Events - SPORTS
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      3. Events - SPORTS

      SPORTS - League & School Sports - View First/PhotoMatch - Using Event Registration (Recommended Workflow)

      Follow these instructions for a View First Sports event when you cannot get contact data and will be collecting that information online via the event registration site

      SPORTS

      How to setup and manage a View First sports event with Event Registration.

      Click here for a checklist you can print

      Event Setup

      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

      Formatting your Team Roster (Entering Teams is Required)

      When you get your team list, it won’t likely be in a format to import without you editing the data columns. At minimum you will need team, coach to create your "Divisions" to import into CORE. The division is a group or team.   The division is how people are “grouped” together and how you will identify group/team photos and what group/team photo a person belongs to. Each person photographed will be associated with a “division”.   It is extremely important that subject/parents know what “division” they or their child belongs to. Making divisions names descriptive is important. Also, all division names must be unique. You can’t have two divisions with the same name.

      Divisions = Group/Team

      In your spreadsheet have a column titled “division”, each team or group you’ll be photographing needs to be listed. This is how CORE knows what group photo a person belongs to.   Division names are not placed on products so you can be descriptive with your division names.

      Parents are more likely to select the correct team/group when the division is more descriptive rather than just having team name, since there could be more than one team with the same name. Use the team and coaches name for the division like this

       Rockets-Coach Jones

       Rockets-Coach Wilson

       Sharks-Coach Jackson

        Rebels-Coach Jackson

        You may want to include the age division as part of your CORE division

       12u Rockets-Coach Jones

       10u Rockets-Coach Wilson

       12u Sharks-Coach Jackson

        10u Rebels-Coach Jackson

      Once you have your spreadsheet formatted properly for import you can proceed.

      Importing your Teams

      Once you have your spreadsheet formatted properly, you can import your teams.

      1. Click on Divisions/Categories on the left menu
        1. Click the link “Import Divisions and Folder/Image"
        2. Click "Choose File" and browse for your spreadsheet with divisions (teams).
          1. Check Microsoft excel spreadsheet
          2. Check Table contains field headers and continue
        3. Check where your data was located on your spreadsheet. Likely “Sheet1” is the tab was not renamed. Note: if you have more than one sheet of data (which are tabs on your spreadsheet, you’ll import them one at a time).
        4. One this page (if your header is correct) your data column will automatically match up to the CORE fields.   If they don’t, you can manually select the correct option in the dropdowns.
          1. Once you double check everything is matched correctly, click Continue
        6. Click Continue and it will tell you the # of divisions you imported

      2. Click on Divisions/Categories on the left menu
        1. You will see all your teams/divisions listed, you will now need to select a modifier for each division
          1. If all divisions are going to use the same product modifier designs, click edit/add divisions
          2. Then click bulk update modifiers and select a modifier and save

      Note: modifiers are the “style” to be used on the products, such as, memory mates and trader cards. The modifiers available to select from are assigned on your products within your offer.

      Note: depending on the products you are offering, you may not have any modifiers to choose

      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 CCS Preferred offers.

      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 event name.
          1. Note: The prompts you see here are determined by the products you have in your product offering.
          2. When doing a View First event, your customer will be prompted for these captions when they place an order online.
        2. After entering captions and logos click Save Changes

       

      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 Setup

      Event Registration Setup

      Registration can be setup as part of your workflow, so you don't have to go through these settings each time.

      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)
      5. If you plan to provide devices for people to register at the event, on your device go to this link:  https://regis.viewyour.photos/kiosk/ACCT#/EVENT#  
        (make sure to replace ACCT# with your CCS account number and EVENT# with your CORE event number)
        1. This link will go to a page that will automatically refresh ready for the next person to register when someone completes a registration.  This prevents them from having to scan a QR or enter a code.  The "kiosk" link should only be used on YOUR devices and not shared with your customer.

      Syncing/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

            Log into PhotoMatch on your Tablet(s) to pull in division data.

            You are now setup and ready to photograph your View First Sport 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. Within a few seconds after that, an 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

            Log into PhotoMatch

            1. Each photographer needs to log into a unique folder.
            2. Confirm uploading is enabled
            3. As people register their names will appear in PhotoMatch (internet connection required)

              Photographing

              1. As a team arrives photographer will select that team from the division dropdown in PhotoMatch
              2. Locate the players name and select to open the that name
              3. Photographer takes photos
              4. If someone is not in the roster, the photographer can click add new participant and enter their division, name and contact info.
              5. Repeat for each team

              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.
              3. As a players arrive photographer will select that team from the division dropdown in PhotoMatch or enter the player name in the search
              4. Locate the name and select to open the that name
              5. Photographer takes photos
              6. If some is not in the roster, the photographer can click add new participant and enter their division, name and contact info.
              7. Repeat for each team