How to Use GYBEHUB

After signing into GYBEHUB, you will land on your account homepage. This page shows the dashboards available to your account.

Click the dashboard for the club or organization whose event you want to create.

From your organization dashboard, click Create Event in the top navigation menu. This will take you to the Create Event page.

On the Create Event page, enter the basic details for your event:

• Event name
• Event type
• Location
• Time zone
• Start date
• End date

If your event is only one day, enter the same date for both the start date and end date.

When finished, click Create Event. You should see a confirmation message that says:

After creating the event, use the top navigation menu and click Events. You will now see your newly created event listed.

By default, an event is publicly available once it is created. This allows you to link to the event from emails, your club website, social media, or other communications.

From the organization dashboard where your events are listed, you can also control whether registration is open or closed and whether the event is public or hidden.

• Use the registration toggle to open or close registration.
• Use the visibility toggle to switch the event between Public and Hidden.

Click Manage to open the Event Dashboard.

Once inside the Event Dashboard, click Series & Season in the top menu.

A Series is used to organize races for scoring and standings. Some events may only have one series. In those cases, you can use a general name such as:

If your event has multiple series, create one series for each scoring group. For example:

• Spring Series
• Summer Series
• Fall Series
• Weekend Regatta Series
• Distance Race Series

To create a series, type the series name and click Create.

After creating a series, you can configure its scoring settings.

GYBEHUB allows you to choose whether a series is scored using a Best-of format or Throwaways. This allows GYBEHUB to automatically calculate series standings as new race results are published.

You can also choose whether standings for each series should be public or hidden. Public standings are visible on the public event page. Hidden standings are only visible to event administrators.

Next, create the fleets or classes that will participate in your event.

For smaller race programs, there may only be one fleet, class, or start. Even in that case, you should still create a fleet so GYBEHUB can properly organize and score your races.

Example fleet or class names include:

• Cruising Class
• Spinnaker 1
• Spinnaker 2
• JAM
• One Design
• ORC
• PHRF A
• PHRF B

You will also select the scoring model for the fleet, such as:

• ORC 5-Band
• PHRF Time-on-Time
• PHRF Time-on-Distance
• IRC
• Portsmouth
• One Design

You will also enter the fleet’s start number. If applicable, you can enter the flag color used by the race committee during the starting sequence.

Divisions are optional event-level groupings that allow you to combine two or more fleets or classes into an additional race-results view. They do not replace your fleets, change a boat’s class assignment, or alter the normal Fleet View.

From the fleet management page, select the Divisions tab. Enter a Division name, such as Spinnaker, Non-Spinnaker, Offshore, or Overall, then click Create.

After the Division is created, use the Division checkboxes in the Manage Fleets table to assign each applicable fleet. A fleet may be assigned to more than one Division when your event needs overlapping groupings.

When at least one Division is in use, the public Race Results page includes a Fleet View and Division View selector. Division View ranks the boats within each Division by their race performance, shows their Division place and time behind, and does not display class points.

For a standard single race, the Division result appears once. For a multi-race day, a separate Division result is shown for each child race. The existing fleet results, points, and fleet standings remain unchanged.

Once your fleets are created, you will see them listed with options to manage, edit, and assign them to series.

It is important to assign each fleet or class to every series in which it appears.

Next, click Scoring Mode in the top menu.

GYBEHUB supports Low Point scoring and multiple High Point scoring variations. The Scoring Mode page includes descriptions of each scoring model, along with settings for how DNC, DNS, DNF, DSQ, and other non-finish statuses are scored in Low Point systems.

Set these options to match the scoring rules used by your organization. When finished, save your scoring settings.

Next, click Fees in the top menu. From this page, you can configure registration fees for your event.

• Set a base event fee
• Choose whether a base fee is required
• Add fees for each series
• Create discount codes
• Create multi-series discounts

If your event does not have registration fees, you can leave this page unchanged.

At any point after the event is created, you can begin building out the public event content.

To add sponsors, click Sponsors in the top menu of the Event Dashboard. From there, you can add sponsor names, images, links, and sponsor display settings for the public event page.

You can also click Content in the top menu to manage the public-facing content for your event.

• Event description
• Banner/header image
• Custom registration questions
• Event documents
• Notices of Race
• Sailing Instructions
• Course documents
• Supplemental race documents

This information helps sailors understand the event, complete registration, and access important race materials.

After creating the event, series, fleets, scoring settings, fees, sponsors, and event content, your event structure is ready.

From there, you can continue setting up the event by creating races, opening registration, reviewing registrations, and preparing the event for scoring.

Sign into GYBEHUB, open your organization dashboard, locate the event you want to manage, and click Manage.

From the Event Dashboard, click Registrations in the main navigation menu. This page contains the registrations submitted for the event.

Each registration will have a status of Pending, Approved, or Rejected.

Although sailor self-registration is the preferred workflow, event administrators and race committee members can also add registrations directly from the Registrations page when needed.

To enter a new registration yourself, click Manually Add Boat. This allows you to create an event registration for a boat without requiring the sailor to submit the public registration form.

You can also reuse registrations from your organization’s existing or past events. Click Import Registration(s) at the top of the Registrations page, then select the registrations you want to bring into the current event.

Use the Show filter at the top of the page to display registrations by status. You can also filter registrations by Series and turn class highlighting on or off to make fleet assignments easier to review.

• Pending registrations awaiting review
• Approved registrations ready for scoring
• Rejected registrations
• Registrations assigned to a selected Series
• Class-highlighted or standard table display

To review or change a registration, click Edit on the right side of that boat’s registration row. The expanded registration editor allows you to review and update the event-level information associated with that entry.

This is also where you can correct information submitted by the sailor, update event-specific ratings or sail numbers, and review the boat’s registration selections before approval.

New registrations default to Pending. After reviewing the entry, you can approve it, reject it, or make any necessary edits before changing its status.

For each Series in which the boat is registered, assign its primary fleet or class. The primary class is the boat’s main scoring assignment and is the class under which the boat is organized on the public Current Registrations page.

Use additional scoring assignments when the same boat should be scored in two or more fleets, classes, or handicapping systems. These assignments are added in addition to the boat’s primary class.

Additional scoring assignments are useful when a race committee wants to calculate parallel results, such as scoring the same boat in both a PHRF fleet and an ORC fleet.

Registrations with a status of Approved or Pending appear with that status on the public Current Registrations page. Rejected registrations do not appear on the public registration list.

A boat is listed under its primary class. When it has additional scoring assignments, those assignments are shown separately so the boat does not appear as a duplicate registration.

Before race day, confirm that the registration is approved and that the boat has the correct primary and additional scoring assignments for each applicable Series.

On the fleet management page, create a separate fleet or class for each scoring model you intend to calculate.

• Class A PHRF
• Class A ORC
• Overall PHRF
• Overall ORC
• Primary one-design class
• Secondary handicap class

The fleet names should make the purpose of each calculation clear to the race committee and to sailors viewing the results.

Assign the proper scoring model to each fleet. For example, the PHRF fleet may use Time-on-Distance or Time-on-Time, while the ORC fleet may use the appropriate AP, W/L, Triple Number, Single Number, or 5-Band configuration used by your event.

On the Manage Registrations page, assign the boat to its primary fleet or class for each applicable Series. This remains the boat’s main class assignment for registration organization and public display.

In the same registration editor, add the second fleet as an additional scoring assignment. You may add more than one additional assignment when the event needs more than two parallel calculations.

On the Enter Race Results page, a boat assigned to multiple scoring fleets appears in each applicable class table. Entering or updating the boat’s finish information or completion status in one class also updates the saved race-performance data used by its other scoring assignments.

This reflects what happened on the water: the boat raced once and recorded one finish, but GYBEHUB uses that performance to calculate more than one result.

• Finish time
• DNS
• DNC
• DNF
• DSQ
• Other supported completion statuses

When the race is finalized, each fleet calculates its own places, corrected times, penalties, and points under that fleet’s scoring configuration. Review each result table before publishing.

After signing into GYBEHUB, navigate to your organization dashboard.

Find the event you want to add a race to, then click Manage. This will take you to the main dashboard for that event. By default, you will land on the Races page.

From the Races page, click + Add Race. This will open the form used to create a new race.

First, select the series this race belongs to. Each race must belong to a specific series so GYBEHUB knows where to apply the race for scoring and standings.

Next, enter the race number.

Race numbers are assigned within each series. This means you cannot have two Race 1s in the Spring Series, but you can have a Race 1 in the Spring Series and a Race 1 in the Summer Series.

Next, select the date of the race. This is the date the race is scheduled to take place.

Next, select the race structure.

The default option is Single Race. This means you are running one race on that date, and that race will be scored as one race.

There is also an option for Multiple races scored under this race number.

Use this option when you want to run multiple races in one day but have them count as one aggregated score for that race number.

Next, choose whether the race is a Standard race or a Pursuit race.

Use Standard for normal fleet starts where each class has its own start time.

For a standard race, enter the start time for each class.

• Class A: 7:00 PM
• Class B: 7:05 PM
• Class C: 7:10 PM

If a class uses a Time-on-Distance rating system, you will also need to enter the race distance in nautical miles.

Repeat this for each class participating in the race.

If your race uses Time-on-Distance scoring, you have the option to create a Pursuit race.

In a pursuit race, GYBEHUB automatically calculates the starting sequence and start times based on ratings and race distance. Because of this, you do not enter individual fleet start times the same way you would for a standard race.

For a pursuit race, enter the following information:

• Base start time
• Race distance in nautical miles
• Reference rating, if applicable
• Start time rounding, if applicable

The base start time is the time you want the overall pursuit race sequence to begin.

The default pursuit setup uses an automatic reference rating, which is based on the slowest rating in the race. The default rounding setting is no rounding.

If needed, you can change the reference rating and choose whether pursuit start times should be rounded to 30-second or 60-second intervals.

Once all race information has been entered, click Create Race.

The race will now appear on the Races page for that event. From there, you can manage the race, edit race details, enter results, finalize scoring, and publish results when the race is complete.

After signing into GYBEHUB, you will land on your account homepage. This page shows the dashboards available to your account.

Click the dashboard for the club or organization whose race you want to score.

Once inside your organization’s dashboard, you will see a list of available events.

Find the event that includes the race you want to score, then click Manage.

You will now see the scheduled races for that event, organized by series.

Find the race you want to score and click Enter Race Results.

When you first arrive on the Enter Race Results page, it will default to Class View. This view shows classes in starting order based on their scheduled start times.

You can also switch to Sail Number View, which shows all boats across all classes in sail number order.

Before entering finish times, confirm that the start times shown on the page match the actual start times used for the race. These should already be correct unless the race was postponed or the starting sequence changed.

Before you can enter finish times, each class that raced must be changed from Scheduled to Complete.

Changing a class to Complete unlocks finish time entry for boats in that class.

There are also options for Cancelled and Abandoned:

• Use Cancelled if the race did not take place for that class.
• Use Abandoned if the race started but was later abandoned for that class.

If the entire race was cancelled or abandoned, set all applicable classes to the correct status, then finalize and publish the race.

Enter the finish time for each boat that finished the race.

Times are entered using 24-hour time in this format:

For example, a finish time of 7:45:25 PM should be entered as:

To speed up data entry, you do not need to type colons. GYBEHUB will automatically format the time as:

Most organizations will only use hours, minutes, and seconds. Fractions of a second are optional and usually not needed.

Each boat’s status defaults to Finished.

Be sure to update the status for any boat that did not receive a normal finish. For example, boats may need to be marked as:

• DNS — Did Not Start
• DNC — Did Not Compete
• DNF — Did Not Finish
• DSQ — Disqualified
• DNE — Disqualified-Not Excludeable
• NSC — Not Sailed Course

GYBEHUB uses these statuses, and others, to automatically apply the correct scoring rules for your event.

You can click Save at any point during data entry.

Saving stores the Enter Race Results form without running the scoring engine and without publishing results. This is useful if you are entering results gradually or want to double-check your work before calculating scores.

Once all finish times and statuses have been entered, click Finalize.

Finalizing runs the GYBEHUB scoring engine and calculates the race results.

Before publishing, it is recommended that you review the finalized results to make sure there were no data entry errors.

After a race has been finalized, click the Finalized Results menu button at the top of the page to view the calculated results.

GYBEHUB includes an option to manually edit places and points for special scoring situations that fall outside the normal Racing Rules of Sailing or outside the adjustable Low Point and High Point scoring models available in GYBEHUB.

This option is available from the Finalized Results page.

When viewing the finalized race results, click Edit Results to make manual edits. After making any needed changes, click Save, then publish the results.

After reviewing the finalized results and making any needed adjustments, click Publish.

Once published, the race results will appear on the public event page. Series and Season standings will automatically update as new races are scored.

To access your Sailor Dashboard, log into GYBEHUB. After logging in, you will be taken to your Account Homepage.

This page shows the dashboards available to your account, including your Sailor Dashboard and any organization dashboards you have been granted access to.

In the Available Dashboards section, click Sailor & Boat Owner Dashboard.

This will take you to your Sailor Dashboard.

When you first enter the Sailor Dashboard, you will land on the My Races/Home page.

This page shows races connected to you, including races where:

• You are the registered boat owner
• You have been added as crew
• You have subscribed to notifications
• You are following the race even if you are not officially connected to a boat entry

This makes the My Races/Home page a central place to follow your upcoming races, race information, bulletins, and results.

The menu at the top of the Sailor Dashboard gives you access to several important sections.

From this menu, you can:

• Add a boat
• View boats you have already added
• Manage crew for boats you own
• Edit your crewing profile
• Manage race notification settings
• Update your account information

You can add as many boats as needed to your sailor profile.

If you own or manage a boat, you can add that boat to your profile.

Once a boat has been added, you can use it for event registrations, race participation, and crew management.

You can also view and manage boats you have already added from your Sailor Dashboard.

The My Crewing Profile section is where you can add your sailing and crewing experience.

This profile may be shown to skippers when you apply for open crew positions on other boats. It helps boat owners understand your experience, preferred roles, availability, and background as a sailor.

Keeping this profile up to date can make it easier to be considered for crew opportunities.

You can control notification settings for races where you are the registered boat owner or where you have subscribed to updates.

For example, you may be crewing on a boat but have not been officially added as crew in GYBEHUB. In that case, you may still want to follow race results, race bulletins, schedule updates, or other event information.

Notification settings allow you to stay connected to races and events even when you are not listed as the registered boat owner or officially accepted crew member.

The Account section allows you to manage your personal account details, including:

• Name
• Password
• Email address
• Phone number
• Geographic location

Keeping this information current helps clubs, organizations, skippers, and event administrators communicate with you when needed.