Managing Incidents

Alpha provides tools to allow you to track and manage any on and off track incidents that occur during your event.

Granting access to your event team

In order for members of your event team to access the Incidents for an event, they need to have an account on the Alpha Club Management system, be entered into the event as an official and have the relevant permissions.  There are currently four permissions; View incidents, Add incident. Edit incident and issue decisions.  

NOTE: All staff who need access to manage incidents MUST be given the view incidents permission.

Go to the event, and from the Event Summary/Class Dropdown select Officials / Marshalls.

Click on a person's name and then adjust the incident permissions as below: 

Accessing incident management

Event team members can access and manage incidents by logging into the Alpha Results site https://results.alphatiming.co.uk.  They must use the same email address and password that they use to access the club management system.  If for some reason the official does not yet have an account you can email them a link to create an account, using the instructions towards the end of this page.

Once logged in, they will see the Incidents link in the header. If the link is missing, check that they have view incidents permission for the event, and ask them to log out by clicking their initials in the top right corner of the screen, then log back in again.

Clicking the Incidents link will show the incident management page.  Initially, the page will show a list of events that the logged in user has permission to access.  If your event is not shown, check that they have view incident permission to the event, and that the event has been uploaded from the results timing software,

Click the Select button next to the event you wish to view or manage incidents for.

The first time an event is selected, you will need to make some configuration selections:

• Select the incident type group to use (this will configure which incidents and penalties can be applied)
• Whether to show the decision documents on the results
• The names, roles and digital signatures of the event officials.

Once all selections have been made, click save then close.

The main screen shows a list of all reported incidents, along with some information about them and their status.  

You can filter the list to show only incidents for selected statuses by clicking the filter button and ticking the statuses you want to show.

Click the incident time to view and edit the incident and add any decisions.

Adding incidents

Any team members who have the Add incident permission will see an add incident button at the top of the page.  Clicking this button will take them to the Add Incidents page.

First, select the session the incident applies to.  At the bottom of the list is a special entry, Off-track incident which can be used for reporting any incidents that are not directly linked to a session.

Next select the incident time, or leave blank to use the current time.

Enter the location and lap number of the incident (both of these can be left blank if not required).

The status will default to Reported, but you can select a different status if required.

Click in the text box to see a pre-configured list of incident types.  If the one you want isn't shown you can type in the text to describe the incident.

For session based incidents, tick the number(s) of the reported drivers.  You can also tick one or more numbers of affected competitors.  An affected competitor is a driver who was involved in the incident (and is a potential witness) but is not under investigation.

Finally click Save to add the incident.  The new incident will be added to the list at the bottom of the screen, and the fields reset so you are ready to enter the next incident.

Editing an incident

Clicking the time of an incident will take you to a page showing the details of the incident.  This will show a screen similar to the add incident screen, but also has the ability to add notes, attach documents 9e.g. a video clip) and record decisions. 

The bottom of the screen shows any notes and also includes an audit trail so you can keep track of any changes made to the incident, as well as who made those changes.

Recording a decision

Once a decision has been made on an incident, users who have issue decision permission can record the decision.  This will store the details of the decision and any penalty that was given, and generate a PDF which can be shown on the event results.

To record a decision click the Decision button. 

Tick the driver(s) the decision applies to, then select the decision to apply.  Check that the regulation, penalty type, penalty value and reason show the correct values, and amend as required, then click Add Decision.

An entry will be added to the list at the bottom of the screen for each driver showing the decision was created,  It may take a few minutes for the PDF to be created, but it will appear in the list once it's ready.

If you made a mistake, or the decision was appealed and overturned you can remove the decision by clicking the remove button.