SPORTS - Dance Schools / Cheer Competitions (Recommended Workflow)

Dance & Cheer can be a bit complicated due to the fact many participants are in multiple performing groups. Our PhotoMatch system is the best tool for executing these events. It allows your customer to view all their images in one personal gallery

How to setup and manage a dance/cheer school or  competition event using PhotoMatch and marketing as View First.

Scroll down for a step-by-step guide or click on a topic below to jump to that section of information 

• Event Setup
• Managing Your Roster / Participant Names & Group Names
• Importing Your Participant List/Roster
• Importing Your Divisions (Groups/Teams)
• Offer Setup
• Division Caption Overrides
• PhotoMatch Settings
• Registration Options
• Registration Setup
• Syncing Name Data/Enabling Event on Retail
• Picture Day Process
• Multi Day Event Process

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Event Setup

The following instructions will guide you through a dance school or competition event.

1. 1. Click on Events on the top menu in CORE.  
   2. On the left menu select Sports
      1. This narrows down the workflows, features and products to that specific type of event
   3. Click “Create New Event”
      
   4. Select Your Acct #
      1. Select the market type: Sports
      2. Select your workflow
         1. You will notice the add-on features are automatically selected or deselected based on your workflow settings.
            1. At this point you can select or deselect any add-ons
         2. Enter Your Event Name – Remember your customer will see this name, so we don’t recommend abbreviations. If you allow customer to search for events, the full name and year in the event name are helpful.
         3. Event Date: enter the date of the event
         4. Event Deadline: enter the deadline date that will appear on the website (people can still order after the deadline).  We recommend a 7 day deadline.
         5. Late Fee Date: enter the date you want to start charging a late fee. This date needs to be at minimum one date after your deadline date.  We recommend not setting a late fee date and instead using a CCS Preferred offer that automatically increases prices after the deadline.
         6. Email Campaign will be preselected based on the settings in your Workflow, this can be changed after the event is setup if necessary
         7. Offer: will default the offer you set on the Workflow. You can change it here or after the event is setup.  We recommend the CCS Preferred school offer.
         8. Zip Code: this is the zip code of the event location
         9. Click Continue to setup the event
            
         10. You will now be within the Event Details of the event you just created

Managing Your Roster / Participant Names & Group Names

For these type events participants are typically associated with more than one group, especially dance groups.  A dancer may be in multiple groups, which means they are going to be photographed in different costumes or uniforms and be photographed with different groups.  If that is the case with your event, you will create two separate rosters to import into CORE.  One will have only the participants names and information and one will only have a list of all the groups.

1. 1. Participant List = Individuals to be Photographed
2. Start with your participant list.  At minimum you will need these columns of data.
3. FirstName |  LastName
4. If you have contact data you'll add contact info under columns
5. PEmail | SEmail | PCellphone  | SCellphone
6. P = Primary, S = Secondary
7. You will not associate names with their groups/division on this spreadsheet because you will use division overrides in PhotoMatch to assign individuals to their group/division in PhotoMatch when you take their photos. (more on that later)
8. 2. Divisions List = Group/Team
9. You will need a list in excel of all your Groups/Teams.  In dance this is likely the name of the song they are performing to.
10. In excel create a column header named "Division".  Under that header list out all your groups/teams.  Each needs to be unique, so if you have two or more groups using the same song or name, you will need to make them unique by adding something to the end of the name to make them unique.  That could be a number, their coach name, the time they perform, etc.
11. Once you have your two spreadsheets formatted properly for import you can proceed.

Importing your Participant List/Roster

1. Go into your event in CORE
2. On the left menu select Names & Contact Data
3. Click the "Import Names and Orders" button
4. Click "Choose File" and locate your Participant list that contains all the individuals to be photographed
5. Check these options and Continue
6. If your headers were set correctly all the dropdown fields will automatically match up.  You should double check that your data is aligned with the proper field.  Once confirmed, click Continue
7. You will get a pink box with a message explaining that your have product captions that are not being imported.  This is fine, as you will set your captions and logos later and for products with custom captions, your customer will be prompted when they order.  Click continue at the bottom of the page.
8. Wait for the names to finish importing before leaving this page.
9. When finished select Divisions/Categories on the left menu

Importing your Divisions (Groups/Teams)

1. Select Divisions/Categories on the left menu
2. Click the "Import Divisions" button
3. Click the "Choose File" button and locate your Division (Group/Team) spreadsheet
4. Confirm your CORE field is mapped to "Division" and click Continue
5. Click back on Divisions/Categories on the left menu
6. Click the "Add/Edit Divisions" button
7. You can either select a Product Style from the dropdown for each division or you can click the "Bulk Update Product Styles" button to select the same style for all divisions, then click Save Changes Note: You can optionally import your product style with your divisions or you can set them after you import your divisions

Offer Setup

Your “offer” is the set of products you are offering your customer. When you select your product offer for the event, you’ll also be prompted to enter any captions and logos you’d like used when producing those products.  Again, we recommend the CCS Preferred school offer.

1. While in your event, click on Offer Setup on the left menu
   1. Here you will enter text/captions/logos for all prompts that will be the same for everyone photographed, such as, date or school name.
      1. Note: The prompts you see here are determined by the products you have in your product offering and they style you have selected.
   2. Your customer will be prompted for any captions that are unique to them when they place an order.
   3. After entering captions and logos click Save Changes
      
   4. If you have unique captions for each division/group you can use caption division overrides to enter those unique captions.

Division (Group) Caption Overrides

1.  Click on Offer Setup on the left menu

2.  Select Caption Division Overrides

a.  You can either select the division from the dropdown, then check custom next to any line you want to override and enter the caption and save

b.  If you have multiple divisions, you may want to import your overrides via a spreadsheet.  Scroll to the bottom of the division override page for instructions on importing via a spreadsheet.

PhotoMatch Settings

Confirming your PhotoMatch settings are setup for your View First event.

1. While in the event, click on PhotoMatch on the left menu
   1. Make the following PhotoMatch selections and Save Changes
      
2. Click on Event Details on the left menu
   1. Under Quick Links, click Event Settings
      
3. Scroll down to Proof Card Settings
   1. Confirm your Email Campaign is selected
   2. Next to email campaign start date: Enter the event date
   3. Save Changes
   4. Click back on Event Details on the left menu
      

Registration Options

If your roster does not contain contact information, or you'd like to collect additional information you will setup registration for this event.

There are two options for registration.

1. Event Registration which means you send everyone to the same link to register.  You will have to match newly collected data to your existing names in CORE after registration is complete.  This is an extra step after the event and can cause some to miss out on the first emails and SMS messages sent.  This is best if the school is willing to email the link and/or share via social media on your behalf before picture day.  If this is your only contact data, you will not be able to marketing photos as they are taken, due to the fact that this data is not automatically matched to your names in CORE.
2. Individual Registration which means you will print a QR scan card that will be given to your participants asking them (or parent) to scan and register to receive photos.  The cards can be customized to work like a flyer to send info home with participants.  This option also, automatically merges the collected contact data to the names you imported, so there are no additional steps after the event. The QR scan cards can also be used by the PhotoMatch to scan to pull up the name in PhotoMatch, which makes locating names much faster.

Registration Setup

Event Registration Setup

Note:  these settings can be set on your workflow so you don't have to go through these steps on every event

1. While in the event, select QR Code Registration on the left menu (if you don't see it, select Add-On Features and then add QR code registration and save)   Click on Event details to refresh the page.
2. Then select Edit Registration settings on the left menu
3. Select the following settings and save changes
   
4. If you plan to share the event registration link via email, sms, social media or signage use this link:  https://regis.viewyour.photos/direct/ACCT#/EVENT#  
   (make sure to replace ACCT# with your CCS account number and EVENT# with your CORE event number)

Individual Registration Setup

Note:  these settings can be set on your workflow so you don't have to go through these steps on every event

1. You'll need to confirm registration codes have been assigned to your imported names.
   1. On the left menu click Names & Contact data
   2. If codes have been assigned you will see those codes in a column labeled "Registration Code".   If you see codes skip to step # 4.   If you don't see codes continue to step # 3.
2. While in the event, select QR Code Registration on the left menu (if you don't see it, select Add-On Features and then add QR code registration and save)   Click on Event details to refresh the page.
3. Select QR Code Registrations on the left menu
   1. If your names don't have a Registration code yet, click the button "Create QR Codes for Existing Names"
4. You will need to print some extra placeholder cards for anyone that shows up to photographed that was not on your original roster.   This may include new students and/or faculty and staff.
   1. Click "Create QR Codes for New Placeholder Name"  enter the number of placeholders you think you'll need and click continue. 
      1. Only create what you will need for this event.  Placeholders cannot be used on other events.  Typically 5-10 are enough. 

Because these codes are unique, we don't want to waste codes that are not going to be used because the codes will continue to get longer and longer.

1. Select Edit Registration settings on the left menu
2. Select the following settings and save changes

Syncing Data/Enabling Event

1. While in the event, on the event details page, click the blue “Enable Event on Retail” button
   1. Wait for it to sync to retail
      
   2. Click the “Enable Campaign Auto Queuing” button in the pink box
      

If you will be using individual event registration or would like to print and use QR/barcode scan cards, see training documents and videos for “Creating and Printing QR/Barcode Sequence Cards”

You are now setup and ready to photograph your Event using PhotoMatch.  

As you photograph your subjects you should be uploading your images. As soon as images are received by CCS, they will automatically be identified to names and contact data and posted online into the individuals gallery. Within a few minutes of images posing online emails and/or text message with a link to their gallery of images will be sent.  

Note: this requires the first emails and/or text message in your campaign to be set to go on day 0.

Picture Day Process using PhotoMatch

Log into PhotoMatch

1. Each photographer needs to log into a unique folder, if multi day event, a unique folder is need each day for each photographer (never use the same folder name on an event).
2. Confirm uploading is enabled

If using Scan Cards

1. As a group arrives give that director/coach the cards to distribute
   1. If someone does not have a scan/QR code card, use a placeholder
   2. Note:  each placeholder is unique and can only be used by one person, so have them write their name on it
2. Participant will approach photographer with the scan card
3. Photographer scans the card to pull up the name in PhotoMatch
4. Photographer will select the division/group the participant is being photographed with and confirm "division override" is checked
   1. The division override will assign the images you are about to take to the division you select from the dropdown.  This will associate these images with the correct division (group/team) so the person can order the appropriate group products
   2. You will repeat this each time this person is photographed
5. Photographer takes photos
6. Give the scan card back to the participant and have them bring it back when they return for additional photos in their next costume/uniform.   Or you can keep the card and have them pick it up again when they return.
   1. If card is lost, the photographer can pull up the name on the tablet by searching their name or finding it in the alphabetized list
7. Repeat for each group/team and participants
8. When finished make sure all images have uploaded before logging out of PhotoMatch

If not using Scan Cards

1. Locate the participants name and select to open the that name
   1. If some is not in the roster, the photographer can click add new participant and enter their division, name and contact info.
2. Photographer takes photos
3. Repeat for each class

Multi Day Events/Make-Up/Retake Day

1. Photographer will log into the same event in PhotoMatch
2. Photographer must enter a new folder.  Do not use previously used folders or you will potentially overwrite images.
3. As a participants arrive photographer will either scan the participants QR or search for the participants name 
   1. If name was not on the roster, photographer can add the name and contact data
4. Select the division they are associated with for these photos
5. Photographer takes photos
6. Repeat for each group/team