For help on using the Registration System, unlocking your User Account or paying invoices

Transcription

1 AHA / DCG Dancer Registration Guide We are pleased to advise that the AHA 2017 dancer registrations will now be done using the Dance Comp Genie (DCG) system. You can set yourself up with a User Id as an individual dancer; or a family can set themselves up with just one login for all the family members, or a Dance Studio can enter one or more their students. The system has some features that should help with the running of the event weekend, including scheduling and tabulation functions and it will allow you to upload your Own-Choice music (for those in the two Supreme Groups). As with anything new, there are bound to be a few teething problems though. If you need more help than what this guide provides, or you come across something that doesn t work quite the way it has been described in this document then please let us know. The entry fee for 2017 is $160 for Juniors or $185 for Supreme A/B. GST of 15% also applies in additional to these amounts and this will be added on at the time of invoicing. For help on using the Registration System, unlocking your User Account or paying invoices ahaaccounts@xtra.co.nz For general enquiries regarding the event itself ahaawards@yahoo.co.nz or phone Contacting us by is the best option. Here s a list of what is covered in this Guide: Contents Creating a New Login... 2 Stage 1. Who & Where (How To Register for AHA 2017)... 4 Stage 2. Add Routines/Dances... 7 Uploading a Photo... 8 Completing the Routine screen... 8 Changing a Saved Routine/Dance Stage 3. Confirmation Stage 4. Payment Uploading the Music for your Own Choice item (Supreme Groups only) I can t edit my Registration Entry! So let s get you started the green arrow on the screen images below will help to guide the way.

2 Creating a New Login On the AHA Web site ( click on the Contestant Login Enrolment link (the ballet Shoes square) at the bottom right of the home page. You should now see the login screen for the AHA Registration system. Save this to your Favourites or Bookmarks to make it easy to come back here in future. If you already have a Dance Comp Genie User ID and Password then enter these into the associated boxes to log back on, otherwise click the create a new account link to do just that, or click the blue Registration button at the top. Fill out all the fields in the Passport Login Information section. You can only have one Login per address, but you will only need one as you can register more than one dancer under a single Login (if you are a family or Studio). You can login to the system using the address or the User ID. PLEASE ensure the Address you enter is correct as this is where we will send the payment request (more on this later). Next complete the mandatory fields (those with a red * by them) in the lower section. You don t need to provide any of the Studio or Teacher related information if you don t want to as we will collect that from you later when you set up the details for your Set Solo routine/dance. If you do fill them out then that s OK too. For Individuals or Families, if any of the Studio related fields display as mandatory (like Studio Director) you can just put your own details in these fields or N/A.

3 Once you have filled in both sections mandatory fields, click the blue Confirm and Create button. You will receive a confirmation . You may also be re-directed to a screen that looks like this: DON T log in here (it won t work with the UserID you have just set up). Close this browser tab and go back to the AHA web site itself for the next step. If you get locked out of your account for any reason (eg. too many failed password attempts) then us to reset this. When you login (using the login you have just set up) via the first screen you will see is your Dashboard it s the place where you can register for the competition and then manage your Entry details. Everything you need do to register can be done using the Add New Registration function, which is described below. The My Account section allows you to change your password and profile details (that s the information you completed above to get you User Id).

4 Stage 1. Who & Where (How To Register for AHA 2017) (All names, numbers and fees used in the following examples are made up for testing purposes any match to a real name is purely coincidental) Once you have logged in via the AHA web site, click on Add New Registration. This will take you to the Who & Where screen. Click the Location box dropdown arrow and select the only line available which will be the AHA 2017 competition. If you started a Registration at an earlier time, but didn t complete it, it will show up on your Dashboard page looking like this: You will get this error message if you try to create a second registration before completing this first one: In this case, click on the grey Register button for that first registration that you have started, in order to carry on with it. The next thing you need to do is add yourself as a Dancer so click the blue Add Dancers button. Fill out the next screen with the requested details of Role (set this to Dancer), your birthdate, your Gender, your Name and address. If you are a Family or Studio entering Dancers PLEASE enter the of the Dancer themselves. The system checks that the you enter is unique so you will need different s for members of the same family. Click the Add button to save the details.

5 If you are a Dance Studio you can download the default csv file in order to bulk load a list of Dancers using the Import Dancers button: Only do this if you got a long list of Dancers to set up it s probably not worth it for just a few. You will need to complete the excel template which looks like the example below. Only columns A to F are required by us, so you can put anything you like in columns G to N or just leave them blank. Clicking Add Dancers will let you find the excel file that you have completed with your Dancer list. Once you clicked the Add Dancer button, if you only have one Dancer then that person will automatically appear in the right-hand Performing Dancers or Teachers section. If you are entering more than one competitor, in the case of a family or Dance Studio, then repeat this Add Dancer step for those other competitors. Your Available Dancers section would look more like this: If this is the case, then tick the required Dancer name(s) in the Available Dancers or Teachers box and click the blue Add button to move that name(s) into the Performing Dancers or Teachers box. The Dancer(s) need to appear in the right-hand box in order to select them when setting up the specific Routine/Dance details. The Remove button will take a Dancer out of the list on the right side. The Add Dancers, Edit and Delete buttons will allow you maintain the selected/ticked Dancer entry. Click the Start to Add Routines button to move to the next screen where you will enter details about your Set Solo and Own Choice items (for Supreme A & B groups). The Back button on the next screen will return you to this Who & Where screen.

6 If the number of Registrations has reached the maximum permitted for the Event then you will get this message: Sorry, but you will not be able to proceed any further in this case.

7 Stage 2. Add Routines/Dances Click the Age Group (as at 13 April 2017) box dropdown arrow. Select the Age Group in which you will be competing. Note that on the next screen your age will be checked against this Age Group so you will find that you can only enter the group that aligns to your age. Click the Add New button to enter your details. The screen will look like this: Down the right-hand side there are some notes about the fields in the form. All the fields are mandatory so must be completed in order to save the Routine. You can come back in and edit these details later but the AHA team will lock out that ability closer to the Event date (in order to print the Programme). If you have selected the wrong Age Group then just change it in the box at the top of this form. Click the Dancer dropdown arrow and select yourself or the relevant Dancer name if you are entering family members or students.

8 Uploading a Photo Upload the photo that will be used in the Official Programme. Click the Browse button to find the photo file on your local computer. PLEASE ensure it is a suitable PORTRAIT image of good quality, head and shoulders against a plain background and is only of you (so no group shots, or photos with cats, etc). The file size should be more than 100kb but preferably no more than 2mb. It should be portrait, so like this: NOT Landscape or Square: You can edit your Routine details later and this includes the ability to delete the uploaded photo, so you can replace it if you get a different one that you would prefer to use. The AHA Administration team may also contact you to suggest that you do this if the photo is deemed unsuitable for use in the Programme. NOTE: The photo file type has to be a.gif,.jpg,.png,.bmp or.tiff. If your file isn t one of these types then you will get this error message: To check this (on a PC), right mouse click on your file and look at the Properties. We ve found some cases where a jpeg file is named with a.jpg extension (in capitals). To fix these they need to be opened in a photo editor tool and saved-as a jpeg this will save them with a.jpg extension instead (in lower case). Completing the Routine screen The Age Group field will default to the same as the Age Group at the top of the screen. This is checked against the Date of Birth for the Dancer, so if you have selected the wrong Age Group you will get an error message similar to the following: Now enter the address of your Dance Studio on the FIRST line in the relevant box and their phone number on the SECOND line in that same box, like the example below. PLEASE include Country and Area codes in the Phone Number. This is a free text fields so take care to ensure you get the details right. Next enter the FULL name of your Dance Studio on the FIRST line in the relevant box and their Town or City and Country on the SECOND line in that same box, like the example above. This is a free text fields so please ensure you get the spelling and details right as the Studio name and location that you enter here will appear in the Official Programme.

9 Use the Set Variation field to pick your Set Solo dance. Options for the Girls are listed first, followed by options for the Boys. The lists for the Supreme and Junior Groups are different. If you are in the Supreme A or B groups then use the Own Choice Item Name field to enter the title of your own choice routine. This will appear in the Programme. Juniors will not see this field on their screen. Now enter your Nationality, or Country of Origin (your Home country). Put this on the FIRST line only please. This will also appear in the Programme. Click the blue Save Routine button to save your Routine details. Any missing fields will need to be completed before you can save. If everything is OK then you will be taken back to the main Add Routines screen and the Routine you have just saved will appear in the Added Entries section. If you are registering more than one competitor (for a family or Studio) then you can enter those Dancers before you click Continue. Unless you want to create a separate Registration entry for each competitor, in which case you can Continue in order to keep each one separate on your Dashboard page. When you are done, click the blue Continue button to move to the next stage of the registration process.

10 Changing a Saved Routine/Dance You can Edit, Delete, or View your entry from the Dashboard page. We re not using the Age Category feature which is why it will show All Ages in that column. Click the grey Make Changes button, then the blue Start to Add Routines button. This will take you to the below screen. Click the Edit link to go into the Routine/Dance page where you can make changes. If you have already completed your registration and checked out previously, please note that you will need to do this again after you make any changes. Otherwise the system doesn t know that you have finished with your updates it will instead think that you are still working on your entry details. Stage 3. Confirmation You will now see a screen that lists the Routines/Dances you have registered for and the associated Fees. If you have entered more than one dancer (for families) then there will be multiple lines showing, and/or more than one number under the Number of Routines/Person heading. Clicking the View Registration Details link will display your entry details, which you can then print. If you have any extra messages for us then you can enter them in the Notes textbox but please DON T use this for anything super-critical it is better to us in that case. The name of this box on the Registration Detail form will be labelled Your Nationality or Country of Origin... don t worry about that, it s just because we ve renamed the Notes label. Click the blue Proceed to Payment button to continue to the next stage.

11 Stage 4. Payment Click the I agree to the AHA Awards Terms & Conditions link to view the T&Cs. They will appear as a pdf which you can print or save to your computer. They are also published on the 2017 page to the AHA web site and can be viewed from the Dashboard of the DCG registration system. Once you have read them, tick the check box to indicate that you agree. If you don t agree with what you have just read then go back to the Dashboard screen in order to delete your entry. Dance Studios please ensure that you convey these Terms and Conditions to your students and their parents/caregivers as they apply to the entered Dancer themselves. Click the Check out by Credit Card to complete you registration. You will then receive an automated of your registration details. Your actual payment does NOT happen at this moment however. We will send you an in the next 1 to 3 days with a payment link. Click the link to view the invoice then click the Pay Now button to make your payment by Visa or Mastercard. No other cards are accepted. Your payment MUST be made within 7 days of receipt of this . Failure to make payment in that timeframe will be viewed as a withdrawal from the competition. Note that we will send this payment request to the address associated with your Login, so if you are a Dance Studio entering your students you will be the one that needs to pay the full invoice amount. It is then up to you to recover the entry fees from your students. Once we have received your payment, which may take a day or two to confirm, we will then you a link so you can download the official AHA music for your Set Variation item.

12 Uploading the Music for your Own Choice item (Supreme Groups only) This new system allows you to upload the music for your Own Choice item, if you are a Supreme Group competitor, so that we can then download it later in the right order as per the Schedule. This music upload needs to be done as soon as you can, and at the very latest by the 12 th of March BUT we still require you to bring two CD copies of your music with you for hand-in at on registration day, just to be on the safe side. These should be labelled with your name and competition number, which you will be ed closer to the Event date. On your Dashboard page click the grey Upload Music button: There is no need to upload any Set Solo music as we will use the music as per the AHA web site. Next you will see the screen below. Click the Browse button on the line that shows your name. Find your Own Choice item mp3 or m4a music file on your local computer and select it. It will then upload and appear on the screen with your Name as part of its name. Click close at the bottom of the screen to return to the Dashboard. If you change your music later you can come back into this screen to reload the new version. For a family or Dance Studio who have entered more than one Dancer in the Supreme groups, your upload screen will look more like the example above. Please take care that you upload the right music against the correct Dancer name. I can t edit my Registration Entry! The AHA Administration team have the ability to freeze a registration so that you can t amend it. If this is the case then you won t see the grey Make Changes button. All you will be able to do is view what you have already entered. Your Dashboard Registration item will look like this: You will need to contact us if this happens AND you want to change your previously supplied details.