IMG SPORTS TECHNOLOGY GROUP€¦ · IMG Sports Technology Group ABN 71 134 641 071 Edit Option: Allows Entrants to log back in and make changes to their entry at a later date. This

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IMG Sports Technology Group ABN 71 134 641 071

IMG SPORTS TECHNOLOGY GROUP

AUSTRALIAN BASEBALL FEDERATION – EVENTDESQ DOCUMENT

JUNE 2013

This document is designed to guide Baseball Australia administrators in the setup of an event on the IMG STG Platform. Please follow the steps in order, to get your event up and running for online entries. This step-by-step guide can also be found on our HelpDesq - http://helpdesq.imgstg.com/forums/21663126-Getting-Started

http://helpdesq.imgstg.com/forums/21663126-Getting-Started


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STEP 1: CREATING THE EVENT

1. Select EVENTDESQ from the top menu, then click ADD at the top of the page.

2. Select your preferred Date Format, and Currency from the dropdown menus, then

click NEXT.

3. Here you will be prompted to set up the BASIC INFORMATION of your Event. Don't

worry if you don't have all the details at this stage, this information can be edited at

any time through the Event Console.

The Event Console is the area in the Management Console where you can manage all the

details of your Event.

4. At this stage, just enter the mandatory fields;

Name of your Event

Event Date (Note: Please select the End Date before selecting the Start Date)

Date Online Event Registration should finish

Registration Email – The email address communication will sent from

5. Then click SAVE.

Your event has now been created.

STEP 2: SETTING UP BASIC INFORMATION

1. Select EVENTDESQ from the top menu, then click on the name of the event, or

the EVENT CONSOLE icon to enter the Event Console.

2. Select BASIC INFORMATION from the expanded left menu.

3. Click EDIT at the top of the page.

4. Now you can set up all of the basic details that make up your event. You have already

set up your Event Name and Dates in the first step, now it’s time to complete the rest

of the information. Use the information below to guide you how to complete each

section and whether it is relevant to your event.

GENERAL TAB


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Edit Option: Allows Entrants to log back in and make changes to their entry at a later date.

This can be set to Yes or No, and if set to Yes, a date at which entrants can no longer make

changers should be set in Edit Option Cutoff.

Location: Insert the Location of the Event.

To add the Google Map location of your venue on the front page of the EventDesq form, set

Show Map to Yes and insert the longitude and latitude, or the exact location found on Google

Maps.

Contact Details: The Contact should list the name of the main point of contact for the event,

then below the main Telephone line and the event's Website.

Email Addresses: There are three email addresses that can be collected.

Registration Email – Confirmation emails will be sent from this email address.

Administrator Email – If Administratior Email Advice is set to Yes, the email address entered

will be notified each time an entrant registers.

Contact Us Email – Displays on the Contact Us page on the EventDesq form.

These three fields can all contain the same email address or different ones, it is up to you.

Theme: Your theme will be set up in the next Step, and relates to the colours and fonts for

your form.

Timezone: Select the appropriate Timezone for your event so that your entries close off at the

correct time.

SUMMARY TAB

The Summary will display on the front page of your EventDesq form providing potential

entrants information about your event before they register.

IMAGES TAB

Upload Images for your EventDesq form. We'll cover this further in Step 3.


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OTHER TAB

Entrants Limit: You have the ability to set an overall limit on how many entrants can enter

your event. You can also set a limit on individual Entry Types.

Export Format: If you're be importing your entrant data into an event management system,

you can choose whether you'd like the system to export your information in Excel or CSV

format.

Payment Options: Depending on the set up of your event, you can give entrants different

payment options. Pay Now means all entrants need to pay with a Credit Card when

completing their entry online; Pay Later allows entrants to submit their entry online but make

payment at a later date; and Both allows entrants to choose either option.

Bib System: The Bib System allows events to assign Bib Numbers to entrants as they enter.

This means that event administrators do not need to manually allocate these numbers later

as it is already done for them. Set this to Yes, if you want to use the bib system, then

see Setting Up the Bib System for more assistance.

Confirmed Entrants Listing: The Confirmed Entrants Listing allows entrants to check that their

entry has been submitted through the EventDesq form.

Follow Up Email to Pending Entrants: The EventDesq system allows administrators to set up an

email that will be sent to entrants who start but don't complete their entry later. Set this to

Yes, then choose whether you want to the email to be sent 12, 24 or 36 hours after the

entrant failed to complete their entry. See Setting a Follow Up Email for more information.

CONFIRMATION TAB

The Confirmation is the message that displays once an entrant has finished their entry. This

message displays underneath the entrant's receipt number.

WAIVER TAB

The Waiver is the Terms & Conditions that are associated with entry to the event. The Title is

what you call the Waiver, eg Terms and Conditions, Entrant Declaration. You should then

insert the waiver, and complete the Confirmation message. This is the statement that the

entrant declares, and should be something like, 'I have read and agree to be bound by the

above Terms and Conditions'.

http://helpdesq.imgstg.com/entries/21161918-setting-up-the-bib-system

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INVOICE TAB

The Invoice is the additional information that you would like included on the email receipt

that is sent to entrants. Use the editor to change colours and fonts, as well as add images and

links to sponsor information as required.

ATTACHMENT TAB

The Attachment allows event organisers to create an additional document that is attached to

the receipt as a PDF. This can be used for e-ticket purposes or to outline further event

information to entrants. Again, use the editor to add images, sponsor information and create

a document that is branded to your event.

MEMBERSHIP TAB

The Membership tab allows organisations who are also using the IMG STG Member Database

to link their event to their members. Use Member Login Available and Member Login

Required to allow your members to use their current Username and Password to login and

register for the event, and Allow Entry to open your event up to members who also sit within

your State or National body.

For more information on the different options see our EventDesq Basic Information Forum

Now that the basic details for your event have been set up, the next step is:

STEP 3: CUSTOMISING THE DESIGN OF THE FORM With the Basic Information for your event set up, you can now start customising the design of your form. EventDesq allows you to control all of the colours and images on your form, so that your EventDesq form is branded for your organisation and/or event.

1. Within the Management Console, select TOOLS from the top menu, then select THEMES from the expanded left menu.

2. Click ADD at the top of the page to create a new theme. If your organisation already has themes for other modules, you can choose to use one of these, and you can skip straight to point 6.

3. Pick one of the colour Scale options as the base for your theme. This will help you in ensuring that you've updated all the colours that need to be updated.

http://helpdesq.imgstg.com/forums/20639957-basic-information


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4. Change the colours of the theme to match your required design, using the Adding a Theme article to assist you with which colours should be where. Use the hexadecimal code for each colour.

5. Once you've finished changing the colours, click SAVE.

6. Now within the Management Console, select EVENTDESQ from the top menu, then click on the name of the event, or the EVENT CONSOLE button to enter the Event Console

7. Select BASIC INFORMATION from the expanded left menu.

8. Click EDIT at the top of the page

9. Within the GENERAL tab, select the pre-existing theme or the theme that you've just created from the dropdown menu. If you only have one theme, this will automatically be selected.

10. Go to the IMAGES tab.

11. Upload the relevant images. The dimensions for your images should be as follows: Header: 940px wide by no more than 200px high Footer: 940px wide by no more than 50px high Top Menu & Main Menu: no more than 940px wide by 25px high

12. Click SAVE to update the changes. When you've saved the design options in Basic Information, you can then go back to EVENTDESQ from the top menu, and click FORM next to the event, to view how the design looks on the EventDesq form. Now that you've customised the design of the form, the next step is:

STEP 4: SETTING REGISTRANT INFORMATION OPTIONS

Now with the basic details and design of the form set, it's time to start setting up the finer details of your event form. The first of these is Registrant Information Options. This allows you to determine which contact information you wish to collect from entrants, as well as rename the sections on the form and create Office Use Only questions.

1. Within the Management Console, select EVENTDESQ from the top menu, then click on the name of the event, or the EVENT CONSOLE button to enter the Event Console

2. Select REGISTRANT INFORMATION OPTIONS from the expanded left menu.

3. Click EDIT at the top of the page.

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4. In the PERSONAL INFORMATION tab, you can set whether you want the question to Show (available for answer), whether it is Required (mandatory field), as well as change the Title the field is given on the Online Form for each available field.

5. Within the SECTION TITLES and NAVIGATION BUTTONS tabs, you can rename the

different areas and buttons on the form as required. 6. Use the OFFICE ONLY tab to create any Office Only questions that you might need.

Administrators can then add answers to each of these questions once an entrant is in the system.

7. Finally, the MEMBERSHIP tab can be used if you are currently using the IMG STG

Membership Database. This allows you to display fields from the member's profile on the EventDesq form for them to view. Set each field to Yes or No depending on whether you want it to display on the form. Members cannot edit these fields on the form.

8. When you've made all your changes, click SAVE. Change the Title of some fields to collect different information from Entrants on this page. For example, Business Name could become Club Name, or Date of Birth could become Start Date. If using Member Login, you should leave these questions as is so that you don't confuse the member's details. With the Contact Details you'll collect from your entrants organised, the next step is to set up any other information you need from your entrants:

STEP 5: CREATING THE ENTRY FORM QUESTIONS

As you move further through the setup of the EventDesq form, the next step is to create any additional questions that you may need to ask your Entrants. Entry Form Questions allow administrators to collect any information that they need from entrants on top of the basic information that was set up in Registrant Information Options. Before setting up the Questions, you first need to create the Question Sections which create the categories or areas that the questions sit in.


2. Select QUESTION SECTIONS from the expanded left menu.

3. Click ADD at the top of the page.

4. Give your Question Section a Title and an Order, then click SAVE.

It is important that each Question Section has a different number in Order to ensure that your questions appear in the correct order.


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5. Select ENTRY FORM QUESTIONS from the expanded left menu.


7. Select the Question Type that you wish to use from the dropdown menu. The question types available to you are:

Single Line: any question that requires less than 50 characters answer.

Multi Line: any question that requires more than 50 characters answer.

List Box: A dropdown menu question, allowing entrants to select one.

Options Buttons: allows you to create multiple options and allow entrants to select either one

or multiple.

Date: any questions where the answer must be in date format.

Number: any question where the answer must be in number format.

Hours & Minutes: allows entrants to answer with hours and minutes.

Yes & No: Yes or No question.

Tick Box: allows administrators to create a question that requires entrants to tick the box.

Country: Country question.

Comment Only: will not provide a question, but can be used to insert a comment in regards to

a question.

8. When you've made your select, click NEXT

9. Create the question, making sure to give it an Order, as well as options if required.

10. When you have created the question, click SAVE.

If you're creating a question that requires you to set the options, you should set your options up so that they are separated by a comma with no spaces. eg. 1,2,3,4,5

With all of the basic details set, as well as all of the information you need to collect from your entrants organised, its time to move to the next step:

STEP 6: ADDING ENTRY TYPES With all of the other details for your EventDesq form completed, it's now time to start creating the Entry Types. Entry Types are how the IMG STG system categorises your Event's Entrants and determines how much they pay for their Entry into your Event. Entry Types then enable you to determine the type of Event that your Entrant is entering (eg. Marathon, Half Marathon, etc) as well as the amount that they will pay for their Entry (eg. Member Pricing, Public Pricing) into your Event.


2. Select ENTRY TYPES from the expanded left menu.


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4. You now need to set up the details for your Entry Type. Use the information below to

assist in what you should complete for each area. GENERAL TAB Entry Category: Select the Entry Category, if applicable. See Adding an Entry Category for more details. Title: Give the Entry Type a Title. Question Sections: Select the Question Sections that will be attached to this Entry Type. Each Entry Type must be attached to at least one question section. Entrants Limit: If you wish for your Entry Type to have its own Entrants Limit, set this here. If you don't require an Entrants Limit, leave this at 0. Detail: Any information that you may need to explain about the Entry Type. This will sit below the name of the Entry Type when an entrant is selecting it. Order: The order you wish for your entry types to display on the EventDesq form. PRICING TAB STANDARD Label: The Title for the Entry Type that will appear on the front-end form Price: The Price for the Entry Type Start Date and Start Time: The Date and Time at which the Entry Type will become available for selection. End Date and End Time: The Date and Time at which the Entry Type will no longer be available for selection. EARLY BIRD Enabled: Set Enabled to Yes to turn on Early Bird pricing. Label: The Title for the Entry Type that will appear on the front-end form Price: The Price for the Entry Type Start Date and Start Time: The Date and Time at which the Entry Type will become available for selection.

The Early Bird pricing will automatically switch off at the time that the Standard pricing begins. LATE ENTRY Enabled: Set Enabled to Yes to turn on Late Entry pricing. Label: The Title for the Entry Type that will appear on the front-end form Price: The Price for the Entry Type

The Late Entry pricing will automatically switch on at the time that the Standard pricing ends.

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End Date and End Time: The Date and Time at which the Entry Type will no longer be available for selection. PROCESSING FEE If your organisation decides to pass on administration costs to entrants, you can set a processing fee here. Label: The name you choose to give to the Processing Fee Price: The charge you wish to place on it. WAIVER TAB If you have a separate Waiver for your Entry Type, set this up here. INVOICE TAB If you have a separate Invoice for your Entry Type, set this up here. You also need to select the Option for your Invoice. None will send no Invoice, Standard will send the one set up in Basic Information, Custom will send the one set up in the Entry Type and Both will send both the invoices from Basic Information and Entry Type. ATTACHMENT TAB If you have a separate Attachment for your Entry Type, set this up here. You also need to select the Option for your Attachment. None will send no Attachment, Standard will send the one set up in Basic Information, Custom will send the one set up in the Entry Type and Both will send both the attachments from Basic Information and Entry Type. OTHER TAB PIN You are able to set up PIN Codes for Entry Types, click here for more information on how to do so. BIB If you wish to use a Bib Counter, click here for more information on how to do so. TEAMS If you wish to use Teams, see Step 8 to guide you through this. Enabling Teams here will allow entrants to select a team if using this Entry Type.

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ELIGIBILITY GENDER VALIDATION Option: Select Male, Female or Both depending on whether you want to limit entry into this Entry Type based upon Gender. AGE VALIDATION Enabled: Set to Yes if you wish to use Age Validation, this will then open more options. Display Eligibility Criteria on Form: Set this to Yes if you wish to display the age eligibility criteria for this entry type underneath the name of the Entry Type on the front-end form. MEMBERSHIP Login Required: Use this to set whether you wish for the Entry Type to be Members only. Member Types: Tick individual Member Types to limit access to this entry type to specific member types.

5. When you've completed all required details for the Entry Type, click SAVE.

6. Click LISTING to go back to the Listing and then STATUS to set the Entry Type online. This will change the image under Status to a green tick.

If you have a number of Entry Types that are similar, use the Copy function to create a copy of an existing Entry Type, then you may only have to change the Title, Order and Prices.

With one Entry Type setup, you can now continue adding the rest of your Entry Types, then move onto the next step:

STEP 7: ADDING MERCHANDISE TO THE FORM

With your Entry Types now setup, you can now start thinking about add-ons to your EventDesq form. If you'll be offering Merchandise for your event, you can allow entrants to add this onto their entry when making payment.


2. Select MERCHANDISE from the expanded left menu.


4. Give your Merchandise Item a Title, then complete the rest of the details:

Price: The cost of the Item Available Units: The units of the Item that are available for purchase. This must be greater than 0 for the item to display on the form.


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Maximum Units: The maximum units that one entrant is allowed to purchase. This must be greater than 0 for the item to display on the form. DETAILS TAB Include any information about the item that purchasers may need to know. FILES TAB Upload an image of the Item to show entrants what it will look like.

5. Once you've completed all the details for the Merchandise Item, click SAVE.

6. Click LISTING to go back to the Listing, then change the STATUS to Online, by clicking on the red cross under Status.

Merchandise allows you to up sell products to your entrants, as well as gauge numbers of each item that you may need for your event prior to ordering. For each size you have for an item you'll need to create a separate Merchandise Item.

With Merchandise now set up, all of the basic features of the form are now completed. From here you can move onto the next step and view options for Teams and PIN Codes, or move straight to the last step:

STEP 8: ADVANCED OPTIONS: TEAMS & PIN CODES

At this stage, your EventDesq form is ready to test and set live, but there are two other options that you may want to add to your form. A team allows a Team Captain to register their Team and then team members to come on and register as a part of that team. PIN Codes allow you to set Discount or Access PIN Codes for your Entry Types.


2. Select TEAMS from the expanded left menu.

3. Click OPTIONS at the top of the page, then EDIT.

4. Here you can set up the Options for Teams Entry for your Event. See the Teams Forum

for more information about the different settings.

5. To create PIN Codes, select PIN MANAGEMENT from the expanded left menu.

6. There are a number of options on how to use PIN Codes for your Event, see the PIN Management Forum for more information about the different options.

http://helpdesq.imgstg.com/forums/20639967-teams

http://helpdesq.imgstg.com/forums/20639967-teams

http://helpdesq.imgstg.com/forums/20631868-pin-management

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If you have Charity or Sponsor Partners, use PIN Managers to let them manage the distribution of Access or Discount PIN Codes that you have assigned to them. Use Teams and PIN Codes to further expand the options that are available to your entrants.

Now your Event should be all ready to go, and all you need to do is test it and set it live:

STEP 9: TESTING YOUR EVENT & SETTING IT LIVE

With your EventDesq form now setup, it's time to test the form before you set it Live and send the link out to potential entrants. Testing the form allows administrators to ensure that all the details being collected are correct, as well as ensuring that all of the setup they have done is reflecting correctly on the form.

1. Within the Management Console, select EVENTDESQ from the top menu, then find the event you wish to test in your listing.

2. Click OFFLINE next to the Event, and then click NO. This will set the Event online,

allowing you to test the form. At this stage, ensure that any Entry Types that you wish to test are set to be online and available at this time.

3. Click FORM next to the event name. This will open your EventDesq form in another

window or tab, allowing you to view your front-end form.

4. Click REGISTER HERE and go through the process of registering for your event.

You can use the Test Credit Card Details to complete payment. Card Number: 5555 5555 5555 4444 Card Expiry Date: Any date after today Card Name: Any Name CCV: 123

5. Once you've completed the registration, you'll receive the emails that will be sent to

Entrants to the email address entered on the entry. Use this to ensure that your Receipt and Attachments look as you expected.

6. Once you've made any changes that may need to be made, your form is ready to go

Live.

7. Within the Management Console, select EVENTDESQ from the top menu, then click on TEST.

8. Click ACTIVATE GATEWAY to activate the gateway and set the form live.


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9. You can now distribute the link to your Form, the same one as when you clicked FORM, to your website and potential entrants.

When testing the event, make sure you put through a test entry for each Entry Type. These Entries will then be cleared from the system once you set the Payment Gateway Live. CONGRATULATIONS! YOUR EVENT HAS NOW BEEN SETUP AND IS READY TO GO LIVE TO ENTRANTS.

Documents

IMG SPORTS TECHNOLOGY GROUP€¦ · IMG Sports Technology Group ABN 71 134 641 071 Edit Option: Allows Entrants to log back in and make changes to their entry at a later date. This