Trent: Instructional branch review: sync from Overseer branch 'Helpful Guides'

2026-08-05T21:38:46Z

Instructional branch review: sync from Overseer branch 'Helpful Guides'

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{{DISPLAYTITLE:Setup Guides/Helpful Guides}}
{{#seo:|description=Setup guide from zFairs instructional flow: Helpful Guides}}

'''Helpful Guides''' — instructional guide from the zFairs setup assistant.

{{Note|This page was generated/updated from the Overseer instructional branch content. Paths in the product UI may use the setup assistant (searchable help) in addition to menus documented elsewhere.}}

== Overview ==

== Looks like You're All Set Up and Ready to Go ==

Here are some suggestions for the next steps.
If there is anything you have a question on, click the Help button below. Thank you again for choosing zFairs.

== Steps ==

=== 1. Remove External Judges ===

''No additional text on this step.''

=== 2. Payout Available ===

''Navigates to: /Payout.aspx''

=== 3. Payout Request Being Processed ===

''Navigates to: /Payout.aspx''

=== 4. Marketing Your Event ===

= Time to Get the Word Out =

You're all set up and ready to go. Now it is time to Let Everyone Know, Find Sponsors and Get Everyone Vested in Your Success.

==== 5. Social Media Plugs ====

== '''Social Media''' ==

Here is a list of Social Media / Sharing plugs that you can copy and paste quickly into whatever platform you desire.

== Twitter ==

'''Judges Needed'''
[key:event-type-icon] Judges Needed [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] needs judges. Register now!

[key:reg-link-judge]

'''Ready for Teachers'''
[key:event-type-icon] Teacher Registration [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] is ready for teachers. Register now!

[key:reg-link-teacher]

'''Volunteers Needed'''
[key:event-type-icon] Volunteers Needed [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] needs volunteers. Register now!

[key:reg-link-volunteer]

'''Pre Registration'''
[key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] is getting closer. Registration begins [key:registration_start.Fair]. More info at [key:site-url]. See you there!

'''Post Registration'''
[key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] has begun and Registration is Open Now. More info at [key:site-url]. See you there!

'''1wk Pre Registration End'''
[key:event-type-icon] 1 WEEK LEFT [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] is only accepting new entries for 1 more week, closing on [key:registration_end.Fair]. Find more info at [key:site-url]. Don’t wait to register!

'''3 day Pre Registration End'''
[key:event-type-icon] 3 DAYS LEFT [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] is only accepting new entries for 3 more days and closes on [key:registration_end.Fair]. Find more info at [key:site-url]. Register Now!

'''1 day Pre Registration End'''
[key:event-type-icon] 1 DAY LEFT [key:event-type-icon]

Registration for the [key:event-year] [key:fair_name.Fair] CLOSES TOMORROW. Find more info at [key:site-url]. Register Now!

'''Registration Ends'''
[key:event-type-icon][key:event-type-icon][key:event-type-icon]

Registration has closed… ON TO THE MAIN EVENT! It’s time for the fun part to begin. Be sure to make any last minute changes as the Freeze Period begins [key:studentInformationFreezeDate.Fair] and then Judging will start [key:judging_end.Fair]. Best of luck Participants!

'''1 day Pre Judging Opens'''
[key:event-type-icon][key:event-type-icon][key:event-type-icon]

Judging Begins Tomorrow! The wait is almost over. Well done everyone and best of luck to all the Participants out there.

'''Awards Are Posted'''
[key:event-type-icon][key:event-type-icon][key:event-type-icon]

HEAR YE! HEAR YE! The winners have been decided.

Go check out the results at [key:results-link]

'''Showcase Opened'''
[key:event-type-icon][key:event-type-icon][key:event-type-icon]

The Showcase has gone live! Go check it out!

[key:showcase-link]

== Facebook ==

'''Judges Needed'''
[key:event-type-icon] Judges Needed [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] needs judges. Register now!

[key:reg-link-judge]

'''Ready for Teachers'''
[key:event-type-icon] Teacher Registration [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] is ready for Teachers. Register now!

[key:reg-link-teacher]

'''Volunteers Needed'''
[key:event-type-icon] Volunteers Needed [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] needs volunteers. Register now!

[key:reg-link-volunteer]

'''Pre Registration'''
[key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] is getting closer. Registration for Participants begins [key:registration_start.Fair]. Set a reminder and get ready for the Awesomeness!!!

Judges, Teachers and Volunteers can Register Now!

Judges - [key:reg-link-judge]

Teachers - [key:reg-link-teacher]

Volunteers - [key:reg-link-volunteer]

Find more info at [key:site-url]. See you there.

'''Post Registration'''
[key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] has begun and Registration is Open.

Participants - [key:reg-link-participant]

Judges - [key:reg-link-judge]

Teachers - [key:reg-link-teacher]

Volunteers - [key:reg-link-volunteer]

Find more info at [key:site-url]. See you there.

'''1wk Pre Registration End'''
[key:event-type-icon] 1 WEEK LEFT [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] registration closes on [key:registration_end.Fair]. Don’t wait! Register Now!

Participants - [key:reg-link-participant]

Judges - [key:reg-link-judge]

Teachers - [key:reg-link-teacher]

Volunteers - [key:reg-link-volunteer]

Find more info at [key:site-url]. See you there.

'''3 day Pre Registration End'''
[key:event-type-icon] 3 DAYS LEFT [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] registration closes on [key:registration_end.Fair]. Don’t wait! Register Now!

Participants - [key:reg-link-participant]

Judges - [key:reg-link-judge]

Teachers - [key:reg-link-teacher]

Volunteers - [key:reg-link-volunteer]

Find more info at [key:site-url]. See you there.

'''1 day Pre Registration End'''
[key:event-type-icon] 1 DAY LEFT [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] registration closes Tomorrow! Don’t miss out! Register Now!

Participants - [key:reg-link-participant]

Judges - [key:reg-link-judge]

Teachers - [key:reg-link-teacher]

Volunteers - [key:reg-link-volunteer]

More info at [key:site-url]. See you there.

'''Registration Ends'''
[key:event-type-icon][key:event-type-icon][key:event-type-icon]

Registration has closed… ON TO THE MAIN EVENT! It’s time for the fun part to begin. Be sure to make any last minute changes as the Freeze Period begins [key:studentInformationFreezeDate.Fair] and then Judging will start [key:judging_end.Fair]. Best of luck Participants!

'''1 day Pre Judging Opens'''
[key:event-type-icon][key:event-type-icon][key:event-type-icon]

Judging Begins Tomorrow! The wait is almost over. Well done everyone and best of luck to all the Participants out there.

'''Awards Are Posted'''
[key:event-type-icon][key:event-type-icon][key:event-type-icon]

HEAR YE! HEAR YE! The winners have been decided. Go check out the results!

[key:results-link]

'''Showcase Opened'''
[key:event-type-icon] Showcase Opens [key:event-type-icon]

The [key:event-year] [key:fair_name.Fair] Showcase is live! Check it out now!

[key:showcase-link]

==== 6. Social Media Plugs ====

=== 7. Required Info - Missing Event Size ===

''Opens related settings / config group in the product.''

=== 8. Required Info - Missing Primary Contact ===

''Opens related settings / config group in the product.''

=== 9. Invite Others ===

== '''Invite Others''' ==

Click on a button below or check out our Invitation Email Templates to send emails with your own service.

==== 10. Registration Links ====

== Registration Links ==

Here is a list of all your registration links. These are already included in the template emails we provide but feel free to include these anywhere else you see fit. We also recommend checking out our Social Media plugs and embed snippets which include these links as well. Best of luck getting everyone registered and let us know if you encounter any hiccups or snags along the way.

'''Participant Registration''' - [key:reg-link-participant]

'''Judge Registration '''- [key:reg-link-judge]

'''Teacher Registration''' - [key:reg-link-teacher]

'''Volunteer Registration''' - [key:reg-link-volunteer]

==== 11. Invite Staff ====

''No additional text on this step.''

==== 12. Invite Participant ====

==== 13. Invite Judge ====

==== 14. Invite Teacher ====

==== 15. Invite Volunteer ====

==== 16. Mass Email Invite Templates ====

=== 17. Help ===

= Need some Help? =

Its as easy as emailing '''''Support@zfairs.com'''
Emails to Support@zfairs.com are the best way to get a hold of us for most problems and ensures that your needs are seen and addressed by all of zFairs staff. For urgent, immediate concerns, such as judging issues or your site being down, please call us at 1-800-252-0903. This phone number can also be found on [https://zfairs.com/contact zFairs.com/Contact].

==== 18. Email Us ====

''Navigates to: https://tickets.zfairs.com''

==== 19. All Settings ====

=== 20. People & Entries ===

= People, Entries & Paperwork =

This a grouping of some of the most common features in zFairs to help you continue your set up.

==== 21. Paperwork Review ====

==== 22. Paperwork Setup ====

''Navigates to: /app/setup/paperwork''

==== 23. SRC/IRB Members ====

''Navigates to: /app/setup/src-irb''

==== 24. Paperwork Review ====

''Navigates to: /?siteid=SrcAndIrbLocalReview''

==== 25. SRC/IRB Members ====

''Navigates to: /app/setup/src-irb''

==== 26. Paperwork Forms ====

= You have the Custom Forms feature enabled =

There really isn't much of anything for you to configure on this one. By having this feature enabled you will have the ISEF packet for the year added for your users to review, fill out and request signatures on. Its simple for them and simple for you.

If you need anything beyond the ISEF paperwork. Please reach out to support@zfairs.com with information about the other forms needed and a copy of any template files you have. We'll get it added and let you know when it is ready for you and your users.

==== 27. My Users ====

== My Users ==

Select from the options below

===== 28. People Page =====

===== 29. Participants =====

''No additional text on this step.''

===== 30. Judges =====

''No additional text on this step.''

===== 31. Teachers =====

''No additional text on this step.''

===== 32. Volunteers =====

''No additional text on this step.''

===== 33. Attendees =====

''No additional text on this step.''

===== 34. Staff & Admin Users =====

''No additional text on this step.''

===== 35. Special User Roles =====

''No additional text on this step.''

===== 36. Learn More =====

= Learn More about your Users and the People Page =

Select from the options below

===== 37. User Roles =====

''No additional text on this step.''

===== 38. People Page =====

= About the People Page =

* On the people page you can see a list of all the registered / registering users in your event. You also see some basic information about them such as their email or phone number or, if they are a participant, information about their entry.

* At the top of the page are two '''search bars'''. The first one lets you start typing and filter results in realtime with each keystroke. The second, allows you to create list of criteria with each item being an OR statement. For example, you can select from the drop down to see everyone who is a Role:Participant OR associated with a given, typed out, school. That search would pull back all Participants and then also include Teachers who teach at the listed school.

* Below the two search bars are a '''Filter''' button and a '''Select''' button. The filter button lets you set up more complex filters based off of more pieces of data than just the Role, Tag or Category of the user. You can also select to AND or OR those statements as desired with OR being a break in the filter statement and separating out the pieces. The Select button switches the view to allow you to check the box next to your users and then Bulk tag them. Note that you can only add tags this way.

* In the People list you can also click on the icon at the left of each user to see additional actions for that user.

* Partially Registered user icons will have very limited actions that you can take. You can only '''Change their Role''', '''Email''' them or '''Delete''' that user. That being said outside the icon on the record for the Partially Registered user you will find a '''Continue''' link that will allow you to see where they are in registration. It puts you at the beginning of their flow so you can review all of their information as desired but you can then click the Save & Continue button until you get to the page where they have no saved data.

* Participant icons allow you to '''Edit/View''' their Profile, Add/Remove '''Tags''', '''Change their Password or Username''', Send them an '''Email''' via zFairs, '''Upload a file''' (Paperwork Manager or Project Dashboard feature must be enabled), '''View their Project Dashboard''' (Project Dashboard feature must be enabled), '''Link''' them to an Existing Entry, '''Unlink''' them from their current Entry, '''Login As''' that user or '''Delete''' them.

* Non-Participant user icons allow you to '''Edit/View''' their Profile, Add/Remove '''Tags''', '''Change their Password or Username''', '''Email''' them, '''Login As''' them or '''Delete''' them. Additionally, depending on their Special User Role(s) you may see options to review their '''Special Award Interview Schedule''' or see any '''Proctor / Interpreter Assignments''' they have.

===== 39. Next =====

''Navigates to: /app/people''

==== 40. Entry Settings ====

''Opens related settings / config group in the product.''

==== 41. Paperwork ====

= Problem Encountered! =

Apologies, it looks like you have both our Paperwork Manager and Project Dashboard features enabled.

These two features both handle paperwork for students but due to the nature of how they were built they do not interact at all and cause a lot of confusion when both are enabled. Please disable one of these features below, we highly recommend you '''''keep Paperwork Manager'''. Once you have done so click next to refresh the page and then you will need to come back in to this location to configure the selected paperwork feature.

===== 42. Next =====

''Navigates to: /''

===== 43. Next =====

''Navigates to: /''

===== 44. Next =====

= Both Paperwork Features are still enabled =

'''Please go back and choose one or the other.'''
If you aren't sure which one to pick, '''Keep the Paperwork Manager''' feature. It is the newer and easier version of paperwork to use for all parties.

==== 45. Paperwork ====

= Problem Encountered! =

Apologies, it looks like you have both our Paperwork Manager and Custom Forms features enabled.

These two features both handle paperwork for students but due to the overlap, and lack thereof in some ways, it is confusing for users and coordinators. We recommend you turn one off and only use one or the other. We typically recommend you '''''keep Paperwork Manager''' for its ease of use. That being said if you will be promoting into a different event you should match what they have and use so that promoting entries is much easier when the time comes.

===== 46. Next =====

''Navigates to: /''

===== 47. Next =====

''Navigates to: /''

===== 48. Next =====

= Both Paperwork Features are still enabled =

'''Please go back and choose one or the other.'''
If you aren't sure which one to pick and are not promoting to a different event later, '''Keep the Paperwork Manager''' feature. It is typically the easier version of paperwork to use for all parties.

If you are promoting then check with the Target Event's Coordinator to see what they are using and mimic them.

==== 49. Paperwork ====

= Problem Encountered! =

Apologies, it looks like you have all three of our paperwork Features enabled.

Paperwork Manager, Project Dashboard and Custom Forms all handle ISEF paperwork but do not work together and cause confusion if more than a single one is enabled. We typically recommend you '''''keep Paperwork Manager''' for its ease of use. That being said if you will be promoting into a different event you should match what they have and use so that promoting entries is much easier when the time comes.

===== 50. Next =====

''Navigates to: /''

===== 51. Next =====

''Navigates to: /''

===== 52. Next =====

= More than one Paperwork Features are still enabled =

'''Please go back and ''''''''Choose Only One'''
If you aren't sure which one to pick and are not promoting to a different event later, '''Keep the Paperwork Manager''' feature. It is typically the easier version of paperwork to use for all parties.

If you are promoting then check with the Target Event's Coordinator to see what they are using and mimic them.

===== 53. Next =====

''Navigates to: /''

===== 54. Next =====

= More than one Paperwork Features are still enabled =

'''Please go back and ''''''''Choose Only One'''
If you aren't sure which one to pick and are not promoting to a different event later, '''Keep the Paperwork Manager''' feature. It is typically the easier version of paperwork to use for all parties.

If you are promoting then check with the Target Event's Coordinator to see what they are using and mimic them.

===== 55. Next =====

= More than one Paperwork Features are still enabled =

'''Please go back and ''''''''Choose Only One'''
If you aren't sure which one to pick and are not promoting to a different event later, '''Keep the Paperwork Manager''' feature. It is typically the easier version of paperwork to use for all parties.

If you are promoting then check with the Target Event's Coordinator to see what they are using and mimic them.

===== 56. Next =====

= All Three Paperwork Features are still enabled =

'''Please go back and ''''''''Choose Only One'''
If you aren't sure which one to pick and are not promoting to a different event later, '''Keep the Paperwork Manager''' feature. It is typically the easier version of paperwork to use for all parties.

If you are promoting then check with the Target Event's Coordinator to see what they are using and mimic them.

==== 57. Paperwork ====

= Problem Encountered! =

Apologies, it looks like you have both our Project Dashboard and Custom Forms features enabled.

These two features both handle paperwork for students but due to the overlap, and lack thereof in some ways, it is confusing for users and coordinators. We recommend you turn off the Project Dashboard and only '''use the Custom Forms feature'''. That being said if you will be promoting into a different event you should match what they have and use so that promoting entries is much easier when the time comes.

===== 58. Next =====

''Navigates to: /''

===== 59. Next =====

''Navigates to: /''

===== 60. Next =====

= Both Paperwork Features are still enabled =

'''Please go back and choose one or the other.'''
If you aren't sure which one to pick and are not promoting to a different event later, '''Keep the Custom Forms''' feature. It is typically the easier version of paperwork to use for all parties.

If you are promoting then check with the Target Event's Coordinator to see what they are using and mimic them.

=== 61. Judging ===

''No additional text on this step.''

=== 62. Judging ===

''No additional text on this step.''

=== 63. Judging ===

= Judging is Currently Off for Your Event =

That being said we can get that turned on for you at any time.

zFairs Judging comes with a host of awesome features and here is a brief overview of what they all are:

* '''Judge Anywhere & Anytime''' - Judging is all web based so you and your judges have access to utilize it anywhere you have an internet connected device. Wait does that mean a phone is a viable option too? Yes,... Yes it does.

* '''Real Time Results & Progress Tracking''' - In a typical fair you send judges out with their paper rubrics to fill out and then submit when they are done. With zFairs you see immediately when a rubric is submitted and have access to not just the score but any comments, notes or feedback the judge left for the participants are included as well. You can see just how many projects still need judged and you can see who the winners are as soon as judges are done. No waiting. No Calculating. Just immediate click of a button results.

* '''In Person or Virtual''' - zFairs Judging lets you ignore the winds of chaos that is the world environment and policy maker reactions to it. Another Covid like pandemic hits your area? No worries, switch to Virtual Interview Rooms and send out a quick email letting everyone know about the change and you're all set. All of that can be done in less than 5 minutes (unless you get wordy with the email then maybe not... I struggle with that one myself). The point is, zFairs Judging is just as flexible as you need to be to succeed no matter what.

* '''Required Fields Enforced''' - Judges are just people, they're awesome people but still just people. With our Judging they will be alerted if they missed answering a scored question. No rushing around later or making phone calls needed. They see it right then and there and it just takes a second or two to fix it.

* '''Customize Almost Everything''' - Need a separate Rubric for one category of projects? Not a problem we handle that and with a couple configurations you can have the right rubric appear for the right project always. Need to ask judges a question or have judges ask your Participants a question while they're judging? One that is not graded but still needs answered? You can do that with. Want to offer some quick comments that judges can quickly click on and give pre-filtered feedback with? You can do that. Need to set up various rounds of judging at different times or for different groups of entries? You can do that. zFairs gives you the tools to succeed.

==== 64. Turn On Judging ====

''No additional text on this step.''

==== 65. Turn On Judging ====

''No additional text on this step.''

=== 66. Judging ===

TurnOffOldJudging

TurnOffOldJudgingTools

=== 67. Judging ===

''No additional text on this step.''

=== 68. Judging ===

''No additional text on this step.''

=== 69. Review Awards & Results ===

== Results & Awards ==

After the Entries are in and the Judges have had their say it is time for Reviewing the Scores and assigning Awards. Below are a couple buttons to take you to the right places for that.

* '''Category Awards''' - Each Entry can only be assigned a single Category award and this is typically your First, Second and Third place awards.

* '''Special Awards''' - These are all awards asside from the Category awards and include things like Best in Show, Community Favorite and sponsored awards reviewed and handed out by Special Award Judges.

==== 70. Category Awards ====

===== 71. Assign Category Awards =====

==== 72. Special Awards ====

===== 73. Assign Special Awards =====

==== 74. Results Reviewer ====

==== 75. Sponsors ====

''No additional text on this step.''

=== 76. Testing ===

==== 77. Default ====

''No additional text on this step.''

==== 78. Highlight ====

''No additional text on this step.''

==== 79. Focus ====

''No additional text on this step.''

==== 80. Mute ====

''No additional text on this step.''

==== 81. Warning ====

''No additional text on this step.''

==== 82. Danger ====

''No additional text on this step.''

==== 83. Pop ====

''No additional text on this step.''

== Related search terms ==

Now What, What's Next?, Next, Config Wizards, Invites, Invite Staff, Invite Participants, Invite Others

== See also ==

* [[Support instructions]]
* [[Fair/Contest Setup]]
* [[Features]]

[[Category:Setup Guides]]
[[Category:Instructional]]

Setup Guides/Helpful Guides - Revision history

Trent: Instructional branch review: sync from Overseer branch 'Helpful Guides'