SCHOOL - Senior Portraits & Grad Fairs - Using Event Registration (Recommended Workflow)

How to setup and manage a Senior portrait event in CORE, using Event Registration to collect name & contact data and PhotoMatch to ID and upload images.

Scroll down for a step-by-step guide or click on one of the topics below to jump to that section of information

• Event Setup
• Offer Setup
• PhotoMatch Settings
• Event Settings
• QR Code & URL for Event Registration
• At the Event

Event Setup

The following instructions will guide you through an event where you have not received a roster of seniors and contact data, so you plan to use registration to collect name and contact data PhotoMatch to upload, ID and post images online.

1. Click on Events on the top menu in CORE.  
2. On the left menu select School or Grad market (Recommend Grad)
   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: School or Grad
   2. Select your workflow (If you don't have a workflow, click here to learn how to import and setup a 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)
      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.
      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 Senior or Grad Fair 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

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.

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 school name.
      1. Note: The prompts you see here are determined by the products you have in your product offering.
   2. If you are importing a roster, you’ll be able to import custom text/captions when you import your roster.   If you are not importing a roster and doing a View First event, your customer will be prompted for these captions when they place an order.
   3. After entering captions and logos click Save Changes
      

1. Click on Divisions/Categories on the left menu
   1. You will see default division
      1. 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

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
      

Event Settings

These settings can be controlled by your workflow.  If you workflow is setup correctly for this type event, you can skip this step.

1. Click on Event Details on the left menu
   1. Under Quick Links, click Event Settings
      
2. 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
      
   5. Click the blue “Enable Event on Retail” button
      1. Wait for it to sync to retail
         
   6. Click the “Enable Campaign Auto Queuing” button in the pink box
      

QR Code for Registration

You'll want to copy and print your Registration QR Code and/or link to share with those to be photographed and with your organization to allow people to register ahead of the event date.

1. While in the event in CORE, click on Event Details on the left menu
2. You will see a Registration QR Code on this page.  Click on it to open the link.
   1. Copy the QR Code and paste it into a document you can print and display at the event
   2. Copy the URL link to share with your event organizer to share with participants ahead of the event date.   This will save time if subjects are already registered upon arrival.

At the Event

As subjects arrive to be photographed, if they have already registered they can proceed to the photographer.  If they have not registered, have them scan the QR and follow the link to the registration page.  There they will fill out the online form to complete registration.  They can then proceed to the photographer.   Their name will appear on the photographers PhotoMatch tablet in approximately 30-60 seconds.  An internet connection is required.

1. Log into the event on the PhotoMatch tablet
2. Start the image upload
3. Photographer will pull up the subjects name on the PhotoMatch tablet and take multiple poses
4. When finished photographing this subject, close the window and select the next subjects name an take their photos
5. Repeat for each subject
6. Within 3-5 minutes your subjects will receive and email and/or text message