Frequently Asked Questions

Frequently asked questions

How do I join an event?


Tap ‘Events’ Tap on the event tile you would like to attend. You may have to scroll depending on the date and location of the event. Tap the green ‘Join Event’ button. You should now be able to post messages to the event forum or send private messages to attending participants.

NOTE: You must have location services enabled while using the app. You will be able to see events from your location out to 500 miles. Please see FAQ, "I want to join a show, but I don’t see the event" for more information.




How do I accept a judge invitation?


Tap ‘Profile’ towards the bottom right of the screen.

Tap ‘Event Judge’.

You’ll be defaulted to the ‘Invitation’ tab.

If you purchased an event, and invited yourself to be an Admin Judge, event admins also have to accept the invite. To accept the invite, tap the green ‘Accept’ as seen in the invitation screen above.




My event admin has sent me a judge invite, but I don’t see my invitation. What should I do?


NOTE: If you’ve ‘JOINED’ an event. You cannot be invited as a judge to the same event.

Here’s a couple of solutions to this issue.

  • Contact your event admin and confirm that the phone number sent was correct.
  • If correct, please request that the event admin resend the invite to you. This can be done by tapping on the green 'Remind' button.

If these two solutions were completed and you still do not see your judge invite, please contact support@trophycloudllc.com.




I accidentally declined my judge invite. How do I get the invite back?


You must request your event admin to resend the invite. To do this, have the event admin follow the instructions below. Tap on ‘Events’. In the Event Tile (Your Event), tap the pencil. See example below. Scroll down and tap on ‘Add Judges’ If your admin invited you earlier, your name should be present with a green 'Remind' icon. Simply tapping the green 'Remind' icon will send either a text message if the user did not download and create a user profile in Trophy Cloud or send an app notification if the user did.




How do I rate a participant that’s checked in?


  • NOTE: A participant must be checked in before being rated. If you attempt to rate a participant before being checked in, the system will NOT find the user.

Tap ‘Profile’ towards the bottom right of the screen.

Tap ‘Event Judge’.

Tap ‘Accepted’

Tap your Event Tile you’re going to manage. See example below.

In the ‘Judges Details’ screen

Tap ‘Scan’

  • NOTE: The app will ask for permission if you did not grant access to the camera. If you do not grant access to the camera, the app will not scan.

  • Once you have granted the app camera access, you can scan the participants vehicle profile QR code from their ‘My Garage’ screen.

The app will attempt to scan for 10 seconds. If unsuccessful, the app will ask to ‘Try again’, or ‘Check in by License plate’

  • Selecting ‘Check in by License plate’, will bring up a search by License plate.

  • Selecting ‘Try again’ will initiate the camera scan feature again.

Tap the participant user you would like to check in. In this example, David Bowie below.

Tap the classification you would like rate the participant. You can rate one classification at a time.

Tapping on the classification will bring up the rating screen. See below.

Tap the ‘Submit’ button.

  • NOTE: You can keep rating participants by staying on the 'Judges Details’ screen and repeat the same actions above.




How do I check in a participant who JOINED my event?


  • NOTE: The participant must ‘JOIN’ your event first, before you ‘Scan’ or ‘Check in by License Plate’.

  • NOTE: A participant can ‘JOIN’ your event without a vehicle profile in their 'My Garage'. But in order to check in the participant, they must have at least one vehicle profile in their ‘My Garage’ section in order to ‘Scan’ or ‘Check in by License Plate’. Once this is confirmed, please follow the steps below.

Tap ‘Profile’ towards the bottom right of the screen.

Tap ‘Event Judge’.

Tap ‘Accepted’

Tap your Event Tile you’re going to manage. See example below.

In the ‘Judges Details’ screen

Tap ‘Scan’

Tap the ‘+’ icon.

  • NOTE: The app will ask for permission if you did not grant access to the camera. If you do not grant access to the camera, the app will not scan.
  • Once you have granted the app camera access, you can scan the participants vehicle profile QR code from their ‘My Garage’ screen.
The app will attempt to scan for 10 seconds. If unsuccessful, the app will ask to ‘Try again’, or ‘Check in by License plate’
  • Selecting ‘Try Again’, will initiate the camera to begin scanning for 10 seconds.

  • Selecting ‘Check in by License plate’, will bring up a search by License plate.

Tap the participant user you would like to check in. In this example, David Bowie below

Tap the classification(s) you would like the participant to complete against. A check mark will display for each selected classification(s).

Once you tap ‘Choose’ and you will receive a confirmation that the participant is checked in.
  • NOTE: You can keep checking in users by staying on the 'Judges Details’ screen and repeat the same actions above.




How do I manually check in a participant?


Tap ‘Profile’ towards the bottom right of the screen.

Tap ‘Event Judge’.

Tap ‘Accepted’

Tap your Event Tile you’re going to manage. See example below.

In the ‘Judges Details’ screen

Tap ‘Manual Check In’

Tap the ‘+’ icon.

Completed the required fields.
  • First Name
  • Last Name
  • Year

  • Make

  • Model

  • License Plate Number

  • Select Classification(s)

  • NOTE: Tap the classification(s) you would like the participant to complete against. A check mark will display for each selected classification(s) and tap ‘Choose’ in the upper left to submit your classification(s). See example below.
Although not required, it’s suggested that you take at least one photo with the owner’s permission. This will help later when adjusting ties if necessary. If no photo is taken, the default black and white Trophy Cloud photo will be used. See an example below.

Tap the ‘Submit’ button.

  • NOTE: Checking in a participant either by ‘Scan’ or ‘Manual Entry’. You can keep checking in users by staying on the 'Judges Details’ screen and repeat the same actions above.




My participant was checked in under an incorrect classification. Now I need to rate the participant. How do I change the participant to the correct classification?


From the “Judges Details” screen, tap either the ‘Scan’ or ‘Manual Entry’ Icon. This flow is covered in the FAQ “How do rate a participant that’s checked in?”

Once you have located the participant you would like to rate. And tapped that participant card, from the ‘Classification’ screen tap ‘Edit’. See example below.

From the Choose Classification, uncheck the selected improper classification(s) and tap the desired classification(s) Then tap ‘Choose’. See example below.

You can now start rating your participant by selecting one classification for each rating.

This flow is covered in the FAQ “How do I rate a participant that’s checked in?”




How do I create an event?


Tap ‘Events’.

Tap the ‘+’ icon in the top right of the events screen.

Tap the event tier you would like to create. Each event tier is described in the create event tile.

NOTE: Whether you have an iPhone or Android device, you must have payment setup via the App Store (Apple) or Google Play (Android) first in order to purchase an event. This also includes the free tier (Event No Show Forms). Your event purchase will be processed by either Apple or Google depending on your device. Prices for different tiers are subject to change.

Once your payment is processed either by Apple or Google, you’ll receive a confirmation page. An email will be sent to your registered email address with your device store. This will look different depending on your device. See example of Google Play store confirmation below.

Complete the required fields in the 'Create an Event' screen and tap 'Next'

  • Organization

  • Club President Name

  • Phone number

See example below.

The app will send a 6-digit numerical code text message to the phone number you entered.

NOTE: If you do not receive a text message verify that the phone number you entered is correct.

In the name of your organization will be displayed in the center screen.

Enter the 6-digit code in tap ‘Submit’.

The 'Create an Event' screen will be displayed after successfully entering the 6-digit code.

See example of blank 'Create an Event' screen below.

Complete all required fields in order to 'Submit' your event. Reminder: You can always edit your event after you submit. But you must have:

  • Event Title

  • Address

  • Start Date & Time

  • End Date & Time

  • Participants Limit

  • Add Judges

  • Show Form

NOTE: You MUST select either ‘Allow Judge/Admin Judge’ or ‘Allow Participant Judge’ by toggling the option ON in order to submit. You can select both ‘Allow Judge/Admin Judge’ and ‘Allow Participant Judge’ if your event will support both features. By default, Allow Judge/Admin Judge is ON and ‘Allow Participant Judge’ is OFF.

See below.

  • Allow Judge/Admin Judge = Feature allows to rate vehicles by classification and categories with a point valuation.

  • Allow Participant Judge = Feature allows each participant to ‘Like’ a vehicle registered and checked in by classification. Each participant can ‘Like’ up to 3 total vehicles per classification. (Please see FAQ “How do I ‘Like’ a vehicle using ‘Participant Judge’ feature.” For more detail on how to use this feature.)

Tap on ‘Add Judges’ to begin inviting judges.

Please see FAQ “How do I invite a judge/ admin judge?

NOTE: If you enable ‘Allow Participant Judge’ you must have a ‘Show Form’ created in order to 'Submit' event if you’re NOT enabling ‘Allow Judge/Admin Judge’. Please see FAQ “How do I create a Show Form?”. Your classifications are created in the ‘Show From’ section of the app.

See screen examples of completed screen below.

Tap ‘Submit’ button to submit your event. Once you ‘Submit’ all Trophy Cloud users can view and ‘Join’ your event.

See example below from the ‘Events’ screen. Notice the pencil (edit) and trash can (delete) in the lower right corner.




How do I create show forms?


The video (8:31 in length) below explains the show forms feature in the app and how to use it.

NOTE: Please try to keep classification names unique for the registrars and judges so they understand you mean "Bike - Best in Show" that has different ratings and point totals than "Car - Best in Show" as an example.

The app will not allow the same classifications during the same event. You will be allowed to have the duplicate ratings categories. An example of rating categories are; 'Exterior’, ‘Interior', or 'Engine'.




How many judges can Trophy Cloud support?


There is no limit to the number of judges you can invite. Although we would caution ONLY invite judges that you trust and can manage per event. There is no uninvite feature currently for judges.

NOTE: Admin Judges can delete an event. Please be sure to invite admin judges you trust.




Can Trophy Cloud support Paired Judging?


No. Only one judge can rate one vehicle at a time. Once that vehicle has been submitted by the judge, a message will appear alerting any judge thereafter that the vehicle has been rated by (judge first and last name). NOTE: Only Admin Judge(s) can alter judge ratings. This is not an aggregate of both ratings, but an overwrite of the original judge rating. Please view the FAQ question "How do I change a vehicle rating previously submitted by a judge?"




How do I change a vehicle rating previously submitted by a judge?


NOTE: Only an Admin Judge can alter ratings. To do this as an Admin Judge, follow the steps below. From the ‘Judges Details’ screen, Tap ‘Event Dashboard’.

Tap the competing classification you know the vehicle was rated in.

From the Dashboard, locate the participant tile you would like to alter (participant name, year, make and model).

Long press for 2 seconds. The show form along with the vehicle (if a photo was taken) will be displayed. See below.

NOTE: A system judge can also repeat these steps, Only the sliders will be disabled and there’s no 'Submit' button for non Admin Judges.




What’s a ‘Participant Judge’?


If the Participant Judge feature is enabled, everyone that’s joined and checked in or manually checked in to an event are Participant Judges.

Each Participant Judge are allowed 3 votes per classification to “Like” (thumbs up) car show recipients only. Think of it as a viewer’s choice for the participants only.

Event Admin Judges and Judges are the only ones who can view all vehicles and their point totals from highest to lowest.

The video (8:16 in length) below explains the partcicpant judge feature in the app and how to use it.




I want to join a show, but I don’t see the event.


NOTE: You must enable location services in your device.

The app uses your location and automatically finds and list events by nearest date & time, and by distance from your device.

NOTE: The default search radius is 500 miles. If you desire to ‘JOIN’ an event greater than 500 miles from your current location, you can use the filter icon.

You can now filter out events using the criteria:

  • Today Event

  • Distance

  • Address

  • Start Date

  • End Date

Tap ‘Apply’ when you have completed your search.

To return to defaulted search radius, tap and pull down to refresh the view. Or you can tap on any of the bottom navigation “My Garage’, ‘My Events’, ‘Profile’ or ‘Notification’ and tap back to ‘Events’.




What mobile platforms do you support?


Trophy Cloud is available on iOS (Apple) and Android devices. This includes phones and tablets.

Tap here to download the app in your devices app store.

NOTE: Trophy Cloud supports landscape view on tablets for Manual Check In only.




How much does it cost to download and join an event?


Downloading and joining an event is free. There is a cost to hosting an event with show forms.

Please see the FAQ “How do I create an event?” for more information.




I’m hosting an event. Do my participants need the Trophy Cloud app to attend my event?


No.

Any event judge or admin judge can manually check in participants who do not have the app.

  • NOTE: You must get the participants permission before manually checking them in.

Please see FAQ “How do I manually check in a participant?” for more information on this workflow.




How do I view all my judges ratings and participant votes for the show?


NOTE: This is a real time update of current score totals. You must leave the page and come back to refresh. Only Judges and Admin/ Judges can view total scores and votes.

Tap 'Profile' towards the bottom right of the screen.

Tap ‘Event Judge’.

Tap ‘Accepted’

Tap your Event Tile you’re going to manage. See example below.

In the ‘Judges Details’ screen

Tap ‘Event Details'

Tap on the 'Classification' you would like to view.

NOTE: You will see either ‘Judge Rating’ or ‘Participant Rating’ or both depending if you enabled these features for your show during the ‘Create an Event’.

You will be defualted ot 'Judge Rating' if both 'Judge' and 'Participant' ratings were selected.

Note: Notice that show participants not 'Rated' or 'Voted' on are displayed in red. You can alter the 'Judge Rating' from this screen if you are an Admin Judge. This can be done by:

Locating the participant tile you would like to alter (participant name, year, make and model). Long press for 2 seconds. The show form along with the vehicle (if a photo was taken) will be displayed. NOTE: Only Admin Judges can alter ratings. Admin Judges or Judges cannot alter 'Participant Ratings'.




How far in advance can I create my event?


180 days from the current date.




Can I move my event date in case of rain?


Yes. You can move your event if you have NOT submitted any judge ratings (or votes if 'Participant Judge' was enabled) for any classifications.

NOTE: You have 90 days from the original start date to move your event.

NOTE: If you started rating your event. You can only move the end date 24 hours from the time you started your event.




Why does Trophy Cloud need my license plate tag?


The Trophy Cloud system utilizes your license plate tag to identity a vehicle profile registered to an event.

When rating or voting for a vehicle, your license plate tag (example: XYZ 123) is used to search the system for that event. Once the event is over, your license plate tag is not retained for any other event other than the ones you joined and check in to.

Note: Only your plate tag is required. The app does NOT ask for the state which the vehicle is registered.




I'm wondering if my personal information (such as phone number) are visible to other users?


Your personal info (email/ phone) is NOT shared with anyone. The app can send in app messages for Trophy Cloud registered users. You can also block individual users from sending notifications to you. Or shut off notifications completely.




I see duplicate participants with the same; first name, last name, year, make model, and license plate. Why are there duplicates in my event?


Although rare, the system allows for duplicate names, vehicles and plates in case of a situation where "John Smith" has the same year make and model and license plate.

When manually checking in a duplicate license plate, a warning is presented to the judge with the judge name who last checked in that license plate. But it still possible to check in duplicates.

Due to this unique situation, this can happen in one of three ways.

1. The 'Participant' was manually checked in twice.

2. The 'Participant' is a system Trophy Cloud user who joined and was checked in and then a judge manually checked them in again.

3. The 'Participant' was manually checked in, then became a registered Trophy Cloud user and joined your event and was checked in again.

Note: To minimize this situation, it's best to verify that a user was checked in if you’re not sure. From the Manual Check in screen you can search for the user by;

  • First Name
  • Last Name
  • License plate

Manual check ins have a pencil (edit) on the top right-hand corner of the user vehicle profile tile. Trophy Cloud user vehicle profiles are not editable by an event organizer.

Please see FAQ’s “How do I check in a participant who JOINED my event?” and "How do I manually check in a participant?" For more information on this process.




I joined an event, but my new plate is available. Do I have to delete my vehicle to update the license plate?


No. You can edit (pencil) your vehicle in 'My Garage' up to the day of the show.




I’m positive my participant was checked in and I can’t find their license plate to start rating them. What can I do to start rating them?


If the participant was Manually Checked in, please verify that the license plate was entered correctly. You can do this by searching your participant name in the 'Manual Check In' screen (first or last name) and confirm. ​

Tap on the vehicle profile pencil to edit. See example below of Trophy Cloud vehicle profile with no photo attached.

Scroll down to 'license plate' enter the proper license plate.

Tap 'Submit' button.

If the participant was Scanned in, it’s possible that the participant either:

  1. Entered the incorrect license plate number.

  2. Scanned the incorrect vehicle profile if they have multiple vehicle profiles.

As an event admin judge/ judge, you cannot edit a Trophy Cloud users 'My Garage' vehicle profile that were scanned in. You can only edit (pencil) manually checked in vehicles to your event.

If you find the participant scanned in the incorrect vehicle, please check in the correct vehicle.

NOTE: The incorrect vehicle cannot be removed. It’s suggested that you rate the incorrect vehicle checked in with 1 point and submit to remove it from red in your 'Event Dashboard', 'Classification' screen.

If the license plate of a Trophy Cloud user vehicle profile is incorrect, you must have the participant update their license plate on their vehicle profile by following the steps below.

Tap on ‘My Garage’

​​Tap on the vehicle you would like to edit and tap on the pencil.

Scroll down to the 'license plate' and update the correct plate.

Tap 'Submit'.

NOTE: This will NOT affect your event. Once it’s done. You can now refresh and search for the correct plate.

To eliminate confusion, please make sure your verifying; license plate, vehicle year, make, model and participant name on the successful confirmation page on 'Scanned In' participants.


See example below where the participant has a photo of their vehicle profile.




What reports are given and when will I receive them?


A report of your event is emailed to Admin judge(s) only 24 hours after your event has concluded.

The report will include:

  • Number of Participants
  • Number of Participants that Joined (registered Trophy Cloud user that ‘joined’ your event.)
  • Number of Participants that Checked In (this includes ‘Joined’ and ‘Walk In’s.)
  • Percentage Checked In vs Joined.
  • Number of Participants Walked In (this is only non-Trophy Cloud users you manually checked in.)
  • Number of Cars (includes trucks)
  • Number of Motorcycles (includes trikes if you register your trike under motorcycle).
  • Total Time for Registration (time begins when you register first participant to the last registration.)
  • Total Time for Judging (Time from first rating to last rating. If rating was reopened and then closed, we calculate the duration between open and closed.) NOTE: If the user didn't close the rating, we calculate the end time to be "Event End Date" + 24 Hours.
  • Total Time Open and Close Time (time begins when you open registration. It’s important to close registration when you’ve completed that task.)
  • All Judges and Admin Judges will be reported on by number of vehicles rated and average rating given.
  • Scores based on each classification.
  • Participant Voting will display the top 25 vote getters for each classification.
NOTE: Reports are available for 60 days. Please download your report if you would like to keep the report past 60 days.




Can I setup a free event (tier 1) and convert it to a paid event (tier 2 or tier 3) with show forms and judges?


No.

Any participants that joined your free (tier 1) event will have to join your paid (tier 2/ tier 3) events on the Trophy Cloud platform.

If you’ve already setup a free event and decided to purchase an event with show forms and judging for the same day and location. We ask, please delete the free event.

If you’re not sure which event is free and which is paid, please tap the pencil (edit) on the event card (“Events” or “My Events” screens.)

Verify by scrolling down and looking for the fields “Add Judges”, “Show form”, “Allow Judge/Admin Judge”, and “Allow Participant Judge”.

Events with these fields are paid (tier 2/ tier 3) events. Nonpaid events will not have these fields. See example below.

Please reach out to any participants so they're aware your setting up a new event as participants are not alerted when events are deleted. You can do this by posting in your event forum a couple days before deleting your event. All forum messages are delivered to participants that joined your event.

NOTE: Any event that’s deleted cannot be retrieved.

Please view the FAQ, “How do I delete an event”




How do I delete an event?


WARNING: Deleting an event is permanent and irretrievable.

Trophy Cloud will NOT be able to retrieve deleted events.

Please be sure to speak with all admin judges in your group before attempting this process.

In the Event Tile (Your Event), tap the trash can. See example below.

A message will be displayed “Are you sure you want to cancel event?” See example below. Tapping ‘No’ will cancel out of the delete action. Tapping ‘Yes’ will take you to a new screen confirming your desire to delete the event. You will also be sent a Trophy Cloud Cancellation Code via text to the phone number in the blue. In this example only area code is displayed. See below. Please check your messaging app for the Trophy Cloud Cancellation Code. See axample below. Entering the 6-digit cancellation code and tapping the ‘Submit’ button will confirm your delete event request and return you back to the “Events” screen. WARNING: Deleting an event is permanent and irretrievable. Trophy Cloud will NOT be able to retrieve deleted events. Please be sure to speak with all admin judges in your group before attempting this process.




Will the 90-day subscription plan be a recurring charge?


No.

This is not a recurring subscription like Netflix where your charged on a monthly basis.

This is a onetime charge and you’ll have to sign up again if you would like to continue your 90-day subscription.

Our subscription plan allows you to create multiple events for a single organization within a 90-day period from the date you purchase the plan.

So, if you purchased the subscription plan on, February 5th, 2020. You have until May 5th, 2020 to create multiple events for a single organization. That would cover events created up to November 1st, 2020 as your subscription time passes.

We also suggest you have sometime maybe after your meeting to have your organization members signup for the app.

Then have some members join a test event you created. Identify which members you want to be a judge and which members you want to be participants for a quick walkthrough.

NOTE: If you do create any test event, please indicate somewhere in the event name and description that it's a test event so other users know not to join. This allows you to better evaluate all the app has to offer.

NOTE: All events created by an Event Admin are managed by that admin until it's date and time has expired.

WARNING: Events cannot be shared across multiple organizations, doing so risks having your events removed by the Trophy Cloud Team.

Please review our Terms and Conditions policy within the app.

Profile>Setting>Terms and Conditions.




I have many different contact databases (Outlook, Gmail, etc.) Where does the Judge Contact pull the data from?


This should be coming from the default contacts app in your device. Please follow the steps below

1. Close the Trophy Cloud App.

2. Open the default contacts app on your device.

3. Create a new contact you know does not appear when your searching your default app contact.

4. Open the Trophy Cloud app, navigate to 'Add Judge' and search for that contact you added in step 3.




Is there a limit on Classifications?


Yes.

We limit Classifications to a maximum of 50 individual Classifications.




Is there a limit on Ratings Categories?


Yes.

We limit Ratings Categories to a maximum of 25 individual Ratings Categories.

Each ‘Rating Category’ can have a maximum of 20 points and a minimum of 0.

NOTE: You can set the minimum of 1 or more points depending on your judging categories. This will allow for a faster submission.




I have pictures of my car in my gallery, but I can’t get the entire vehicle in the frame to add photos to my Garage or Event profile photo.


The default aspect ratio is 3:4 when taking a vehicle photo with the Trophy Cloud app.

Any photos taken outside of the 3:4 aspect ratio will not fit. You can either change this manually in your camera app and retake the photo, or retake the photo using the Trophy Cloud app add photo feature directly.

Note: If you have a flyer to highlight in your event photo, please either have the ratio in 3:4. Or you can take a photo of your flyer using in the Trophy Cloud app default 3:4 aspect ratio.




Are scores shared with participants in the app?


No. Judges and admin Judges have access to event scores. Judges can then access the Event Dashboard and read off the scores of winners.





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