Track Hosting Details

Welcome to the new and improved baumspage.com online hosting services.  Thanks for your patience as we put the final touches on the system.  We updated our server software and refined the access to our online database.  We automated a lot of the processes with the purpose of increasing efficiency.  The dynamic process will provide quicker access to the data.

Please note the following details:

  1. All coaches and managers will need to have an account to access the online entry system!
  2. All User Accounts from the previous year were retained, but the associations with the schools and teams and events were deleted.
  3. Note for coaches:
    1. All seniors are deleted at the end of the school year and high school students are promoted one grade level and retained.
    2. Junior high/middle school students are deleted each summer and need to be entered each season.
    3. Coaches can upload their complete alphabetic roster by pasting the names from Excel rather than submitting them one athlete at a time.
  4. All managers/tournament directors and/or computer support personnel will need to have an account in order to submit details for hosting a tournament or to access data submitted.
    1. After login, the first step will be to use Manage Events | Track | Event Details “New”
    2. Submit the Type of Event, Event Name, Location, Date, Time, Host School, etc.
    3. Determine the date and time for opening and closing the entry window.  * We suggest opening at 8:00 AM on a Sunday, approximately two weeks before the event and closing two or three days before the event.
    4. The Scratch/Substitution Window is optional.  Our suggestions is to close the window closer to the meet date and to handle scratches/substitutions when the coaches check-in for the meet.
    5. Check the list carefully to make sure the events and number per event are correct!
      1. The default for HS is the standard 34 OHSAA HS events with two per event and the default for MS is the standard 30 OHSAA MS/JH events with two per event.
    6. Specify the data format needed for import: Hy-Tek, Sydex, EasyMeet, or Excel.
    7. Click Submit Event for Verification. Review the summary details on next screen.
      1. If correct check Accept Details and Submit Event for Verification.
      2. If not correct, click on I need to make changes and edit the information.
    8. The manager will receive an e-mail when the tournament is approved by the Baumspage staff.
    9. Only the manager and/or assigned delegates will be able to monitor the entries and access data.
      1. The manager can assign Event Delegates that will have access to the meet data.
      2. Delegates must have an account.  If they don’t have an account when you first sign-up to host, you can be assign them later.
    10. The entry and scratch/substitution windows will close precisely at the time you determine.
      1. The manager or delegate will be able to re-open or extend either window if necessary.
      2. After the window closes, the manager or delegate will be able to login and download the import file/files for their event.
        1. In some special circumstances, the baumspage staff will download, process, and e-mail the files.
    11. After the event, the manager or computer support person will be able to login to upload and post their own results.
      1. Please note: the files must be either TXT, HTM, or PDF.
      2. Login to the account and use Manage Events | Upload Files/Results.
      3. Enter a Display Name for the link, browse to and select the file, then click Submit File.
  5. If here are any problems with the Tournament Hosting process, click the Contact Us link and submit a Help Request.
    1. Help requests will be monitored and responded to as time permits.  We tell coaches to allow up to 4 hours, but most responses are usually within an hour or two after the request is submitted.
    2. If you need immediate help, e-mail or call:
      1. Gary Baumgartner: gb@baumspage.com or Cell: 513-594-6154
      2. Or Terry Young: terry@baumspage.com or Cell: 740-517-0195