Setup Guides/New Site Setup v1.1

This page documents the New Site Setup v1.1 instructional flow in the zFairs setup assistant.

Overview

Welcome to the zFairs Event Management Platform.

We're excited to be partnering with you to help your event be a success. We are committed to providing the best tools, features and support you can find anywhere.

When returning to your site, simply log in to your account using the credentials below:

• Username: [key:user-username]

• Temporary Password: Hello123

You can access your individual event site here: [key:site-url]

What Event type are you Coordinating?

Steps

1. Science Fair

2. History Day

No additional text on this step.

3. Invention Convention

Are you afiliated with The Henry Ford Invention Conventions?

If you or an event you feed into is an affiliate with The Henry Ford Invention Conventions then we recommend you select Yes.

4. Reflections

Opens related settings / config group in the product.

5. Film Festival

Opens related settings / config group in the product.

6. Other

Opens related settings / config group in the product.

7. Categories?

Does your Event use Categories?

Categories define the different areas or topics your Entries fall into. They can be as broad or as specific as you like and zFairs supports up to three layers of Categories via the use of Sub-Categories and Sub-Sub-Categories with each of them being configurable to apply to all Categories above them or specific to one.

NOTE: Categories are separate from divisions or grade / age related differentiators and should only cover the general topics of the entries. Divisions can be configured and used in conjunction with Categories for additional organizing options.

8. Paperwork?

Do you collect Paperwork or Forms from your Participants?

Paperwork and Forms can be anything from Parent/Guardian Permission Slips to detailed and in depth forms needing appropriate signatures and data. If you want to collect a file(s) from participants and have the ability to review or assign others to review that file prior to approving the participant for judging then you should say yes to this question.

9. Judged?

Is your event Judged?

10. Showcase?

Would you like to enable your Virtual Showcase?

This feature is included with every zFairs License. It can be turned on/off at any time and access can be limited or opened up to whomever you choose. You also have control over what shows on the showcase, including being able to hide entire entries from the showcase if desired.

11. Fees?

Do you charge Participant Registration Fees?

Fees can be assigned for each Participant registering or for each Entry being registered. If you have Team Entries, the first Participant to register and subsequently create the team entry will be charged the Entry Fee. Participants creating a duplicate entry will also be charged the Entry Fee and will need assistance from their Teacher or a Staff / Admin user to get linked up with the correct Entry and have the assigned fee removed.

12. Late Fee?

Do you charge Late Fees after a specified deadline?

13. Store?

Would you like to sell items in a Store?

Using zFairs means you always have a Digital Storefront at your fingertips. Store features include Coupons, Invoicing, Participant vs Non-Participant item filtering, Sizes, Attendance Fees and more.

14. Card Parment?

Do you want to accept Credit & Debit Card payments?

Where you are planning on collecting fees and/or selling items in a store, accepting Card Payments makes things super easy.

There are two options for Card Payments, zFairs can collect them or you can create an account with Stripe and have the funds go straight to you after linking that account to your zFairs site.

• zFairs - When we collect online payments on your behalf there is a 5% + $0.55 charge per transaction. To receive payment from zFairs, once your event is complete, please ensure that you fill out the Payee Tax Information form so we know to whom and where to send funds. Once that is done you can request the payout at any time and we will mail you a check via USPS.

15. Users Type Selection

Opens related settings / config group in the product.

Special User Roles

The above are considered the standard or typical User Roles in zFairs but there are also other Special User Roles that can be assigned to almost any given user. A single registered user, so long as they aren't a Participant, can be assigned multiple Special User Roles as needed. NOTE: Only the Judge User Type can be given the Judge Captain special user role.

• District Coordinator - This special role gives the user access to all participants from an assigned district the same as if they were the participant's Teacher user. District Coordinators can also optionally be Teachers and have access to additional participants that are outside their district via their Teacher status. This special role is different from the other special roles in that it is a fully separate User Role that is assigned on the People page with the Change Role option and not via another method.

• Interpreter - This special role gives the user access to the Proctor & Interpreter Waiting Room page (where they can see requests for assistance), an optional Waiting Room video conference room and additional meeting controls when inside of an interview room with Participants and/or Judges. Interpreters can also specify the language(s) they are translating for during the event.

• Judge Captain - This special role gives Judges access to additional oversight tools for the category or judge circle they are over. They can also be given access to see Other Judge Scores within their category as well as assign category awards for their category.

• Proctor - This special role gives the user access to the Proctor & Interpreter page (where they can see requests for assistance), an optional Waiting Room (Proctor & Interpreter video conference room) and additional meeting controls when inside of an interview room with Participants and/or Judges.

• Special Award Judge - This special role gives the user the ability to access Special Awards Judge Scheduling where they can indicate available times for Participants to select from or request interviews with Participants during their unscheduled times in a given Event Session.

• SRC/IRB - This special role gives the user access to the Paperwork Review process and the ability to see, review, reject or approve Participant paperwork and forms as well as potentially being able to mark Entries as Ready for Review or Approved for Judging.

16. Content?

Content Pages

Content in zFairs refers to the editable information found on the various pages of your site. These include the Home or Landing pages as well as ones like the About Us, Day of the Fair, or Store pages. Feel free to click on one of the User Role home pages to edit each one or you can find all of them on the Settings page at any time by searching for "Content".

17. Skip To Advanced Setup

Are you sure?

This guide should only take maybe 5-10 minutes to complete.

Skipping to advanced setup will hide this First Time Setup guide and you will not be able to access it in the future.

18. Invite Staff Users

Don't go it alone

Running an event by yourself can be difficult at best or downright impossible if the stars aren't aligned perfectly. Fortunately zFairs allows you to have as many Staff and/or Admin users as you need. These user types have more permissions than typical Volunteers, including the ability to see and manage all users, all user information, all judge scores and feedback, access all feature configurations, send bulk emails and give these same permissions to other users. In addition to these, Admin users can setup Credit or Debit card payments to be accepted directly through your event site.

Fill out the information here to invite someone to assist you with this Event

19. Next

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Related search terms

Stickman Stu

See also

• Setup Guides — hub for instructional flows
• Support instructions
• Fair/Contest Setup