Rider Sign-up Instructions for Ride Leaders -Portland Bicycling Club

Rider Sign-up Instructions for Ride Leaders

The Club insurance requires every rider to sign in on our official club Waiver and Ride Sign In List. In turn the Club insurance will help protect you, your riders and the Club. If a rider should refuse to sign-in, you cannot prevent them from riding but inform them that they are not considered to be a participant of the Club’s ride. Non-club members do not have to indicate mileage and will not have a rider’s number, but they do need to sign-in to participate in the ride.

For every club ride, the ride leader now has the option to support online sign up for attendees. There are three rider sign up options to choose from:

  • No Online Sign-up Allowed – this is the traditional way that we conduct rides and is the default option. The ride leader carries a paper ride sign-in sheet to the start of the ride which is then filled out and afterward is sent to the club statistician to log the rider mileage.
  • How to lead a ride with the no sign-up allowed option enabled.
    1. Take a paper ride sign-in sheet with you to the start of the ride. Press this button to download a blank sign-in sheet:
    2. Fill out the sign-in sheet by writing in the ride title, date, leader and mileage. Add yourself as the first rider by writing in your member ID, mileage, name, signature and emergency phone.
    3. Before starting the ride, ask all attendees to enter their information on the sign-in sheet. (Or you may fill in the information yourself.)
    4. Carry the sign-in sheet with you during the ride in case you need the emergency contact information.
    5. After your ride, send completed sign-in sheets to our Club Statistician at stats@portlandbicyclingclub.com or bring them to a Club Meeting. We accept photos or scans of the sign-in sheet via email. If you want to send yours in via snail-mail, pre-addressed return envelopes are available at Club meetings. No more than 4 ride sheets in one envelope, please. Riders are tracking their mileage in real-time so don’t delay in submitting your sign-in sheets.
  • Printed Hardcopy Online Sign-up – allow attendees to sign up online, but still uses a paper ride sign-in sheet. To use this option, the ride leader must have a computer with printer to generate a hardcopy of the sign-in sheet. At home, before the ride, the ride leader downloads and prints a sign-in sheet that is populated with the signed up ride attendees. The rider mileage is then added to the hardcopy at the start of the ride and afterward is sent to the club statistician.
  • How to lead a ride with the printed hardcopy sign-up option enabled.
    Note: don’t forget to sign yourself up for the ride that you lead. For information on how to do this, see the online sign-up instructions for riders.
    1. At home (before your ride) use a computer with an attached printer to log in to your club account, go to the ride calendar and open your ride.
    2. Press the button labeled “View Sign-ups” below the ride start location map.
    3. After the view rider sign-ups page appears, you will see a list of all the signed up attendees.
    4. Press the button labeled “Close Sign-up.” (You can do this only after the sign up period expires.)
    5. Press the button labeled “Sign-in Sheet” after it appears.
    6. Print the PDF file that downloads. This is the sign-in sheet for your ride populated with the signed up attendees and their emergency contact information.
    7. Take this paper sign-in sheet with you to the start of your ride.
    8. Before starting the ride, verify that the attendees on the sign-in sheet are present by asking for and entering their mileage on the sign-in sheet.
    9. Make note of any absent riders by leaving their mileage field blank on the sign-in sheet.
    10. Ask any remaining attendees that are not signed up to enter their information on the sign-in sheet. (Or you may fill in their information yourself.)
    11. Carry the sign-in sheet with you during the ride in case you need the emergency contact information.
    12. After the ride, cross off any persons that did NOT attend the ride from the sign-in sheet.
    13. After your ride, send completed sign-in sheets to our Club Statistician at stats@portlandbicyclingclub.com or bring them to a Club Meeting. We accept photos or scans of the sign-in sheet via email. If you want to send yours in via snail-mail, pre-addressed return envelopes are available at Club meetings. No more than 4 ride sheets in one envelope, please. Riders are tracking their mileage in real-time so don’t delay in submitting your sign-in sheets.
  • Paperless Online Sign-up – attendee sign up and ride attendance is all managed online. To use this option, the ride leader must have a smartphone and cell service coverage to record rider attendance at the ride start. Using a smartphone, the ride leader accesses the PBC website and marks rider attendance at the start of the ride. Rider mileage is entered by the attendee when they sign up, but the ride leader can later change the mileage if needed. After the ride, the ride leader can push a button to log the rider mileage – no intervention by the club statistician is needed.
  • How to lead a ride with the paperless sign-up option enabled.
    Note: don’t forget to sign yourself up for the ride that you lead. For information on how to do this, see the online sign-up instructions for riders.
    1. Take your smartphone with you to the start of your ride.
    2. Use your smartphone to log in to your club account, go to the ride calendar and open your ride.
    3. Press the button labeled “View Sign-ups” below the ride start location map.
    4. After the view rider sign-ups page appears, you will see a list of all the signed up attendees with their mileage and emergency contact information.
    5. Before starting the ride, verify that the attendees on the list are present. If a rider is absent, you can cancel their sign up by using the “Cancel Sign-up” section on the view rider sign-ups page.
    6. If any of the signed up attendees want their mileage changed: (1) press the rider's mileage, (2) type the new mileage into the entry field after it appears and (3) press the enter key to accept the change.
    7. Ask any remaining attendees that are not signed up to use their smartphone to sign up for the ride. Or you can sign them up yourself by using the “Sign-up Riders” section on the view rider sign-ups page.
    8. During the ride, if you need the emergency contact information, use your smartphone to access the view rider sign ups page. (Pressing the phone number link should launch your smartphone's phone app.)
    9. After the ride, access the view rider sign ups page and verify that the attendee list is correct with regard to attendance and mileage.
    10. Press the button labeled “Close Sign-up.” (You can do this only after the sign up period expires.)
    11. Press the button labeled “Log Mileage” after it appears. This will log the attendee mileage into the club rider mileage database, no interaction is required with the club statistician.
    Warning: in addition to a smartphone, you must also have cell service coverage throughout the ride route to use the paperless sign-up option. This is because you will need to log in to the club website to obtain the rider emergency contact information. If cell service along your route is spotty or nonexistent, use the printed hardcopy sign-up option instead.

View the completed rides that have not yet been logged to the mileage database.

How to enable online sign up for your ride.

  1. Log on to the PBC website using your club member account.
  2. Go to the ride calendar and open the ride that you will lead. Scroll down to the action button row (below the start location map.)
  3. Press the button labeled “View Sign-ups.” This button is only visible to users who lead the ride.
  4. After the view rider sign-ups page appears, press to open the “Set Sign-up Options” section.
  5. Choose your type of desired online sign-up: no sign-up, hardcopy or paperless.
  6. Specify the sign-up cutoff in hours, this will determine when the sign up period ends relative to the start of the ride. Guidelines on how to set this value:
    • When using printed hardcopy sign up, you need to set the sign up cutoff to give yourself enough time to print out the ride sign-in sheet before the start of the ride. This sign-in sheet will be populated with the riders that sign up online so it cannot be printed until after the sign up period closes. For example, if your ride starts at 10am and you’ve set the sign up cutoff to 2 hours before that, then the sign up period closes at 8am. After that you can print out the sign-in sheet and take it with you to the ride.
    • When using paperless sign up, you should set the sign up cutoff to give riders that forget to sign up before the start of the ride the option to sign up afterward. Since the sign-in sheet is electronic, the only way for riders to get credit for their mileage is to sign up online. For example, if your ride starts at 10am and you’ve set the sign up cutoff to 2 hours after that, then the sign up period closes at noon. You can then tell the riders that did not sign up to do so now using their smartphone.
  7. Specify the sign-up count limit. This will limit the number of riders allowed to sign up.
  8. Choose if club members only are allowed on the ride.
  9. Press the button labeled “Submit” to save your changes.
  10. Press the button labeled “Back to Ride” to return to the ride listing.
  11. If online sign up was enabled, a sign up button should appear below the ride title.

View your rides that have online sign up enabled.