Events - GRADUATIONS/AWARD CEREMONIES
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      1. CCS Knowledge Base
      2. CORE - Event Types
      3. Events - GRADUATIONS/AWARD CEREMONIES

      GRADUATIONS - Traditional Method (not recommended)

      How to setup and manage a graduation and/or award ceremony in CORE using the traditional method of having graduates write their contact data on name cards

      Setting Up a New Grad Event

      New Grad Event Setup: Click the blue “Create New Event” button.

      • Enter the information and selections for your new event and click continue.
        • Features will automatically be selected/deselected based on the workflow you choose

      Note: If you have not imported or created workflows, you should refer to the Workflows help document to do so before setting up your event(s).

      Selecting your product offering

       

      Offer Setup: You will click on “Offer Setup” to select the product offering you would like to use on this event.  We recommend one of the CCS Offers.   (If you don't see the CCS Grad offers, go to the offers page and click Import CCS Official Offers.)

      On this page you will also enter any text or graphics that you would like on the products you are offering.

      • Select Your Offer (for information on creating & editing offers see CORE Training – Product Offers)
      • Select Font Color and Style
      • Enter text and check “allow change” will allow you customer to change that text. If you do not check allow change your text will go on the product and your customer will not be allowed to change it.
      • The product column will tell you what that particular caption will be go on

      Note: Some products require a logo/crest and will not show on the retail site if no crest has been assigned

      Font Overrides: You may optionally override the text prompts and/or the specific font color and style on specific products you’re offering. Example: You may select Arial Bold and Black as the default for the event, but you want a specific product to have a different font or font color, the override is where you would make that selection.   You may also, optionally want to change the prompt text your customer sees.   The prompt text may be Title Line 1 and you want them to see “Event Name”.   This area is where you change that.   If you do not wish to override any fonts or colors you will not need to go into this area.

      Frame Overrides: If you are offering frames, you may optionally override the colors you are offering here.   When you set up your offer you select 5 default mat and accent colors. You may on the event level pick colors that better compliment your event, such as the school/organizations colors.

      Custom Art Override (OPTIONAL): If you are offering a product that allows background artwork that you have created, you may optionally set the artwork up here.   Artwork set here will override any artwork you have set on the product level when building the offer.   If you do not have any custom products you will not need to go into this area.

      Importing and managing your name/address data

      Manage Names: This is where you will enter or import your name address data of the subjects being photographed. This can be done before or after images have been uploaded.  

      Note: if you are importing image data in your spreadsheet that will automatically match name data to images, you will have to upload, lock and align images before you import your spreadsheet.

      • To import your name data, you will need your data in an excel workbook (.xls or .xlsx or .csv) format.
        • Click “Name and Contact Data”
        • Click the “Import names and orders” link

      • Browse for your contact data file by clicking the “Choose File” button
      If your spreadsheet contains headers, check “Table contains field headers” and click continue
      • Select the table your file is on (typically, it will be sheet1) and click continue

      • Match up your columns of data with the appropriate fields.  

      Note: if you used headers in your spreadsheet that CORE recognizes it will automatically line up your columns of data.

      If CORE does not recognized your data you can select the appropriate filed from the dropdowns.

      • If you have more than one email or address check “Import secondary addresses” and click continue
      • You will get a warning if you have any products that require text but you have not included those captions in your spreadsheet. It’s just an alert so if you intended to import those captions you would know its missing. Your customer will be prompted for this information when an order is placed.

      Chroma-Key Setup/TKO

       Chroma-Key Setup:   This is where you set your folders for Chroma-Key cutouts and rendering

      • Click on Chroma-Key/Knockout Setup
      • Click on the “Configure Folder” button

      • Select “Add Folder” and enter the folder you intend to upload your chroma-key images to
        • Check if you wish to allow customers to view and select other backgrounds on the retail site or if ordering digital artwork
        • Check Pre-Render if you’d like CCS to apply your images to a background of your choice
          • Enter the event # - folder – image name of the background you would like rendered
        • Select an output folder for CCS to place the rendered images into

      • Repeat for each background and for each folder of images your plan to upload

      Online Dynamic Backgrounds

      Online DynamicBackgrounds:   If you would like to allow you customer to select additional backgrounds online you may select which backgrounds they will be able to choose from.   These can be in addition to the rendered images.

      Note: before you will see backgrounds here, you have to upload them to your background library. See chroma-key backgrounds guide for more information.

      • You can elect to hide the CCS default background and only show your selected background by checking “Hide CCS Default backgrounds for this event”
      • Check all background you want your customer to see
        • You may optionally enter a sort order so backgrounds will be viewed in the order you enter

      Online QR Code Registration

      Registration:  If you'd like to link graduations and/or family and friends to the registration page to collect contact data you have a couple of options.

      Individual QR Registration or Event QR Registration

      Individual QR Registration means each graduate has a unique personal QR Code and registration link.  You can use this option if you get a roster from the school.  Or if you'd like to use placeholder cards.   Placeholder cards are recommended when you can't get a roster.  This way graduates still get a unique card and there will be less post event work.   The QR Codes can be generated via CORE print so each card contains the unique code and graduates name.  (See CORE print for more info on using printed templates.)

      Event QR Registration means you use an event specific QR Code and everyone goes to the same registration link.   This option can be used when you want to collect additional contact information from family and friends in the audience.  Note:  This option requires you to merge the registration data in CORE after the the event.

      Setting Up Registration

      QR Code Registration:  While in the event, click on QR Code registration on the left menu.  Then click Edit Registration Settings.

      • Select either email or cell or mailing address, email or cell  (if you don't plan to mail anything, just select email or cell)
      • Check allow participants to edit first and last name
      • Unless you are utilizing divisions, uncheck allow participants to edit team/division/category
      • Do not check to hide "add another contact"
      • You can opt to disable registration once event is active or on a specific date
      • Import Options:  If you are using unique individual QR codes leave this unchecked.   If you are using Event QR codes where everyone uses the same link, you will need to check this option.   You will come back here, after the graduation to merge the registrations with your graduates.
        • After the graduation if you used event registration you will click to review registrations.
        • You will then match each registration to a graduates name, and add the data to an existing name.  This will match up the contact data to the graduate you photographed.

      Uploading Images

      Upload/Import Images:   This is where you will go to begin uploading your images. We recommend you install the desktop edition of CCS Uploader on your computer.   If you have not already installed it, you will find a link to the install for Windows here: http://ccstransfer.candid.com/ccstransferweb/info.aspx and for MAC here: http://ccstransfer.candid.com/mac/

      • CCS Uploader Desktop Edition: Click the “Start Uploading” link to get started. When your browser prompts you, select to “open” the program to launch the uploader program.  

      For instructions on using CCS Uploader Desktop Edition see the CCS Uploader user guide.

        Alignment Categories

        Alignment Categories: If you have more than one photographer taking images of your subjects, you’ll want to use alignment categories to organize your images to make it faster to ID. You will add a view for each of the different images/poses being taken. Example: if you shoot a handshake and a posed image.   You should upload those images to two different folders, then place each of those folders under a different “view”.   You will then align the images in each view so that the same person’s images are in each column of images. Misc images, such as, PR, candids, overviews, etc. should be placed in the same view as the handshake. Typically those images are uploaded to a folder numbered/named higher than the other images.

        • This example shows the handshake images, PR images and friends and family candids in different folders, but all are placed under the “Handshake” view. Note: the view name can be customized to be named anything you want.
        • The green screen/TKO images and their renders are added to the second “view” category.
          • Keep the original and the renders in the same view and CORE will automatically ID the renders by clicking the ID renders button, so they don't have to be aligned.

        Aligning Images

        Align Images: This is where you’ll make sure all the images in each row are of the same person. This will allow you to ID the set of images to a name rather than having to ID each image individually.

        • You will typically have the handshake image loaded first and it will serve as your “anchor” shot, meaning, it will most likely be the image that matches your sequence.   With that said, you won’t want to move the order of the handshake images. If the other images don’t match, you’ll move them up or down to get them in order with the handshake image. You may also delete images if you have a blink or images you don’t want to ID.   When you delete an image it goes into a holding queue, it doesn’t actually delete the image.   If you have a blank where an image has been deleted, you can click the INS button to insert an image back in.

        • Top Controls: You can enter a number to control how many sets image will move when you click to move them
          • You can control how many sets of images are deleted when you click delete
          • You can jump to a specific set or a specific folder-image
          • You can also select how many rows of images you see per page
        • Lock Views: By checking “Lock View” above sets of images it allows you to move just one of the locked sets and all sets will move together.   This is especially helpful when moving your rendered images
        • Zcropping: This optional feature allows you to crop any set of images to create a new “pose”

        Identifying or matching images to name data

         

        ID Images: Click here to begin matching name data to images.   You can check out a specific set of images or all sets of images. If you are the only person IDing, you should check out all sets.

        • The names in the name list will be in the order they appeared on the spreadsheet you imported. If they were in same order the photos were taken it will make the matching process go much faster.
        • Go to the first set of images. Either scroll to find the person name, or start typing the last name in the search box until it finds, that person’s name.   The name will highlight when you select it.
        • If your names are in order, click tab on your keyboard twice and it will automatically go to the next set of images and the next name in the list. If your names are not in order, start typing the persons last name, first name until it finds your person’s name. Repeat until all images on the page are ID’d.
        • Click Save & Next Page

        • Notice on the top right side of the page you have some page viewing options.
          • Jump To: allows you to enter a set number or folder-image and click enter on your keyboard and go directly to that set of images. This is helpful if you need to exit the IDing page and return to a specific set of images. Of if you find you have an image misidentified, you can jump right to it.
          • Page Size: this allows you to set the number of sets you would like per page. If you are working on a slower internet connection you may want to limit the number per page to 10 - 25 sets per page. If you are on a faster connection you may want to increase it to 50 - 75 per page.
          • Overlap Sets: when Yes is selected, the last set of images per page will be the first set on the next page. This is helpful to keep you on track with where you left off when going page to page.
          • Sort names by: This allows you alter the way the names are sorted in your list
          • Filter by Division: if your names were assigned to division when you imported your data, you may narrow the names in the list to a specific division.   You may optionally show the division, in the name list by checking the show division option.
          • Duplicate Spotting: This feature allows you to keep the same name selected for the next ? number of sets. Example: if you have 2 sets of images per graduate, you can enter 1 and when you click the tab button to go to the next image, it will stay on the name selected for 1 more set before jumping to the next name in the list. If you only have one set per person you will leave on 0.

        • When you get to your non-graduation images such as overviews and PR images, you choose one of 3 options to identify those images
          • All Shot (Printing): when this option is selected the image will show online for all and optionally be included in the email campaign and printed proof/order forms
          • All Shot (Non-Printing): when this option is selected the image will show online for all but will not be included in email campaigns or printed forms
          • PR Shot (Non-Print): when this option is selected the image will show online when viewing by graduates name but will not be included in emails or printed forms. It does allow you to queue a bulk order of images identified as PR.   This is great when you offer complimentary images to your organizations.

        NOTE: any image marked as PR or All Shot will require special packages/products marked as All-Shot packages

        See the Offers Guide for more details

        • Once all images have been matched to a name or identifier you’ll need to check in your “IDs”, by clicking the

        “Check-In IDs” button

        • You will either, Mark Complete, Mark Incomplete or Continue IDing to go back into the images.
        • You see a review of the number of images that have been ID’d as an ALL or PR , not ID’d or deleted
          • You may optionally click the view button to review them

        GROUP IMAGES

         Edit Divisions/Category: If you are offering a class group or overview photo that you want to link to a specific group of people you may create a division to assign that image to.

        Note: You only need to use Divisions/Categories if you have more than one group that different people need to view

        Example: you photograph a college graduation and there were 2 different college of studies in that ceremony such as, Arts & Sciences and Liberal Arts.   You can create a division for each of those “groups” and assign the individuals that were in those groups to that division/category so when they go to view the images it knows which group photo should be offered to that person.

         

        To set your group images you first must let CORE know which images are groups.

        • Go to Images > Upload Images
          • Here you will click on the “Transfer Group Images” button

        • Navigate to the folder and image and check all images you want offered as a group image

        NOTE: If you just offer a single group or overview photo, you can ID it as an ALL SHOT (see identifying images for more details)

        If you use the ID Groups option, you will also need to ID the group images as All Shots when IDing the individual images

         Face Recognition

        Face Recognition: Face recognition can be used to ID friends, family, processional, stage and misc ceremony photos taken before, during and after the graduation if a graduate is in the photo and that graduate has an image that has been identified.

         

        • Select Face Recognition and click “Add a new job”
          • Select “ID images using pre-IDd reference images”
          • Select the folder your portrait images are in (they must only have ONE FACE in the image)
            • Hold the control key while selecting folders to select more than one folder
              • Set numbers will be automatically selected
              • If your folder with the IDd portrait images has more than one image of each person check only included default image
            • Choose which folders have images you want face rec to ID.   These will be the folders that contain your friends and family, processional, PR, etc. images
              • Hold the control key while selecting folders to select more than on folder
                • Set numbers will be automatically selected
              • Select your confidence threshold: we recommend to start with 50
              • Choose if you want to be emailed when the job is complete
              • If you want CORE to automatically ID the found images, check automatically ID
                • If you would like to review the matched images before the IDs are saved don’t check automatically ID
                • If you chose to automatically ID and the event is already online, check to automatically resync
                  • If you do not automatically resync you will have to manually resync your event before new IDs will show online
        • Once all settings are selected, click review settings and estimate

        • You will see the estimated charge to run face recognition with your selected settings
          • Click confirm to begin the process
          • You will see a status and if selected you will receive an email when the job is complete
        • When the job is complete you may review it by clicking on view results
          • You can hover over an image and see an “ignore” button.   Clicking ignore will allow you to not ID that particular image to the person it matched to
          • You may also edit your confidence level by entering a number and clicking update
          • If you did not automatically assign results, you can edit and then click save selected IDs
          • If you did automatically assign results, you can delete previous saved IDs, then save
            • If you make changes you will need to manually resync the event before changes will show online

        Posting your event images online

        • To post your event online for online ordering, click on “Event Details”.   At the bottom of the page click the “Enable Event on Retail” button.
          • The event will begin to sync and post online
            • We suggest you go online and confirm the event is displaying with the appropriate offer, etc.

           Starting your email campaign

        Queuing an email campaign (recommended)

        • If you have not already selected the email campaign, click on Settings under Quick Links, then “Event Settings”
          • Under Proof Card Settings > Email Campaigns > Select your campaign from the drop down

        Note: for information on how to view or edit the campaign see (CORE Training - Editing Email Campaigns)

        • Once your campaign is selected, go back to the “Event Details” page and simply click the “Enable Campaign Auto Queuing” button
        • If any of the templates within the campaign have been setup to “require approval” your emails will simple queue but not actually be sent to the recipients until you go into the queue and approve them.
        • If your templates are set to auto-queue and NOT require approval, than your emails will automatically send to the recipients without any further interaction from you. This is recommended.

        Note: for information on auto-queuing and approval see (CORE Training - Editing Email Campaigns)

        Sending a single email

        Queuing a single Email

        • If you’d like to send a single one-time email you may do so by clicking on “Order” then “Queue Email/SMS Template”
          • Select the email template you’d like to send
          • Sort Order: set number
          • Queue Profile: First Mailing (Email)  
            • Note: for information on editing a profile, see CORE Training -Editing Queue Profile
          • Send Date: it will default to current date and time
          • Click Queue
        • The Queue Profile automatically makes all the appropriate selections on the rest of the page, you may edit any of the preferences based on who you are trying to email.
        • Your email will not automatically send to the recipients, you are simple queuing the email, not sending at this point
        • To send the email, you must now go to the email queue by clicking the Queues Tab
          • Then click Email Jobs
          • You will see your email in the list of jobs ready to send
            • You may optionally check your email and send yourself a test
            • If you are ready to send the email, select it and click send
              • Note: you cannot recall emails once they have been sent, so it is recommended you send yourself a test to confirm the email reads as desired and all your links are working properly. Especially if you’ve made a change or created a new template that has not yet been tested.
              • If you find there is an error, you may delete the email from the queue and requeue it after you make your corrections

        Printed proof/order forms

        Printing Paper Proofs/Order Forms for Mailing

        Note: this feature requires you have created a printed template for producing your proof/order form. For information on how to create a proof/order form see (CORE Training - Creating Printed Proof/Order Forms)

        • Click on “Order” then on “Print Templates”
          • Device: select your printer or pdf creator (if you will be sending the CCS for printing, you’ll select PDF, if you don’t see your device in the drop down, you’ll need to see (CORE Training - How to setup your printer)
          • Template: select one of the template you’ve created
          • Sort Order: choose the order to be printed
          • Queue Profile: First Mailing (Print) (this will automatically make the selections for the remaining items on the page)
            • If you would like to alter the selections base on who you want to print proofs for, you may do so

        • Now that you’ve queued the proofs you will need to open the CORE Print software See CORE Print for install instructions
           
          • You’ll log in using your CORE web address and the user name and password you use to log into CORE
        • You’ll see your print jobs in the queue
          • Right click on the job you want to print (either to printer or pdf)
          • Adjust your printer setting to the correct paper size and orientation
          • You may optionally choose to Print just one test page before starting the entire job (recommended, especially if going straight to a printer)

        Importing orders

        If you collected prepaid orders before the event, either online or you’ve imported orders via an Excel Spreadsheet.

        • Click Order, than imported orders
          • If they were online preorders, click Import Pre Orders
            • Select carrier:
            • Packaging
            • Tax Rate (if collected)
            • Options:
              • Select the image you want associated with the order
              • Check all orders and click Queue for Transmit
              • Go to the customers tab > transmit orders > transmit to the lab

        For more information see CORE Training – Online PreOrders

         

        • If they were imported with the name data, you’ll see the order list
          • Select carrier:
          • Packaging
          • Tax Rate (if collected)
          • Options:
            • Check all orders and click Queue for Transmit
            • Go to the customers tab > transmit orders > transmit to the lab

        For more information see CORE Training – Importing Orders

        Ordering Digital Artwork

        Ordering digital artwork for a virtual group.

        Note: virtual groups require images shot on Green Screen and flagged as dynamic when uploading the images to CCS

        • Click “Order” then on Digital Artwork
          • Enter the email address that you would like notification when the artwork is complete
          • Choose your product restriction (for more info see CORE Training - Product Restrictions)
          • Select the product
          • Select the artwork style
          • Select the category
          • Select your background color
          • Enter your text and logos
          • Select your images (enter names, optional)
          • Click Place Order (this only queues the order, you must go to the transmit queue to send the order to the lab)

         Bulk Orders/Chroma-Key Repair

        This feature is for ordering from multiple images at the same time for the same order.

        Specifically ordering PR type photos for your organization.

        • Click “Order” then on Bulk
          • Choose Products or Chroma-Key Repair
            • Choose your package/product
            • Select which images you’d like to order
            • Choose carrier
            • Choose packaging method
              • If you’d like names with no address check this option
            • Choose destination
              • You may enter a new address
          • Continue (this only queues the order, you must go to the transmit queue to send the order to the lab)