How to setup for entries
We are going to use sample data for Ballaarat Solo Comp organisation to demonstrate this setup. Please note this data is only used for demonstration purposes and each organisation would need to use their own information to do the setup, but they are exactly the same steps. A similar setup would need to be completed on myStage main site once you are confident with this process.
Update your organization information
Login into mystage.net.au with your administration username and password
Navigate to mystage administratin screens by clicking on the gear icon as shown below.
Select organisation under the admin menu, click under options and choose Edit. Provide the required details, then press save.
An organisation code is usually recorded when an organisation is created in myStage, but follow this process if it is not already setup or is incorrect.
Ensure your address and most importantly your bank details is correct and up-to-date
Save Changes when done with the organisation information edit.
Set-up Relevant Location Information
From Codesets screen in the Administration panel, click on Location
Click ‘New’ link to create a new location or Edit to update existing one
On the new location screen, provide a code (short form of the a name) and the name of the venue/location for example
Set-up or Update Entry Extras and the relevant Costs
From the admin panel -> Codesets -> Click on Entry Extras tab
You can update the existing ones by clicking - Options -> Edit or
Create a new entry extra by clicking on the 'New' button, then provide the name and the description of the entry extra eg DLP, Photography etc.
Choose the relevant question type. There are only two (Section/Item or Invoice/Order). If the entry extras need to be purchased under every item, then choose Section/Item otherwise choose Invoice/Order).
Once you have created your event entry extra/s, you need to map each to the relevant (Item, Age, division or performance type), Save changes when done.
To Map it, select options alongside the entry extra, click on Edit Mapping ->'Add Codeset Mapping Group)
Different Entry fees for different Items
You can have different entry prices for different items/sections.
In myStage, a general entry price per section is set in the Event (Admin -> Codetsets -> Event -> Options -> Edit)
You can also set an entry price in different items or sections (Admin -> Codesets -> Items -> Option -> Edit)
If an entry price is set in the item, this price takes precedence over the entry price setup from the Event.
Price per item
You can set different prices for items by editing each item in codesets.
Alongside the item that the price need to be updated, click on Options, then select ‘Edit’.
Set the price under the ‘Entry Fee’ section and Save Changes
Price for performance types
Another place where an entry price can be set is on the performance type tab of myStage.
View the performance types codeset you wish to set custom prices on
In the performance types, you can set entry pricing based on the key categories, such Solos, Duos items or Teams.
So this means every section with that performance type, Solo for example, the price setup here applies to all of them. From the performance screen, for teams or duos, you can set an entry price per a competitor.
Click on Ages menu under the Codesets menu.
Click New to add a new Age or Edit to modify an existing one, ensure to Save changes
If an age entry is no longer required, press delete to remove from the list
Setup Age Groups
Click on Age Groups menu under Codesets menu.
Click New to add a new age group or Edit to modify the existing one, ensure to click on Save Changes
If an age group entry is no longer required, press delete to remove from the list
Create or Edit a Division
Click on Divisions menu as per the screenshot below.
To add a new Division, click ‘New’ or click ‘Edit’ under ‘options’ to update an existing one
Ensure to click Save changes to complete the addition or an update of an entry
Create or update items list
Click on Items menu as per the screenshot below.
To add a new Item, click ‘New’ or click ‘Edit’ under ‘options’ to update an existing one
Take note to set an Item Price here, if set, this price will be used instead of that recorded on the Event
Ensure to click Save changes to complete the addition or an update
Map the items to Age and Division
Once the Set-up has been done (Steps 1-6), it is time to map or associate each item to appropriate Age groups and Divisions
Click on Items menu as per the screenshot below.
Under ‘options’, along the items you want to do the mapping, click on the options then click on Edit Mapping
A pop up window will appear, which looks like the screenshot below, in the search enter asterisk (*) to list everything under that category, tick relevant mapping and then press Save changes to complete the mapping
Create the Event
It’s now time to create the Competition or the Event once the mapping of items to Ages and Divisions have been completed. To do this, follow these steps;
Click on Event menu under Codesets menu.
Click ‘New’ to create a new Event or a Competition.
If you would like to Edit an existing Event, click under options and press Edit.
Provide the required information, including the name of the Event or the Competition, what is the date range the Competition will be on as well as open and close entries dates.
If you have Terms and Conditions that are unique to your Competition, you may add them here ( upload them) otherwise, CVI Terms and Conditions will be used.
For the Event or the Competition to be visible, ensure that the ‘Public Visible’ checkbox is ticked.
Click Save changes to create the new Event.
Please ensure to provide the following information:
- A date from and To for when the Competition is scheduled to take place (any date within 90 days from today). For example:
- (Date From - when the Competition starts, example 01/01/2018
- (Date To – when the Competition ends, example 31/01/2018
- Entries open and close dates, for example:
- Date Entries Open: 01/12/2017
- Date Entries Close: 31/12/2017
- Entry fee for this Competition – Enter a number for example 25, 27, 30 etc. Note that the Entry fee could also be recorded on each Item and performance type.
Map the Items and Locations to the Event
Once the Event has been created or updated as desired, Items and the locations need to be mapped to the Competition or the Event
Choose the Event you want to map the Items to
Click on Options and select Edit mapping from the drop down list
Select the location the Event is to take place
Select the Items that need to be mapped to this associate with this Event
Press Save Changes when done to complete this step.
Create Sections for the competition
If all steps have been completed correctly, we should now be able to create sections for the completion.
Click on ‘Create Sections’ in line with the Event of our interest
You should now see a list of Sections for the Competition
Press Save to continue
View Open Entries Link
Your open entries link will be in the format https://test.mystage.net.au/myStage/Org-code
For CVI for example, it will have a link like this https://test.mystage.net.au/myStage/CVI
From the Administration panel, Codesets, click on Events tab, you should now see our competition dates (from and to)
Clicking this CVI Competition link https://test.mystage.net.au/myStage/CVI, we should be able to view this screen.
The Competition is now open for entries for the “ÇVI Solo Competition – Testing’’ and available for a competitor to enter through ‘Enter Now’
Terms and Conditions
Some Terms and Conditions are shared and thus are visible for all Events. But if you have some terms and conditions that are unique to your competition that are not already covered by CVI terms and conditions, myStage allows you to upload yours to be appended to CVI document. Follow these steps to upload Terms and Conditions for your competition.
From Administration panel, click on Codesets
Click on Terms and Conditions
If there is nothing there, click on ‘New’ link to upload your Terms and Conditions
Click on ‘Browse’ and select a file from your computer with the right Terms and Conditions to upload
Click ‘Save Changes’ to complete this process