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How to Manage Trip Parameters and Rules

The Manage Trip dashboard provides trip organisers with a centralised control panel to refine an existing event’s details, update scoring limits, write detailed event rules, and customise the parameters used by the AI photo judging engine.

Step 1: Access the Management Dashboard

  • Select the trip you wish to manage from the global Trip Selector dropdown in the navigation header.
  • Open the sidebar navigation menu and select Manage Trip under the Trip Setup section.
  • The dashboard consolidates your operational settings across a clean, tabbed layout.

Step 2: Edit General Details and Branding

On the primary details form, you can update baseline trip identifiers:

  • Trip Name: Modify the public title of your race event if necessary.
  • Trip Avatar: Click the premium MediaUpload block to upload or change the main trip logo. The application will seamlessly handle processing, and files are stored in a structured directory under your cloud storage bucket.
  • Base Currency: View your trip's anchor currency. (Note: Changing the base currency can alter existing normalized expense entries, so ensure this matches your agreed-upon event parameters).

Step 3: Refine Scoring Point Caps

You can dynamically alter how your race is scored on the leaderboard by adjusting the relative point weightings (ranging from 1–100):

  • Maximum Time Score: Adjust the point cap allocated for speed. Teams are scored relative to the fastest team on each leg.
  • Maximum Photos Score: Adjust the point cap allocated for the creative challenges.
  • Maximum Cost Score: Adjust the point cap allocated for budget efficiency.

💡 TIP: Disabling Categories

You can completely disable cost or photo scoring for your race by setting their maximum points to zero. The leaderboard will automatically adapt to exclude disabled categories.

Step 4: Write Formatted Trip Rules

To establish a clear rulebook for your participants, click on the dedicated Trip Rules sub-page:

  • Rich Markdown Editor: Use the integrated formatting toolbar to compose your rules using structured lists, bold text, links, and blockquotes.
  • Strict Hierarchy: The system uses specific typography overrides to ensure deep three-level lists (e.g., 1. First Rule -> a. Sub-rule -> i. Clause) align with perfect hanging indents on both desktop and mobile screens.
  • Live Preview: Click the Preview button in the editor header at any time to inspect exactly how your formatted rules will render on the main participant Race Hub.
  • Click Save in the dashboard header to commit your rulebook.

Step 5: Update AI Judge Instructions

If your trip's photography scoring mode is set to use the automated AI judge, use the AI Judge Rules Template text area to update the specific criteria Gemini uses:

  • Detail the precise themed tasks required for each leg (e.g., "Teams must capture a clear photo of a landmark train station clock on Leg 1").
  • These localized rules are dynamically merged with global platform guidelines and team captions whenever a user triggers a scoring execution.

Step 6: Save Your Modifications

  • When you make changes to any input field, an amber Unsaved Changes badge will flash as a reminder.
  • Move your cursor to the global dashboard navigation header at the top right and click Save. This sticky header integration guarantees that your primary action button is always accessible without scrolling down long forms.

⚠️ The Danger Zone: Deleting a Trip

If an event was created in error or must be permanently retired, trip organisers can execute a total purge from the bottom of the management console.

  • Scroll to the bottom of the Manage Trip page and click the Delete Trip button.
  • A multi-step confirmation dialogue box will appear, detailing the severe structural impact of the deletion.

Cascading Erasure: Confirming this action initiates an atomic database operation that permanently deletes:

  • The primary trips document.
  • All associated itinerary legs and granular legAssignments.
  • All compiled team documents inside the teams collection.
  • All join-table entries within user_roles, stripping participant and guest associations from the trip entirely.

Once the database commit succeeds, the system automatically redirects you back to a safe dashboard landing page.