Congress Online Entry System - User Guide

This is a user guide for congress organisers for using this congress online entry system. It is a work in progress!

Getting Started

The first steps to getting a new congress set up are:

  • Get a paypal account so you can collect payments!
  • Malcolm creates a userid for you. You will get an email explaining how to log in.
  • Malcolm creates a congress for you and gives you access
  • Malcolm sets up a new paypal payment using the email address connected to your paypal account
  • You customise the congress settings appropriately

Once logged in you will see the following tabs, only the first 3 are visible to people entering the congress (which you can see if you log off again)

  • Home This is the page where you direct people wanting to enter your congress. Most of the text is customisable and can be changed to say anything you like about your congress - perhaps a summary of the entry form
  • Enter This is where the user goes to enter the congress. Its the same place as where the "Enter Online" link takes you
  • Entrants This shows the list of entrants. It automatically shows anyone who has paid. The organiser can also add people, for example postal entries
    Admin Accessible only to organisers who are logged in, this allows you to see who has entered, manually add or update entries, and get a spreadsheet of entrants.
  • Reports Accessible only to organisers, shows a report of adding up the entry fees of each section and showing paypal's cut.
  • Edit Accessible only to organisers, allows configuration of all the options on the entry form (sections, late entry, entry fees etc.)
  • View Accessible only to organisers, shows some of the options above

Important Things To Check

  • If you have a late entry fee, that the late entry date is correct
  • The date of the congress is set correctly.
  • The date when you want online entries to close is correct
  • You are pointing at the correct paypal account

Edit Tab - Congress Configuration

The settings here determine how the entry form looks and how the system behaves for this congress.

Name of Congress
Used in the heading of the page, and the list of congresses down the left hand side
Role for Access
This indicates who owns the congress. For example Preston Chess Congress 2016 and Preston Chess Congress 2017 are both owned by preston. A role in drupal is a group of users who own the congress and able to update things on this page and see that admin tab
Payment Method
This indicates which paypal account payment will go to
Image File
The image that is shown in the right hand part of the page header
Date Of Birth
The options for the Date Of Birth prompt in the entry form. No means that no date of birth prompt appears on the entry form
DOB Explanatory Text
This text is placed next to the date of birth prompt to explain why you are asking for date of birth (perhaps for the case when its optional)
Date for Determining Age
For example if the junior section is for players under 18 on January 1st then this date would be set to January 1st
Junior Discount
If this is none-zero then the Date Of Birth field will appear in the price calculation part of the entry form so that this value is subtracted from the price if date of birth indicates that the player is a junior
Vetran Discount
If this is none-zero then the Date Of Birth field will appear in the price calculation part of the entry form so that this value is subtracted from the price if date of birth indicates that the player is a vetran

Admin Tab - Congress Administration