As a Yacht Club Support System, myYC enables clubs to create sites for a wide variety of purposes. Some sites will be focused explicitly on a narrow purpose such as forms processing (see the RYC Forms site). Others will broadly support club functions and aid in club "organizational learning" by capturing best practices across club social events, committee activities, etc. The GYC site is an example, though much of the content is currently private to GYC members.
myYC has, however, been used most so far as a regatta hosting platform. The diagram to the right depicts the high level process required to host a regatta on myYC, but this doesn't vary much and in fact is even simpler for other site types. The following phases and steps are depicted:
- Create a new regatta site
Enter basic regatta information - name, dates, venue, etc.. At this point the site is private by default and only the creator can see it - the public only sees a listing of the regatta with dates.
- Upgrade (optional)
Basic myYC sites are free and include a range of functionality. Premium myYC sites are reasonably priced (see Subscription Pricing), and include online payment processing and much more functionality. Sites can currently be upgraded only by Contacting Us. To give you an opportunity to evaluate myYC, we will upgrade your first site for a year free of charge. After upgrading, select available site payment options under the Site admin menu.
- Design the site
If a standard club site template has been defined, just pick that template. Otherwise, pick colors for site elements, upload site logos, define the site menu, and so on.
- Establish committees
This is an optional step - if the site is to be managed by a single web master, the committee does not need to be created in myYC (though doing so will facilitate committee communication and file sharing). If committees are established, however, individual committee members can be assigned roles allowing them to, for instance, manage event sponsors on their own.
- Populate the site
If committees have been established, this can be a highly parallel process, with each committee working on their area of responsibility. Alternatively, myYC makes it easy for sailors with little technical expertise to be web master and manage all site content.
- Approve site - Go Public
Once the site is approved by the committee, a single click will make the site public, though individual pages and documents marked as private will still be hidden from general view.
- Support Competitors
Informational pages, online stores, and so on will support competitors and the public in general throughout the Execute phase.
Once the registration start date has passed, the regatta will be open for pre-registration. Competitors will answer questions defined by the web master and/or the race committee (many pre-canned questions can be added to registration with a single click for common registration details), their payments will be processed using the myYC Purchase Order Processing system, a PDF of their completed registration form will be generated and emailed to the competitor and to all committee members given the Registrar role. If a late registration date has been defined, myYC will automatically add the specified late fee to registrations received after that date. If a competitor page has been added to the site, the competitor will be automatically listed on this page.
When the registration end date passes, myYC will automatically close registration. Registrars can mark registrations as complete for competitors they have received checks from or who pay at registration. At this point the competitor will be emailed that their registration status is Complete (registrations will already be shown as complete if payment was made online).
- Run Race
The web master and/or members of the race committee can now export registrants either as an Excel spreadsheet (most data in myYC can be exported as Excel by privileged users), or in a supported scoring software format (currently SailWave, QuickScore, and FlickerWare are supported). When each race is complete, results can easily be posted either as a flat file (e.g. a PDF) or in a supported scoring software format (in which case myYC will format the results display directly).
- Clean up and archive
Committee members can be removed from their roles. If desired, the site can be made private again. Significantly, myYC controls much regatta information according to the regatta start and end date. So for yearly regattas, for instance, the competitor list will automatically be cleared when the registration start and end dates change, but historical information will be preserved so that trending in regatta attendance, sponsorship activity, etc. can be observed year-over-year. Similarly, forms established to, for instance, capture Intention to Race information for the regular club racing program are bound by these date ranges.
- Committee Reports
myYC includes summary and detailed reporting which committees can use (and export to Excel) to assess regatta performance.