Major League Baseball Club Accreditation System

Transcription

1 Functional Specifications User Guide System Administrator Major League Baseball Club Accreditation System Club Accreditation User Guide System Administrator - v1.4 Page 1

2 Date Versio n Revision History Description 2/11/ Initial Version David Cohen 2/27/ Updated screen shots, Added Section 1.2 for Changing Password Section 3.8 for Event Custom fields, Section 3.9 for bulk status letter printing, Section 5.4 for submitting saved applications, Section 8.3 for member Reconciliation. 3/10/ Added Section 3.10 for Credential Creation & modification and sub sections for modifying credential and deleting credentials. Author David Cohen David Cohen 3/15/ Added Section 3.11 for Running Event Reports David Cohen 4/1/ Modified Member Reconciliation section 8.3, Added Member e- mail search section 8.4 and BBWAA Approval section 8.5 and OnSite section 9.0, section for Printing Blank Credential David Cohen Club Accreditation User Guide System Administrator - v1.4 Page 2

3 Table of Contents Overview... 5 Glossary of Terms Used in this Guide Getting Started Logging In Changing your password Club Management Adding a Club Modifying Club Information Club Administrator Assignments Adding Club Administrators Removing Club Administrators Club Affiliation Selection Adding Club Affiliations Removing Club Affiliations Club Site Content Management Event Management Event Creation Event Modification Event Affiliation Selection Adding Event Affiliations Removing Event Affiliations Manage Event s Send Event Notification Event Manager Selection Adding Event Managers Removing Event Managers Event Component Management Event Custom Fields Sending Bulk Event Status Letters Credential Creation & Design Create New Credential Modifying / Designing Credentials Deleting Credential Artwork Printing Blank Credentials Running Event Reports Affiliation Management Affiliation Creation Affiliation Search & Modification Manage Affiliation Teams Covered Adding Teams Covered Removing Teams Covered Add / Remove Affiliation Members Adding Affiliation Members Removing Affiliation Members Manage Affiliate Managers Adding Affiliate Managers Removing Affiliate Managers Review & Modification of an Event Application Adding Credential Applicants Removing Credential Applicants Ranking Credential Applicants Saving vs. Submitting a Credential Application Affiliation Deletion Credential Approval Club Accreditation User Guide System Administrator - v1.4 Page 3

4 5.1 Credential Preview and Printing Label Preview and Printing Sending Credential Status Letter Submitting Saved Applications for an Event / Game Credential & Label Searching and Printing Member Management Member Creation Member Information Management Loading Member Photo Duplicate Member Checking Administration System Management System Component Management Member Reconciliation Member Search BBWAA Approvals Onsite Club Accreditation User Guide System Administrator - v1.4 Page 4

5 Overview Welcome to the Club Accreditation System from Major League Baseball. This system will provide an online mechanism: To create and manage seasonal, daily and event credentials (Spring Training, Division Series, etc.). To provide a central repository for affiliations and media applicants to apply to events from any Major League Baseball Club. That can be accessed from anywhere. To support state-of-the-art credential printing technology with numerous security features. The system you will enable you to: Manage your all Clubs web content as seen by affiliations and media applicants when they apply to any events. Assign members of any Club to roles of Club and/or Event Managers, giving them access to perform tasks for each event. Send notifications to affiliations and media applicants about upcoming events. Approve credentials applications for any event. Print credentials and/or labels for approved applications. Send letters to affiliations and media applicants about their approval status. Search and view a person s application history to any event from any Club. Club Accreditation User Guide System Administrator - v1.4 Page 5

6 Glossary of Terms Used in this Guide System Administrator a user who has ability to add, modify, or delete all information for all Clubs. Club Administrator a user who has ability to: o Edit Club information o Create and modify Members of the Club o Create and modify Events o Add Affiliations and media members to the system o Send notifications for Events o Approve and deny Credentials o Send approval / denial letters for Events o Print credentials and labels for Events Event Manager - a user who has ability to: o Modify their assigned Events o Send notifications for their assigned Events o Approve and deny Credentials for their assigned Events o Send approval / denial letters for their assigned Events o Print credentials and labels for their assigned Events o Create and modify Members of the Club o Add Affiliations and media members to the system Event An occasion run by a Club that requires monitored and credentialed access to the venue. Affiliate / Affiliation an affiliate or media partner applying for a credential to an event created by a Club. Affiliate Manager A member from an Affiliate or media partner who has the ability to: o Receive notifications and approval / denial letters of Events o To apply for credentials for members from one or multiple Affiliations o To modify information for their Affiliation o Add Members to their Affiliation o Add or remove Affiliate Managers for the Affiliation Member a person formally associated with a Club or an Affiliation. Event Application An application submitted by an Affiliation requesting credentials for a given event for one or multiple people. Club Accreditation User Guide System Administrator - v1.4 Page 6

7 1. Getting Started Go to (URL is case sensitive) You user name will be the address saved in the system. 1.1 Logging In 1. Once you receive the link and the user name and password, 2. You can either click on the link in the or copy it into your browser. 3. You will see a login page where you can enter your user name and password. Notes: 4. Enter your name and the password you received in the Click Submit. If you did not enter the information properly, the system will produce a message asking you to try again. If you forgot your password, click the Forgot Password link. You will asked to enter your address and a new system generated password will be sent to you at the address you entered. Club Accreditation User Guide System Administrator - v1.4 Page 7

8 Once you have successfully logged in, you will see the main page for the system with a menu across the top. Menu options: Club Management To review or modify Club specific information. You can add a Club, add and remove members as Club Administrators, add members to a Club, modify their default Affiliate list, and Club specific menu tabs and content. Event Management To add new and review existing events for any Club. Credential Management To approve and search for Credentials for any Event for any Club. Affiliation Management To add new or review Affiliate information. You can also apply to any Event for any Club for any Affiliate. Administration Allows you to perform maintenance on system wide s and Component (Job Descriptions, Media Types, Credentials Types, Access Types) lists and Member Reconciliation to clean up duplicate Member listings in the system. Change Password Allows you to change your password Help Contains the 3 user guides in PDF format. Logout Will log you out of the system Club Accreditation User Guide System Administrator - v1.4 Page 8

9 1.2 Changing your password You can change your password at any time after logging in. 1. From the Main Menu, select Change Password. 2. You will be presented with the following screen. Notes: 3. Enter your New Password into the New Password field. 4. Re-enter you new password into the Confirm Password field. 5. Click Save. If your password entries did not match, you will receive a message saying that your new password was not confirmed and please try again. If your password entries do match, you will see a message that your password has been changed successfully. You will then receive an confirming your new password. Club Accreditation User Guide System Administrator - v1.4 Page 9

10 2. Club Management The system allows you to: Add a new Club Modify any information for any Club. Assign and remove Club Administrators for any Club. Select Affiliations to be the default list for event notifications for any Club. Create or modify customized site content which users will see when applying to events from a Club. Add new and modify existing Members of a Club. 2.1 Adding a Club 1. Select the Club Management option from the Main Menu and you will be presented with the following screen 2. Click the Add New Club button. 3. Enter the necessary data. All fields in red are required fields. Descriptions of the fields are below. 4. Once you are done making any changes to the information, click Save. 5. Click Cancel if you would like to discard your changes and revert back a blank screen. Definition of fields above: Club Accreditation User Guide System Administrator - v1.4 Page 10

11 Club Name This is the name of your Club as it will be presented to Affiliates and Media partners when applying to Events. Address 1 The first line of your mailing address. Address 2 The second line of your mailing address. City The city of your mailing address. State The state for your mailing address. Zip / Postal Code The zip code of your mailing address. Country The country for your mailing address. NOTE: Any of the fields with red asterisks are required fields. If you removed any information that is required, you will not be able to save the information and the system will present a message requesting the required information. Club Accreditation User Guide System Administrator - v1.4 Page 11

12 2.2 Modifying Club Information 1. Select the Club Management option from the Main Menu and you will be presented with the following screen. Descriptions of the fields are below. 2. You must first select a Club from the drop down. 3. Once you are done making any changes to the information, click Save. 4. Click Cancel if you would like to discard your changes and revert back to the previously saved information. Definition of fields above: Club Name This is the name of your Club as it will be presented to Affiliates and Media partners when applying to Events. Address 1 The first line of your mailing address. Address 2 The second line of your mailing address. City The city of your mailing address. State The state for your mailing address. Zip / Postal Code The zip code of your mailing address. Country The country for your mailing address. NOTE: Any of the fields with red asterisks are required fields. If you removed any information that is required, you will not be able to save the information and the system will present a message requesting the required information. Club Accreditation User Guide System Administrator - v1.4 Page 12

13 2.3 Club Administrator Assignments The system allows you to assign one or multiple members to the role of Club Administrator for any Club. Club Administrators have the ability to: Edit Club information. Create and modify Members of the Club. Create and modify Events. Add Affiliations and media members to the system. Send notifications for Events. Approve and deny Credentials. Send approval / denial letters for Events. Print credentials and labels for Events Adding Club Administrators 1. Select the appropriate Club from the drop down at the top of the Cub Management page. 2. Select one or multiple Members in the Available Members box. You can use the [Ctrl] + [Click] [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time. 3. Click the Add button to move them over to the Selected Box. 4. If you need to add a new member who is not currently saved in the system, click the Add New Member button at the bottom of the page. This will take you to the Add New Member page (See Section 7.1 for directions). 5. Click Save to accept your selection. 6. Click Cancel to revert back to what was previously saved for your Club. Notes: , birth date, and job description are now required elements for each Member in the system. If the Member you select was saved in the previous version of the system and these fields are not saved in their record, you will be notified when you try to add them as a Club Administrator. You can then double-click on that Member s name to go to the Member information page and add the necessary data. They will receive an providing them with the link to the system, a user name and password Removing Club Administrators 1. Select the appropriate Club from the drop down at the top of the Cub Management page. 2. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] Click methods to select more than one member at a time. 3. Click the Remove button to move them over to the Available Box. 4. Click Save to accept your selection. 5. Click Cancel to revert back to what was previously saved for your Club. Club Accreditation User Guide System Administrator - v1.4 Page 13

14 2.4 Club Affiliation Selection The system allows you to create a default list of Affiliations to receive notifications of the Club s Events. This list can be modified on an Event-by-Event basis depending on which affiliates and media partners you wish to invite to a specific Event. This will provide you with a set list that can be used as a foundation for each event for a Club and won t have to be reselected for each new event. 1. From the Club Management page, click the Select Affiliates button. 2. The system will take you to the Club Affiliation Management screen below: 3. If you would like to see a listing of all Affiliations and media members saved in the system, click on the Search button and they will appear in the Available Affiliates box, on the left hand side of the screen. 4. If you would like to see a limited list of Affiliates, you can enter the specific criteria in one or several of the fields provided. When you click Search, the Available Affiliates box will fill with only those that meet the criteria you entered. 5. If you do not see the Affiliation you need, you can add it to the system by clicking on the Add New Affiliation button at the bottom of the page. See Section 4.1 about creating a new Affiliation Adding Club Affiliations Club Accreditation User Guide System Administrator - v1.4 Page 14

15 1. Select one or multiple Affiliations in the Available Affiliates box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] Click methods to select more than one Affiliate at a time. 2. Click the Add button to move them over to the Selected Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for your Club Removing Club Affiliations 1. Select one or multiple Affiliations in the Selected Affiliates box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Affiliate at a time. 2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for your Club. Club Accreditation User Guide System Administrator - v1.4 Page 15

16 2.5 Club Site Content Management The System allows you to customize the logo that appears on the top portion of the screen, the main page text, and up to 5 menu options that the Affiliations will see when applying to events from the selected Club. 1. From the Club Management page, click the Manage Site Content button. 2. The system will take you to the Club Site Content Management screen. 3. The Club selected on the Event Management page will come up, but you can change it using the Club drop down at the top of the page. 4. You can create the names of the menu options you want to appear on the Club site by putting the menu option text into the appropriate Menu Option text field. 5. If you want to enable a menu option the Show Option check box must be selected. If it is not to be used, the Show Option check box should be unselected. 6. To edit or enter the content for each menu option, you must click the Edit Page Content button for that menu option and it will take you to a rich text editor that allows you to format the text, include hyperlinks and images. Club Accreditation User Guide System Administrator - v1.4 Page 16

17 7. When you are done, you can click OK to save your changes or click Cancel to revert to what was previously saved. 8. You can select the default logo to appear in the top border of the system, by pressing the Browse button next to the Default Logo field. 9. That will bring up a File Explorer window to search from your network. Once you find the file you can select it and press the OK button. 10. The path for the file will appear in the Default Logo field. 11. Click Save. 12. Click Cancel to revert back to what was previously saved for your Club. The next time the Club logs in, they will see the logo at the top of the screen and their Home Page text will appear under the Main menu. Club Accreditation User Guide System Administrator - v1.4 Page 17

18 3. Event Management The system allows you to create Events for any Club that Affiliates and Media Partners can apply to for Credentials. These Events can be Daily Event (e.g. Regular Season Games, Spring Training) or one-time special events being held at the Club s venue. 3.1 Event Creation 1. From the Main System Menu Click Event Management 2. The system will take you to an Event List page listing all of the events saved in the system. You can create a new one by clicking on the Add New Event button on the left hand side of the screen. 3. You will be presented with the following screen. Descriptions of the fields are below. 4. You can select the Club the Event belongs to from the Club drop down. 5. Once you are done making any changes to the information, click Save. 6. Click Cancel if you would like to discard your changes and return you to the main Event page. Note: The buttons at the top of the page will remain inactive until you have saved the Event Club Accreditation User Guide System Administrator - v1.4 Page 18

19 The fields on this screen are: Event Name This is the name that the Event will be known by in the system and referenced when correspondence is sent to affiliates and media partners. Start Date The start date of the event. If this is the first date that Affiliations can receive credentials for the event. End Date The last date of the event and the last date that Credentials will be issued for this event. Status Planning, Active, or Expired: o o o Planning - for Event set up (not yet visible to Affiliations.) Active when you are ready to send out the notifications to the Affiliations and would now like it to appear in any public drop downs. Expired - when the event is over and you no longer want it to be seen by the Affiliations in drop downs for Events they can apply to for Credentials. Require Photo? If Yes is selected, this will require applicants to have a photo saved in their profile when they apply for a credential. If a photo is not in their profile the system will send a message to the Affiliate Manager that their application cannot be submitted until all applicants have a valid saved photo in their profile. Use Grids If this event is a Division or Championship series, the selection should be Yes. For all other Events, the selection should be No. When using grids for a Division Series, the Club will be set as the Home team and all other selected teams will be listed as visiting teams. Set Event as Default If you want this event to be the one selected as the Default in the Event drop down throughout the system, then select Yes. If not, then select No. An Event should only be the Default if it is Active and it is the most current event you are working on at the time. Daily Event If your Event will require Affiliations to be able to apply for individual days or games (Regular Season or Spring Training) select the appropriate option. Otherwise, select N/A. o Regular Season - the system will pull all of the Regular Season games for the Club from the Major League Baseball scheduling system and will populate it into the event application. o Spring Training - the system will use the entered Start and End dates you entered and allow Affiliations to apply for each day on and in between those dates. Deadline This is a deadline for daily event applications and will apply to every occurrence of that daily event. Example: if you want Affiliates to have their applications submitted 2 days before a Regular Season game to be considered, you would select 2 Days from the drop down) Event Step Status Fields These are display only fields that will report on the Event information as you go through the process of the Event setup and approvals. Notifications Sent On is the date that the Event Notifications were sent out to the Affiliations. # Applications Pending displays the number of submitted credentials applications awaiting approval or denial. Approval Letters Sent On displays the last date approval /denial letter were sent for this Event. # Credentials Printed displays the number of credentials that have been printed. # Credentials Awaiting Printing displays the number of Approved credentials awaiting printing. Club Accreditation User Guide System Administrator - v1.4 Page 19

20 3.2 Event Modification You can modify any of the information for any saved Event for any Club. 1. From the Main System Menu Click Event Management 2. The system will take you to an Event List page listing all of the events you have created. Click on the link for the Event you wish to modify. 3. The system will take you to the Event Information Page filled with the data for that Event: 4. You can now modify any of the information on the page and click Submit 5. Click Cancel to revert back to what was previously saved for the event or to not create the event Club Accreditation User Guide System Administrator - v1.4 Page 20

21 3.3 Event Affiliation Selection The system allows you to add and remove Affiliations from the list that will receive notifications for an Event for any Club. The default list is set from the Club Management section, but this will allow you to modify for each event individually. Steps 1. From the Event Management page, click the Invite Affiliates button 2. The system takes you to the Event Affiliation Management screen and the Selected box will be filled with the default list of the Selected Affiliations for the Club as seen below. 3. If you would like to see a listing of all Affiliations and media members saved in the system, you can click the Search button and they will all appear in the Available Affiliates box on the left hand side of the screen. 4. If you would like to see a limited list of Affiliates, you can enter the specific criteria in one or many of the fields provided. When you click Search, the Available Affiliates box will fill with only those that meet the criteria you entered. 5. If you do not see the Affiliation you need, you can add it to the system by clicking on the Add New Affiliation button at the bottom of the page. See Section 4.1 about creating a new Affiliation Adding Event Affiliations 1. Select one or multiple Affiliations in the Available Affiliates box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] Click methods to select more than one Affiliate at a time. 2. Click the Add button to move them over to the Selected Box. 3. Click Save to accept your selection. Club Accreditation User Guide System Administrator - v1.4 Page 21

22 4. Click Cancel to revert back to what was previously saved for the Event Removing Event Affiliations 1. Select one or multiple Affiliations in the Selected Affiliates box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Affiliate at a time. 2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for the Event. Club Accreditation User Guide System Administrator - v1.4 Page 22

23 3.4 Manage Event s You can modify Event Notifications for any Event for any Club. You can modify the text, introduction and body of the letter. These notifications fall into 4 categories: Notifications This is the that will be sent to Affiliations notifying them that you are running an event and they can enter the system to apply for Credentials to that Event Approval This is the letter that will be sent to Affiliations if you have approved all of their Credentials for a given Event Denial This is the letter that will be sent to Affiliations if you have denied all of their Credentials for a given Event Partial This is the letter that will be sent to Affiliations if you have both approved and denied some of their Credential requests for a given Event 1. From the Event Management page, click the Manage Event s button 2. The system takes you to the Event Management screen and the Club and Event fill in from the information on the Event Management page. 3. You must then select and type. After you select the type, you will be presented with the following screen: Club Accreditation User Guide System Administrator - v1.4 Page 23

24 4. You can now enter the body and closing for the . You can use any of the formatting options and insert images and links. 5. When you are done, click Save to save the You can click Cancel to revert to previously saved text for the You can preview what the will look like by clicking the Preview button. You will then be presented with the following screen: Club Accreditation User Guide System Administrator - v1.4 Page 24

25 3.5 Send Event Notification You can send the Event Notifications for any Event for any Club 1. From the Event Management page, click the Event Notification button 2. You will receive a popup window alerting you that the notification is about to be sent to all the selected Affiliations If you click OK, the Event Notification will be sent via to all the Affiliations selected for the Event 5. If you click Cancel, you will be returned to the Event Management page and no s will be sent. Club Accreditation User Guide System Administrator - v1.4 Page 25

26 3.6 Event Manager Selection The system allows you to assign one or multiple members to the role of Event Manager to an Event. Event Managers have the ability to: Modify their assigned Events Send notifications for their assigned Events Approve and deny Credentials for their assigned Events Send approval / denial letters for their assigned Events Print credentials and labels for their assigned Events Create and modify Members of the Club Add Affiliations and media members to the system 1. From the Event Management page, click the Add Event Manager button 2. The system will take you to the Event Manager Selection page and default to the Club and event selected from the Event Management page, as seen below: Adding Event Managers 1. Select one or multiple Members in the Available Members box. You can use the [Ctrl] + [Click] [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time. 2. Click the Add button to move them over to the Selected Box. 3. If you need to add a new member who is not currently saved in the system, click the Add New Member button at the bottom of the page. This will take you to the Add New Member page (See Section 7.1 for directions). 4. Click Save to accept your selection. 5. Click Cancel to revert back to what was previously saved for your Club. Notes: Club Accreditation User Guide System Administrator - v1.4 Page 26

27 , birth date, and job description are now required elements for each Member in the system. If the Member you select was saved in the previous version of the system and these fields are not saved in their record, you will be notified when you try to add them as a Club Administrator. You can then double-click on that Member s name to go to the Member information page and add the necessary data. They will receive an providing them with the link to the system, a user name and password Removing Event Managers 1. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] Click methods to select more than one member at a time. 2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for your Club. Club Accreditation User Guide System Administrator - v1.4 Page 27

28 3.7 Event Component Management You can set the credentials security access codes, text, based on credentials type and access type for any Event for any Club 1. From the Event Management page, click the Manage Components button 2. The system takes you to the Event Component Management screen and the Club and Event fill in from the information on the Event Management page. If you need to change the Club, select the new Club from the Club drop down. The Event drop down will then change to the Events for that Club. 3. Select the credential type from the credentials type drop down 4. Select the access type from the Access type drop down 5. Enter the text for the job type that should appear on the credential, (Photographer, Photo, etc.) 6. Enter the access code to appear on the credential 7. Click the Add To List button. 8. Click the Save button. 9. Continue until you have completed all of your credential types 10. Click the Cancel button to revert back to the previously saved data 11. If you wish to delete an Event component, highlight the line in the list box and click the Delete button. Club Accreditation User Guide System Administrator - v1.4 Page 28

29 3.8 Event Custom Fields You can set Custom Fields for your event that need to be filled out by the Affiliation when they complete the application. These fields will be saved at the Affiliation level. The fields can be created on an event-by-event basis. 1. From the Event Management page, click the Add Custom Field button 2. The system takes you to the Custom Field Creation screen and the Club and Event fill in from the information on the Event Management page 3. Click the Add Custom Field button. The screen will add a line for your entry 4. The field name is the label that will appear on the screen for the field 5. Field type allows you to select from 3 options: o Text Box Will create free form text box for the user to enter o Drop Down will create a drop down list for the user to select a value from. o Check Box Will create a check box for the user to select if needed 6. If you select the Field type of Drop Down you need to enter the values that will appear in the Drop Down list separated by commas. 7. If you want to require the Affiliation to complete this field, you must select the Required check box. The field will then appear in red on the Event Application and the Affiliate will not be able to save or submit their application without completing this field. 8. Click the Save button. 9. Continue until you have completed all of your custom fields 10. Click the Cancel button to revert back to the previously saved data Club Accreditation User Guide System Administrator - v1.4 Page 29

30 3.9 Sending Bulk Event Status Letters You can send all of your Event Status (Approval, Denial, Partial) letters for a given event / game at one time. These will be sent to the Affiliate Manager listed on the credential application. You can also send them individually from the Credential Approvals page (Section 5.3). You can do this after you have done all or a large group of your approvals / denials for an event. 1. From the Main System Menu Click Event Management 2. The system will take you to an Event List page listing all of the events you have created. Click on the link for the Event you wish to review. 3. The system will take you to the Event Information Page filled with the data for that Event: Club Accreditation User Guide System Administrator - v1.4 Page 30

31 4. If this is a daily event (Regular Season or Spring Training) you must first pick an event date from the drop down in the Event Step Status. When you do, a button will appear to the right of the Approval Letters Sent on field as seen below: Note: When reviewing a non-daily event, this button will appear automatically when you select the event and the Event Management page comes up. 5. Click the Send Status Letters button. This will present the following popup: 6. Click OK to send the Status letters. Click Cancel to return to the Event Management Page. Note: So if you want to do this multiple ties for a given Event / Game, it will not send the letter to an Affiliate multiple times. Once it has sent it once, it will not send it again unless you go in though the Credential Approvals section (5.3) and send it again for that Selected Affiliate. Club Accreditation User Guide System Administrator - v1.4 Page 31

32 3.10 Credential Creation & Design You can upload all of your Credential artwork and place different pieces of data from the system (Name, Affiliation, Event Date, Access type) to appear on the credential. This will also allow you to set the font size of any text appearing on the credential. If a photo is going to appear on the credentials, you can set the size and placement for the photo here as well. 1. From the Event Management page, click the Design Credentials button 2. The system takes you to the Credential Design screen and the Club and Event fill in from the information on the Event Management page Club Accreditation User Guide System Administrator - v1.4 Page 32

33 Create New Credential 1. Click Create New Artwork button. 2. Enter the Credential description. This is usually the Credential / Access type or make it something that will be recognizable to you in the future 3. Select the Credentials Type from the drop down this will assign this Artwork to this Credential Type when printing the credential. 4. Select the Grid Type from the drop down. This is only required if your event has a grid. Otherwise, you can leave it as the default 5. Select the Access Type from the drop down. This is only needed if your Credential artwork has an access type included in it. If you want the Access type Text or code to appear dynamically based on the selection in the Credentials Approval screen for a person, you can leave his as the default. 6. Enter the height and width numbers in pixels for the page, artwork and photo (if needed) If you are using the MLB standard pre-laminated credentials (4 wide x 7 high) the values should be as follows: Element Height Width Page Artwork Photo Upload Artwork by clicking on the Browse button next to the field. This will present you with a Windows Explorer window to find the file on your computer or network. Once you find the file, select it and click the Open button. The artwork will be loaded and appear as an image on the right hand side of the screen and will appear at the bottom of the screen in an applet allowing you to add and move Components around the Credential. Note: Sometimes the Artwork height and width parameters will revert to a different number after you upload the Artwork and the image at the bottom will appear to be very zoomed in. Just change the Artwork height and width back to the numbers you just entered ad it will appear correctly at the bottom. 8. Click Save when you are done to save your changes. 9. Click Cancel to revert back to the previously saved information. Club Accreditation User Guide System Administrator - v1.4 Page 33

34 Modifying / Designing Credentials 1. From the Event Management page, click the Design Credentials button 2. The system takes you to the Credential Design screen and the Club and Event fill in from the information on the Event Management page 3. Select the Credential you wish to modify from the list box on the left hand side. The credential information and the image will appear to the right and in the design applet at the bottom of the screen. Notes: 4. You can enter the X & Y coordinates for the Name, Affiliation, Access Type, Access Code, Event Date, Photo, and Artwork. 5. After you have entered the nubers, you can click the button for that Component and the item will position itself on the Credential accordingly. o For the standard pre-laminated credentials (4 wide x 7 high) the values should be approximately (might vary slightly based on artwork and fonts) as follows: Component Height Width Font Name Affiliation Access Type Access Code Event Date Photo Artwork 3 1 o You must make sure the artwork has an X & Y value. It the very least a 1 and 1 in the fields. o If you don t want an Component to appear on the credential, just put a zero or blank, in all of the fields for that Component. 6. Click Save when you are done to save your changes. 7. Click Cancel to revert back to the previously saved information. Club Accreditation User Guide System Administrator - v1.4 Page 34

35 Deleting Credential Artwork 1. From the Event Management page, click the Design Credentials button 2. The system takes you to the Credential Design screen and the Club and Event fill in from the information on the Event Management page 3. Select the Credential you wish to delete from the list box on the left hand side 4. Click the Delete Artwork button at the bottom of the screen Printing Blank Credentials 1. From the Event Management page, click the Design Credentials button 2. The system takes you to the Credential Design screen and the Club and Event fill in from the information on the Event Management page 3. Select the Credential you wish to print from the list box on the left hand side 4. Click the Generate Blank Credential button at the top of the screen 5. Click the Download Blank Credential link. 6. This will generate the pdf file of the credential artwork. 7. You can print the blank Credential form there by clicking the print icon. Club Accreditation User Guide System Administrator - v1.4 Page 35

36 Running Event Reports You can create a few different reports for your events listing approved credential applicants by a number of different fields. 1. From the Event Management page, click the Generate Report button 2. You will then be presented with a Report parameter screen 3. You can then select the field you wish to report on. You have the can select the following fields: Credential Type Access Type Affiliation Country Allotment Type 4. Once you select the field, you can then either select to report on all of the values of that field or a specific one. If you want to see all of the values then leave the Value to Report on Field as Select all. Otherwise, select the value you wish to report on. 5. Click the Run Report button to view the report. 6. Click Cancel to return to the Event Management page. Club Accreditation User Guide System Administrator - v1.4 Page 36

37 4. Affiliation Management The System provides you with the ability to add, modify, and review event application history for Affiliations in the system. 4.1 Affiliation Creation The system allows you to create a new Affiliation or Media Partner that you would like to apply for credentials to your Event. There are several places in the system that you can create a new Affiliation. You can click the Add New Affiliation Button on the Club Affiliate Management (Section 2.3) and from Event Affiliation Management (Section 3.3). You can also 1. Click the Affiliation Management menu option from the main menu, the system will bring up the Affiliation search screen 2. Click the Add Affiliation button, the system will bring up the Affiliation Information Screen Club Accreditation User Guide System Administrator - v1.4 Page 37

38 Note: The buttons at the top of the page will remain inactive until you have saved the Affiliation. 1. Enter the required information see the field descriptions below. 2. Click Save and Go Back once you are done and want to return to the previous page. 3. Click Save and Add Another if you want to save this information and add another affiliation. 4. Click Save at anytime to save the entered information for this Affiliation and remain on the page. 5. Click Cancel to not add the Affiliation and return to the previous page. Field Descriptions: Affiliation Name Official name of the Affiliate or media partner that will appear on a credential or label Club Accreditation User Guide System Administrator - v1.4 Page 38

39 Short Name An abbreviated name the Affiliation might be known by. This must be less than 20 characters Media Type Select the appropriate media type that defines the Affiliation (Print, Radio, Internet, etc.) Media Description - Select the Appropriate description for the Affiliation (Daily Publication, Flagship Station, etc.) Teams Covered Is a listing of all the Teams covered by this Affiliation on regular basis. They may select zero to many teams. You can also select the All Teams listing from the list. We will cover filling out this field in Section 4.3. Address 1 First line of mailing address Address 2 2 nd line of mailing address City City of mailing address State State of mailing address Zip / Postal code - Zip or postal code of mailing address Country Country of mailing address Override Grids select Yes if the when Grids are used in an Event that this Affiliation can apply and you wish to override their selections. Club Accreditation User Guide System Administrator - v1.4 Page 39

40 4.2 Affiliation Search & Modification You can review and modify any of the information for a saved Affiliation. You can do this for: Mailing information Teams covered Members Affiliate Managers 1. Click the Affiliation Management menu option from the main menu and the system will bring up the Affiliation search screen 2. You can enter either the full or part of the Affiliation name or the full Affiliation code. 3. If you enter the full or part of the Affiliation name, you must select the appropriate button: o Exact Match will search for the Affiliation names that match exactly to the name you entered. o Contains - will search for any Affiliation that contains the characters you enter anywhere Affiliation name. o Begins With will search for any Affiliation name that begins with the characters you entered. 4. If you enter the Affiliation code, you must enter the full 5 digit code. 5. Click Search to have the system search for what you entered and click Reset to clear the search fields and start again. Club Accreditation User Guide System Administrator - v1.4 Page 40

41 6. When you click Search the page will update and display your results. You can then click on the Affiliation name to see the data for the selected Affiliation. 1. You can now modify any of the information on the page and click Save when complete. 2. Click Cancel to revert back to what was previously saved for this Affiliation. Club Accreditation User Guide System Administrator - v1.4 Page 41

42 4.3 Manage Affiliation Teams Covered You can modify the teams covered by an Affiliation. 1. From the Affiliation Management page, click the Select Teams Covered button. The system will take you to the Teams Covered Management page: Adding Teams Covered 1. Select one or multiple Teams the Available Teams box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Team at a time. 2. Click the Add button to move them over to the Selected Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for the Affiliate Removing Teams Covered 1. Select one or multiple Teams in the Selected Teams box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Teams at a time. 2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for the Affiliate. Club Accreditation User Guide System Administrator - v1.4 Page 42

43 4.4 Add / Remove Affiliation Members You can modify the Members associated to an Affiliation. This will allow you to add and remove Members associated with the selected Affiliation. A Member can be associated with one or multiple Affiliations. 1. From the Affiliation Management page, click the Add/Remove Members button. The system will take you to the Affiliation Member Management page as seen below Adding Affiliation Members 1. Click on the Add New Member button 2. The system will take you to the New Member page. Refer to Section 7.1 for instructions on completing this page. 3. When you return to the page, the new members will appear in the Selected Members box on the right Removing Affiliation Members 1. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Member at a time. 2. Click the Remove button to move them over to the Removed Members Box. 3. Click Save to accept your selection 4. Click Cancel to revert back to what was previously saved for the Affiliation. Club Accreditation User Guide System Administrator - v1.4 Page 43

44 4.5 Manage Affiliate Managers You can assign members of the Affiliation to be one of the Affiliate Managers. The Affiliate Managers have the right to: o Receive notifications and approval / denial letters of Events o To apply for credentials for members from one or multiple Affiliations o To modify information for their Affiliation o Add Members to their Affiliation o Add or remove Affiliate Managers for the Affiliation 1. From the Affiliation Management page, click the Add Affiliate Manager button. The system will take you to the Affiliate Manager selection page: Adding Affiliate Managers 1. Select one or multiple Members in the Available Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time. 2. Click the Add button to move them over to the Selected Box. 3. If you need to add a new member who is not currently saved in the system, click the Add New Member button at the bottom of the page. This will take you to the Add New member page (See Section 7.1 for directions) 4. Click Save to accept your selection 5. Click Reset to revert back to what was previously saved for your Club. NOTE: They will receive an providing them with the link to the system and a user name and password Club Accreditation User Guide System Administrator - v1.4 Page 44

45 4.5.2 Removing Affiliate Managers 1. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time. 2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection 4. Click Cancel to revert back to what was previously saved for the Affiliate. Club Accreditation User Guide System Administrator - v1.4 Page 45

46 4.6 Review & Modification of an Event Application You can review and modify an event application for an Affiliation. There are three ways to view or modify an event application from an Affiliate: From the Affiliation Search Screen: 1. Select the event from the Event drop down. 2. The system will take you to the Event Application page. From the Affiliation Management page: 1., You will see a listing of Event Applications that the Affiliation has saved or submitted. 2. Click on one of the events. 3. If the event is a single day event, the information will fill into the fields to the right of the list box. If the event is a Daily event, the Event Date drop down will become active and you can then select the date that you would like to view the application. 4. Once the information is filled into the fields, you can double click on the event name in the list box and the system will bring you to the Event Application page. From the Credentials Approval Screen: 1. There is a link in the upper right hand corner for the selected event. 2. If you click on the link, it will take you to the Event Application page. 1. If the Event has been submitted, you will see the message at the top of the page that the application is locked. To modify the application, you must first click the Unlock button at the bottom of the page. 2. The page will refresh and you can modify the application. Club Accreditation User Guide System Administrator - v1.4 Page 46

47 4.6.1 Adding Credential Applicants 1. Select one or multiple Member [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time. 2. Click the Add button to move them over to the Selected Box. 3. If you need to add a new member who is not currently saved in the system, click the Add New Member button at the bottom of the page. This will take you to the Add New member page (See Section 7.1 for directions) 4. Click Save to accept your selection 5. Click Cancel to revert back to what was previously saved for the application. 6. Click Submit to submit and lock the Application for approval Removing Credential Applicants 1. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time. 2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for the application. 5. Click Submit to submit and lock the Application for approval Ranking Credential Applicants 1. Select a Selected Member in the Right hand box. 2. Click the Up or Down arrow depending on which way you wish to move them in the list box. 3. Click Save to just save the Application 4. Click Cancel to revert back to what was previously saved for the application. 5. Click Submit to submit and lock the Application for approval Saving vs. Submitting a Credential Application You can save an Application and it will still allow you to edit the application. When you submit an Application it is locked and can no longer be edited by the Affiliate Manager. You would then have to unlock it for them to edit the application or to do it for them. Only after an Application is submitted can it be approved by someone at the Club. For a Daily event, you can save the individual game applications. When you submit the Application, it will submit and lock all of the games that were saved within that application. When you submit any application you will receive the following message reminding you that by submitting the application, it will become locked and if it is a daily event, you are submitting for all the saved games within that event. Note: Once you click Submit, your application is locked and you will no longer be able to modify the Application. You will need to contact the Club if you wish to modify the Application Club Accreditation User Guide System Administrator - v1.4 Page 47

48 4.7 Affiliation Deletion You can delete any Affiliate from the system. There are 2 ways to delete an Affiliate form the system: 1. From the Affiliation Search page after an Affiliate appears in the result set, you can click on the Delete link on the right hand side of the line 2. From the Affiliate Management page, you can click the Delete Affiliation button at the top of the screen. Club Accreditation User Guide System Administrator - v1.4 Page 48

49 5. Credential Approval The system allows you to set the approval status, credentials type, and access type for applications to any Event created by any Club. Also on this page you can print the approval letters and credentials or labels for any event. 1. From anywhere in the system, click the Credential Approvals option under Credential Management on the main menu. 2. The system will take you to the Credentials Application Search page. 3. Select the Event you wish to approve. 4. If it is a Daily Event, the Event Date drop down will become active. You can then select the individual date you wish to approve. 5. You can then select the Status of applications you wish to view if you leave it as Select Status, you will view all applications for the event: o Pending has applications that have yet to be approved or denied. o Approved will show any applications that have any approved credentials. o Denied will show any applications that have any denied credentials. 6. Click Search. 7. The results will appear at the bottom part of the screen. 8. Click on the Affiliation name and system will take you to the Credentials Approval screen. Club Accreditation User Guide System Administrator - v1.4 Page 49

50 From this page you can: o View the Affiliation information by clicking on the Affiliation name link in the upper left hand corner. o View the Event application by clicking on the Event Name link in the upper right hand corner. o Send an to any of the Affiliate Manager who submitted the application for this affiliation by clicking on the link in the center portion of the screen. o Set the credential type, access type, approval status for the applications. o Preview and send the Approval / Denial/ Partial Letter to the Affiliation alerting them of the status of their application by clicking the View Letter or Send Letter button o Print the Credentials or Labels for the Application by clicking the Print Credential or Print Labels button Credential Type: o You can set the Credential type for all the Credentials in the application by selecting the credential type from the drop down at the top of the result set. o You can also set each record individually by selecting the credential type from the drop down on each record in the result set. Access Type: o You can set the Access type for each record by selecting the appropriate Access Type for each record in the result set. Approval Status o You can approve or deny every record in the application by selecting the appropriate check box above the result set. o You can also set each record individually by selecting Approved or Denied for each record. 9. Click Save to accept your selection. Club Accreditation User Guide System Administrator - v1.4 Page 50

51 10. Click Cancel to revert back to what was previously saved for the application. 5.1 Credential Preview and Printing 1. To preview and print the credential you can click the Print Credential button. 2. The system will present a PDF of the credentials to be printed for review. 3. Click print in the PDF window to send the credentials to the printer. 5.2 Label Preview and Printing 1. To Preview and Print the labels, click the Print Labels button. 2. A Window with a button that says, 3. Click print in the label preview window to send it to the printer. NOTE: Both Sections 5.1 and 5.2 can also be accomplished from the Credential Search and Printing Section of the system (see Section 6.0). 5.3 Sending Credential Status Letter 1. To preview the application status letter for the affiliate, click the View Letter button. 2. A Window with a copy of the letter will be displayed for preview. 3. Click Return in the preview window to return to the Application 4. Click Send Letter in the Approvals screen to send the notice to the Affiliate Manager. Club Accreditation User Guide System Administrator - v1.4 Page 51

52 5.4 Submitting Saved Applications for an Event / Game There might be times where an Affiliate Manager might believe they were done with the application process by just saving the credential application by saving and not submitting the application. If an application is not submitted it will not appear in the listing of Affiliates when you do your search for a given event or game. If you would like to make sure they get picked up for your approval, the system allows you to force these applications from being saved to submitted for your approval. 1. From anywhere in the system, click the Credential Approvals option under Credential Management on the main menu. 2. The system will take you to the Credentials Application Search page. 3. Select the Event Date you are reviewing for a daily event. If the Event is not a daily event, you do not need to select the Event date. 4. Select a status of Pending 5. Click Search 6. If no Affiliates are listed below, it means that there are no more submitted applications for the event that need to be approved. 7. Click the Submit Saved Applications button to see if there are any Saved Applications for the Event in the system. You will be presented with the following popup. 8. Click the OK button to change the Saved applications to Submitted. Click Cancel to return to the Credential Approval Search page. 9. If you click OK, the saved applications will now be submitted and will appear at the bottom portion of the screen for your approval. Club Accreditation User Guide System Administrator - v1.4 Page 52

53 6. Credential & Label Searching and Printing The system provides the ability to search on a number of variables within the system for any event. It also allows you to print the Credentials and Labels for any events. 1. From anywhere in the system, click the Credential Search option under Credential Management on the main menu. 2. The system will bring up the Credentials Search / Print Page: 3. Enter in any of the criteria needed for the search. 4. Click Search. 5. The result set will appear at the bottom portion of the screen. Club Accreditation User Guide System Administrator - v1.4 Page 53

54 1. Results can be sorted by clicking on the column heading. 2. To preview and print the credential you can click the Print Credential button. 3. The system will present a PDF of the credentials to be printed for review. 4. Click print in the PDF window to send the credentials to the printer. 5. To preview and print the labels you can click the Print Labels button. 6. The system will present a button allowing you to view the PDF of the labels to be printed for review. 7. Click print in the PDF window to send the labels to the printer. 8. To preview and print a complete report of the result set, click the View Report button. 9. The system will present a columnar report of all eh records in the result set. 10. Click Print to send the report to the printer. Club Accreditation User Guide System Administrator - v1.4 Page 54

55 7. Member Management The system allows you to add and modify Members to any Club or to any Affiliations. 7.1 Member Creation You can add Members to your Club or Affiliations in several places in the system. 1. Club Information Management (Section 2.1) 2. Event Manager Selection (Section 3.3) 3. Event Application Page (Section 4.6) 4. Affiliation Member Selection (Section 4.4) 5. Affiliate Manager Selection (Section 4.5) Enter all of the appropriate information. The fields are described below. All fields in red are required. If the Member s address is not the same as the Club s or Affiliation s and you would like to change it, just unselect the check box on the line that says Address is the same as the Club s and enter the appropriate information. Definition of fields above: First Name This is the first name of the Member as it will appear on their credential. Last Name This is the last name of the Member as it will appear on their credential. Club Accreditation User Guide System Administrator - v1.4 Page 55

56 Primary for the Member. If they become a user of the system, this will be their user name Telephone Primary phone number for the Member Date of Birth Member s birth date Job Description Best description of the Members role in the Club or Affiliate. Address 1 The first line of your mailing address. Address 2 The second line of your mailing address. City The city of your mailing address. State The state for your mailing address. Zip / Postal Code The zip code of your mailing address. Country The country for your mailing address. Click the Save and Go Back button and you will be returned to the page you came from. Click the Save and Add Another button if you wish to add more Members at this time. The screen will clear and will allow you to add as many Members as you would like at this time. Notes: o , birth date, and job description are now required elements for every Member in the system. This is important information and will be used when the system performs duplicate member checks when new members are added to the system. See Section 7.4 below. o If you leave out any required fields, you will be presented with a message asking you to complete those fields and try again to save the information. Club Accreditation User Guide System Administrator - v1.4 Page 56

57 7.2 Member Information Management You are able to modify the information for any saved Member in the system within your Club or an Affiliation You can modify Members information from any place where there is an Available or Selected Member box or a listing of Members, you can double click on the Member name and the system will take you to the Member information page filled in with the saved data for that Member. Notes: You can change any of the information. You can view the photo by clicking on the View Photo Link See Section 7.3 below about uploading a new photo for the Member. The bottom of the page will provide you with the Member s credential history from all Clubs and Events. Click Save and the system will return you to the page you came from. Click Cancel and the changes you put it will not be saved and you will be returned to the page you came from. Club Accreditation User Guide System Administrator - v1.4 Page 57

58 7.3 Loading Member Photo 1. If you wish to upload a photo, click the Browse button. 2. This will present you with a Windows Explorer window that will allow you to search for the photo file on your computer or network. 3. Once you find the file select it and click the Open button on the window. The path to the file will now appear in the Photo field. Notes about Photos: Photo must be 1" x 1" hi-resolution photo in jpeg format. Images must resemble a passport photo, should be no lower than 150 dpi (dots per inch) and must be named using the first initial and last name of the individual in the photo (ex. MJones.jpg). Photos must be less than 1MB in size. Club Accreditation User Guide System Administrator - v1.4 Page 58

59 7.4 Duplicate Member Checking Upon clicking Save, the system will check to see if the Member you entered is already saved in the system. If you have entered the information for an individual who might already be saved in the system with a similar first name and the same last name and birth date, you will be presented with a list at the bottom of the screen with Members who have been saved with the same last name and Birth date. You can either still add your newly entered Member by clicking the Save and Go Back or Save and Add Another you can accept the already existing member by clicking on the Add Existing link next to the name of the saved Member. Club Accreditation User Guide System Administrator - v1.4 Page 59

60 8. Administration This section allows you to perform system wide administrative tasks. This includes setting the text for all system wide s and values for drop down lists. 8.1 System Management You can modify System s for the system. You can modify the text, introduction and body of the letter. These s fall into 4 categories: New User This is the that will be sent users who have newly registered as an Affiliate Manager in the system or have been set up as a Club Administrator or Event Manager and can now log into the system. Forgot Password This is the sent to a user who has forgotten their password and has asked to have it reset to a system generated password. Change Password This is the sent to a user who has changed their password using the Change Password facility from the main menu. This will confirm their newly changed password. Change User This is the that is sent when a user who can log into the system changes their e- mail address. Since their address is their user name, this will notify them that their user name has now changed and the system has also reset their password to a system generated password. 1. From anywhere in the system, click the Admin option under Administration option on the main menu. 2. The system will bring up the System management page Club Accreditation User Guide System Administrator - v1.4 Page 60

61 3. You must then select and type. After you select the type, you will be presented with the following screen: 4. You can now modify the subject, Salutation, body and closing for the . You can use any of the formatting options and insert images and links. 5. When you are done, click Save to save the You can click Cancel to revert to previously saved text for the You can preview what the will look like by clicking the Preview button. You will then be presented with the following screen: Club Accreditation User Guide System Administrator - v1.4 Page 61

62 8.2 System Component Management This section of the system allows you to modify, add, delete, and change the sort order for any of the drop down lists within the system. These lists include Media Type, Media Description, Credential Type, Access Type, and Job Description. 1. Select the Component Management option from the Administration option of the main menu. 2. The system will present the following screen: 3. You can select the Component Type from the drop down. You will then see a listing as follows: 4. To modify an existing element, select it form the list box. The information will fill into the fields below the list box. 5. You can modify the name or change where it appears in the drop down list by changing the Sort Order field. Club Accreditation User Guide System Administrator - v1.4 Page 62

63 Note: The first number in the list has a sort order of zero 6. To add an Element to the list, click the Add Element button 7. Type the name into the Component Name field 8. If you want to add it to a position on the list, enter the appropriate number into the Sort Order field. If you do not enter a number into the Sort Order field, it will be placed at the bottom of the list. 9. Click Save to add it to the list. 10. Click Cancel to revert back to the previously saved data. 11. To delete an item from the list, select the item in the list box and then click the Delete Button. Club Accreditation User Guide System Administrator - v1.4 Page 63

64 8.3 Member Reconciliation This section of the system allows you cleanup duplicate listings of Members. It allows you to pick which photo will be their single photo and which record will be their main record of information. The other records will have their history merged into the main record so no event application history will be lost. 1. Select the Member Reconciliation option from the Administration option of the main menu. 2. The system will present the following screen: You can search by the following: First Name Will bring up all listings of Members with that first name Last Name Will bring up all duplicate Members with that last name Will bring up all entries with that Affiliation will bring up all duplicate members only within an affiliation with the same last name and birth date You can also use any combination of all the fields. Note: When searching with Affiliation only or Last Name only, it will return only records with duplicate last names. If it does not return anything, it means no duplicate last names are found. If searching for members from more than one affiliation, set Affiliation to Not Specified. Club Accreditation User Guide System Administrator - v1.4 Page 64

65 3. Click Search. The results will appear at the bottom portion of the screen 4. When merging duplicate records, select only one main photo, only one main record and check other records to merge. The main photo will be the only photo that will be used for this member. Note: you can only merge 1 person at a time if multiple people are listed on the page. 5. Click Save to merge the records. The screen will refresh and show any remaining duplicates if any remain in the result set. 6. Click Cancel, to clear your selections and start again. Club Accreditation User Guide System Administrator - v1.4 Page 65

66 8.4 Member Search This section of the system allows you to search for members with the same address. If you enter an e- mail address and receive a message that the address is not unique, you can search the system where else that may exist in the system. In many cases that may have been entered into other members of the affiliation or for that member in another affiliation in the previous system. 1. Select the Member Reconciliation option from the Administration option of the main menu. 2. The system will present the following screen: 3. You can enter any or all of the you are searching for. Note: It is recommended to keep the Affiliation as Not Specified to see if the has been entered for a person in multiple Affiliations. 4. Click the Search button. Club Accreditation User Guide System Administrator - v1.4 Page 66

67 5. The screen will fill the entries. 6. You can click on the last name link for the person to go to their Member information page if you wish to remove or modify the You can select the members to reconcile if you wish to do that, by following the steps in Section 8.3. Club Accreditation User Guide System Administrator - v1.4 Page 67

68 8.5 BBWAA Approvals This section of the system allows you to do approvals and print credentials for all members of the BBWAA for a given event. 1. Select the BBWAA Approvals option from the Administration option of the main menu. 2. The system will present the following screen: 3. Select the Event you are working on. The screen will fill with all of the BBWAA members in the system. 4. Select the Affiliation. The screen will only show the BBWAA Members for that affiliation. Club Accreditation User Guide System Administrator - v1.4 Page 68

69 5. Click the Approve All button 6. If you just click Save, all of them will be approved and will be saved with the Access Type of Writer. If you want to change that to another access type, click the Set Access Type button. 7. If you click Print Credentials, all of these credentials will be printed for this Affiliation. Club Accreditation User Guide System Administrator - v1.4 Page 69

70 9. Onsite This section of the system allows you to force out and print credentials for a given event. 1. Select the OnSite option from the main menu. 2. The system will present the following screen: 3. Select the Event form the drop down. 4. To search to see if the Member is in the system, enter their first and / or last name into the system and click the Search button. 5. The results will appear at the bottom of the screen: Club Accreditation User Guide System Administrator - v1.4 Page 70

71 6. If this is the Member, you were looking for, click their name link and their information will appear in the top portion of the screen. 7. You can then click the Print Button to print their credential. Club Accreditation User Guide System Administrator - v1.4 Page 71

72 8. If the Member needs to be added to the system, you can click the Add New Member button at the top portion of the screen. This will bring up the following screen: 9. Enter all of the required fields and select the credentials type and Access Type for the credential. 10. If this is the only Member to add, Click Print and Go Back button. This will print the credential and return you to the OnSite screen. 11. If you need to add another Member, click the Print and Add Another button. This will print the credentials and clear the screen and return you to the add New Member screen for you to enter the information for the next Member. Club Accreditation User Guide System Administrator - v1.4 Page 72