The Scorekeeper's Handbook

1Welcome & Your Role

This guide is for Scorekeepers — the people a club hands the iPad or phone to on the morning of an event and asks to keep scores honest. If you've ever sat at the scoring tent with a clipboard and a stack of paper cards, this is the digital version that stays with the squad as they walk the course.

What a Scorekeeper does

Your job is to make sure every shooter's score from every station ends up in the database, accurately, before the round ends. The common shapes that takes:

• Walk with a squad as they move station to station, tapping each clay HIT or MISS for each shooter.
• Sit at the scoring tent after a flight comes in, and type the totals from each shooter's paper scorecard into the app.
• Photograph paper scorecards with the OCR scanner and let the system read the per-station scores automatically.
• Lock each scorecard when you're satisfied with the numbers so the score is committed to the record.
• Print scorecards and shooter labels the night before, so the squad has paper backups in case a phone dies.

How the Scorekeeper role fits in

ClayTrack has three portals, and the Scorekeeper portal is the narrowest of the three. Here's how the roles compare:

You can be more than one thing

Most scorekeepers are also shooters. One email, one password, two portals:

• Shooter app — for scoring your own rounds and signing up for events.
• Scorekeeper portal — this guide; for scoring everyone else's rounds at events you're assigned to.

Same login on both. If you're also an Org Manager at your club, the Org Manager portal includes everything the Scorekeeper portal has — you don't need to switch between them. Pick whichever URL is easier to remember.

2Quick Tour

A 60-second flyover. The chapters that follow walk through each of these in detail.

Screenshot to add: the Scorekeeper portal after sign-in — the dark "ClayTrack · Scorekeeper" topbar with the user's name on the right and the Sign Out button, then below it the "My Events" heading and a couple of event cards (event name, type badge like "Competition" or "League", date, course, and a "Manage →" button).

The whole portal in one paragraph

Sign in. Tap the event you're scoring today. The event's squads appear in a list — tap the yellow ⚡ Enter Scores button next to the squad you're walking with. The app shows you one shooter and one station at a time. Tap each clay ● for a HIT or ● for a MISS, hit Complete Station ✓ when that station is done, and move to the next station. When the squad's last station is in the book, tap Save Scores. That's the whole portal.

The five things you'll do most

1. Sign in. Same email and password as the shooter app. Check "Remember me for 30 days" so you're not retyping it every weekend.
2. Pick today's event. My Events shows only events your Org Manager has assigned you to. Tap the one you're scoring.
3. Open a squad and walk the course. Tap each shot HIT or MISS as the shooter shoots it. The total at the top updates in real time.
4. Complete each station as you finish it. That saves the station to the database so it survives if your phone dies or if a teammate takes over the iPad mid-round.
5. Save Scores at the end. That submits the whole squad and locks every scorecard. You're done; the leaderboard updates instantly.

What's in the portal

3Getting Started

The first ten minutes — signing in, putting the portal on your phone or iPad, and confirming you can see the events you're supposed to score.

Sign in

Your Org Manager creates your account and gives you the URL for your club's Scorekeeper portal. The URL ends in /scorekeeper.html — for example https://claytrack.yourclub.com/scorekeeper.html.

1. Open the URL in your phone's browser (Safari on iPhone, Chrome on Android — either is fine).
2. Type the email and password your Org Manager sent you. If you already have a shooter account, use the same login — one account is all you need.
3. Check Remember me for 30 days so you don't have to retype the password the next time you open the portal.
4. Tap Sign In. The portal opens to your My Events list.

Install on your phone

The Scorekeeper portal works as a Progressive Web App (PWA) — that means once you install it, it shows up on your home screen like any other app, opens full-screen, and remembers you between sessions.

iPhone (Safari)

1. Open the Scorekeeper URL in Safari (not Chrome — the install button only works in Safari on iOS).
2. Tap the Share button (the square with the up-arrow at the bottom of the screen).
3. Scroll down in the share sheet and tap Add to Home Screen.
4. Confirm the name (default is "ClayTrack") and tap Add in the top right.

Android (Chrome)

1. Open the Scorekeeper URL in Chrome.
2. Tap the three-dot menu in the top right.
3. Tap Install app (or Add to Home screen on older Chrome versions).
4. Confirm the prompt.

What "assigned" means

The Scorekeeper portal shows you only events you've been assigned to. An Org Manager makes the assignment on the event detail page in their portal — once you're assigned, the event appears in your My Events list and you have permission to enter and lock its scores.

The assignment is per-event, not per-club. If you scorekept last weekend's league night, you won't automatically see this weekend's charity shoot — the Org Manager has to add you to that one too. This is a feature, not a bug: it keeps the portal small and means you can't accidentally edit a scorecard on an event you weren't asked to help with.

4My Events

The list of events you've been asked to score — today's, last week's, and any future ones already on the calendar. The default page when you sign in.

Screenshot to add: the My Events list with two cards stacked — each card shows the event name in bold, a type badge ("Competition" / "League" / "Charity"), a status badge ("Open" / "Closed"), the date in the top right, and a "Manage →" button at the bottom of the card.

What each card shows

Refreshing the list

The list loads when you sign in. If your Org Manager assigns you to a new event while you're already signed in, tap ↻ Refresh in the top right of the page to pick it up — you don't have to sign out and back in.

Opening an event

Tap anywhere on the card (or the Manage → button) to open the event's detail page, where the squads live. The next chapter covers what you'll see there.

5The Event Page

The event detail page is your launchpad on the day. It shows the event's basic facts, every squad you'll need to score, and the pre-event prep buttons (printing scorecards and labels, opening the OCR scanner).

Screenshot to add: the event detail page — the back arrow at the top ("← My Events"), the event-name card with a 6-cell facts grid (Course, Date, Gauge, Status, Stations, Enrolled), then the Squads card listing each squad with its tee time, starting station, member count, and a yellow "⚡ Enter Scores" button on each row. Below that, the row of secondary action buttons: "🖨 Print Scorecards", "⬇ PDF Scorecards", "🏷 Print Labels", "📷 OCR Scanner".

The facts card

The card at the top of the page holds the basics so you can confirm at a glance you've opened the right event:

The squad list

Below the facts card is the list of squads. Each squad row shows:

• Squad name — usually a number ("Squad 1") or a friendly name the Org Manager picked ("Smith Family").
• 🕐 Tee time — when the squad is scheduled to start.
• Start station — which station the squad begins on. Squads "snake" forward from there: a squad starting on Station 4 goes 4 → 5 → 6 → … → 10 → 1 → 2 → 3.
• Member count — how many shooters are in the squad. The portal supports anywhere from 1 to 5; 4 is the most common.
• ⚡ Enter Scores — the button you'll tap when you reach the squad.

Auto-squadded events: the Enrolled Shooters list

Some events — usually leagues that haven't run their auto-pairing yet, or competitions that pair up on the day of — show an Enrolled Shooters card below the squads. Each row has a Score button you can use to enter that one shooter's round directly, without going through a squad. Chapter 7 covers this single-shooter mode.

The action-button row

Below the squads is a row of secondary buttons for pre-event prep:

The print and label buttons work whether the event is Open, Closed, or Cancelled — they just produce paper. The OCR scanner only works on Open events.

6Squad Score Entry

The biggest chapter in the guide, because this is the screen you'll spend the day on. Don't let the length scare you — the actual day-of flow is "tap clay, tap clay, tap Complete Station, repeat." Everything else here is for the moments when something out of the ordinary happens.

Screenshot to add: the squad score entry screen with the shooter "pills" across the top (one circle per shooter, the active one highlighted in clay-orange), the station label ("Station 4 of 10"), the score bar showing the current shooter's running total (e.g. "Score: 32/40"), the row of 10 shot circles (mix of green HIT, red MISS, and grey idle), and the green "Complete Station ✓" button at the bottom.

Tapping shots

The shot circles are the heart of the screen. Each circle is one clay target presented to the current shooter at the current station. Tap once to mark HIT (green), tap again to mark MISS (red), tap a third time to clear back to idle (grey).

Idle (grey) means "not entered yet." The total at the top counts only the explicit HITs — idle and MISS contribute zero. If the shooter takes their turn and you don't tap anything, you'll end up with a station total of zero, which is almost certainly wrong — double-check the row before tapping Complete Station.

Switching shooters

The pills at the top of the screen let you jump between shooters in the squad. Tap a different shooter's pill to switch to them — the screen updates to show their station, their score total, and their shot circles. The active pill is highlighted in clay-orange.

The pills also tell you each shooter's status at a glance:

Switching stations

Most squads walk together station to station, so you'll just be advancing one station at a time as the squad moves. The portal automatically advances to the next station after you tap Complete Station ✓, in the snake order based on the squad's start station.

If you need to jump backward to fix a shot you missed at an earlier station, use the station picker at the top of the screen — it lists every station with its name and a per-shooter completion indicator. Tap the one you want.

Station overrides

Each station has a small override input field next to it. The override is a "trust me, the total for this station is N" shortcut — it sets the station to the number you type and ignores the per-shot HIT/MISS taps below.

When you'd use a station override:

• Reading off paper. A shooter hands you a paper card showing "Station 4: 8/10" — type 8 in the override box for that station and move on.
• Referee ruling. A jury reviewed a contested shot and ruled it a HIT — type the corrected total.
• Retroactive correction. You realize after the fact you tapped the wrong row and the per-shot circles don't reflect what actually happened.

If you set a station override and there are also per-shot taps for that station, the override wins. To go back to using the per-shot taps, clear the override field (delete the number).

Round overrides

Above the station list there's a single round override field that overrides the entire round's total in one number. If set, it ignores both the station overrides and the per-shot taps.

Round overrides exist for these scenarios:

• Lewis-class adjustments. A team-event scoring format that recomputes a shooter's effective score based on team averages. Org Managers usually drive this from their portal; you might apply it on their say-so.
• Disqualifications that flat-line a score to 0.
• Bank-of-targets bonuses in some charity events where mulligans get added on top.

A round override is the bluntest tool in the app — it erases per-station detail from the leaderboard's view of the round. Use it sparingly and only when an Org Manager or referee has told you to.

Lock & save

There are two slightly different actions at the bottom of the screen, depending on how the squad is set up:

Complete Station ✓ (per-station, while you're walking)

Tap this every time the squad finishes a station. It saves the station's per-shot taps to the database and advances you to the next station for that shooter. The save is per-station and per-shooter — if your phone dies after Station 6, everything through Station 6 is safe in the database; only the un-completed station is at risk.

Save Scores (at the end of the round)

Tap this when every shooter in the squad has had every station completed. It commits the whole squad's scorecards as final and locks them — the leaderboard updates the moment you tap.

Once a scorecard is locked, the shot circles go grey-with-a-lock and a "🔒 Locked" banner appears on the screen. The Save Scores button itself turns green and reads "All Saved" so you can tell at a glance the squad is closed.

7Single-Shooter Score Entry

Sometimes you score one shooter at a time instead of a whole squad. The screen looks almost identical to the squad version — just one pill at the top instead of four or five.

When you'll see this mode

Two situations open the single-shooter screen:

• Auto-squadded events before pairing. A league that uses snake-draft auto-squadding shows enrolled shooters individually until the Org Manager runs the pairing for that week. Once squads exist, you score them as squads instead.
• Make-up rounds. A shooter who couldn't make league night last week comes in to shoot the missed week solo. Open the Enrolled Shooters list on the event page and tap Score on their row.

What's on the screen

Almost everything from the squad scoring chapter applies here too. The differences:

• Just one pill at the top — the shooter you're entering.
• No squad navigation — you can't tab between shooters because there's only the one.
• Save Scores button still does the same thing: commits the round and locks it.
• Station overrides and round override work identically.
• League-week selector appears for league events — pick the week this round counts toward before saving.

Switching back to the event page

The back arrow ("← Back") at the top of the screen returns you to the event detail page. If you locked before tapping back, the shooter's row in the Enrolled Shooters list now shows the score instead of the Score button.

8Scoring on Multiple Phones

On a busy day you might have two scorekeepers walking with the same squad — or one person scoring on a phone and a backup iPad open at the scoring tent. ClayTrack handles this without extra setup; here's how it works and what to watch for.

The short version

Two phones can have the same squad open at the same time and they'll stay in sync. Every time someone taps Complete Station ✓ on either phone, the other phone picks up the change within about three seconds. Every time someone taps Save Scores, the other phone shows the locked banner immediately.

Screenshot to add: two phones side by side — both show the same squad's score-entry screen, with Stations 1–4 marked complete (✓ checkmarks) and Station 5 partly filled. A toast on the right phone reads "1 station updated by another device" to illustrate the sync.

How it actually works

When you tap Complete Station ✓, the app does two things in parallel:

1. Saves the per-shot taps for that station to the database.
2. Advances your screen to the next station for that shooter.

Meanwhile, every phone with that squad open polls the server every three seconds for changes. When it sees a station that changed since the last check, it merges the new scores into its view and shows a brief toast at the bottom: "1 station updated by another device." Last write wins — whichever phone tapped most recently is the version everyone ends up seeing.

Common multi-device scenarios

Two scorekeepers walking together

Phone A scores Shooters 1 and 2; Phone B scores Shooters 3 and 4. Each phone marks its own shooters' stations complete; the other phone picks up those completions on the next poll tick. When the last station is in, either phone can tap Save Scores — the other one's screen flips to locked within a couple of seconds.

Phone dies mid-round, hand the iPad over

Sign in on the iPad with the same email and password, open the same event and the same squad, and you're picked up where the other phone left off. Every station that was completed on the dying phone is already in the database — the iPad pulls them down on first load.

Mix of digital and paper

A scorekeeper can be entering scores on the phone for the squad they're walking with, while another scorekeeper at the tent is OCR-scanning paper cards from earlier squads. The two streams don't conflict — they touch different events and different squads.

9OCR Paper Scorecards

OCR ("Optical Character Recognition") lets you photograph a paper scorecard and have ClayTrack read the per-station numbers off it automatically. It's the fastest way to enter scores when squads came in with paper cards instead of using the digital scorer.

How it works in one paragraph

Each ClayTrack scorecard prints with a QR code in the top corner. The QR identifies which event, which shooter, and (for leagues) which week the card belongs to. The OCR scanner photographs the card, reads the QR to find the right shooter, and reads the 10 per-station boxes to extract the scores. You confirm or correct the numbers on screen, then save — the round goes straight into the database, locked.

Screenshot to add: the OCR scanner page on a phone — a paper scorecard centered in the camera view with the QR code visible in the top-right corner of the card, the "📷 Capture Card" button below the camera, and (after capture) the Results card showing "Detected: Smith, John · 87/100" with the 10 per-station numbers in monospace and a "Save & Lock" button on the right.

Opening the scanner

On the event detail page, tap 📷 OCR Scanner in the action-button row. Your phone's camera opens. The first time you use it, your browser will ask for camera permission — tap Allow. (If you tap Block by mistake, you'll need to clear the site's permissions in your browser settings; the camera won't ask again on its own.)

Capturing a card

1. Lay the scorecard flat on a contrasting background — a white card on a dark table works best. Avoid shadows and direct sunlight glare.
2. Frame the whole card in the camera view, with the QR code visible. The scanner needs the QR to identify the shooter; it can't fall back to reading the name field by hand.
3. Tap 📷 Capture Card. On most phones, this opens the native camera (better focus, exposure, and zoom than the in-browser stream); on others, the capture happens directly in the page.
4. Review the photo. If it's blurry, tap ↺ Retake and try again. If it's clean, tap ✓ Use This Photo.
5. Wait a moment for the OCR engine to process the image. The Results card appears with the shooter's name, the detected scores, and a Save button.
6. Cross-check the detected numbers against the paper card. If anything looks off, tap any per-station value to edit it directly before saving. Tap Save & Lock to commit.

League-week picker

For league events, a small week picker appears above the camera. Set it to the week the scorecard was shot before capturing — the OCR scanner uses that week to decide which round each scan creates. If you're catching up on last week's cards on a Monday morning, set the picker to "Last week" first.

Torch / camera flash

On phones with a controllable camera flash, a small 🔦 button appears on the camera view. Tap it to turn the flash on for the next capture — useful indoors at the scoring tent in the evening. The setting resets when you close the scanner.

10Pre-Event Prep

Five minutes the night before saves an hour of friction at the range the next morning. Two prep tasks live in the Scorekeeper portal: printing scorecards and printing labels.

Print Scorecards

On the event detail page, tap one of two buttons:

• 🖨 Print Scorecards — opens a print-preview window in the browser. Send it to your local printer. One scorecard per page per shooter, with the shooter's name pre-filled and a unique QR code in the corner.
• ⬇ PDF Scorecards — downloads the same content as a single PDF. Useful when the clubhouse printer has a paper jam or you want to email cards to a regional event organizer.

Why every shooter gets a printed card

Even at events that are scored entirely on phones, paper scorecards are useful as a backup. If a phone dies mid-round and nobody else has a digital scorer running, the squad can finish on paper and you can OCR the cards in afterwards. Cost is a minute of toner and a sheet of paper per shooter; benefit is "the day doesn't fall apart if a phone fails."

Print Labels

Tap 🏷 Print Labels to generate a sheet of adhesive labels — one per shooter, sized for standard Avery 5160 / 5163 sheets. The labels include the shooter's name and class, ready to peel and stick on caps, name tags, water bottles, or paper scorecards.

The Avery sheets are the off-the-shelf 1" × 2⅝" sheets you can buy at any office supply store. Don't have an Avery sheet handy? The label window also produces a sheet that prints fine on plain paper — cut it apart with scissors and tape it on whatever you need to label.

11Corrections & Re-Opens

Honest mistakes happen — a wrong tap, a referee ruling after the fact, a scorecard locked early. This chapter is the short list of fixes you'll reach for.

I tapped HIT instead of MISS (or vice versa)

Before locking the round: just tap the same circle again. Tap cycles HIT → MISS → idle → HIT, so two more taps return any circle to where it started. The total at the top updates as you go.

After locking the round: ask an Org Manager to unlock the scorecard from the squad page in their portal. Once it's unlocked, fix the shot, then re-lock. Both the unlock and the re-lock land in the audit log with timestamps.

The shooter's claiming a different total than the app shows

First, sit down with them and the screen and walk through the stations — nine times out of ten one of you will spot a miscount. If you agree the on-screen total is wrong:

• If the per-shot circles got fat-fingered, fix the offending circles.
• If the shooter's paper card disagrees and you trust the paper, type the paper total into the station override for whichever station is wrong — that bypasses the per-shot taps.
• If the disagreement is at the round level (Lewis-class adjustment, referee ruling), use the round override.

I locked too early

Ask an Org Manager to unlock from the squad page in their portal. The unlock button sits next to each shooter; one tap and you're back in business. It's logged.

The whole event closed before we finished scoring

Org Managers can flip event status back from Closed to Open. Ask them to do that, finish the squad's scoring, and they'll close it again. The scoreboard reflects the new scores within a few seconds of the re-close.

Nothing about a scorecard looks right

If the scorecard belongs to the wrong shooter, has scores from last week's event mixed in, or just doesn't make sense, stop saving and call your Org Manager. They have access to the audit log and can usually pinpoint the issue (often it's a shooter who accidentally got moved between squads). The audit log is the forensic trail — every score change, lock, unlock, override, and squad reassignment is in it.

12Glossary

The terms used throughout this guide. The Shooter's Handbook has a more sport-focused glossary if you're new to clays in general; this one focuses on the words you'll hear at the scoring tent.

Scorekeeper

You. The person responsible for entering and locking scores at events you've been assigned to.

Org Manager

The club or charity admin who runs the event — assigns scorekeepers, sets up squads, configures rules, handles registrations and payments.

Event (or competition)

A single shoot — one day's competition, one night's league round, one weekend's charity tournament. Each event has its own course, its own squads, and its own scorecards.

Status

Open, Closed, or Cancelled. You can enter and lock scores while the event is Open.

Squad

A group of 1–5 shooters who walk the course together. Has a tee time, a starting station, and a course assignment.

Tee time

The time the squad is scheduled to start its round. Squads are usually staged 15–20 minutes apart.

Start station

The station the squad begins on. They snake forward from there, looping back to Station 1 after the highest-numbered station.

Station

One of the 10 (or however many) shooting positions on a course. Each station has its own machines and its own target presentation.

Pair (true / following / report)

A station's target presentation. True pair — both clays launch at once. Following pair — the second clay launches after a fixed delay. Report pair — the second clay launches when the first shot is fired.

Shot circle

The 10 round buttons on the score-entry screen, one per clay target presented at the current station. Tap to mark HIT (green), MISS (red), or idle (grey).

HIT / MISS

Whether the shooter broke the clay. The whole point. Idle (grey) means "not entered yet" — not the same as MISS.

Pill

The small circle at the top of the score-entry screen representing each shooter in the squad. Tap to switch between them.

Complete Station ✓

The button that saves the current station's per-shot taps for the active shooter and advances to the next station. Per-station saving means a phone failure mid-round only loses the in-progress station, not the whole round.

Save Scores

The button that finalizes the entire squad's round and locks every scorecard. Tap once per squad, at the end.

Locked scorecard

A round that's been finalized. The shot circles can't be edited. An Org Manager can unlock it if needed; the unlock is logged.

Station override

A per-station total typed directly into a number field, bypassing the per-shot circles. Use for paper-card data entry, referee rulings, or post-hoc corrections.

Round override

A round-level total typed once that overrides the entire scorecard. Use only on instruction from a referee or Org Manager (Lewis-class, disqualification, bank-of-targets bonus).

OCR

"Optical Character Recognition" — the camera-driven scanner that reads paper scorecards and extracts the per-station numbers automatically.

QR code

The small square of dots in the corner of every printed scorecard. The OCR scanner reads it to identify which event and which shooter the card belongs to.

League week

For multi-week leagues, the index of which week a round counts toward. The OCR scanner has a week picker so you can back-fill scorecards to the right week if you fell behind.

Make-up round

A round shot solo to cover a missed week. Score it from the Enrolled Shooters list on the event page (single-shooter mode) and double-check the league-week selector before saving.

Audit log

The read-only timeline of every meaningful action: score saves, locks, unlocks, overrides, squad changes. Org Managers can read it to investigate score disputes.

Snake (or snake order)

The order squads walk the course in. A squad starting on Station 4 goes 4 → 5 → 6 → ... → 10 → 1 → 2 → 3.

Mulligan

A re-shoot allowance, usually sold as a fundraiser. If a shooter has mulligans, the Org Manager will tell you whether they're applied automatically or whether you need to factor them in via the round override.

Lewis class

A team-event scoring format that recomputes "effective" scores based on team averages so high-handicap teams stay competitive. Org Managers usually drive this; you might apply a round override on their say-so.

PWA (Progressive Web App)

A website that installs to your phone like a native app. Once installed, the Scorekeeper portal opens full-screen and works offline at the range thanks to a local cache.

13FAQ & Troubleshooting

Common questions and quick fixes from real scorekeeper support requests. If your problem isn't here, ask your Org Manager — they can see the full audit trail for your event and usually pinpoint the issue in a couple of minutes.

Still stuck?

Your Org Manager has the full event view — the audit log, payment status, squad history, and the ability to unlock, re-open, or reassign anything in your event. Most "weird behavior" tickets resolve in five minutes once an Org Manager looks at the actual records, so reach out before spending an hour debugging from inside the score-entry screen.