Help

Setting Up your site for the 1st time

Setting up your main page

Good news – At the moment, when you take out a subscription, we will do all the hard work for you! All we will need is:

The name you would like to display of your Club

An image for your logo, we may resize this to ensure good performance

A “Cover photo” to show off your club or organisation, ideally this is a landscape shot with spare room to trim on top if needed.

Setting up your organisations info

In order to setup your organisation we will need information for your organisation this will include items such as:

Registered address

VAT no if applicable

Bank Account for payments

Card account details for STRIPE or WORLDPAY or PAYPAL (or more than 1!) – for some of these we will need an interactive session (or login details) to get key account setup, this is required as we don’t take a cut of your revenue and don’t force you to use our accounts. If you don’t have a Stripe or Worldpay account, we will talk you through that too!

Any special terms and conditions you impose on sale items.

Linking Zoom to events

In order to set this up, we will do this over a zoom with you as we need access to the account settings and as part of the service we will walk you through it face to face (on video!)

Managing the Site

Setting up Product Categories

Managing Product Categories

In order to manage your products and events to be sold on SpadeTickets.com you will need to ensure these are Categorised correctly.

Where these are events, they type of event is recommended to be setup ad the master categories with sub-categories for variants of that. For example If this was a Bridge and Bowls Club, the Parent categories would be “Bridge” and “Bowls” and the different types of each match (Pairs, Handicap, International etc) could be sub categories.

Categories require thought before creating as they are awkward to make substantial change once implemented so it is recommended these are all listed down on paper before being created and making sure all your items to sell (Tickets or otherwise) are covered.

Once you are ready to manage categories, go to HTTPS://www.spadetickets.com/<your-custom-url-part-here>/wp-admin and login using the administrator profile provided.

In the left menu of the admin navigate to Products and Select “Categories”

To Create a Product Category

To add a new category you will need:

The Name

The Parent Category it will belong to (if any)

A short Description (a one liner)

A small representative copyright (with licence) or free licensed image for a “Thumbnail” in JPG format, these should be sized approximately 100 by 100 pixels.

This information is simply entered in the form on the left hand side of the screen presented:

For the Slug use all the workds in the “Name” you called it but all lowercase, and replace spaces with “-“ for example:

“10 Pin Bowling” would have a slug of “10-pin-bowling”

In order to upload the image click the Upload/Add image button

Select the “Upload Files” tab

Click the button

Navigate to the image on the computer, click Open.

Click “Use Image” on the bottom right once it is uploaded

It will then show as the thumbnail

When all details are entered in the named boxes click Add New Category

Your Category now is saved!

To Delete a category (Be really sure you want to do this, it cannot be undone)

On the Product>Categoried screen, to the right of the create area:

Click the menu where it says “Bulk Actions” in  a dropdown and select “Delete”

Select the box next to the category you wish to delete (NEVER delete Uncategorised)

Click “Apply”

To Edit a Category

On the right side of the Categories screen, hovering over the Image will reveal the following menu, Click Edit:

You will now have a screen just like the create screen but filled in, at the bottom when changes have been made click the Update button. Do NOT take any action or make changes in the “Yoast SEO” section.

Managing Products (Events)

To Create Ticketed Products

Navigate to Products > Add new

You will be presented the following screen:

In 1: Fill in a name for the product

In 2: Write a description the customer will see

In 3: Select the category in which the product will be found and grouped in

In 4: Click “Set Product Image” and select or upload a small icon for the product (recommended 200×200 pixels)

In 5: Select either “Simple Product” if you are offering a single ticket price or “Variable product” if selling tickets at multiple prices (such as Member and Non-Member)

(Optional) If you have limited capacity for the event: On the Inventory Tab (directly under 5) select the “Manage Stock?” tick box and then in Stock Quantity box enter the total number of tickets for the event.

If you selected “Variable Product“, select the “Attributes” section (under 5), select Custom Product attribute then click add as per below image:

In Name enter a name which will differentiate your ticket types (example in image is “Membership”), in the Value(s) box, enter the different types separated by a “|” character.

Click Save Attributes (Blue button)

Click Variations tab (under attributes)

In the drop-down select “Create variations from all attributtes” then click GO

Click OK to the warning.

Click OK to the “x variations created” notification

Click in the white space immediately to the right of the drop down box for the 1st variation (X on image below) to expand it.

Enter the Regular Price (£) value which is the ticket value for that type of ticket.

Repeat for each variation

End of Variable product specific instructions: The remainder applies to all.

Click Advanced Tab (under 5) and de-select “Enable Reviews”

Click Event Settings Tab (under 5)

Set “Is this product an event” to “Yes”

(Required) Complete all the fields in yellow.

(Optional) Add any additional event information such as those detailed in the image.

(Optional but recommended) It is possible to change the colour of the event (as shown in the event calendar) here by changing the “Calendar background color” setting, it is highly recommended a colour is chosen for each category of event and displayed as such.

Note: The tick box at the bottom in yellow will ensure that for physical meetings this meets UK Track and Trace Requirements for COVID-19 as well as allowing you to ensure you know who is present on the event.

If you are intending to assign seats: Select the last tickbox as well on this page:

Click Ticket Settings Tab (under 5)

Under “Ticket Logo” click “Upload File” and select your organisations image file.

(Optional) Click Event Terminology Tab (under 5)

Here you may change the terms for attendees, day and book ticket, examples of renames may be : “Player(s)”, “Book session(s)” and “Night”

(Optional) Click Event Seating Tab (under 5) – Setting specific seating arrangements

If you want to manage specific seats and Tables/Rinks or other groupings of tickets Click “Add new row”

Under Area name give it an appropriate name (Table 1, Lane 1 etc, Row A)

Set the Available seats/spaces for this “Area”

IMPORTANT: Make sure if you enable this that the grand total of all the areas spaces is equal to the originally set Inventory number.

(Optional) Click Event Integration (under 5) – Linking a ZOOM Session

Prerequisite: Ensure Zoom integration has been setup on your site (part of site setup – requires interactive video session)

Prerequisite: In ZOOM: Setup a scheduled Zoom meeting as a 1 off.

In the drop-down select the scheduled zoom

You have now set-up your product and are ready to make it live: In the top right, click the Blue Publish Button (do NOT adjust the rest of these settings):

Managing Products (Non-Ticket Items)

To Create Standard Products

Navigate to Products > Add new

You will be presented the following screen:

In 1: Fill in a name for the product

In 2: Write a description the customer will see

In 3: Select the category in which the product will be found and grouped in

In 4: Click “Set Product Image” and select or upload a small icon for the product (recommended 200×200 pixels)

In 5: Select “Simple Product”

(Optional) If you have limited stock on the item: On the Inventory Tab (directly under 5) select the “Manage Stock?” tick box and then in Stock Quantity box enter the total number of items available.

XXXXXX PRICE XXXXXX

Click Advanced Tab (under 5) and de-select “Enable Reviews”

To Create the account Top-up Product

Navigate to Products > Add new

You will be presented the following screen:

In 1: Fill in a name for the product

In 2: Write a description the customer will see

In 3: Select the category in which the product will be found and grouped in

In 4: Click “Set Product Image” and select or upload a small icon for the product (recommended 200×200 pixels)

In 5: Select “Simple Product”

XXXXXX PRICE XXXXXX

Click Advanced Tab (under 5) and de-select “Enable Reviews”

Exporting User Information

To export User information including current balance:

Click Tools>Import and export Users and customers

Navigate to the “Extra Profile Fields” tab on the top row, select the box “show fields in profile” so it has a tick and click save option (This should only need to be performed the 1st time.)

Click Export Tab on top then Download.
The current “Account funds” totals will be in a column called account_funds which if opened in excel will be column DJ (approximately) this is the current balance for each person.

Backing up your data

Backup or export your data

Managing Backups/Exports

Spadetickets.com provide a number of methods for you as the Data Processor to backup your data (as outlined in the terms of service) this way, SpadeTickets.com does not need to see, access or store your data other than processing and storing it for the purposes of contractual fulfilment. This allows each site owner to utilise their own data protection policies and data retention policies.

Here you will have 3 possible options:

  1. A Restorable backup of all setup and transactional data (excluding images, which you would have the originals) which could be used by support to restore your site to the backup point.
  2. An export in an easier to read format of order data which you can use for onward data processing for other valid reasons.
  3. An Export of the products setup that can be used to manage mass event setup and then re-imported.

This guide will walk you through All 3 options.

For all 3 options

Once you are ready to backup or export your data, go to HTTPS://www.spadetickets.com/<your-custom-url-part-here>/wp-admin and login using the administrator profile provided.

Creating a Restorable Backup

In the left menu of the admin navigate to Tools and Select “Export”

On the Right hand side simply click the “Download Export File” (Make sure you do not change from “All Content”)

Save the file and keep it somewhere secure it will contain Personal Data.

Exporting Order Data

In the left menu of the admin navigate to Woocommerce  and Select “Export Orders”

This will present a number of filter options to restrict the data as per below:

The recommended action is to enter start and end dates for the Order Range and press “Export” button. Dates should be entered in YYYY-MM-DD Format. E.g. 2020-08-23

Save the file and keep it somewhere secure it will contain Personal Data.

Exporting Products

In the left menu of the admin navigate to Products  and Select “All Products”

Click “Export”

Click the tickbox for “Yes, export all custom meta” then “Generate CSV”

Save the file and keep it somewhere secure.

Running your events

Retrieving lists of attendees

In order to export a list of attendees to an event, navigate in Woocommerce dashboard to the product and edit it

Select the Tab under product details called “Event Export”

Click the “Download CSV of attendees” button

Managing refunds (credit notes)

In order to issue a credit note (rather than playing with remembering who should have been on what event) and also to avoid trying to give away “free” product, it is possible to issue a credit note, in the form of a code to be entered on checkout in the “apply coupon” box) to be able to track this accurately and ensure the coupons are only used by intended recipients.

In order to do this from the admin menu select “Marketing” then “Coupons”

In the main body select the button “Add coupon” next to the title “Coupons”

Click “Generate Coupon Code”

Enter a description (usually why you are giving the coupon!)

Under Coupon Data section :

In General set the Coupon Amount – This is in GBP. (Note: If you need to issue for example £5 but you want them to be able to redeem against lower values you may need to create multiple coupons of for example £2,£2 and £1)

(Optional) Set a coupon expiry date in YYYY-MM-DD Format

Click on Usage Restriction

In Allowed Emails at bottom enter the Email address of the Credits value (in the event of multiple recipients needing the same credit, use a comma to separate email addresses.)

Click on Usage Limits

Enter the number of email recipients in “Usage Limit per coupon” (usually 1)

Enter 1 in the Usage limit per user.

Click Publish

Email the recipients the coupon code to use! (the Comma separated list of recipients should help speed this up here if >1 recipient)

Managing check-ins to events

In order to manage check-ins to an event – Navigate in the admin menu to “Fooevents” then “Express Check-in”

In the search box type the surname of the attendee and wait a second.

Find the appropriate session and click “confirm” blue button

If you clicked the wrong one click “Reset”

To see totalled check-ins per event navigate to “FooEvents” then “Reports” and find the appropriate event, you can then see Tickets sold and compare to Check-ins, along with the list below of who attended.

Automate notifications on sale of specific products

In order to create automated emails on sale of a product- Navigate in the admin menu to “ShopMagic”

Click “Add New”

Add a meaningful title (something like “Sale of <product>”)

Under Event Select “New Order” from the dropdown

Under Filter Click Add New Filter Group Button

In the Dropdown that then appears Select “Order – Items”

In the “Search for a product” box type the name of the product, wait and then select from the list (note, this step can be repeated if the email is to be triggered off recurring products.)

Under Actions click “+New Action” blue button

Under Action #1 Dropdown (which just appeared) select “Send Email”

In Description just add a note to self such as “Emails Rob Smith on Sale of Course”

In the To replace the contents with the recipients email address e.g. Rob.Smith@Gmailed.com.

In the Subject type the Subject the email should arrive as

In the Heading Type “New Order for ” and then add whatever the product is

In the Template – Leave alone, do not touch

In the Message type:

Hi Rob*,

{{ customer.name }} has purchased a Training Session*

Order

{{ order.details}}

Thanks.*

Additional plain text can be added as required.

(*Replace as appropriate)

The items in {{}} are special code and should be typed as shown including the {{}}

Click Publish on top right – This will make this live.