THE STAGES OF THIS PROCESS ARE VERY IMPORTANT.

Please ONLY create a new event with this sequence;

The Steps to Create the new event and Finish the past event are:

  1. COPY EVENT

    1. SuperShow > Events > Choose Event to copy > MORE > Copy
    • Set the new Title
    • Set the new Date
      • NB: This will affect all class dates on the new event. If a 2 day event, the dates will be automatically calculated as Day 1 and Day 2 accordingly.
    • You can choose to Copy: 
      • Copy Categories - Copy all categories to new event
      • Copy Classes - Copy all classes to new event
      • Trade Areas - Copy all trade areas to new event
      • Trade Addons - Copy all trade addons to new event
      • Business Categories - Copy all business categories to new event
      • Copy Sponsors - Copy all sponsors to new event
      • Set sponsor to the same Categories/Classes - Works only if categories/classes are copied.
      • Copy Judges - Copy all judges to new event
      • Set judge to the same Categories/Classes - Works only if categories/classes are copied.
      • Copy Team - Copy all team to new event
    • Click COPY EVENT once your correct areas are selected
    • The screen goes to ‘Cloning’ in progress… Once completed, you will be brought to the Event List Active/Preparation screen
      • All Classes will be imported as Closed - Bulk Open once ready
      • All Results will be imported as Not Set
    • The Event is defaulted to Preparation Mode while you are working on your settings.
      • You or any user will not be able to enter classes/apply for trade on the front end of the website.
      • The Status should be set to ACTIVE when you are ready to make a live application. 
    • NB: You CAN NOT COPY A FINISHED EVENT - you must copy the event before finishing the event you want to duplicate

  2. FINISH PAST EVENT

    • Finishing an Event means; 

      • Most of the ‘finished’ event becomes Read Only
        • All entries will be Read Only, including Exhibitor and Animal/Exhibit information
        • All trade applications will be Read Only
        • Class Titles and descriptions cannot be changed for that event
        • Sponsors cannot be changed
      • You can view the data and run any Reports from the Finished Event.
      • You can change Results, even after the event is ‘finished’
    • To Finish the event,
      • find the event you want to finish from SuperShow > Events
      • Click MORE on the event you want to finish (2023 event)
      • Click Finish
        • Once 'Finished', you will not be able to edit any details on the event, it will be read-only.
      • Type FINISH when prompted
      • You can now only view that event from the Finished tab under SuperShow > Events > SHOW
      • You can now VIEW the event data. 
      • If you see EDIT on a finished event, this is merely a reference to the old action. You will not be able to edit, only view. 

3. UPDATE NEW EVENT- back end only 

  • From the event list view, you will see the event is in PREPARATION mode
  • You can make changes to the Show Events section; classes, trade application settings now without it being visible to the public.

4. OPEN THE NEW EVENT for live entries or trade applications

  • Opening the event is making the entry and trade application process visible
  • Do this by setting it to Active after you have finished any changes to classes and categories and your general event areas. 
  • SuperShow > Events > Edit Event > Set STAGE to ACTIVE


Benefits of FINISHING the event; 

  • You can make changes to the class titles in your new event without affecting the past event class titles.
  • Exhibitors who change their animal's details after you finish an event, will not be affecting the finished event entry data. The animal name will be saved as it was in the event before the 'finishing' stage. 

 

TAKE A TEST RUN (Optional) - SET UP ON STAGING SITE, eg. Winter Show

Before you create your new event on the live site, you can take a test run on the staging site. The data may not be the same, but it might be enough to refresh your skills on a mock event.

You could create a mock event, for example, 'Winter Show', and run the basic features and processes to view all the latest updates; 

  1. Copy last year's event
  2. Finish last year's event
  3. Set it to Active
  4. Run some standard actions; 

GENERAL USER ACTIONS Selection

  • Create an account
  • Enter classes
  • Making a trade application 
  • Submit contact request through the 'Contact Us' page
  • View entries and trade applications through the back end as an Entrant
  • Complete a payment, after an order is made, for an entry/trade application
  • View trade stand directory
  • Download pdf reports
  • Download spreadsheet reports 

SHOW ADMIN ACTIONS Selection

  • Prepare Competitions - Class / Entry Fees / Field Set / Animals per entry / Prizes / Sponsors / Rules / Judges
  • Add New Class / Edit existing class
  • Change Category
  • Create a new Class/Category
  • View Entries
  • Allocate a payment
  • Cancel an Entry 
  • Move an entry to another class
  • Change fieldsets
  • Renumber Classes
  • Run Schedule
  • Open Competitions - Bulk Open
  • Entry Numbering
  • Run Catalogue
  • Exhibitor Cards
  • Enter Results
  • Prize Payouts Report / EFT File
  • Trade Areas - Change settings, change application Docs / Add-Ons
  • Open Trade
  • Create a new account with the Trade Application
  • Create Trade Application
  • Approve and list on Directory
  • Approval Email