Creating your website on the Herts @UK emarketplace 1
Contents Creating your website on the Herts @UK emarketplace...1 Step 1 Setting up a site...3 1. Registering for an @UK Website...6 Step 2 Create your website...11 1. Previewing your site...12 2. Adding Content to your Website...14 3. Set up My Site... 15 4. Setting up your homepage...15 5. Edit your contact details...18 6. Select a design...18 7. Link your site to the Herts emarketplace...18 8. Optimise and Promote...210 8. Prepare to trade...21 9. Receiving Orders...22 10. Displaying Terms and Conditions, Distance Selling Regulations, Cancellation information etc....22 11. Adding a Terms and Conditions page from your homepage...26 Step 3 Adding Products and Services to your site...31 1. Adding a Product to your site...32 2. Adding an Image...37 3. Assigning categories to your item...38 4. Options for setting up equipment on the site (equipment providers only)...39 5. Setting rates for a service item (not necessary for equipment)...42 6. Assigning locations to your item...43 Step 4 Testing your Merchant Account...44 Step 5 Finalising Your Websites (Services only)...52 2
Step 1: Setting up a site 3
In order to set up a site on the Herts emarketplace you will need to add information about your company and build the pages that members of the public will see. You do this by going through a number of steps that are specified below. At each step it is a good idea to review your website to make sure you are happy with how it looks and the details it is providing to potential customers. You will see the name @UK throughout this document. @UK is the company who will be hosting your website and will be providing the emarketplace for Hertfordshire County Council. If you have any issues setting up your site, you can contact @UK support using the following contact details: If you have any questions about this guidance or need some technical support, please don t hesitate to contact: Martin Polak Email: martin.polak@ukplc.net Customer Support Team Email: customersupport@ukplc.net Tel: 0118 963 7052 Or 4
You will need all the following information in front of you in order to create your @UK account and then build your website: Name and type of your service E.g. Homeplus a Home Care service e.g. Name of your organisation ( if different from above) Full address of your head office Main telephone number (main switchboard) Existing Website address if you already have one Contact name of person setting up the website Telephone number for the above contact name Email address for the above contact name N/A Enter your name Enter your number Enter your email address Description of Company (this forms text for home page no word limit but brevity is good) Company Logo (no larger than 770px x 180px and must be in.jpg format) VAT No Company Registration No Keywords This is how someone will search for the services/products you offer. You should consider the language your customer will use when searching then list these as keywords. Separate each word with a comma (,) 5
1. Registering for an @UK Website a. You will be sent a discount code which will allow you to build your website through @UK at no cost (The site will tell you there is a cost, but this will be removed when you enter the discount code) b. When you have your discount code go to https://www.uk plc.net/web andemail/websites/ecommerce websites.html c. Scroll down and select Buy Now against SG2000e d. Enter your discount code and validate by selecting the button The cost of the website should drop to zero. If it doesn t, or you get any error message, please contact @UK contact details on page 2. 6
e. Select. You will be presented with a set of Terms and conditions to accept. Please read these terms and conditions and then Click the Accept button. f. You will be presented with a screen where you will need to fill in your registration details. Please complete the fields in this form and when you have completed all the required information click the button at the bottom of the page. N.B. This information should be taken from the table on page 1 when you entered your details g. On the next page you will be presented with the payment method. As you have entered a voucher code, you will not need to pay if you click cheque you can move on to the next stage and you will not be prompted for any payment. 7
N.B. You will not need to pay for your site and will not be expected to send a cheque to anyone. You are clicking cheque so that you can continue without any further questions about payment h. You will be presented with a Check Out screen. Click the button i. On the Receipt page click the button j. On the Invoice screen scroll down to the bottom and you can either print or select the button to start building you site. 8
k. This takes you back to the @UKPLC home page l. Click the Login link at the top of the page and then 9
m. Click the Next link where you can start managing your website. 10
Step 2 Create your website 11
1. Previewing your site When you start building your site, it is a good idea to display the site so you can see how the updates you are making will look when the site is launched. To do this click on My Site My Site Visibility a. On the Site visibility screen, tick the box Site is Live and click the button. b. Scroll down and make sure that the boxes Show site to members of the public and Limit access to account holders only are both unticked and click the button. 12
c. At the top left hand corner of the screen click the button and you will return to the Control Centre screen. d. At the bottom of the Control Centre you will see a link to visit your site. N.B. When you put your site Live, you may need to wait a few minutes until it is available. If it seems to be taking a very long time, please call @UK support details on page 2. e. You should right click this link and select to Open in a new tab/window 13
Your site will be presented it will look very plain as you have not added any information, images or styling to it yet. You should leave this open in a new tab as you set up your site so that you can see how your changes will look. The steps below will refer to this and ask you to keep checking your site N.B. It would probably be best to minimise the site now and carry on working although you will be referring to this site again as you work through building your site. 2. Adding Content to your Website You will now start adding information to your website. At each step you should check back to ensure that your changes have taken effect. Most of the steps you need to carry out are available via the Quick Steps section. To access it click the Quick Steps link on the Control Centre Homepage You will be presented with a series of boxes that you can work through to generate you site N.B. Some of the boxes may be ticked, but you will still need to access them to make sure that everything is complete and contains the correct information 14
The Quick steps are split into various sections. To carry out the tasks click on the button in each section. 3. Set up My Site This section will allow you to enter information that you want to be shown on your site pages and also upload images that will be displayed. To do this follows these steps: Click Take These Steps in the Set up My Site box 4. Setting up your homepage You will be presented with a screen that will allow you to upload images and enter text The Title section will allow you to specify the title of the page i.e. what will show on the title bar or tab of your internet browser (Internet Explorer, Firefox etc.). If you leave it blank it will just show your company name. Leave this field blank unless you want to specify the text to show 15
The text section will be the text that shows on your homepage. You can use the formatting tools above the text box to format your text Once you have completed the text in these boxes click the button underneath the text box Check your site! You should now check your site to make sure that the changes you have made have taken effect. To do this, open the window or tab where you opened your site before and click F5 or refresh your internet browser. If you have closed the browser or tab you can access your site by clicking button which will return you to the Control Centre screen. At the bottom of the control Centre you will see a link to visit your site. 16
You can now upload images to your site. A banner image is the image that will appear at the top of the screen and you can also add an image for your homepage. N.B. A banner may not always be required and may be overwritten depending on the template you choose. See section 6: Select a design for more details To upload a banner, click the button above the upload button. Browse to your banner and double click. It will upload automatically. Homepage image. You can also upload an image for your home page if you have one. This image should be no larger than 180 x 180 pixels and in jpg format. 17
Check your site! You should now check your site to make sure that the changes you have made have taken effect. To do this, open the window or tab where you opened your site before and click F5 or refresh your internet browser. If you have closed the browser or tab you can access your site by clicking button which will return you to the Control Centre screen. At the bottom of the control Centre you will see a link to visit your site. 5. Edit your contact details a. Once you are happy with what you have done on your homepage click the Edit your contact details link at the top of the page b. Check they are correct if not, edit them appropriately and click Save Changes. N.B. This step will add your postal details you will add your telephone number, email address details in a later step (see Optimise and Promote section below) 6. Select a design a. Once your contact details are correct, click the Select a design link at the top of the page Here you can choose from one of the pre defined templates and select a colour scheme for your site 18
b. Select a template from the list. A sub list of available colours will appear. N.B. If you are Service Provider you may want to select the Care template it is a plain template, but the part number field is removed c. Select your required colour scheme d. Click Apply you will receive a confirmation screen Check your site! You should now check your site to make sure that the template you selected has been applied. Once you are happy that the site looks as you would expect, click the Quick Steps link at the top of the page. 19
7. Link your site to the Herts emarketplace Send an email to support@ukplc.net requesting that your site is added to the Herts emarketplace. This does not make it viewable by the public but is a necessary step in the build process. Please ensure you include the name of your service. 8. Optimise and Promote Click on button in the Optimise and promote box a. Ignore the Purchase Domain option you will not need to do this as you will be part of the Herts emarketplace b. Click the Set up site keywords link at the top of the page c. Set up site keywords on this page you should enter your company information (including your email address, telephone and fax details) and you can add keywords to ensure that your company is found in the search results. 20
d. If you are offering any Services (i.e. not equipment) you MUST tick the box Enable service booking options e. When you have added your company information, keywords and have specified if you are providing services click the button at the bottom of the page 9. Prepare to trade You will now set up your system so that you can trade with your customers. Click on the Quick Steps button at the top of the page Then click the button in the Prepare to Trade box 21
a. Add a product At this stage IGNORE because you will do this afterwards later in the guide b. Set up your delivery options If you are providing equipment or items for delivery you will need to specify your delivery options c. Set up your VAT level. This is your default VAT level but it can also be added when you set up a service. d. Set up your invoice. Your ecommerce website can be used for sending invoices against orders so you can enter your organisation details here. 10. Receiving Orders This is where you set up your payment and merchant account details. Click through each section and set up your details. You should not need to alter your site visibility. 11. Displaying Terms and Conditions, Distance Selling Regulations, Cancellation information etc. You must comply with the requirements of The Consumer Protection (Distance Selling) Regulations 2000, by giving your customers certain information before the conclusion of the contract. 22
This includes full details of your name and address, information on the right to a cooling off period during which the consumer may cancel the order for any reason unless the sale is covered by one of the exceptions to the right to cancel, the main characteristics of the goods/services, the full price including all taxes, delivery costs, arrangements for payment and delivery of goods or performance of services, the cost of a call if a premium rate telephone number must be used, the minimum duration of the contract in the case of a contract to supply goods or services continuously or recurrently and if you wish to be able to offer substitute goods or services if those ordered are no longer available the consumer needs to be told of this in advance and informed that in this case the cost of returning substitute goods would be met by you where appropriate. You will need to set up the system to ensure that this information is displayed prior to any sale. The usual place for this information is in your terms and conditions, so that they may be viewed at any time. It also provides you with additional protection if the user has to read and accept these terms before progressing with their order. Your terms and conditions must also be fair and clearly set out the basis on which you wish to trade with your customers. If you need any advice on the wording of these terms, please contact Hertfordshire Trading Standards by email on tradingstandards@hertfordshire.gov.uk Adding Terms and Conditions for checkout In order to set this up, click on the button to get to the Control Centre. Then click on Trading Settings Further Options Customise My Basket Edit My Basket items You will be displayed the Edit My Basket Terms screen: 23
Enter your terms and conditions in the Box N.B. The wording for your terms and conditions should include the following wording in relation to the cooling off period: (For suppliers of goods) Under the United Kingdom s Distance Selling Regulations, you have the right to cancel the contract for the purchase of items*, within a period of 7 working days, beginning with the day after the day on which the item is delivered. * Please note that certain items are excluded from this cooling off period such as goods made to the consumer s specification or are clearly personalised. Please ask prior to ordering if you are unsure if this applies to your order. (For suppliers of services) Under the United Kingdom s Distance Selling Regulations, you have the right to cancel the contract for the purchase of services*, within a period of 7 working days, beginning with the day after the date of contract and ending when the service actually starts. * Please note that this cooling off period and right to cancel will not apply to contracts for services that begin before the end of the cooling off period but this is only on condition that you have been informed in a durable medium that the right to cancel will not apply and you have agreed to the service starting early. Please ask prior to ordering if you are unsure if this applies to your order. When you place an order to purchase a product from a supplier via the Hertfordshire emarketplace, you will be sent an e mail confirming receipt of your order and containing the details of your order. Your order represents an offer to the supplier to purchase a product, which is accepted by the supplier when you are sent e mail confirmation that the product (s) have been dispatched to you (the "Dispatch Confirmation E mail"). That acceptance will be complete at the time you are sent the Dispatch Confirmation E mail. If the product is not in stock or not available to buy at a certain price, you will be emailed by the supplier and advised of that fact. Any money that you have paid upfront will be refunded. Any products on the same order which have not been confirmed in a Dispatch Confirmation E mail do not form part of that contract. 24
Click the You can then click the button. button again to return to the homepage of the Control Centre. When a user buys a product from your site, before they are able to check out they will be presented with the following screen and must accept before buying the product. When you place an order to purchase a product from a supplier via the Hertfordshire emarketplace, you will be sent an e mail confirming receipt of your order and containing the details of your order. Your order represents an offer to the supplier to purchase a product, which is accepted by the supplier when you are sent e mail confirmation that the product(s) have been dispatched to you (the "Dispatch Confirmation E mail"). That acceptance will be complete at the time you are sent the Dispatch Confirmation E mail. If the product is not in stock or not available to buy at a certain price, you will be emailed by the supplier and advised of that fact. Any money that you have paid upfront will be refunded. Any products on the same order which have not been confirmed in a Dispatch Confirmation E mail do not form part of that contract. Information that must be given to a customer after the contract has been made: Additionally, when the order has been placed and a contract is formed, you must send confirmation by email or in another durable medium, of the order and certain information. This information must be provided at the latest by the time that the goods are delivered or in the case of services, before or at an early stage during the performance of the contract. If it is not provided within these time limits, the cooling off period extends, so it is in your interests to ensure that you give this information. 25
The information that must be given is; your name and address, a description of the goods or services, the price including all taxes, delivery costs where they apply, arrangements for payment and delivery of goods or performance of services, the right to a cooling off period during which the consumer may cancel the order for any reason unless the sale is covered by one of the exceptions to the right to cancel, details about when and how the consumer can exercise the right to cancel, a geographical address where he can contact the supplier and details of any after sales services and guarantees. The consumer must also be informed if the contract includes a term that will require that the consumer will return the goods in the event of cancellation and whether the consumer or the supplier will be responsible for the cost of return. 12. Adding a Terms and Conditions page from your homepage To add a Terms and Conditions page click My Site My Pages My Extra Site Pages On this page click Edit next to My Page 1 (once this is used you can select My page 2 etc.) Enter the required details for the page and click the button at the bottom of the page 26
Select My Site My Navigation Set up Navigation menus Click View and Edit next to the Main navigation Menu option Click Edit next to My page 1 27
Enter Terms and Conditions in the menu name field and click Continue It should now be shown in the Edit Navigation Menu field as terms and Conditions. Click Edit again Under Menu link Location click Edit 28
Under Menu link Location click Edit select Extra site page click continue Select Terms and Conditions and click Continue Click Click the Toggle button to make the menu item live and click Send to Bottom to ensure it appears at the bottom of the menu (if that is where you want it to appear) To check that it has worked click the button at the top left of the page and then click Visit site at the bottom of the page. Log in if prompted. You should now see a Terms and Conditions option in the left hand menu. If you click it the site should display the contents you added 29
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Step 3 Adding Products and Services to your site 31
In the @UK Marketplace, a product is a group of items that you sell. For example a Product may be Wheelchairs, whereas an item may be a red wheelchair or a blue wheelchair. When a user searches on the site they will see items listed to buy or enquire about (for services). If a user browses to your website, they will see products first and then see the sub items once they click on the product. Your contracted products and items should have been automatically imported, but you can manually set up items as well. N.B. If your services are imported from ContrOCC, the prices/rates will be contract rates. By default these will be your private rates as well however you can amend these please see the section Setting rates for a service item for details on setting rates. If you do manually amend a rate this will set your private price i.e. the price for those that buy privately. When you are ready for your rates to be imported, please contact your named Provider Engagement Lead at HCC. When a user is set up, they will be specified as in receipt of a council budget (or not). Those that are will have access to contract prices, those that are not will see private prices i.e. the prices that you manually set up against a service. When you receive an enquiry, the system will automatically know whether the enquirer is a contract or private user and the prices you use to build a quote will be based on the status of the status of the service user Products and items might be equipment that you sell or services that you offer. There are some different steps for each these are explained below. N.B. This section explains how to set up emarketplace products manually. Your products may be available for automatic upload, if you are unsure please contact @UK support details on page 2. 1. Adding a Product to your site In order to manually add a product to your site, follow these steps: 1. You can either select My Site My Catalogue Manage Product pages or... 32
2. Click at the top of the page and select Add a Product from the Prepare to Trade box (see screenshot below). 3. Add the details for you Product (i.e. category of services or equipment) 33
4. Once you have added the details for you Product click Save 5. Add an Item for your product by clicking Add a new Product Item 34
6. Add the details for your item and click Save N.B. You should always set your price to include VAT and set the VAT Rate to zero if it is a VAT exempt product. The Tax Description field is a descriptive field and has no impact on the way your pricing is displayed and products paid for it can be used or left blank as 35
appropriate. 7. If you are setting up a Service, make sure that Item is a service Item box is ticked 8. When you have added all the require details, click the button 9. You will be presented with a summary screen. From here you can: add an image assign bespoke categories (which you MUST do to ensure users can browse to your product) specify what locations you offer your products specify different rates for different times of day/days of week etc. (services only) N.B. You need to enter information in Assign Bespoke Category NOT Assign Category you can ignore this option 36
2. Adding an Image 1. Click the Add Image button 2. Click browse and select the image, click open and the click Upload Check your site! You should now check your site to make sure that the product you created is now visible. Go to your site, and click A Z item list 37
3. Assigning categories to your item 1. To assign a category click on the Assign Bespoke Category button 2. On the window that appears, click the Add a Private emarketplace category link 3. Select the top level category by clicking on the name (e.g. Help at Home) 4. Select use this category next to the correct subcategory 5. Click the save button 6. You can add an item to more than one category click the Add a Private emarketplace category link and repeat the process N.B. You will need to repeat this for each item in the list 38
4. Options for setting up equipment on the site (equipment providers only) When you set up your equipment there are a couple of different options for how you can do this. From your @UK emarketplace site you can sell equipment directly to users (please see the start of Section 4 Adding Products and Services to your site for details). Alternatively, you can advertise your products on the site and direct the user to your own company website and sell directly from there. When you set up your equipment items you can select whether an item can be purchased or not. If it can be purchased then a user will be able to buy it directly from the site and the user will be offered the option to Buy directly from their search results or when they browse. If not, the user will be able to Request Info which means that they will be able to email you directly or visit website which will take them to your @UK site. If you would prefer to sell from your own company website you can provide a link to it against the product. This will take place outside of the emarketplace To do this, go to your product page by clicking My Site My Catalogue Manage Product Pages 39
Select next to the correct product you will see your items listed. Click the button next to the item. In the description field, you can enter a link to the product on your site by adding the link in the description field. However, you will need to ensure that the emarketplace knows that it is a link. To do that you will need to use HTML tags as shown in the screenshot below. So a test example would be (not a real link): if you want to add the link http://wareindependentliving.co.uk/bathlift you will need to write To buy this product go to <a href="http://wareindependentliving.co.uk/bathlift" target="_blank">wareindependentliving.co.uk/bathlift</a> 40
The emarketplace will then show this as a link on your page as shown below. When a user clicks on it, it will open your site in a new window. You can copy and paste the above text into your site and change the link. N.B. You can use different HTML tags to display the text differently. For example if you enclose text in <p>text here</p> this will be a new paragraph 41
5. Setting rates for a service item (not necessary for equipment) The system allows you to specify different rates for different times of day or days of the week. This means that if someone requests a quote, the system will automatically work out the price based on the time requested against the rates you have specified for that time. 1. To set rates for services for different times/days week click Manage Bookable Service. From here you can add rates and specify when they apply 2. If you want to add the rate for a particular time or day of the week click the that pops up button. You will be able to enter the name of the Service in the screen 3. When you are finished, click the save button and you will see the service listed in the Service Items list. Click the manage button in the Manage Rates column 4. To add a rate click the button. You will be presented with a screen where you can enter the rate details and specify when it applies On this page you can also specify whether the rate applies to a block of time i.e. a specific rate for a period that isn't calculated by time for example a night sit might cost 100 regardless of whether it is 6, 7 or 8 hours etc. 42
You can also specify whether the rate is a bank holiday rate. The system will know what dates are bank holidays and will apply You should enter all appropriate rates for the service hourly and any 15/30/45 minute rates that apply and then select days and times when the rate applies When complete click the Save button 6. Assigning locations to your item You can specify what locations you provide your products/services to. Users are able to specify their postcodes when they search for goods and items and they will find your products if you flag that you cover that area. If you do nothing, the system assumes you cover the whole of Hertfordshire. 1. To assign a location click on the Locations button 2. Tick all the areas you cover and when you are done, click Save at the bottom of the page 43
Step 4 Testing your Merchant Account 44
In order to test your merchant account you should carry out the following steps: Log into the control Centre (see step 1 above for details) and browse to your Product Pages by clicking My site My Catalogue Manage Product Pages Click Add New Product Enter the details for the product and click the button. N.B. you will remove this product after you have tested it (or you can choose to make it not live if you think you will need it again later instructions are provided later in this section). 45
Once you have clicked Add new product item and you will be presented with the Create New Item page 46
Enter information for the test item as with the product, you can delete this or make it non live once you have tested it Make sure you do not tick the option Item is a service item 47
Once you have filled in the required information click Save. Then click the left hand corner of the screen. button in the top On the homepage click Visit Site at the bottom of the page Enter your log in details when prompted. You should enter your site Click A Z items list in the left hand menu 48
You should see the product you created, click it and you will see the item you created. Click the Buy button next to the item You will be presented with the basket screen confirming which product you are buying. Click Checkout You will now need to enter card details this needs to be a real card remember this is a transaction for 1 only 49
Once you have entered your card details you can select to store the card details as your default payment method. As this is a one off task you should probably untick this box Click proceed This will put through the transaction and you should now be able to check whether the money has been taken from the card and put into the bank account. Removing the test item You have two choices as to what to do with the item you created for testing you can either delete it or keep it but ensure that it is not visible for members of the public viewing your site. To remove the product, browse to the product page 50
From here you can click the delete button by the Product line and it will be removed. If you want to retain the item for future testing, you should click the edit button on the Product Line On the Edit Product screen you should select that the Product is not live Click the Save button. This means that the product will no longer appear on your site. At any future time you will be able to set the product as live and it will reappear. 51
Step 5 Finalising Your Websites (Services only) 52
You will need to confirm to Health and Community Services (HCS) that you have completed all of the stages in the Building Your Website Guide and that your Merchant Account is ready (for those organisations where a merchant account is a requirement). You can confirm the above via emailing hcc.emarket@hertfordshire.gov.uk or contacting your Commissioning Manager/Officer. Step One Test that your merchant account is working successfully. Step 4 in the attached guidance ( Setting up a site on the Herts emarketplace ) explains how to set up products and items on the emarketplace. You should set up a low value item (maybe 10p) and ensure that buying this item transfers the money into your account. Please see the section Testing your Merchant Account at the end of this document for full details of how to carry out this test. Step Two If you are a contracted Homecare Provider, on confirmation to HCS that your site is available the ContrOCC data import will be arranged for you. If you are not a contracted Homecare provider you will need to set up your services manually please refer to section 4 in the attached guidance ( Setting up a site on the Herts emarketplace ). You can also skip step 3 of the process Step Three HCS will confirm that the data has been uploaded and will check with you that the data import has been accurately loaded into your site. In order to do this you will need to provide a spreadsheet of information. In order to access this spreadsheet, follow these instructions: 1. In a Web Browser (e.g. Internet Explorer) go to http://www.uk plc.net 2. Click at the top of the page 3. Click the Next button in the Manage Your Site section 4. Log in using your details 5. In the Control Centre select My Site My Price Lists Manage Price Lists 53
6. On the Manage Price Lists screen select Download next to the requisite price list 7. Send the spreadsheet that you download to hcc.emarket@hertfordshire.gov.uk Step Four If you provide a CQC regulated service you will need to add your CQC Profile at the bottom of the homepage (this must be specific to Herts contracted services). You will need to add the wording ' Care Quality Commission Provider Profile followed by link to latest report for the contracted service. This is an example of a CQC Provider Profile http://www.cqc.org.uk/directory/1 142697141 and CQC should be able to provide a logo that you can use. See image below. 54
Step Five You should email hcc.emarket@hertfordshire.gov.uk to confirm all the above steps have been completed. HCS will then review your website, and do the following publish your site or liaise with you if there are any issues Step Six HCS will notify you by email once your site is published. You will be given a login to the site so that you can review your website on the emarketplace as if you are a user. Please note: In addition to the above HCS will need to check that your organisation has signed the emarketplace contract variation and/or met other joining requirements before publishing your site. HCS will tell you when a date has been confirmed for customers to start using the emarketplace. 55