Data validation is a way of ensuring that the data that you have collected on your registration form is correct and properly formatted. This is especially useful for CCC and FIS license numbers as invalid numbers will cause problems when points from your race need to be submitted. Data validation is also useful for standardizing Club/ Team names and is essential for assigning the correct CPL/ FIS points so that seeding is done correctly.
How do I Validate Registration Data?
Data validation is accessed in the Reports section of your registration via the Summary page. Click on the”More” button to find ‘Validation’:
The first step is to make sure that the fields on your registration form are correctly associated with standardized fields within the Zone4 system. This dialog will popup automatically the first time you visit the validator. After that, this is accessible via the Configure button as is pictured below.
This will open the Configure Validation pictured below.
On the left are the fields in your registration form and on the right are standardized Zone4 fields. The system will try to match them up automatically, but it is always a good idea to go through them to make sure that they have been matched correctly. Once you have reviewed fields select the Use these field maps option pictured below.
Validate Licence Field
The most important field to validate first is the Licence field (for skiing, start with the CCC Licence field.) If licences aren’t correct, the Club, Team, Points, and other data won’t validate correctly. So start by selecting the key Licence field from the drop down.
After selecting your licence field, it will list all the missing or potentially incorrect data for that field. You will need to go through that list and correct issues. For CCC licences there are a few common issues:
- Athletes entering the wrong number, it will suggest to blank out their incorrect licence. If you think the suggestion may be incorrect, click the “Look Up on Website” option to check.
- Athletes not having renewed their licence. It will tell you the last year they were active in. Again, to double check you can click the “Lookup on Website” option.
- Athletes that have been mis-matched by our auto-matching algorithm. In this case, our system may not have correctly matched the new registrant and Licence number with the existing person in the CPL database based on the provided registration details. This auto-matching system takes into account more than just a person’s name; it looks at other variables such as DOB, Phone, EMail and weighs them compared to the licenced racers. This allows the system to handle slight name variations. It is designed to catch when someone mis-enters a licence that may belong to someone else. If the registration details are different enough that the auto-matching system isn’t sure, it may list the person as potentially having an invalid licence. In this case, only a human can make the judgement call by first clicking “Look Up on Website” to see who that licence belongs to in the CPL system. If you are confident that it’s indeed the same person, click the “Correct Person ID” option.
If a match still can’t be determined and you’re confident of the licence entered, you can report an error in the validation data as is pictured below. This marks the record so it won’t continue to appear in the validation list.
Once you are satisfied with the changes made to a registrants licence number, select the Apply button. If you find that no changes need to be made from the original data, select the Skip button. Both of these options will make that error disappear from the list. These options are pictured below.
There is also an option to make notes on registrants in the overflow menu (as is pictured below). These notes will then be displayed in that individuals cart.
You can also apply all changes to a field at once. Do this by using the Apply These Changes button at the bottom of the page as is pictured below. Just be sure to review changes before selecting this option.
Validating Data Fields
Once your licences are correct, validating the other fields will work very smoothly. First select the field you wish to validate in the drop down menu. Although there are many fields in your registration form it is certainly not essential to look through each one for incorrect data, but there are a few where a look through is recommended. These are Team names, Club Names, DOB, Gender and Bib Pickup (for xc ski races.) Just like the licence validation, you can apply changes one by one, or in bulk using the Apply These Changes button at the bottom of the page. Just be sure to review changes before selecting this option.
Assigning FIS and CPL Points
Once you have validated the data for licences and other club and team data you will need to assign points to each racer. This is essential for seeding and creating a Start List. To do this navigate to one of the CPL or FIS points lists fields in the drop down menu as is pictured below.
Unless you have asked registrants to enter their CPL/FIS points themselves in your registration (this is very rare) all registrants will have that field shown as empty, yet if they have a valid licence there should be a recommended points score in the recommended change window. This is pictured below.
It is recommended to review these points before assigning all, yet it is usually the athletes/ coaches responsibility to make sure that seeding is done correctly when seeding/ start lists are released the day before the race.
Once you’re satisfied with the points allocation select the Apply These Changes button pictured below.
Then repeat this process for all points lists (FIS and CPL distance and sprint).