collect payments, hand out kits and enter or import times, but can't waive fees, change the race setup, export registrations or publish results.

Kit pickup desk

Open Pickup desk from the race page (or from the dashboard, for staff). It's designed for a phone or tablet.

1. Find the runner: type their bib, registration number, name or phone and press Find. An exact bib or registration number opens the runner straight away. A handheld QR / barcode scanner works too, since it just types into the box. Scan QR with camera reads the QR code on the runner's confirmation page, but browsers only allow the camera when the site is on HTTPS.
2. Check their ID against the name and date of birth shown. Under-18 runners show their parent / guardian.
3. If the payment is pending, collect it and Mark paid.
4. Enter your counter name (remembered for your next runner), and the collector's name if a friend or parent is collecting. Tick the ID check, then Mark kit picked up. Hand over the bib and the jersey shown.

Changes at the desk, on the runner's page:

• Change jersey size: only sizes with stock left for their distance are offered.
• Change distance: checks the new distance's capacity and jersey stock, and gives a new bib from its range. Unpaid and free entries take the new distance's fee. If a paid runner moves to a dearer distance, the desk shows the difference to collect; that extra amount isn't recorded in STMS. Not possible for team members, or after the kit (with the bib) has been handed over.
• Correct name, date of birth or gender: the age category is worked out again. If the runner turns out to be under 18, guardian details are required.
• Undo pickup if a kit was recorded by mistake or handed back.

On-spot registration

On-spot entry registers a walk-in runner at the desk, even after online registration has closed (up to race day). Read the waiver to the runner (or their parent / guardian) and tick that they accepted it. Collect the fee, and with Hand over kit now ticked, the runner is registered, marked paid, given a bib and their kit is recorded as handed over in one step. If anything fails, for example the distance being full or out of bibs, nothing is saved.

Live dashboard

Live dashboard shows, per distance, kits picked up against confirmed runners, how many are still to collect, unpaid entries and on-spot entries. For each jersey size it shows stock, allocated, handed out and unallocated. It refreshes every 30 seconds and lists the latest pickups.

In Registrations, the Kit filter lists who has or hasn't collected, and the export includes payment mode, reference, pickup time and counter.

Timing: entering results

After the race, open Timing (on the race page, the desk tabs, or a staff member's dashboard). Results can come in two ways, and you can mix them.

• Import the timing file. Upload the CSV or Excel file from your timing partner: one row per runner with the bib, a chip (net) and/or gun time, and optionally a status (Finished, DNF, DNS or DQ). STMS guesses which column is which; correct the matches if needed and press Check the file. The preview shows how many rows will be saved, and lists every row with a problem (an unknown bib, a bib twice, a time it can't read) with its line number. Nothing is saved until you press Import, and rows with errors are left out. Runners who already have a result are skipped unless you tick Replace results that were already entered.
• Enter by hand. Type the bib, press Find, choose the status and type the time as h:mm:ss or mm:ss (for example 1:02:05 or 27:41). The same screen corrects a result, or Clear result removes it. Every manual entry and correction is logged.

Big runs without timing: finish order only

With hundreds of runners and one start signal, it's often impractical to time everyone. Choose How results are taken: Finish order only in Edit setup. Then:

1. At the finish line, volunteers note the bibs of the first few runners (for example the first 5) in the order they cross, per distance. Tick Places are noted separately for men and women if you keep a boys' list and a girls' list.
2. In Timing, type each list into its Finish order box, one bib per line, and press Save order. STMS checks every bib: wrong distance, wrong gender, typed twice or unknown are all reported and nothing is saved until the list is right. To fix a place, correct the list and save it again.
3. Under Everyone else who ran, press Mark as finished for everyone who collected a kit (or every confirmed runner with a bib). They can all download a finisher certificate.
4. Mark anyone who didn't run (DNS), dropped out (DNF) or was disqualified (DQ) with Correct one runner. Disqualifying a placed runner removes them from the order, and the places below move up.

Places and the overall awards (top 3 men and women per distance, or whatever number you set) come from the noted order. Without a time or place for everyone, there are no age-category awards, and team scores only work when one list is kept for everyone in crossing order. Placed runners' certificates show their place; everyone else's says Finisher.

Results, teams and awards

Results on the race page shows each distance with three tabs. It recalculates every time it's opened, so a corrected time immediately changes the positions.

• Rankings: runners are ranked by the time the race uses (chip or gun, chosen in the setup), with their overall, gender and category position (category = distance × gender × age group). Equal times are separated by the other time, then by bib. DNF, DQ, DNS and runners with no result are listed underneath.
• Teams: the best N finishers' overall positions (or times, per the distance setup) are added up and the lowest total wins. A tie goes to the team whose last scoring runner finished first. A team with fewer than N finishers isn't ranked.
• Awards: the top places (the race's award slots, 3 by default) overall for men, women and open, then for each age category, then teams. With overall winners excluded from age-category awards on (the default), an overall winner isn't repeated in their age category, and the next runner takes the place. Awards sheet (PDF) prints every award for the ceremony, with a tick box per prize.

Export Excel / CSV downloads the full results, including each runner's award.

Publishing results and certificates

Results stay private until you press Publish results; check the rankings first. Once they're published:

• the public results page (linked from the race page and the Results list on the public races page) shows position, bib, name, city, category and time, with a search and gender/age filters. It never shows phone numbers, email, date of birth or emergency contacts;
• runners open My result & certificate, enter their bib (or registration number) and date of birth, and see their time and positions, a Download certificate button, and their results in your earlier races (matched by institute + roll number, or else by phone + date of birth);
• the finisher certificate uses the race's logos and signatories and shows the time, category and positions, plus any award won. It's generated fresh each time, so it always reflects corrected times. Only finishers get one.

You can download any finisher's certificate yourself from the Rankings tab, published or not. Unpublish takes the results and certificates off the public site again.

Reports

Reports on the race page brings together:

• Fee collection: amount collected (by payment mode), amount still pending, and free or waived entries;
• Turnout per distance: entries, confirmed, kits collected, finishers, DNF/DQ/DNS, and the two kinds of no-show: confirmed runners who never collected a kit, and those who collected one but didn't start;
• Jersey stock reconciliation: per distance and size, stock, allocated, handed out, and how many jerseys should still be with you;
• Institutes: entries, finishers, average and best time, award places and team results per institute, with an Excel/CSV export.

For year-on-year comparison, each institute's page in the Institute Directory lists every road race its runners entered, with entries, finishers, average and best time and awards.