FAQ Frequently Asked Questions

Our simple pricing model allows you to track up to 2000 individuals with our base subscription. That includes students, staff and even community members, up to the 2000 person limit.
No. You can continue to use your current methods of tracking laps or miles; whether its popsicle sticks, index card marks, or some other technique.

The benefit of inputting laps or miles into the program is the secure storage of all your data and a set of powerful metrics and reporting capabilities to view the results. You can view lap and mile totals by individual or by group for any time frame.
Each individual running or walking will need to carry a barcoded ID card. As they finish each lap, their ID card is scanned. The scans are stored on the barcode scanner along with the date/timestamp.

After the session, the barcode scanner is connected to a computer and the scans are uploaded into the program. Each scan is matched to an individual on the system, via their ID number, and the number of laps are counted (i.e. number of scans for that individual). Mileage is calculated based on the number of laps and the selected course (laps to mile ratio).
Probably. Please contact us to find out how to use your existing scanners with our program.
The program includes the ability to “generate” barcoded ID cards. You can print, cut and laminate the cards as needed.

We also offer durable plastic ID cards that be purchased for students, staff or community members. Please visit our Pricing page for more information on this option.
You can use the program to create barcoded ID cards for those individuals. You may also purchase “fill-in” plastic ID cards that can be distributed as replacements.
Each account manager has the ability to “invite” up to 50 users to access the program for their site. This might include teachers, administrators, and even parent volunteers.

There are 3 different levels of access for assignment to each user, from full to read-only access. There is no means of self-registration, so all prospective users must be invited. Account managers can modify or revoke existing user access at any time.
Student lists can be uploaded from a file in Excel, text or CSV formats via a simple process. Students can also be entered manually if needed. Student rosters can be updated at any time during year using the same procedures. The only required information for students is an ID number (for uniqueness), name, grade and gender.

Once the complete student roster has been added, class lists can also be created. This is done by creating “groups” representing each class or teacher. Class lists can then be uploaded from a file, following a process similar to uploading students.
You can create multiple “courses” within the program and then select the appropriate course whenever you input laps data. The mileage calculation for the laps entered will be based on the laps to mile ratio defined for the course.
You can enter laps or miles for individuals using a simple entry form. Just pick the date for the entries and the appropriate group.

Organizing individuals into groups can assist with limiting the number of individuals you can enter data for. As an example, selecting a particular teacher will display only those students in that class, making it much faster to locate individuals. There are also options to add the same number of laps to multiple individuals at one time.

Besides entering laps or miles manually, they can also be uploaded from a file. For example, keeping track of student lap totals for a week in an Excel spreadsheet could easily be uploaded into the system.
Yes. You can add any number of incentives based on lap total, mile total, lap ranking or mile ranking. After the rewards are defined, you can easily see whose qualified based on current totals.
The program offers a number of features that can help you manage participation in the 100 Mile Club®.

You can assign an enrollment date, T-Shirt size and personal miles goal for each individual that is participating in the Club program. You can add each of the 100 Mile Club® incentives and see who qualifies for each reward based on their current mile total. You can even “mark” the incentive as having been distributed to help keep accurate records of who’s received their rewards and who hasn’t.

In addition to participation management, you can also print official 100 Mile Club® WOW Award certificates. There's even an option to print individual information on End of Year certificates you receive from 100 Mile Club® directly.

More information is available here
Yes. If using a compatible barcode scanner to track laps, the total time will be computed for all laps. If manually uploading a file containing total laps or miles, a time can also be included.
No. If you’ve been storing laps or miles in an Excel spreadsheet or other program, we can help you upload that existing data into Track the Miles. If you have written records, you can enter those manually via the option to add laps or miles for specific dates.
Yes. You can manage a list of staff members, just like students. If staff members don’t already have an ID number, you’ll have to come up with a numbering system so each individual can be uniquely identified. You can even organize the staff into groups for some friendly team competition!
Yes. You can manage a list of community members, just like students. Since these individuals will not have a school-issued ID number, you’ll have to come up with your own number system so each individual can be uniquely identified. You can organize the community members into different groups for easier data entry or to set up a team competition.
An individual’s lap and mile total, monthly summary and detailed miles data is available at any time. Each “type” of individual (students, staff, community) is visible in a separate list for easier comparison.

If incentives have been defined, you can see which individuals are qualified for the reward and what rewards have been received.
Yes. “Groups” can be defined and contain any number of students, staff or community members. This flexibility allows you to organize students into classes, staff into teams, etc. Individuals can be assigned to more than one group so the possibilities for organization are endless. You can see metrics and run reports for specific groups in order to assess mile totals for those groups.
Yes. There are metrics available to assess “big picture” data points like total laps, total miles, laps/miles by month, laps/miles by type, laps/miles by grade level, laps/miles by gender and number of individuals participating. These metrics can be viewed by any data range during the year.

A list of pre-defined reports is also available to visualize results such as Student Mile Summary, Group Mile Summary, Individual Summary or Individual Detail. The output of these reports can easily be exported to a variety of file formats, including Excel and PDF.
Yes. Schools can configure and publish a web page which displays program details, progress and more. If enabled, mile totals can be found by simply entering the individual's ID number. Additional data can be accessed via a simple sign-in form.

See an example web page at http://trackthemiles.com/washingtonelem

Use 10345 for ID and Adams for Last Name at sign-in
Yes. You can set a base miles goal and a “stretch” miles goal for your site. These goals are visualized on a dashboard gauge, which also includes an indicator of the actual miles to date.

A personal miles goal can also be set for each individual. This data point can be included when uploading student lists, staff lists, etc. The personal miles goal is visible when looking at any list of individuals, alongside their total miles measurement.
Yes. Most lists displayed in the program can be exported to Excel. In addition, reports can be exported into a variety of file formats, including Excel and PDF.
If you continue your subscription to Track the Miles into the next school year, the previous year’s data will still be available. You can switch back and forth between school years as needed.
We operate Track the Miles within a secure, hosted environment called Microsoft Azure. This industry- standard, cloud computing platform provides reliable performance and addresses many security concerns that come with operating a web-based system. Our databases are encrypted in storage, meaning if data were to be comprised by an unauthorized user it would prevent access to any information. We also backup data in real-time and can restore information in a disaster recovery situation.

Each account/site controls access to their own data. One or more appointed account managers can grant access to other users and modify or revoke this access at any time. There is no means of self-registration to gain instant access to the system; it is by invitation only. We also track all logins and attempted logins to the system and periodically review that data for suspicious activity.
Complete program documentation, how-to videos, and email support is available with every subscription. We may periodically host online webinars that users can optionally attend.