Tips for Road Captains

• Back to Ride Leader Info

Duties of a Road Captain: Solicit, receive, and review Club sanctioned rides.  Maintain and oversee the Ride Calendar. Oversee ride leaders and promote adherence to rules of the road and ensure ride leaders have materials needed such as ride sign-in sheets and envelopes. Recruit and train ride leaders. Maintain catalog/database of ride maps.

• Accessing Road Captain Functions
  To access road captain functions, you must first login to the website and go to the Ride Leader Info page. You should then see a section labeled Quick links for Road Captains. (If you don’t see this section, then you don’t have road captain access rights – contact the website administrator to remedy this.) These are the links that you will use to maintain and oversee the Ride Calendar and Map Library.
• Adding a Document to a Ride’s Description
  1. Login in to your club account on portlandbicyclingclub.com.
  2. Go to the Manage File Attachments page.
  3. On the Manage File Attachments page, press the Add New button.
  4. The Upload File form will appear.
  5. Choose a title for your attachment and enter it.
  6. Press the Upload File button and choose your PDF file from the file selection dialog.
  7. Press the Save button to upload the file.
  8. If successful a URL should appear in the Upload File URL field.
  9. Press the icon next to the Upload File URL field, this will copy the URL to your clipboard.
  10. Press the BACK TO PREVIOUS PAGE link, you will return to the Manage File Attachments page.
  11. You are now done with the Manage File Attachments page and may close it.
  12. Edit the scheduled ride to which you want to add the file attachment.
  13. Use the paste key (Ctlr-v) to paste the file attachment URL from the clipboard into the ride description
  14. Save the ride and open its view, the URL will show as a clickable link in the ride description.
• Creating a Ride Route Map
  Before creating a new map, check the Map Library to ensure that your route does not already exist, or that there is a satisfactory similar route you may use instead.

  1. Login in to your club account on portlandbicyclingclub.com.
  2. Go to the Manage Route Maps page.
  3. On the Manage Route Maps page, press the Add New button.
  4. The Submit Map form will appear.
  5. Enter a title for the map. When naming this map, use a title that is descriptive of the route.
  6. Choose a map type:
     • Download File – press the Upload File button and choose your PDF file from the file selection dialog. Multipage maps are ok, but must be uploaded as a single PDF file (e.g. a map plus cue sheet).
     • URL Link – enter a URL that links to an online map. When using a map from Ride With GPS, it needs to be public and placed into the club account library.
     • Both – allows both a download file and URL link to be specified.
  7. Select the terrain of the route.
  8. Specify the distance of the route. All distances should be listed in miles.
  9. Specify a maximum distance to indicate a range if several choices are available in the route.
  10. Press the Save Draft button at the bottom of the form.
  11. After the page updates, press the Publish button at the bottom of the form to publish the map to the Map Library.
  12. To return to the Manage Route Maps page, press the BACK TO PREVIOUS PAGE link at the top of the form.
• Replacing an Existing Ride Route Map’s Download File
  1. Login in to your club account on portlandbicyclingclub.com.
  2. Go to the Manage Route Maps page.
  3. On the Manage Route Maps page, use the Search Route Maps section to find the desired route map.
  4. In the search results table, click the Edit link in the Action column of the desired route map.
  5. The Edit Map form will appear.
  6. Press the Upload File button and choose your PDF file from the file selection dialog.
  7. Press the Update button to upload the new file. It will replace the existing uploaded file. The old file is automatically deleted; no intervention by an administrator is required.
• Scheduling a One Time Ride
  Before creating a new ride, view the Ride Calendar to ensure that the ride has not already been posted.

  1. Login in to your club account on portlandbicyclingclub.com.
  2. Go to the Manage Scheduled Rides page.
  3. On the Manage Scheduled Rides page, press the Add New button.
  4. The Submit Ride form will appear.
  5. Enter a title for the ride in the Ride Title field. When naming this ride, use creative names as they are more enticing to riders.
  6. Enter the date that the ride occurs in the Ride Date field.
  7. Enter the time-of-day that the ride departs in the Departure Time field.
  8. Enter a description for the ride in the Ride Description field.
  9. Choose the appropriate ride type from the Ride Type choice list.
  10. Choose the appropriate ride pace from the Ride Pace choice list.
  11. If you wish to attach maps to this ride, choose yes from the Attach Maps choice list:
      1. Notice that the Ride Terrain, Ride Distance and Max Ride Distance fields disappear, this is because that information is collected from the attached maps therefore you do not have to enter it.
      2. Click in the Ride Maps field and a selector will pop up, select the desired map. If you begin to type the map’s title, the selector will filter to only what you typed. You may choose more than one map. (These maps come from the Map Library page accessible from the members-only menu.)
  12. If you do not want to attach maps, choose no from the Attach Maps choice list:
      1. Select the appropriate terrain encountered on the ride from the Ride Terrain choice list. You may select more than one.
      2. Enter the appropriate ride distance (in miles) in the Ride Distance field.
      3. If this ride has a range of distances, enter the maximum ride distance (in miles) in the Max Ride Distance field.
  13. Enter the street address of the ride’s starting location in the Start Location field. As you type the address, a list of best matches are presented; choose that one that is correct. The Google Map below will update to locate the address – verify that the location is correct.
  14. Enter additional instructions about the start location in the Start Location Comment field. This is optional, you may leave it blank.
  15. Click on the Ride Leaders field and a selector will pop up, select the appropriate person as ride leader. As you begin to type the person’s name, the selector will filter to only what you typed. You may choose more than one leader. (Only designated ride leaders are displayed in the list. If you don’t see the desired person in the list, they are not tagged as a ride leader – contact the website administrator to remedy this.)
  16. To save your new ride, press the Save Draft button on the bottom of the form.
  17. After the page updates, press the Publish button at the bottom of the form to publish your ride to the Ride Calendar.
  18. To return to the Manage Scheduled Rides page, press the BACK TO PREVIOUS PAGE link at the top of the form.
• Copying a Scheduled Ride
  1. Login in to your club account on portlandbicyclingclub.com.
  2. Go to the Manage Scheduled Rides page.
  3. On the Manage Scheduled Rides page, search the table of scheduled rides for the ride that you wish to copy.
  4. Press that ride’s Copy link in the Actions column.
  5. The Submit Ride form will appear.
  6. Enter the date that you want the copied ride to occur in the Ride Date field.
  7. You may also change the value of any of the other fields.
  8. To save your copied ride, press the Save Draft button on the bottom of the form.
  9. After the page updates, press the Publish button at the bottom of the form to publish your ride to the Ride Calendar.
  10. To return to the Manage Scheduled Rides page, press the BACK TO PREVIOUS PAGE link at the top of the form.
• Scheduling a Repeating Ride
  1. Login in to your club account on portlandbicyclingclub.com.
  2. Go to the Manage Ride Templates page.
  3. On the Manage Ride Templates page, search the table of ride templates for the template from what you wish to schedule.
  4. Press that template’s Schedule link in the Actions column.
  5. The Schedule Ride Template form will appear.
  6. Choose the repetition frequency for the rides from the Repeat Ride Every choice list. Most repeating ride occur weekly.
  7. Enter the date that the first ride will occur in the From Date field.
  8. Enter the date that the last ride will occur in the To Date field.
  9. A list showing the proposed schedule for the repeating rides will display. Verify that it is correct. You may uncheck any rides that you wish to exclude. (This allows you to create “holes” in the schedule.)
  10. Enter the time-of-day that the rides will depart in the Departure Time field.
  11. To schedule your rides, press the Schedule button on the bottom of the form.
• Creating a Ride Template
  1. Login in to your club account on portlandbicyclingclub.com.
  2. Go to the Manage Ride Templates page.
  3. On the Manage Ride Templates page, press the Add New button.
  4. The Submit Ride Template form will appear.
  5. Enter a title for the ride in the Ride Title field. When naming this ride, use creative names as they are more enticing to riders.
  6. Enter a description for the ride in the Ride Description field.
  7. Choose the appropriate ride type from the Ride Type choice list.
  8. Choose the appropriate ride pace from the Ride Pace choice list.
  9. If you wish to attach maps to this ride, choose yes from the Attach Maps choice list:
     1. Notice that the Ride Terrain, Ride Distance and Max Ride Distance fields disappear, this is because that information is collected from the attached maps therefore you do not have to enter it.
     2. Click in the Ride Maps field and a selector will pop up, select the desired map. If you begin to type the map’s title, the selector will filter to only what you typed. You may choose more than one map. (These maps come from the Map Library page accessible from the members-only menu.)
  10. If you do not want to attach maps, choose no from the Attach Maps choice list:
      1. Select the appropriate terrain encountered on the ride from the Ride Terrain choice list. You may select more than one.
      2. Enter the appropriate ride distance (in miles) in the Ride Distance field.
      3. If this ride has a range of distances, enter the maximum ride distance (in miles) in the Max Ride Distance field.
  11. Enter the street address of the ride’s starting location in the Start Location field. As you type the address, a list of best matches are presented; choose that one that is correct. The Google Map below will update to locate the address – verify that the location is correct.
  12. Click on the Ride Leaders field and a selector will pop up, select the appropriate person as ride leader. As you begin to type the person’s name, the selector will filter to only what you typed. You may choose more than one leader. (Only designated ride leaders are displayed in the list. If you don’t see the desired person in the list, they are not tagged as a ride leader – contact the website administrator to remedy this.)
  13. To save your new template, press the Save Draft button on the bottom of the form.
  14. After the page updates, press the Publish button at the bottom of the form to publish your template and make it available for scheduling.
  15. To return to the Manage Ride Templates page, press the BACK TO PREVIOUS PAGE link at the top of the form.
• Exporting Upcoming Rides
  It is possible to export upcoming rides to an external calendar application (for example, Google Calendar.) The calendar app must support the iCal format to load these exported rides. Click the desired days of rides to export:

  • next 7 days
  • next 14 days
• Reference Document Archive
  • Ride Leader Checklist