SPORTS - League & School Sports - Online PreOrder - No Roster

Follow these instructions for an Online PreOrder Sports event when orders are being place online before you photograph the event

SPORTS

How to setup and manage an Online PreOrder Sports event.

EVENT SETUP

The following instructions will guide you through an Online PreOrder Sports event

1. Click on Events on the top menu in CORE
2. One the left menu select Sports
   1. This narrows down the workflows, features and product offers to that specific type of event
3. Click the "Create New Event" button
   
4. Select Your Acct #
   1. Select the market type: Sports
   2. Select your workflow
      1. You'll 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 as necessary for this specific event
      2. Enter Your Event Name - Remember your customer will see this name, so we don't recommend abbreviations.  If you allow your customer to search for events online, they name and year in the event name is helpful.
         1. Also note, you Event Name may be used in emails and/or sms messages
      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).  If only offering online PreOrder, enter the event date as the deadline.
      5. Late Fee Date:  Optional - Only enter a late fee date if you wish to start charging a late fee on this date.  If charging a late fee, enter the late fee date 1 day after your deadline date.
         1. Note:  CCS recommends not using the late fee date and instead raising your prices after the order deadline.  If you use CCS Preferred offers, they are set to raise prices automatically.
      6. Email Campaign:  Campaign will be preselected by your Workflow.  Campaign can be changed after the event setup if necessary.
      7. Offer:  Will default to the offer preselected by your Workflow.  You can change it here or after your event is setup.  We recommend using CCS Preferred Offers.
      8. Zip Code:  This is the zip code of your event location (this does not control sales tax it is for CCS reporting purposes)
      9. Click Continue to setup the event
         
      10. You will now be on the Event Details page of the event you just created

Offer Setup

Your "offer" is the set of products you are offering your customer.

If you did not have an offer selected when you created your event, you'll need to select your offer before proceeding to Division/Teams setup.

While in your event, click on Offer Setup on the left menu and select an offer from the dropdown and save.

1. 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.  Before you set your captions you'll need to select when sport style(s) you'll be using
   

Divisions/Categories (Groups)

1. Divisions are Team Identifiers and must be unique for each team and should contain information to help parents select the correct team before they place their order.
   1. 1. Example:  Instead of just Raiders, use 10u-Raiders-Coach Smith 
         1. This way the parent has a better chance of selecting the correct team.
         2. Note:  It is important to setup your divisions (team identifiers) BEFORE you make your event active online for orders.
   2. If you have multiple teams you can import your divisions (team identifiers) from an excel spreadsheet.   
      1. If you choose to import the teams, your spreadsheet needs 1 column with the header:  Division
      2. Teams will be listed, one per line in column Division
         

Importing Divisions

1. While in your event in CORE, click on Divisions/Categories on the left menu
   1. Click Import Division and Folder/ImageName 
   2. Click Choose File, select Microsoft Excel and check Table Contains Field Headers and Continue
      
   3. Confirm your division to lined up with division and continue
      
   4. After prescan, Continue
   5. Click back on Division/Categories on the left menu

Selecting Your Sport Product Style

1. If not already there, go into your event and click on Division/Categories on the left menu
2. Click Edit/Add Division Button
   1. Here you can also manually enter divisions (team identifiers)
      
      
   2. If all teams are going to use the same product style, click the yellow "Bulk Update Product Styles" button.
      
      
      
      1. Select your product style from the bulk dropdown and it will change for all divisions.
      2. Or you can select a product style for each division
      3. Save Changes
   3. Once you have selected a product style for each division, confirm there are no packages that have a conflict with the style you selected.
      1. If a number appears near the view button, click view to see which packages will not work with the style you selected.
         1. To correct this issue, you will need to go to your offer and either select the style you want to use or if the style is not available, change styles either on division or in the offer.
         2. If a style is not available on the product, you can select just one style on the product level and that product will then get that style regardless of what style you selected for the division.
            
            

Setting Captions/Logos

Captions and logos you setup will be printed on products your customer orders.  If you setup a caption and do not want your customer to be able to change it, you can uncheck allow change.

1. Go into your event and click 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, League Name, Date.   
      1. If you have unique captions for each team or individual, such as, Team, Participant Name, Coach, Address, leave those captions blank on the offer setup page.
      2. Note:  The prompts you see on this page are determined by the products you have in your product offering and by the sport style you will set on your divisions/teams
         
         
2. If there are any captions you do not want your customer to change, click Advanced options to the right of your offer selection.
   1. Uncheck any caption you do not want your customer to change.
      1. Note:  if the caption is required, you will need to type a caption in, in order for your customer to not be allowed to change it.   If a caption is required and you leave it blank, your customer will still be able to change it.
         
         
3. After saving only captions that will be the same for all, you can optionally enter captions by team
   1. To enter captions by team, click on Caption Division Overrides on the left menu under Offer Setup
   2. Here you can enter overrides one-by-one, or you can import your overrides via excel spreadsheet
      1. To enter caption overrides one team at a time, select your team from the dropdown to the right of divisions
      2. Check the box under custom for each caption your wish to override
      3. Enter the caption you wish to use for each prompt you want to override and save
      4. Select the next team and repeat
          
   3. To import your overrides via a spreadsheet
      1. You must have your division in Column 1, then each override prompt in a different column
         1. Note:  Prompts in the spreadsheet must match exactly the prompt in CORE (these are not the same prompts used when importing name data)
      2. Example Spreadsheet
         
      3. At the bottom of the CORE page, click Choose File to locate your spreadsheet, the click import.
      4. Select a division to confirm your overrides imported.

Enabling Your Event for Online PreOrders

1. Click on Event Details on the Left Menu

2. Click on the Enable Event on Retail Button

3. Share Link to Event

After the Event - Disable Online PreOrdering

1. Disable the Event on Retail
   1. Go into the event in CORE and click on the disable on retail button
2. Take the event out of PreOrder mode
   1. Click on Online PreOrders/Regis on the left menu
      1. Uncheck "Enable online PreOrders and/or Registration", enter OK and save changes
         

Uploading Images After the Event

1. Go into the event in CORE
2. On the left menu select Images, then click Start Uploading button
   1. CCS Upload will launch  (If a Mac user you will have to manually launch the CCS Uploader program and log into this event)
   2. Upload your images (How to install and user guide for CCS Uploader)
3. In CORE select Images on the left menu, then select Alignment Categories
   1. Confirm all your folders of images are present and locked (if not locked, click lock folders)
   2. On the left menu click Align Images.  Click Save Changes in the upper right of screen.  Then click mark aligning complete.

Managing Your PreOrders After the Event

1. While in the event in CORE, click on Order on the left menu > Then click on Imported Orders
   1. In the pink box click on "Go to Pre-Order Name Assignments"
   2. Under the Action dropdown select "Create as New Name"
   3. Under the Team/Category dropdown select "Team/Category"
      1. If you had your divisions setup before allowing online preorders, your divisions should be automatically selected and ready to save.
      2. If you did not setup divisions before allowing online preorders, you will need to match each name to their appropriate division.  Matching to the division is how the person is matched to the corrected group image.
         1. If you don't see divisions in your dropdown list, go back the divisions/categories section to learn how to set them up.
   4. Once you have your divisions selected, click the "Save Name Assignments" button
      

Identifying Individual Images Using a Spreadsheet

1. While in the event in CORE, click on Names & Contact Data on the left menu
   1. Click the Export Name Data to Excel button
      
2. Open the Excel Spreadsheet
   1. Delete all columns except these:   NameID  |   FirstName   |   LastName  |  Division
   2. Once your spreadsheet only contains the above columns add a column named:  Spots
   3. You should have these columns:  NameID | FirstName | LastName | Division | Spots
   4. In the Spots column enter the person folder-image
      1. If they just have one image you will enter folder-image
         1. Example:   KK1-dsc_1234
      2. If they have more than one image you will separate images with a semicolon;
         1. Example:  KK1-dsc_1234;KK1-dsc_1235
   5. After entering your folder-image for each person save your spreadsheet
      
3. Go back to the Names & Contact Data page in CORE
   1. Click the Import Names and Orders button
      
   2. Click choose file to browse for your spreadsheet
   3. Check Worksheet contains field headers
   4. Continue
      
   5. If you used the appropriate headers you dropdowns will automatically match up
      1. Double check them to make sure they line up with the columns in your spreadsheet
      2. Click Continue
      
   6. Select Edit Names and address data only, do not change their event association
   7. You will also get a warning in the pink box reminding you that you are not importing caption data.  (You can ignore this warning).  Scroll down and click continue.
      
      
   8. This will match your names to their individual images

Identifying Group Images

1. Click on Images on the Left Menu
2. Under Import Group Images Already Uploaded click the Transfer Group Images button
   
3. Check all group images you want to offer your customer.   Only check the group images you want to print for a specific team.  You can click on the image to see a larger version to help you select the best images for each team.
   1. You can narrow the page to a specific folder of images
      
   2. After selecting a group for each team, click Save Settings at the bottom of the page.
4. On the left menu click ID Group Images
   1. Next to each group image select the team it belongs to
      1. If you have more than one group image for a team, mark the one you want to print as the primary by checking the "primary" box
      2. Save changes after matching groups
         

Queuing Orders to Transmit

1. On the left menu click Order > then Imported Orders
2. Here you can review your orders and make changes before you queue for transmit to the lab
   1. Individual images will show a yellow and red line on the images.  The yellow line is where 5x7 aspect ratio products will crop and the red line is where 8x10 aspect ratio products will crop.  We recommend reviewing the images to see if any will need to be cropped before transmitting.
      
   2. If uploaded and IDd subjects to more than one image, you can click the "edit primary" button to view and select a different image
   3. You'll also see the division name the person is assigned to.  The division is what associates the team image to the player.
      1. If the wrong team is appearing, either you have the team matched to the wrong division name or the player is associated with the wrong division name.
         1. If the group is mismatched, go to ID groups page to correct
         2. If the player name is matched to the wrong division clic on the players PIN to change the division they are matched to
            
3. Once you have reviewed the orders and are ready to transmit under "Orders Ready to Queue" make your appropriate selections and check all orders you are ready to queue.
4. Then click Queue Selected for Transmit
   
   
   1. When orders finish queuing if you have any orders with an issue, you will get a red text warning next to the order with the issue.  Resolve issue and try to Queue again.
5. Once all orders have Queued you will need to go to the transmit page to send them to the lab

Transmitting Orders to the Lab

1. Go to the Orders Page (top menu in CORE) then on the left menu click Transmit Orders
   1. Click on the number under Need to Transmit
      
   2. Under Filter narrow to the event you are ready to transmit
   3. Skip down to the list of orders and check all orders, then click Preview Orders button
      
   4. Here you can review captions for the orders you are about to transmit.  If any need to be changed, click the edit button and enter your change and save
      
   5. Reselect your event from the filter
   6. Enter your batch preference
   7. Enter your shipping options
   8. Check All
   9. Click Transmit To Lab
      
      
2. Click back on Transmit Orders on the left menu
   1. Make sure your orders clear and do not appear under stalled
   2. If a number appears under stalled, click on the number to reveal the order and the reason for the stall
      1. Correct the issue
      2. Click reset all stalled orders
      3. Check again that the order cleared without stalling
   3. Once you have no stalled orders you have successfully transmitted your orders to the lab.

Enabling Event on Retail for Reorders

1. Click on the Events Page, locate your event and click on it
2. On the Event Details Page, click Enable on Retail
3. Once the event is finished syncing you may optionally enable the email campaign