Device Permissions

Multiple types of devices (laptops, tablets, phones, etc.) can be used to perform Competition Portal tasks. Devices must be connected to the internet and have a browser. 

This article will share how to limit permissions on specific devices to customize the available menu options for specific event volunteer tasks. This is optional, but can be beneficial to make it easier for the volunteer and reduce inadvertent interaction with other areas of the Competition Portal.

Setting Device Permissions by an Event Administrator

The following steps are recommended for devices that are managed by the designated Event Administrators on the event page. For example, if the hosting organization has their own laptops or tablets, then the Event Administrators should set up these device permissions. If the volunteer will be bringing their own device, see the section, Setting Device Permissions for Volunteer Devices, for details on this process.

It is recommended that every event have a minimum of two Event Administrators so that multiple event staff can set up devices during the event. If you have a Technology Coordinator, it’s recommended that they are one of the Event Administrators. See the Adding an Event Administrator article for more details.

1. The Event Administrator will login to RECFevents.org, open the event, and select Competition Portal to open the event on the device.
2. Select Device Permissions in the Dashboard or left-hand menu.

3. Select the appropriate permissions, “Has Access” or “No Access”, depending on what functionality is needed for that device.

   

4. Select Save and Log me In. This will modify the Competition Portal menu options on that device to only have access to the designated menus.
5. If the permissions need to be modified, the Event Administrator will need to log-out of the volunteer role on that device and redo Steps 1-4.
   • 

Device Permission Settings Overview

The following table includes the recommended Device Setting permissions for common event volunteer types. This is only a recommendation and Event Administrators can decide what permissions will be appropriate for each device. See the next section for detailed information on what menus are available for each permission setting.

Notes:

• If the device may be used for more than one volunteer role, then it is recommended to enable permissions for all of the possible volunteer roles on that device.
• If the device is only being used as a Field Timer or Remote Display, use the Field Control device permission if there are concerns that someone may get unauthorized access to the Competition Portal.

Device Permission Settings - Detailed View

This section will review each of the device settings and demonstrate which menus are available for that setting. Event Administrators will ultimately decide what permissions are set up on devices. Devices can have one or multiple permissions enabled.

Alliance Selection

This device permission will enable the device to have access to the Alliance Selection menu in the Competition Portal. This is often used by the Announcer, Head Referee or other event staff that may be running the Alliance Selection process. 

Announcer

Feature coming soon!

Can Access Freshchat 

This device permission will enable the user to select the Freshcat icon in the Competition Portal. Freshchat is a helpdesk utility that opens a dialog box to communicate with an RECF IT staff member to get technical assistance. Freshchat should only be used by Event Administrators and Technology Coordinators

.

Entering Award Winners

This device permission will enable access to the Award Winner Selection menu and is commonly used by the Judge Advisor to enter Judged Award winners.

Field Control

This device permission will give access to setting up Remote Displays and Field Timer Display menus. This device permission is useful if there are concerns about display devices being accessed by unauthorized users when setting up displays. This can also be used to provide permissions for an event staff member to remotely control what is displayed on the Remote Displays.

Skills Match Scoring

This device permission will give access to the Skills Challenges and Skills Challenge Ranking menus. This will allow for creating, starting/stopping, and scoring Skills matches, and also accessing the Skills Challenge Rankings. This is recommended for Skills Scorekeeper Referees and Head Referees that will be overseeing the Skills matches.

Team Check-in

This device permission will give access to the Team Check-in menu. This is recommended for devices used to check-in teams for the event.

Team Inspection

This device permission will give access to the Team Inspection menu. This is recommended for devices used to track which teams have passed inspection.

Teamwork Match Scoring

This device permission provides access to the Qualification Matches, Elimination Matches, Qualification Match Ranking, Elimination Match Ranking, Elimination Bracket, and Main Audience Display menus. These areas are used by event volunteers associated with running the Teamwork matches (Scorekeeper Referees, Head Referee, Announcer, etc.). This includes starting/stopping matches, scoring matches, and running the Main Audience Display settings.

Setting Device Permissions for Volunteer Devices

If a volunteer will be bringing their own device to the event, the Event Partner and/or Event Administrator can provide the volunteer access to the Competition Portal without the user needing to create an account on RECFevents.org.

1. The Event Partner or Event Administrator will login to RECFevents.org and open the event.
2. In the Volunteers menu, select the “+” icon to add an event volunteer.
   1. Enter the Volunteer’s name and email address.
   2. Select the Event Volunteer Role. If the Volunteer is not a Head Referee or Judge Advisor, then they would fall under the general Volunteer category.
   3. Select the device permissions for the volunteer. 
      1. It’s recommended to wait to set the device permissions until you are ready for the Volunteer to have access to the Competition Portal (ex: the event day or 1-2 days prior to the event). This is to minimize accidental interaction in the Competition Portal before the event begins. At this time, it’s required to check at least one Device Permission to add the volunteer, so if you are adding them early, you can select “Can Access Freshchat” as a placeholder until you are ready to give them more access to the Competition Portal.
      2. The device permissions for these volunteer’s devices can be edited at any time (prior or during the event). Once the event is finalized, the volunteer will no longer have access to the Competition Portal.
   4. Select Save. This will trigger an email notification to the Volunteer that will come from <no-reply@recfevents.org> and include a link to Volunteer Resources and a link to login to the Competition Portal.
      • Example email notification:
      • 
3.  When the Volunteer arrives at the event, they will need to access the email sent to them with the link to login to the Competition Portal. If they cannot find the email, the Event Partner can go back into their Volunteer menu in their event and select the Resend Email. Note: you may need to use the horizontal scroll bar to see the Resend Email icon. If they still cannot find the email link, they can skip to the next step and enter the Volunteer login website directly into the browser.
   • 
4. The login link will direct the users to the volunteer login portal: https://recfevents.org/#/volunteers/login
   1. The Volunteer will need to enter the Event Code and the email address used by the Event Partner when they added the Volunteer to the event.
   2. The Event Code can be found in their email or on the main event page and typically follows a format like ADC-XX-XXXX.
5. Once the volunteer enters the event code and email address, another email will be sent to the user that will expire in 24 hours.
   • Example of second Volunteer email to access the Competition Portal:
   • 
6. The Volunteer will select this link and get access to the Competition Portal with the designated device permissions. Please ask your volunteers to hold off on using this link until event setup, competition day, or when directed by the Event Partner to avoid any accidental actions.