THE STAGES OF THIS PROCESS ARE VERY IMPORTANT.

Please ONLY create a new event with this sequence & be mindful of the data entered;

 

Automation of the new event class dates, and related event data will be based on the information that you supply on the 'COPY' stage of your new event.

DO NOT RUSH THIS STAGE as it will have widespread effects. 

You cannot revert your event once you have marked it as FINISHED. The COPY STEP MUST BE DONE BEFORE FINISHING IF YOU WANT TO REUSE LAST YEAR'S CLASSES, TRADE AREAS, SPONSORS, OR JUDGES.
WEB PAGES are not affected by the finishing of an event - only your SHOW EVENT information (Entries, trade applications, results) are archived and moved to Read Only access.Following the steps carefully will save you a huge amount of work in the future. 

 

The Steps to Create the new event and Finish the past event are, in short; COPY > FINISH > EDIT > Set to ACTIVE. 

Following the steps below, you can create your next show event, copying classes, trade areas, sponsors, judges, 

  1. COPY EVENT

    1. SuperShow > Events > Choose Event to copy > MORE > Copy
    • Set the new Title - this will display on the Event listing and in some urls, so set the title correctly, ie. 
    • Set the new Date
      • NB: This will automatically give all class the new event date(s). If a 2 day event, the next event dates will be automatically calculated as Day 1 and Day 2 accordingly.
      • NB: Double check your date BEFORE creating the event.
    • You can choose to Copy the following elements of your past event: 
      • 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 preferred areas are selected
    • The system will go to a ‘Cloning’ in progress screen… Once completed, you will be brought to the Event List Active/Preparation screen
      • Some points to note:
        • All Classes will be imported as Closed - Bulk Open once ready
        • All Competition Results will be imported as Not Set
        • Web Pages will remain as they were. You will not need to copy any web page content.
    • The Event is defaulted to Preparation Mode while you are working on your settings.
      • Users will not be able to enter classes/apply for trade on the front end of the website.
      • Set the Event Status 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; 

      • The ‘finished’ event data 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
      • Make sure it is set to VISIBLE, as once you finish it, the Results page will not show in future.
      • 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
  • From the Side menu, under SHOW EVENTS you will see your new event listed
  • To enable your required modules (Trade - Competition Entries - Show Sponsors - Show Team), go to your Event and open the SETTINGS menu and save the changes. 
  • 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. 

 

[OPTIONAL TEST RUN]

Create a new test event on your staging site, if you wish to take a practice run first. This is not neccessary, but some event admins might prefer to try it out first. 
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
  5. View the Finished Event data (SuperShow > Events > Finished > Show)