Events - GRADUATIONS/AWARD CEREMONIES
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      GRADUATIONS - Selfie Registration & IDing - Using Imported Names on QR Name Caller Cards

      How to setup a Selfie Registration for a Graduation Event using Imported Names on QR Registration/Reader Cards. This method will require you give each graduate their designated name card.

      Click on a category to jump to that section of information

       

      Workflow

      If you don't already have a workflow setup for a selfie graduations, you can import the default workflow named "GRADUATIONS - Selfie 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 - Selfie 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 - Selfie 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 Selfie 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 $RegistrationCode$.

          4. Under Custom Prompts, select 2 prompts Prompt 1 Text:  Upload Your Selfie - to find your grad photos

                           

                            Prompt 2 Text:  Your selfie should be a close-up photo of just your face, with no                                                      others in the photo.<br>Selfie Example: <img src                                                                            ="/QP4Assets/40169/Custom/GradSelfie.jpg"><br><br>Click the                                                     "Select Photo" button to continue

                                                       Save Changes

      Importing and Managing Name/Address Data

      To import your name data, you will need your data in an excel workbook (.xls or .xlsx or .csv) format.

      1. Go into the event in CORE and click on Names & Contact Data on the left menu
        1. Click the “Import names and orders” button
        2. Click the "Choose File" button to browse for your spreadsheet
        3. Check "worksheet contains field headers" and continue
        4. Make sure your data aligns with the proper fields and continue
        5. You will get a warning showing all products that have caption options that you are not importing.  It is fine to not import captions.  You will setup your captions on the offer setup page.  And any captions you leave blank, your customer will be prompted to enter when they order that product.
        6. Continue and it will show you the number of names you just imported

      Creating Extra QR Code Name Placeholders Cards

      In the event someone shows up that was no on your roster, you'll need to have a few extra cards for those people.  Once they have been given a card, as soon as they scan and fill out the data on the registration page, the placeholder will be updated to their name and contact info.

      1. On the left menu select QR Code Registrations
      2. Click "Create QR Codes for New Placeholder Names"
      3. Enter the number of extra cards you will need for the graduation.  We suggest 5 cards per 100 graduates.  Then click "Continue"
      4. On the left menu go to Names & Contact Data
        1. Here you will see the names you imported along with 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. IF YOU USE 4 UP CARDS (Recommended) If not 4 up, skip to #9 in this section.
        1. Locate the print job
        2. Select your printer again
        3. Select your sort order Division, LastName, FirstName
        4. Check to stack sort  (Stack sorting arranges the cards so they will be in alpha order by stack)
        5. Click Update Job
      9. Open CORE Print and locate the print job
      10. Right click on the print job and to printer or pdf printer

      At the Event

      1. Each graduate must be given their assigned name card to scan and complete registration by confirming or updating their name, contact information and uploading a selfie.  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 their card and they register.  It may require staff dedicated to making sure all graduates register.  The selfie and contact data collected via registration is how you are going to ID and market photos.

      Watch the video below for details on registering. 

       

       

      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. Leave all images in the same view category
        2. Lock folders
      3. Go to align images on the left menu
        1. Save and Mark Aligning Complete
      4. Disable Registration
        1. Go to Edit Registration Settings Page
        2. Check Disable registration on a specific date and enter today's date
      5. Go to Face Recognition
        1. Start a new job
        2. Select ID image using pre ID'd reference images
        3. In the first section select the REF folder of images
        4. In the second section select all the other folder other than the REF folder
        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.
      6. 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.
          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"