Trip Organiser Management and Privileges

As a trip organiser, you possess an administrative layer that allows you to structure, manage, and score a race event. While regular team members are restricted to logging their own progress, your permissions allow you to orchestrate the entire lifecycle of the trip across several dedicated dashboards.

Core Organiser Privileges and Dashboard Workspaces

Configuring Trip Parameters and Rules: Via the Manage Trip tab, you have exclusive control over the event's baseline parameters. Here, you can change the trip's master avatar icon using the premium upload block, review the base transaction currency, and set the relative scoring point caps (ranging from 1–100) for time, photos, and cost efficiency. If you want to customise how your daily photo submissions are graded, this dashboard allows you to define specific instructions for the photography panel or switch to manual scoring modes. For a complete walkthrough of configuring these settings, modifying rules using the integrated rich Markdown editor, or safely executing a permanent event deletion, please consult the standalone guide on How to Manage Trip Parameters and Rules.
Itinerary Design and Date Recalculation: The Plan Itinerary workspace lets you build and adapt the physical path of the race. You can edit the trip's launch date directly in the workspace header, which automatically triggers a real-time, reactive recalculation of all subsequent leg date ranges across the interface. Within each leg card, you can enter durations, map checkpoints to exact latitude and longitude coordinates using server-side geocoding lookups, and copy destination stop names seamlessly to the start of the next leg using built-in sync logic. To learn how to plot these map pins, upload checkpoint reference images, or safely remove a leg without losing associated team data, follow the step-by-step instructions in How to Plan a Trip Itinerary.
Team Rosters and Leg-Specific Participation: Through the Manage Teams panel, you can add new teams inline, upload custom team logos, and adjust participant rosters. You also have the flexibility to switch your event from a uniform race (the same teams for every leg) to a granular race (different teams per leg), which activates a leg assignment validation engine to ensure no participants are unassigned or double-booked. Complete details on inviting participants via automated email workflows or creating read-only guest passes can be found in the guide on How to Manage Teams and Invite Participants.
Shared Document Oversight: To help coordinate shared logistics, regular participants can upload booking confirmations and hotel vouchers directly to individual legs. As an organiser, you maintain full oversight of this repository and hold the administrative privilege to delete any shared document or reservation attached to the leg timeline.
Manual Photo Grading and Score Recalculation: If you opt out of automated photo scoring, you can grade daily submissions manually out of 5 directly within the photo grid. Once data updates are complete, you can use the manual calculation triggers on the leaderboard page to push aggregated cost, photo, and time points out to the public tables.

Managing and Transferring Organiser Status

Promoting a participant to a trip organiser or transferring management rights is handled directly within the participant directory of the Manage Teams dashboard.

To assign a new organiser, locate the participant's row, change their administrative status dropdown to Organiser, and click Save in the top-right navigation header. Because the platform strictly enforces the Triple-Sync Law, this single header action fires an atomic database transaction that updates the trip's canonical owner list, writes a relationship record to the join tables, and updates the user's personal profile index simultaneously—ensuring they instantly gain access to the setup menus without security desynchronisation.
When removing or demoting an organiser, the database enforces a rigid safety safeguard: the system will automatically block the removal of the last remaining organiser. A trip must always retain at least one active manager to prevent the event infrastructure from becoming entirely unmanageable. Committing an organiser removal automatically triggers a "Total Scrub" routine, safely removing that user's specific administrative credentials from all underlying trip configurations.

🌫️ The Enforcement of the Fog of War

Although trip organisers have deep operational access to setup menus, you are subject to the exact same Fog of War privacy constraints as regular racers during active legs. This design rule ensures competitive integrity by preventing organisers who are actively playing or closely involved from gaining an unfair strategic advantage.

Dropdown Form Hardening: When you record checkpoints, submit daily photos, or log travel expenses, the application automatically locks your forms to your assigned team. The team selector dropdown is completely disabled, preventing you from accidentally or intentionally viewing, creating, or editing entries on behalf of rival teams.
Real-Time Data Blindspots: You cannot see the active, intermediate journey logs, live map tracks, granular expenditure receipts, or creative photo submissions of other teams while a leg is underway.
Unmasking Thresholds: Gated competitive data is only unmasked on the public leaderboard, logs, and galleries once a leg passes the Completed by All threshold. This means that data is hidden until every active participatory team (any team that has submitted at least one checkpoint, photo, or expense) has logged their arrival at the leg's final checkpoint. All privacy blocks are lifted permanently once the entire race is over and the trip is marked complete, opening up the full historical record for post-race review.