Documents

Where to find it

In your event's dashboard, open Documents under Setup. It's there for races that take sign-ups through Run This, on the website.

Only your race's directors can open these. Documents never show on your event's page or to runners, and a document's photos are stored privately.

Making a document

1. Press New, then Document

   It opens in its own tab, full screen, so you can focus on it. The arrow at the top left goes back to Documents.

2. Name it

   Type over Untitled document at the top. It saves as you type; you'll see Saved in the bar.

3. Pick which race it's for

   Which race is this for? files it under one year's race, or Every year for things you reuse, like a race-day checklist.

New also makes folders. Each row's menu can Open, Rename, Move to a folder, Make a copy, or Delete. Pin at the top of a document keeps it at the top of the list, just under your folders.

Writing and formatting

The toolbar works like Google Docs or Word:

• Text styles (Normal text, Heading 1 to 3), fonts, bold, italic, underline, strikethrough, superscript and subscript.
• Text size is a number of points, like Google Docs: type one in the box, step it with the minus and plus, or pick from the list. Normal text is 12.
• Text color and highlight, alignment, line spacing and indents. The color menus have the standard colors and your own: press + to pick any color or type a code like #1f5fc9, and it's kept for next time.
• Bulleted, numbered and check lists. Numbered lists inside numbered lists go 1, a, i.
• Links to web pages, email addresses and phone numbers.
• Insert adds a photo, your race's event icon, a live number or table, a ready-made section, a course map, a callout box, a divider line, a page break or a quote, and opens the header, footer and page numbers.
• Find and replace (⌘F on a Mac, Ctrl+F on Windows), the outline of your headings beside the pages, and a word count.
• Undo and redo: ⌘Z and ⇧⌘Z on a Mac, Ctrl+Z and Ctrl+Y on Windows.

Pages, header and footer

You write on real pages, so what you see is what prints. Page setup in the toolbar sets the paper size (Letter or A4), the margins, and whether the first page leaves off the header and footer, like a cover page.

Click the top or bottom of any page to write a header or footer, with text on the left, center or right. Page numbers go in the header or footer too, reading like 2, Page 2 or Page 2 of 5.

Sections and the course map

Insert, then Section drops a ready-made part of a plan in where your cursor is: the timeline at a glance, key staff and jobs, water stations, the medical plan, packet pickup, the awards plan, the contacts table and the rest of what the templates are built from. Your race's name is filled in, live numbers count this race, and from there it's ordinary text you edit like anything else.

Insert, then Course map makes a picture of your race's Course Studio map: pick the map's look, which routes and which markers to show, and the shape, then Add to document. It goes in as a photo, so it counts toward the race's 1 GB, and it prints in the PDF and Word downloads like any photo. To change it later, add a new one. It needs a course drawn in Course Studio first. Races that share a road are drawn side by side when the race's Map settings say so (Races on the same road), the same as on the event page. If a map style can't be drawn as a picture, the closest match is used and the dialog says so: Satellite uses Mapbox's satellite photos and Blueprint is redrawn in its navy colors.

Photos

• Drag a photo from your computer onto the page, paste one, or use Insert, then Photo. JPG, PNG, WebP and GIF photos up to 25 MB work; they shrink as they upload. Photos in documents count toward your race's storage (see Storage).
• A picture dragged from a web page comes in too when that site allows it. If it doesn't, you'll be asked to save it to your computer first.
• Insert, then Event icon adds your race's icon as a photo, a third of the page wide. It's a copy, so it stays the same if you change the race's icon later. It's in the menu when your race has an icon.
• Drag a photo's corner to resize it (it keeps its shape). Click a photo for its bar: Small, Medium or Full width, left, middle or right, Crop, Replace, and a description that screen readers read aloud.
• To crop a photo, click it and press Crop, or double-click it. Drag a corner or an edge of the box to choose the part to keep, or drag inside the box to move it, then press Done. The rest of the photo is kept, so you can crop it again, or press Reset to bring all of it back. Undo works too, and the PDF and Word downloads show the cropped photo.
• To swap a photo for a different picture, click it and press Replace, then pick the new picture. It goes in the same place, at the same width and alignment, in its own shape and uncropped. Undo brings the old one back.

Attaching a file to a document

Use Insert, then File, and pick a file from your computer. It sits in the line as a small tag with its name and size. Press the arrow on the tag to download it. The file is kept exactly as you uploaded it, and it counts toward your race's storage.

Tables

Add a table from the toolbar. Tab moves to the next cell, and Tab in the last cell adds a row. While you're in a table, the table bar adds and removes rows and columns, merges cells and gives cells a fill color (the same colors as text, your own too). Drag a column's edge to make it wider or narrower.

Live race numbers

Put your race's numbers right in the text, and they keep themselves current: registrations, spots left, shirt sizes, giveaways, volunteers, check-ins and money. Use Insert, then Live number or table, or the Live data button, and click a number to add it where your cursor is, or add a whole table.

Click a live number or table to change it. Counts picks this race or an earlier one, and At this point counts an earlier race only up to the same number of days before its race day. For a table, Beside it shows an earlier race next to this one. Make plain turns it into ordinary text that no longer changes. Select a live number to make it bigger, bold or a color, like any words; it keeps that look for everyone.

Opening a Word file

Press New, then Open a Word, Excel or CSV file, and pick a Word file (.docx). It becomes a new document with its headings, fonts, sizes, colors, highlights, lists and checklists, tables (merged cells and cell colors too), photos, links and page breaks, plus its page size, margins, header, footer and page numbers. Tracked changes come in accepted.

If anything can't come across, like comments, footnotes, charts or pictures in the header, you'll see a note saying so. Word files up to 40 MB open.

• From Google Docs: choose File, Download, Microsoft Word (.docx), then open that file.
• From Pages: choose File, Export To, Word, then open that file.
• An older Word file (.doc): open it in Word and save it as .docx first.

Making a live table look your way

A live table's rows come from your race and grow by themselves, so you never add a row. How it looks is yours. Click the table, then a cell, and the bar above the page gets a Format choice: this cell, this column, this row, the header row or the whole table.

• Bold, italic, a text color, a fill color and left, center or right, for whatever Format is set to.
• Drag the right edge of a column's header to make the column wider or narrower.
• Column adds a column you type into, like Lead, Phone or Notes. Name it in its top cell. What you type belongs to its row, so it stays with that role or distance when rows are added or move.
• Hide takes the column you clicked out of view, and Hidden brings one back. The numbers keep counting while a column is hidden.
• The PDF, the Word file and Make plain all keep the look, the typed columns and the hidden columns left out.
• A template saved from the document keeps the columns' look and the typed columns' names, not what was typed.

Downloading as PDF or Word

The ⋯ menu at the top of a document has Download as PDF (.pdf) and Download as Word (.docx). Both keep your formatting, photos, tables, header, footer and page numbers. Live numbers go into the file as they are at that moment.

On a phone, a document is one long page that fits the screen, so it's easy to read and type. To see the real pages, choose Print layout in the ⋯ menu: the pages shrink to fit the screen, the same as the PDF, and you can still edit. Your phone remembers the choice.

• The PDF has real pages, in the paper size and margins from Page setup. A long table carries on to the next page with its header row again, a heading stays with the text under it, and checklist boxes print ticked or empty.
• A PDF uses one plain font, with a serif and a monospace where you chose those. Emoji don't print.
• The file is made on your computer. Nothing is sent anywhere.

Templates

New, then Document from a template starts a document that's already laid out. Your race's name is filled in where the template names the race.

• Run This templates: Event manual, Planning checklist, Race-day plan, Emergency and risk plan, Course and aid station plan, Volunteer plan, Volunteer instructions, Packet pickup, Communications plan, Vendor contacts, Sponsor promises and Post-race report. Each opens laid out: a short line under every heading saying what goes there, tables with a header row and empty cells for you to fill, and your race's name in the header of every page with the page number in the footer. The longer ones (the Event manual and the Emergency and risk plan) start with a cover page.
• Live numbers in the templates: registrations, packets picked up, volunteers signed up, shirt sizes, registrations by distance beside last year's, and sponsor money, wherever they help. They count the race the document is in, and fill in as your race changes.
• Your own: on any document, open the ⋯ menu and choose Save as a template. It's kept on your account, only you can see it, and it shows up at every race you direct.
• A saved template doesn't keep the document's photos or attached files, live numbers go back to counting the race the new document is in, and the old race's name never comes along.
• To remove one of your templates, press the bin beside it in the list.

Making a copy

In a row's ⋯ menu, Make a copy copies a document, sheet or file. Pick where it goes: the same race, a folder, another race you direct, or My files (from the Files page). The copy is yours and gets its own photos and files. Comments and earlier versions stay with the original.

Working with your co-directors

Everyone who can edit a document can type in it at the same time, like Google Docs. Each person's changes show up for everyone else within a moment, and nobody's typing is lost.

• The faces at the top show who else has it open. A pencil on a face means that person is changing it right now. Point at a face to see their name, and click it to jump to where they are.
• Each person's cursor shows in the document in their color, with their name beside it.
• If you have the same document open in another tab or on another computer, you show up there too, as You, in another tab, so you notice before you work in two places.
• Undo takes back your own changes, never someone else's.
• If Run This is updated while you have a document open, it may ask you to refresh the page, and editing pauses there until you do, so nothing new in the document gets lost.

Who can see and edit

Every director of your race can see and edit a new document. The director who made it (its owner) can change that: open the ⋯ menu and choose Who can see and edit.

• Who can see it: every director of your race, or only you and the directors you pick. A document only some directors can see shows a Private tag.
• Who can edit it: everyone who can see it, only you, or you and the people you pick. When only you can edit it, it shows a Locked tag and everyone else can only read it (checklist boxes too).
• Give it to another director: they own it from then on and decide who can see and edit it. You can still open it.

Folders work the same way. When you make a folder private, everything inside it becomes private to the same people, and whoever made each thing inside keeps it. Anything new made in a private folder is private to its people too.

Only the owner can change these choices, rename, move or delete a private or locked document. The race's lead director can't open a private document they weren't picked for. If the owner stops directing the race, their documents go to the lead director.

Sharing a link

To share a document with people who don't have a Run This account, like runners, a sponsor or a client, press Share at the top of the document. Only the document's owner can turn a link on or off.

• Anyone with the link can view: they read the document, and it changes in front of them as you and your co-directors type. They can't change anything, and there are no editing tools on their screen. Handy on a call while they watch you work, or for a plan you send before it's finished.
• Anyone with the link can comment: they also see the comments and add their own. They type a name with their first comment, and their comments show that name with (guest). They can't resolve comments.
• While someone has the link open, they show at the top as a running animal, like Tempo Tortoise. Point at it and it says it's a guest with the link.
• Live race numbers and tables show to people using the link the same as you see them, and keep themselves current. Only the finished numbers reach them, never the registrations, names or payments behind them. A live number reads as ordinary text to them.
• They see your pages as pages, without the page break markers. On a phone they see the real pages, shrunk to fit the screen, the same as the PDF (pinch to zoom in). Print layout at the top switches to one long page that fits the screen instead, easier to read on a small screen, where a table too wide for it scrolls sideways with its edge faded on the side that has more to see.
• They can download the document as a PDF or a Word file.
• Copy link copies it to send. The link is long and random, so nobody can guess it, but anyone you send it to can pass it on.
• Make a new link stops the old one right away, for everyone who has it. Choosing Off stops it too. While a document is in Recently deleted, its link doesn't open, and moving a document to another race or to My files stops its link for good.
• A document in My files can have a view link. Comment links are for your race's documents.

A share link opens only that one document. It never opens your race's other documents, your Run This account or anything else. A globe on the Share button means a link is on, and every director who can see the document can copy it from there.

Comments

Select some text in a document and press Comment (or Cmd+Option+M on a Mac, Ctrl+Alt+M on Windows). Write your comment and, if you like, pick directors to email about it. Only directors who can see the document can be picked.

• Comments show in the Comments panel beside the document, in the order their text appears. The text each comment is on is highlighted: click it to jump to its comment.
• Reply to keep a conversation together, and Resolve a comment when it's done. Resolved comments stay under Show resolved, and you can reopen one.
• You can edit or delete your own comments.
• Commenting never changes the document, so you can comment while someone else is editing it.
• If the text a comment is on is changed or removed, the comment stays and says so.
• Comments from someone using a comment link show the name they typed and (guest). See Sharing a link.

Anyone who can edit a document can comment on it. When only some people can edit it, its owner decides whether everyone else who can see it can still comment (in Who can see and edit).

Earlier versions

Run This keeps earlier versions of every document. A new one starts each time someone begins editing, so you can see who changed what, and when.

• Open the ⋯ menu at the top of a document and choose Version history.
• Pick a version from the list. Words it added are highlighted in green, and words it took out are crossed out in red.
• Restore this version puts it back. The document as it was just before is kept as a version too, so you can always go back.
• Make a copy opens that version as a new document without changing this one. The same people can see the copy.

When someone else has changed a document since you last opened it, a note at the bottom of the screen says who. See changes shows what they changed.

Anyone who can open a document can look at its versions. Restoring one is for the people who can edit it, and waits until nobody else is editing. Every version from the last 30 days is kept; older than that, the last one of each day is kept, up to 100 versions for each document.

Uploading files

Your race's Documents page also holds files: a course map PDF, a permit, a logo, a vendor's spreadsheet. They're kept exactly as you upload them, so a print-ready logo stays print-ready.

• Press New, then Upload files, or drag files from your computer onto the page. Open a folder first to upload into it.
• Click a file to see it: a photo shows, a PDF shows its first page. Other kinds say to download them. Download saves the file to your computer.
• Files can be renamed, moved into folders, kept private or locked, and deleted, the same way documents can.
• You can upload PDFs, photos, Word, Excel and PowerPoint files, Pages, Numbers and Keynote files, CSV and text files, course files (GPX, KML), design files (AI, EPS, PSD, SVG) and ZIP files, up to 25 MB each.
• Videos can't be uploaded. Paste a YouTube or Vimeo link into a document.

The Files page and My files

On your main dashboard, Files shows everything in one place: a folder for each race you direct, and My files. A race's folder there is the same as that race's Documents page, so use whichever is closer.

• My files is only yours. Nobody else can open it, not even your co-directors. It's a good home for your own notes, templates you're drafting, or what you charge. It has its own 1 GB and goes with you to every race you direct.
• To move something between a race and My files, or from one race to another, open its ⋯ menu on the Files page and choose Move to, or drag it onto a name in the list on the left. Before it moves, you're told how that changes who can open it. Its earlier versions, comments, photos and files move with it.
• Only an item's owner can move it out of a race. A folder can leave a race only when everything inside it is yours.
• Inside one race or inside My files, drag something onto a folder to put it there.
• Live race numbers work in a race's documents and sheets, not in My files.
• Files is there for people who direct a race that takes sign-ups through Run This.

Storage

Each race has 1 GB for its files, shared by its directors across every year of the race. My files has 1 GB of its own. The bar at the top of the Documents page shows how much is used.

• What counts: uploaded files, and the photos and files inside documents.
• What doesn't: the words in your documents and sheets, comments, and earlier versions.
• Things in Recently deleted still count until they're deleted for good.
• When the race is full, uploads stop. Nothing is ever deleted to make room: delete what you don't need, then delete it for good from Recently deleted.
• A photo or file you take out of a document is removed after 30 days, once no earlier version still shows it. Until then, undo and version history can bring it back.

When you renew your race

Documents belong to the race, so they all come along when you renew it. Nothing is lost, and every document and sheet keeps a version of how it looked at that moment (in its version history, marked When the race was renewed).

• The renew page can untick the checklist boxes in your Every year documents, so a race-day checklist starts empty for the new race.
• It can also make fresh copies of documents and sheets filed under the race that just ended (like that year's budget). The copy is filed under the new race, in the same folder, for the same people, with its boxes empty. The original stays as it was.
• Live numbers that count "this race" start counting the new race by themselves. Ones you pinned to a year keep showing that year.

Deleting and restoring

Delete moves a document or file to Recently deleted for every director on your race. For 30 days, any of you can put it back from there (a private or locked one, only its owner). After 30 days it's deleted for good, along with its earlier versions, comments, photos and files.

To free the room sooner, the item's owner can press Delete forever in Recently deleted. That can't be undone.