Events - GRADUATIONS/AWARD CEREMONIES
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      3. Events - GRADUATIONS/AWARD CEREMONIES

      GRADUATIONS - Registration - Using Placeholder QR Name Caller Cards to Collect Contact Data

      How to setup a Graduation Event using Placeholder Names and QR Registration/Name Reader Cards. This method allows you to eliminate data entry because the graduations will enter their contact data online instead of writing their info on the card.

      Click on a category to jump to that section of information

       

      Workflow

      If you don't already have a workflow setup for a graduation registrations, you can import the default workflow named "GRADUATIONS - Registration".

      1. Go to the settings page in CORE
      2. On the left menu select Workflows
      3. Select the default workflows tab
      4. Find "Graduations - Registration" and copy
      5. Make sure to edit the workflow to include your offer and sales taxes

       

      Event Setup

      1. Go to the Events Page in CORE
        1. Select Graduation on the left menu
        2. Click the "Create New Event" button
        3. Select Market Tyle: Graduation
        4. Workflow:  Graduation - Registration (if you don't have this workflow go to the settings page, then workflows to import it)
        5. Enter your event name & date
          1. The Deadline and Late Fee should auto fill, but can be edited
          2. Select the offer (We HIGHLY recommend one of the CCS Grad Offers)
          3. Enter the event location zip code
          4. Enter the school name
          5. Enter the city, state where the school is located
        6. Confirm Face Recognition and QR Code Registration are checked under Add-On Features

       

       

      Offer Setup

      1. On the left menu select Offer Setup
        1. Confirm the offer you want to use has been selected (we recommend one of the CCS Grad offer) 
        2. Enter the captions and logos you want on your products
          1. Captions that will be unique for the person ordering you should leave blank (they will be prompted when ordering)

       

      TKO/Chroma-Key Setup

      1. If you are going to be offer dynamic and/or rendered backgrounds, you'll need to setup your folders for cutouts
      2. Click on Chroma-Key/Knockout on the left menu in CORE (while in the event)
        1. Select Configure Folder
        2. Select Add Folder > Enter Folder Name you plan to upload your TKO/CK images into  (Make sure to set a folder for each photographer photographing on TKO/CK backgrounds.  If using PhotoMatch to upload, you should setup backup folders as well.)
        3. You only need to select "Allow customers to choose dynamic backgrounds on retail" unless you want to pre-render your cutouts to backgrounds
        4. If you want to prerender to backgrounds, you'll need to add the location of your backgrounds and set your output folders (output folders are where your rendered images will be placed)
      3. If you are allowing dynamic background choices online, you may optional select "event specific" backgrounds to show first.  To do so, select Dynamic Backgrounds on the left menu
        1. Narrow the filter to a category or select all
          1. Check any backgrounds you want your customer to be able to select online.  If you also offer pre-rendered backgrounds, don't check those same backgrounds here since they will already have those backgrounds.  Check different backgrounds, so they have alternate choices.  If you don't have any backgrounds to choose, click here to learn how to add backgrounds to your library.

       

      Registration Setup

      If you imported the CCS workflow for Registration you can skip down to creating QR Placeholders

      1. While in the event in CORE on the left menu select QR Code Registrations
        1. Select Edit Registration Settings
          1. Under Name Registration Settings, make the following selections
          2. Under Name/Address Prompt Overrides, enter the following
          3. Under Email Receipt, you can optionally check to send your customer and/or yourself a copy of the registration receipt

            1. If you choose to edit the HTML Email, make sure you keep $RegistrationDetails$ in the message.  This contains the registration summary.  You may optionally use the other mergefields.

              It is recommended you also include the $RegistrationCode$.

       

      Creating Your QR Code Name Placeholders

      1. On the left menu select QR Code Registrations
      2. Click "Create QR Codes for New Placeholder Names"
      3. Enter the number of cards you will need for the graduation enter 5% more than you think you'll need and click "Continue" 
      4. On the left menu go to Names & Contact Data
        1. Here you will see all the placeholder names created. 
      5. Click on one of the registration codes to preview the registration site

       

      Printing the Placeholder QR Name Caller Cards

      Note:  if you do not have a template created for your cards, you'll need to have support import a CCS card or you can create your own template.  Either contact support to copy in our template or start here to learn how to create and edit your own card template.

      1. Go into your Grad Event in CORE
      2. Select Order on the left menu > Queue Print Templates
      3. Select your device:  (we recommend printing to PDF first, then send the PDF to the printer)
        Note:  If you don't see your device, make sure you have installed CORE print and activated your printer.  Click here to learn how to install CORE print and activate printers.
      4. Select your template:
      5. Sort Order: (doesn't matter since they are placeholders)
      6. Queue Profile:  Sequence Cards
      7. Queue>>
      8. Open CORE Print and locate the print job
      9. Right click on the print job and to printer or pdf printer

       

      At the Event

      Each graduate will be given a name card to scan and complete registration by entering their name & contact information.  Name cards may optionally be used by the name caller to announce the graduate as they cross the stage.

      It is CRITICALLY important that all graduates be given a card and they register.  It may require staff dedicated to making sure all graduates register.  The contact data collected via registration is how you are going to market photos.

      1. We recommend taking the follow photos before, during and after the ceremony
        1. Friends and Family candids before ceremony (graduate must be in photos)
        2. Processional photos of graduates as they enter the ceremony
        3. PR Photos of the stage and overview of the ceremony
        4. Speakers & Performers
        5. Graduates as they receive their diploma
        6. Graduates in front of a white background (TKO) either before or after the cross the stage
        7. Recessional photos as graduate leave the ceremony
        8. More Friends and Family candids after the ceremony (graduate must be in photos)
      2. We recommend uploading photos during or immediately following the ceremony
        1. If a PhotoMatch user, you can use PhotoMatch just to upload images while shooting.  You don't have to match to names, just use it to upload images.

       

      After the Event

      1. If you haven't already, upload your images.  It's important to upload and market your images as quickly as possible.
      2. Upload your images
        1. Separate your handshake photos and portrait photos into different views
        2. Place all other photos in the same view as the handshake but at the end
        3. Lock folders
      3. Go to align images on the left menu
        1. Make sure all the handshake photos and portrait photos are aligned with one another
        2. When you get to the end of the handshake & portrait photos, all other images should be at the end and not aligned with any other images
        3. When finished aligning click Save Changes, then mark aligning complete

      ID Images

      Once images are aligned, you can now ID images to names

      1. While in the event in CORE go to ID images on the left menu
      2. Check out All Sets
      3. Type the last name in the search box to the left of the first set of images.  When the name if found click it to select the name and move to the next set of images.
        1. You can use the tab button on your keyboard to move to the next name and next set of images
        2. The controls in the top right allow you to jump to specific sets of images and control the number of images displayed per page
        3. Continue until you get all handshake/portrait images IDd
          1. You'll leave all other images not IDd at this point.  You'll use face recognition to ID the remaining images.
        4. When finished click Check-In IDs and mark complete

      Face Recognition

      You will use face recognition to ID any PR, processional or friends and family photos you took before, during and after the graduation ceremony.

      1. Start a new job
      2. Select ID image using pre ID'd reference images
      3. In the first section select your portrait folders of images (must have only one face in the images used as a reference)
      4. In the second section select all the other folder other than the portrait/reference folder(s)
      5. All other setting will default to where they need to be
      6. Click Review
      7. You will see the cost for running face recognition.  Click Confirm to start the job.
      8. When the job is complete it will show 100%
        1. You can click on the "View Results" button to view details of the face recognition
        3. If you are not satisfied with the results, you can change the confidence level to view different results.
          1. We recommend a confidence level of 55
          2. If you enter a higher number it means it's more confident in the match, which will result in fewer matches
          3. If you enter a lower number it means it's less confident in the match, which means you will get more matches which could result in false matches
          4. You can change the confidence level and click update to see the changes
          5. You can hover over an image and click ignore to remove a match
        4. If you made any changes to the confidence level or ignored any images, you'll need to click Delete Previous Saved IDs in the upper right corner, then click Save detected IDs to update.  NOTE:  If you go to ID images and save any pages there, that will override the ability to delete and/or save IDs on the face recognition page.   
        5. Once changes are made you will need to resync the event to retail before your customers will see the changes.

      Enabling Event on Retail and Starting the Campaign 

      1. Go to Event Details
      2. If you haven't already enabled the event on retail, click enable event on retail
        1. If you had already enabled the event, Click Advanced Options button
        2. Select Refresh Event Info/Names/ID on Retail
        3. Check all 3 options and Resync
        4. Click "Enable Email Campaign"