Manual

RaidTracker Manual

Introduction

RaidTracker was designed to be a simple web application, usable by all. This is the manual for RaidTracker, updated as of 1.80.x (1.9x changes are highlighted below)

Please note that while this manual may be useful for anyone, certain privileges may not be available unless you are considered an administrator. If this is the case, you should contact the one running the RT web application for assistance, not me.

Accounts and logging in

In general, RaidTracker functions best when you are logged in. Certain features do not require logging in, such as viewing the calendar. The administrator may disable certain features to those not logged in (see Permissions), and other features function best while logged in (e.g. the status icon next to the calendar if you're on the raid list. Unless otherwise stated, this manual assumes you are logged in.

Creating an account

In order to sign up, you need to create an account. Just click on "Log in/Create account" in the menu. From there, you can click on "Create an account". If your guild has a terms of service page, you will be required to read and agree to this before you can continue. At this point, you will be asked for your e-mail address and information about your main character. Your e-mail address is used to log in, for without it, you cannot sign up for raids. Your main character is the one you will be using the most. You will be able to set up other characters later. Role determines the best use for your character while in raids. That is usually a form of tank, healer, ranged or melee combat. Once this is done, you can then log in and enjoy the benefits of RaidTracker.

Features of RaidTracker

Views

In RaidTracker, there are several views. Most of them depend on your current operation. Some may be set in your settings. Please note that unless you are an administrator, you may not see all of these features on a particular view. Features that say will are standard on the view. Features that say may or might depends on your RaidTracker permissions, or other conditions. I will briefly describe each view's features.

Calendar. This is the default view of a new setup, as well as for a new account. This view will show raids, past and present, for the current week, and the next week. You may see a third week if the current day is on a Sunday, this allows for 2 future weeks, as well as a previous week. Each day may feature an "Add raid" button, shown as a '+' on the day, as well as one or more raid icons. When your mouse hovers over a raid icon, a popup will show describing the raid. All popups will contain a raid name at the top, the times it will operate under the title, and a link to the signup lists at the bottom. It may show your signup status in the top right corner (as well as next to the raid icon), a time limit to sign up or the status of the raid, any raid notes (public or officer-related), and a button to sign up if you haven't done so already. At the bottom, there may also be a button to add a raid to any day.

History. This is an alternate view to the calendar, and may be set as default in your settings. This view shows the same information as the calendar in a list form, with only the latest 30 raids in the list (starting with the latest one, even if it is a future raid.) This view does not allow signing up directly from this screen (as of 1.80), but you can click on the raid name (icon in calendar view) to go to the list screen to sign up. The raid popup contains the note (not the officer note). This view contains 2 features not in calendar view: The number of raiders required, and the numbers of those in raid list or available/reserve.

List. Also known as the signup view, this is where the bulk of the application takes place. Every raid has a list view: you just click on the icon (calendar), raid name (history), or the Signup options link (calendar). The raid information will show in the top portion, along with a button to modify the raid if you have the rights. Under "Raid Status", you will what your raid status is, as well as a place to sign up/modify/cancel your signup. This may or may not be possible depending on time and your permissions. Below this is a table. If you do not have the right permissions or there is no signups, you may see nothing. Otherwise, you may see one or more columns showing which characters have signed up, and where they are. Officers may have some list modification options below.

Guild list. This can be seen by all just by clicking on the "Guild List" link on the side. Options here may include main character, e-mail address (usually for admin only), Guild rank, RT rank (RaidTracker permission level), and signup counts for the past 60 days. You may also see at the bottom a way to change ranks or delete players.

Settings. This can be viewed by clicking on any player in the Guild list, or for yourself by clicking on Settings. Most of the times, this will only list the characters managed by the player, though with other permissions, you may see or access the rest. Options for character management may be shown, as well as account settings. There may be a section called 'Player Stats' which includes a 60 day summary (signup counts in the last 60 days, no future raids), and a last 30 raid history (which may include future raid signups.)

It is important to know that that the 'main view' may be either the Calendar view or the History view. This can be changed in your settings view. Either view can be accessed by clicking on the Raids link. Both views are functionally the same, though there may be some differences, and will be clearly marked. You can always switch views temporarily by clicking on the 'alternate view' link.

Raids

In order to make RaidTracker useful, you need to set up some raids.

Setting up a raid

Setting up a raid is easy. From the main view, you can click on the "Add a raid" button at the bottom. If you are using calendar view, you can create a raid for a particular day by clicking on the '+' button next to the date. Either way, this brings you to the Enter New Raid page. On this page you have the following:
* Raid icon. This is the instance location. Note that instance names are abbreviated. If you are not sure, or not attending a standard raid (i.e. PVP raids, or worldboss raids), you can select 'none', which displays the '?' icon.
* Raid. The title. Required, and is displayed in all views.
* Date. Already pre-filled if you clicked the '+' button. This is the day this raid starts.
* Start/End time. This is the time the raid is expected to start and end. RT is smart enough to know if a raid ends after 23:59 to adjust it to the correct day. So, if your raid ends at 12:30am, then just enter '00:30'. (Version 1.80 uses host server time (not realm time.) In 1.90, a setting allows you to adjust host server time to match realm time, and is present in the install version in 1.91).
The following are present in version 1.90 or later. These options take on an exact time such as "19:30"
* Close deletions. This is the time when a player cannot click the "withdraw" button.
* Close additions. This is the time when a player cannot subscribe to the raid any longer.
* Invite time. This is the time when the guild will start inviting players to the raid.
The next two options are present in version 1.80 or earlier. These have been superceded by the above 3 in 1.90
* Invites. Shows an indicator on RT main and List screens when invites are expected. This is in whole numbers only.
* Freeze signup. When you want to stop signing up and withdrawing from a raid from non-officers. If you want to allow players to sign up until raid time, you may set this to 0. Whole number hours only.
* Raiders. Shows a number of raiders in History and List views.
* (1.90) Tank/Healer/Melee DPS/Range DPS. The role breakdown in the raid. These numbers are required, though you can hide the numbers for a role by entering in 0. These numbers show up only when there are charactes in the raid list or the whiteboard.
* Notes / Officer notes. Extra notes or communication among guild members and/or officers if desired.

All of these fields are required, except the notes. Just fill it in, and click submit. Unless there is an error, it will appear on the main view immediately.

Alter or Delete a raid

To alter or delete a raid, you need to click on the raid icon to go to the list view. Then, you can click on "Modify raid info". You will see a screen similar to create raid. You can modify it, and click submit, or you can delete the entire raid just by clicking delete. Changes take effect immediately.

Signing up for raids

If you are signing up for a raid for yourself, this is easy. In the list view, just click on the correct button (Raid list, Subscribe, or Reserve.) If you wish to leave a comment, just enter your comment in the comment box before clicking on the button. This assumes that the raid is not closed for signups.

A faster alternative is to hover over the raid icon in Calendar view and click on the 'Sign up' button that appears. This is the same thing as signing up as Available (Subscribe) without any comment.

If another person needs to sign up, and you have the right permissions, you can add him/her to the raid. Below the table is a setting to "Add a new player". You can select the player in the drop-down box. Then, in the "Move to" box, choose his signup method. (More on sign up methods later). Before you select "Submit", make sure no other players are checked in the lists table, or else you will move them as well. You can also add a comment by checking the comment box, and writing the comment next to the checkbox. Then, click "submit".

Changing or cancelling a signup

This assumes that the raid is not closed to withdrawls, or that you can override it. If you are changing yourself, you can change your status on the list view by clicking a button. You may see different buttons than you saw when you subscribed. You can just choose to change/leave a comment by entering your comment, and click on the Comment Only button. You can't delete your own signup, but you can withdraw from a raid. This lets the officers know that something happened and will not schedule you in the raid. Or you can change between Available and Reserve (more on this with sign up statuses). Again, for any change, you can choose to leave a comment in the comment box just before clicking the button.

If you are changing status for another player or players, you may do so by checking the checkboxes next to the player. Then, below the table, choose a status next to the "Move to" setting. This will be applied to all selected players (as well as a new player, if you selected one in the "Add new player" box.) You can also make a comment by checking the comment box, and entering in the comment if necessary. Then, you can click Submit, to make the changes necessary.

Statuses and Raid planning

This may be easiest if you are an officer with the rights. Before you plan for a raid, it is important to understand what each status means in RT.
* Raid List: Players on the Raid List are guaranteed to raid, and expected to show up.
* Available: Default signup. This usually means a player is available to raid, no strings attached on times.
* Reserve: This usually means a player has some conditions (i.e. may be late, can't stay late, etc.) Request to swap alts is not covered by this status.
* Withdraw: A player initially signed up, but then had something come up causing him/her to renege his subscription.
* Remove: An officer removed a player's subscription from this raid. Usually a result of discipline, but can include other factors. The comment will be shown to the player, and that player cannot subscribe or alter anything without officer intervention.
* Whiteboard: A 'secret' list where officers are free to plan for a raid before publicizing the raid list. Players without the rights to see the whiteboard are viewed as available, except if a player was initially shown as reserve.
* Delete: Not really a status, it literally deletes the record of a signup. This is recommended to administrators only and only for bugged signups. If you wish to deny a signup, remove is recommended, as deleting a record will not stop a player from resigning up. Besides, remove will keep a record under the remove column, while delete will not track anything.

To prepare for raids, one selects the players desired from the table and/or a new player from the Add a player setting. Then, next to "Move to", the correct status is chosen. When planning raids, Raid List will move players directly to the raid list, or Whiteboard will move players to a whiteboard list while officers can discuss changes if needed before publishing the raid list. Comments may be entered, though each player will get the same comment. Then click Submit to finalize your choice.

When using the whiteboard, you and the other officers may use the officer's notes feature to make comments without revealing it to the rest of the guild. (This goes for any player, not just those on the whiteboard.) When you use the whiteboard, you get two extra buttons that affects all on the raid list. The publish button moves all on the whiteboard to the Raid List (not affecting those already on the Raid List.) The Erase button will move all of the players back to Available (or Reserve, if they were shown as reserve prior to being on the whiteboard.) Individual players may be moved off the raid list using the conventional method above.

Alternate characters and roles

When a player signs up (or is added to a raid), RT uses the main character and his/her role as defined by the settings at that time. There may be a time when an alt may be better suited, or a respec is necessary to run a raid. This is accomplished in RaidTracker. Alts may be used as long as they are listed on the player's settings, and only one character may be specified at any one time per player ('account'). Version 1.90 allows players to switch characters while signup is available: In List view, choose the character in the drop box right of the subscription buttons, and choose your subscription method (or hit 'Comment Only' if you are already subscribed and just want to change alts. This works if a player has more than one character on the account, and the permission 'sign_alt' is enabled to the player's level. Using this method also uses the raid role set in your settings, and cannot be changed once character swap is complete except to officers.

In version 1.80, or where the permission "sign_alt" is not set, only an officer can change alts. To change an alt, the officer must select the player (or players) to change, then click on the "Change raid role or use an alt" option. This may be combined with other features, such as moving. After hitting "Submit", the next page shows the characters to change at the top. For each player, you may choose to change to his/her alt, change his/her raid role, or both. Leaving the character at "(no change)" and role to "(default)" will do nothing for the player in question. Only changing the character will assume that character's role as defined in the settings (e.g. a player has a warrior in his settings with the role of a tank.), so it is unnecessary to change the role unless you wish to change both. You can also keep the same character, but change the role temporarily (i.e. change a priest from range DPS to a healer). These changes only affect the current raid, and does not change any roles from other raids, nor defaults in a player's settings. Once all players are set, click on Submit to make the changes immediate.

Note: There is no way to hide character or role changes if a player is on the Whiteboard. All changes are shown immediately. It is recommended to use officer notes before you are ready to reveal the change.

Advanced RT features

RaidTracker earns its name by tracking players' signups easy, as well as being easy-to-manage. It also has several other features that track ranks and who is authorized to make changes.

Tracking participation

RaidTracker can track player participation easily. Guilds are free to use this information however they wish. There are two methods of checking signups:
1. 60-day summary. This gives numbers of signups for the last two months. Any raid not in progress or completed will not count in this total. Only numbers are shown here, but it tracks each status (from Raid List to Removed). Whiteboard counts as Available in most cases. A 60-day summary can be found in the Guild List view as well as in each player's Settings.
2. Last 30 raid history. This view is available under each player's settings. This history covers the last 30 raids the player has signed up for, including the character used, the signup status and any comments. Unlike the 60-day summary, this view may include future raids a player has signed up for. This history is good for settling disputes with raid signups, or to track days/style of player signups.

Controlling access

RaidTracker is quite powerful in the wrong hands, so there are methods of controlling what players can do to RaidTracker. RaidTracker uses a ranking system, and each system can contain up to 10 ranks. More on the rank systems follows.

Guild rank

This is a purely visual rank, used to resemble your current guild ranking system in game. This displays in the Guild List view, and as of 1.80, as a popup in various places in the List view and Log. This popup serves as a reminder in case your guild uses a guild rank to determine signup rules.

RaidTracker rank

RaidTracker Rank (also known as RT rank) determines what can be done in RT. RT ranks use a hierachical system, where ranks above inherit properties of the lower rank. This list may be viewed on Guild List view.

Changing ranks

To alter the names of the ranks, this may be done through the Administration menu. Click on Rank Names, and there you may be able to add, modify or delete the names of ranks.

Assigning new ranks to players

In the Guild list view, all you need to do is to select the player(s) you wish to change, select the "Change rank" option at the bottom, and select either the guild rank, RT rank, or both (i.e. promoting/demoting officers.), and then click "Submit". Changes take place immediately.

Changing allowed actions

RaidTracker allows different actions allowed based on your RT rank. With one exception, these permissions follow a hierachical order, in that any ranks above this position inherit these permissions (i.e. an admin will inherit properties from any rank below him.) Everyone means that this applies to all, including those not logged in/without an account, while None means it is not accessible to anyone, including the admin.

To change the permissions, click on Permissions from the Admin menu. You will then see a list of actions allowable to be changed, and a brief description next to it. Some permissions require other permissions to be set (e.g. Publish Whiteboard requires someone to actually view the whiteboard.) The Self Override checkbox allows players even with a lower rank to have rights to this feature, but only with regards to their account. (e.g. Not setting the self-override box on change e-mail will disable a player from changing their own e-mail address--not a very good solution.) Certain properties will not use the self override box at all. When done, click on "Submit changes". Changes take place immediately.

Other features

Breaking news

RaidTracker allows publishing of so-called "Breaking News" on the main view. In the Admin menu, there is a place to change the news box. HTML is allowed here (unlike in the comments, where it is stripped out.) Only one news box is allowed at any time, though it may contain whatever is needed. As of 1.80, it is also easy to clear the news box just by clicking on the Erase button. You can also erase it by deleting the contents in the Headline and News boxes.

Log

RaidTracker keeps a log of all actions done. From the Admin menu, click on Transaction log. This log is read-only, and the viewer shows only the last 100 transactions, but is sufficient for most purposes. The categories have links that will take you to the appropriate page (i.e. a signup link will take you to the List view of the raid where that signup took place.)

As the log generates a lot of traffic in a hurry, you may find it convenient to empty the log. Just click on the "Clear Log" button, and it will disappear--but you'll find that it will log clearing a log.