User Manual and FAQ. Table of Contents. New Users. Admin Area

Transcription

1 User Manual and FAQ This manual is designed primarily for top level website administrators like athletic directors, but also contains help documentation for team website administrators (coaches) and boosters. Portions of the site applicable to team website administrators (coaches) are shown with a green mark _, Portions applicable to boosters are shown with a yellow mark _. Click the table of content headings to jump to the appropriate section. You will also find help with the applications itself: Put your mouse over the symbol to make help text appear. You are always welcome to call us too. New Users Admin Area Table of Contents - Using the Text Editor (that looks like Microsoft Word). o Create Links to other Websites o Create a Link to a file you created on your computer o Place Photos with your text o Embed Stats, Google Calendars, You Tube Videos, Paypal buttons, etc) Adding a Team Adding and Removing Pages in the Navigation Bar _ Adding Custom Pages_ Online Store Options & Help_ - Paypal Online Store - BigTeams Online Store - Third Party (My Locker) Online Store Volunteer Sign-Up System_ Photos_ Journalism Dept (Coming Soon) Video (Coming Soon)_

2 New Users If you are a new website administrator, please call BigTeams support for a brief orientation. Even though our system is very easy to use, we highly recommend calling support in order to point out key things to know, evaluate the health of your website, and give you critical tips. Admin Area Using the Text Editor: Many pages within the administrative area of the website have a section that looks like Microsoft Word. We call this the Text Editor. We offer a very detailed manual on how to use this section of the website, but here are the main things you should know. Creating Links: The website comes with a page called Files and Links. Each team page also a dedicated page for files and links too, but these pages are meant to keep a list of very commonly used files and links that don t change, so sometimes it helps to create links in your actual announcement or in other places where a text editor exists. Let s say you are making an announcement about an upcoming tournament that will be over next month. Information about the tournament is located on another website. First, copy the link where you want your website visitors to eventually land. For example, if the tournament information is on a page within ESPN s website, you need to go to that page and copy the link. It will look something like espn.com/very long string of numbers and letters. Next, go to the appropriate page (i.e. announcements ) within the admin area of your website. Type your announcement. The subject will be something like Holiday Tournament. In the body, type something like For holiday tournament information, click here. Since your end goal is to efficiently link people to the ESPN website where people can get more information, you want to make the words click here into a hyperlink. That way, people click the words click here and then land on the appropriate page. Simply highlight the words, click here and follow the instructions below once the text is highlighted

3 Paste (Control V) the link you recently copied into the box. Once you click OK and Submit, you are finished. Create a link to a file you have created on your computer. Let s say you have created a spring workout schedule in Microsoft Word. You want to make an announcement about the workout schedule, and make it easy for people to quickly get to the schedule. You want to write something like Click here to get the schedule. If people click the words, click here you want them to see the schedule you created in Microsoft Word. First, click the icon below shown in yellow. It looks like planet earth. A popup window called link will appear. Click the Upload tab and then the Browse button.

4 Once you have found the file in your computer that you want to post on the website, select it, and click Send it to the Server and then OK. Place Photos with your text: There are many places to quickly and easily get photos on the website. This section of the manual only deals with how to place photos previously saved on your computer around text you are also posting within the text editor. Examples for use: - While writing a game summery, post a few pictures with the actual text - Create a custom link in the navigation page called facilities and show multiple photos down the page. - Display the apparel you typically sell at games Click the photo upload icon shown below.

5 Click the Upload tab. Browse for the photo on your computer, select it, and then click Send it to the Server and then OK

6 An image will not immediately appear. You need to specify dimensions. I good starting point is a width of 150. Make adjustments until you are happy with the size. If you click OK and then realize you want to change the size, just select the image and click the again. Embed Stats, Google Calendars, You Tube Videos, Paypal buttons, etc If you would like to learn more about these items, please call support at For stats, you may want to try copying and pasting data from a third party program before calling. We are also developing some stat tracking programs of our own. Adding a Team During the website creation process, we teach administrators how to add teams, but over time you may need to add a new one. Log in to the website, and click add a team on the top right side of the page, and select the appropriate options. Scoring type has to do with formatting. Most sports will be Regular because each team has it s own score. Descriptive scores are ones where you might enter 3 rd Place instead of a number.

7 If your team or level is not in the drop down list, you can add your custom names to the list by clicking add a team > add a sport and by clicking Manage Teams > Manage Sport Levels > Add a level. Once complete, your custom items will be in the drop down list. If you are adding a new team name, DO NOT include the level on the add a sport section, but rather do it within the add a level section described above. Be sure to then create an initial season or your coaches will not be able to use the website. To create a season, click view as team web admin and follow the instructions. Adding and Removing Pages/Adding Custom Pages Top level website administrators (AD and Staff) can add and remove sections of the website by going to General Website>Site Control. They can also add custom pages to the top navigation bar by going to General Website > Add Custom Page Boosters can add and remove pages by going to Site Control. They can add custom pages to their portion of the site by going to add custom page. Be sure you have enough room for extra buttons. Currently only one row of buttons will maintain the formatting of the website. Online Store Options & Help Option 1: Accept Visa/Mastercard by signing up with our technology partner's (Sage Payment Solutions) merchant account system that is integrated with our online store. Woodson High School is doing this ( ). They are able to upload photos of their locally produced items, memberships, sponsorship opportunities, etc. After people buy with a credit card, they typically pick up the items at the school - we recommend staying out of the shipping business. This solution costs $25/month plus 2.34% + $0.20 per transaction. This store tracks orders and can the store manager once an item is ordered. It is a more slightly more sophisticated way of using Paypal (see below). For help with this option, call BigTeams. Option 2: You can use Paypal. Paypal generates "Buy" buttons and produces some html code that we can paste onto a page for you. You can then add pictures and descriptions of the items. Paypal has an option that has no monthly fee. The transaction costs are 2.9% + $0.30 per transaction for low volume (under $3k per month) users. This is definitely a good way to go and you can call our rep, Curtis at (ckeierleber@paypal.com) to set up an account. The only down side to this basic Paypal account is that you lose some sophistication in very minor ways. 1) Website visitors leave the website to pay, which you don t do when, say, buying shirt on Vinyard Vine s website. Here is what it would look like: 2) The purchases are not going to be tracked in our BigTeams tracking system like they do with Sage. Again very minor because you are not going to need to track much. Paypal probably offers some basic tracking too. I am told tracking of all transactions is done easily. First there is an instant payment notification done via immediately after a transaction is complete. Second, there is a history tab inside the PayPal account that will show an entire

8 history of all transactions made on the account. This can be narrowed down by doing a date range search and is downloadable to put in to a different tracking system if wanted. 3) The layout on the website is not going to be as cool as how it is when we integrate with Sage Payment Solutions. The store with Sage is slightly more store-like: Switching from the Paypal option to our merchant account solution would be pretty easy to do if you get volume that justifies this. To implement this option: Step 1: Call Curtis at (ckeierleber@paypal.com) so he can set up your new Paypal account. Step 2: Call the Paypal integration support number at Explain that your webmaster is asking you to set up the buy button code, and you have been instructed to the completed code to the webmaster. Once you have created the buy buttons you know you will need, them to support@bigteams.com and they will put them on your website. Note: Each buy button can be set up to show available sizes and colors. This means you only want to take one picture of a t-shirt, and then have a buy button that conveys that the shirt is available in several colors and sizes. Step 3: Login to your admin area, and add pictures of your apparel items above each of the corresponding buy buttons. If you need help, call the BigTeams support number below or visit the Text Editor help section that deals with photos. Option 3: My Locker: You could have us integrate (for free) a third party apparel program where the boosters earn 12% of profits for any items they sell to your community. The nice part is that no one has to manage inventory or ship anything. Furthermore, the buyer can customize a ton of gear and apparel. Example: Click "store" on You could use this 3rd party apparel provider in addition to the options above. Contact Ryan D. Jaffe rjaffe@mylocker.net (Toll Free) Volunteer Sign-Up System To turn on the new system, find the toggle switch under site control. We suggest that you begin using this feature on a limited basis in order to get comfortable with how it works. For example, post some test jobs, and then sign yourself up for the job so you see how it works from everyone s perspective. This will save you time in the long run. From there, you may decide to make volunteer job management completely paperless. Loudoun County High School (VA) has done this (See: ). At the beginning of each season, volunteer parents and boosters sign up online, and then key administrators and boosters always know who is working when and where. The system will your volunteers a reminder one week in

9 advance. Phone numbers are at the fingertips of administrators via the admin area. No paperwork is needed and the data is exportable and printer-friendly. Instructions for use: Important! Create your job descriptions (under manage job descriptions ) BEFORE posting jobs on the website. Your end result will look like Here is the idea: Imagine for every home basketball game, you need your first shift concession operator to work from 5:45pm-7:15pm. These concession operators will have the same set of instructions each time. For this reason, we built the system to store these descriptions, which allows for faster work when you are posting the dozens of job openings on the website. For each home basketball game, you will not have to re-write all of the details for a particular job, because the system will automatically populate them for you. Photos Any photograph uploaded to the General Photo Gallery or team page photo gallery website will automatically be made available for sale to the general public. Fans will be able to buy prints, t-shirts, puzzles, etc., all of which can have your fan s favorite photo included on the product. The products will be shipped directly to the buyer s home. Best of all, BigTeams will share 50% of its revenue with the school. Right now, if a parent buys a 5x7 print for the set price of $4.23, the school will earn $1.10. Other products have a similar profit split after production and technology costs are covered. To see an example, click here. Fans and photographers who visit the website will also have the opportunity to create a fan account on your website. After confirming that that they have the legal right to submit photos to you, they can upload their photos to the website from home. These photos will not be published on the website until a website administrator or team website administrators (coaches) approve the photos for publication. You can see an example of how fans create an account by looking under the scoreboard on this demo website: FAQ: When will my school, booster club, or league get paid? BigTeams will send a minimum of one check every December. Do you provide reporting so that I can track how much my photos are earning? Yes. At first, BigTeams will be sending periodic spreadsheets with these numbers. Over time the system will get more sophisticated so you can track things in real time. What if someone uploads photos that are of good quality on a website, but of low quality when buying a large print? Our awarding winning technology partner, SmugMug, has technology in place to prevent people from ordering items that require high resolution photos. What if a parent is not happy with their photos? Will they call me? It will be clear to them that the printer and order processor is Smugmug, not you (or even BigTeams).

10 What if I have more questions? You can always call BigTeams at