ENTRY CLERK MANUAL FOR THE ENTRYCLERK.CFA.ORG WEB APPLICATION Page 1
TABLE OF CONTENTS Login and Overview... 3 Creating New Contacts... 5 Creating New Cats... 8 Co-Owned Cats...10 Shows...12 Show SetUp...12 Emails...17 Adding Judges...19 Adding Fees...23 Adding Exhibitors to the Show...26 Adding Cats to the Show...30 Ledger...36 Assigning Fees to an Exhibitor...37 Recording Payments...38 Closing the Show...41 Reports...42 Appendix: Training Video Links...45 Page 2
LOGIN AND OVERVIEW https://entryclerk.cfa.org/ This is a web-based program. An internet connection is required in order to access it. Entry Clerk logins are created by the central office. The Navigation Bar at the top of the page is accessible everywhere in the program. It provides quick access to the list of registered Cats, Contacts, and Shows. Page 3
Contacts and Cats are stored in a central database that all Entry Clerks access. Entry Clerks can only access their assigned Shows. Cats must be attached to a Contact. A Cat can be attached to multiple Contacts. See Co-Owned Cats for more information. If a Cat is changing ownership, the Cat must be attached to the new Contact before removing it from the old Contact. Log Out by clicking on the name on the right-hand side of the Navigation Bar. Page 4
CREATING NEW CONTACTS On the Navigation Bar, click on Contacts. Confirm that the contact is not already in the database. Use the Search field and click Filter. Names (first and/or last) and email addresses can be used as search terms. Page 5
From the Contacts list, click the button to create a new Contact. Page 6
When a Contact is designated as a Judge, the Contact will show up in the Judges list. Create separate contact listings for each person. The only exception is if two or more people share the same mailing address, email address, and last name, then a single entry is allowed. The program will check names and email addresses and will show a warning message in the following situations: Contact with the same name already exists. Email Address already is associated with a Contact. The email address is used by the CFAEC to send correspondences including show confirmations. None of the contacts that Entry Clerks create will need passwords. Page 7
CREATING NEW CATS Cats can only be added to an existing contact. From the Contact account page, click on the up the list of cats already attached to the Contact. button. This will bring Choose. This will bring up the Create Cat page. Page 8
The registration number cannot be blank unless the entry is an HHP or a kitten. CFAEC will edit the field. If the suffix is less than 8 numbers, prefill the number with zeros. Example: Registration number XXXX-123456 needs to be entered as XXXX-00123456. The Invalid Registration Number error message will appear. Page 9
The Registration Number will auto-populate the Class, Breed/Division, and Color Description. There are a few classes that require the color description to be filled out. This field will become editable in those circumstances. If the cat s color description requires an eye color that is not specified by the color class, enter the eye color as part of the color description. Example: Odd-Eyed White Persian has its own color class so the Color Description field will not be editable. Odd-Eyed White Devon Rex would be entered with the color description Odd Eyed White. Click on the Region field for the drop down list of valid regions. CO-OWNED CATS If the cat has multiple owners, each co-owner will need to have a separate Contact created in the system. Enter all co-owners into the Co-Owner field. This includes the current contact to whom the cat is being attached. If the co-owner field is filled in, then the co-owner field will print in the catalog, reports, and extracts. Otherwise, the catalog, reports, and extracts will show the exhibitor as the owner. From the Contact account page, click on the button. Choose. Page 10
This will show all the cats currently entered in the system. Click. The following success message will appear. Page 11
SHOWS Central Office personnel will establish the show record when the show is licensed. They will enter: Entry Clerk 1st day of the show # of rings Show format Entry limit Club Name Club acronym. Entry Clerks cannot change these fields. The Central Office must be contacted if any of these fields need changing. SHOW SETUP On the Navigation Bar, click Shows. This will show a list of all shows, including past shows, for the logged-in Entry Clerk. The most recent show will be listed first with all other shows in descending date sequence. Click on the show needing to be set up. Page 12
On the Show Page, click the Edit button. Fill in the Region, Country, Currency, Show Name, Show Website (if applicable), and Veteran Awards (if applicable). Page 13
Enter the Show Hall info in the appropriate fields. This information will appear in the confirmation body. Page 14
The confirmation will be sent as a PDF attachment to an email. Page 15
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EMAILS This program allows the Entry Clerk to email all Exhibitors, Judges, or subsets thereof. This is a quick way to inform exhibitors of any emergency information regarding the show such as a judge being replaced, a later show start due to inclement weather, etc. From the Show page, click Emails. This brings up a current list of emails created for this show. To create the message, click the button. Page 17
The Name is for internal use only. The recipients will only see the text in the Subject and Body fields. Page 18
ADDING JUDGES On the Show Page, click on the Judges button. This will show the list of Judges currently assigned to the show. Page 19
To Attach a Judge to the show, click the button. Page 20
The Judge field is a drop-down menu with a list of the contacts in the system already designated as a Judge. Page 21
The Judge Date is restricted to the dates designated for the show. Initials are the letters you want to appear above the columns in the exhibitor & master clerk catalogs. Select Trainee if this judge is a trainee at the show. Leave the ring number blank. Enter the ring number for the judge. Select all categories the judge will be judging. Here s what it looks like when a Judge is assigned to a Show. Page 22
ADDING FEES From the show page, click on the Fees button. On the Fees page, the fees that have already been created are listed. To add a fee, click the button. The Club field is populated with the Club running the show. Page 23
For the shows that are run by multiple clubs, choose which club collects the Fee from the Drop Down. If the fee applies to both clubs, leave the club name blank. Enter the Name for the fee. This will show up exactly as typed on the confirmation. Enter the fee Amount. Use positive numbers even if the fee is a discount. Fee Categories are: All fees are entered as positive numbers. The program will automatically add and subtract according to the Fee Category set. Enter the Size if the fee is associated with benching space. This would include entries, groom, and space. Enter the exact space for the show s benching type. Example: If a club benches in double cage spaces where a single entry gets half of a double cage, put.5 in the space field for entries & ½ cage spaces and a 1 for a groom or double sales cage. If a club benches in whole spaces where an entry gets a whole space and is equal to a groom space, enter a 1 in the space field for both categories. Page 24
Any fee with a category End of Row or Handicap will cause an entry on the benching extract. Remember to add one of the fees to the ledger for any exhibitor who needs to be benched on an end of row. Page 25
ADDING EXHIBITORS TO THE SHOW Exhibitors are added to shows from their Contact listing. Go to the Contacts list via the top menu bar. Existing Contacts are listed in alphabetical order by last name. Use the filter search to find the specific exhibitor. Page 26
Each Contact Account page has 3 options: Edit, Cats, and Shows Page 27
Click the button to bring up the Contact s show list. Click the button to get to the Make Exhibitor page. Page 28
Show drop-down has only the shows that the Entry Clerk is assigned to. If the exhibitor has a Benching Request, use the filter search to add the Contact. Only one benching request can be added per exhibitor. Benching Requests must be entered as a Contact in this program. This field will be used to group exhibitors on the benching extract. The Misc. Benching Request field is a free-form text field that information such as near the raffle table, near the kitchen, with other Maine Coon Exhibitors, etc. This text will appear on the confirmation and benching extract but will not be used to automatically group exhibitors. Select Security Cages if the exhibitor does not want to use club-supplied wire cages. Page 29
ADDING CATS TO THE SHOW Once the Exhibitor has been added to the show, then you can add their cats. Click on the button. This brings up the list of cats the exhibitor has entered in the show. To add a cat, click the button. This brings up the Add Cat page. Page 30
The Dates selection is restricted to the dates that the show is registered. Page 31
Cat is a drop-down list shows the cats that are already in the system. Page 32
Choosing a cat will auto-populate the cat s info. Page 33
For age restricted show categories, the system won t allow you to save the entry if the cat is outside of the age range. Judge Withholding is set on this page. If there is an Agent showing the Cat instead of the Exhibitor, it is entered here. This will be used for benching. Page 34
Cat successfully added to show. Page 35
LEDGER Payments are only recorded through this web application, not processed. From the Shows page, click on the Exhibitors button. This will bring up the list of exhibitors assigned to the show. Click on the Exhibitor Name, and it will bring up the Show info for them with the Benching Requests and Security Cage info. Page 36
Click on the Exhibitor. button to view the fees that have been assigned to that If there aren t any fees assigned to any of the Exhibitors, then you will see the following notices. ASSIGNING FEES TO AN EXHIBITOR Click the button. This will bring up the list of Fees that have been created for this show. Page 37
After saving, a green banner will appear at the top of the window, below the navigation bar. You can remove a fee listing by clicking on the. RECORDING PAYMENTS Click the button to record a transaction. The payment types available: Check Money Order Cash PayPal EFT Page 38
Each payment type have their own fields for record keeping. Page 39
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Note: Payments are not processed through this program. CLOSING THE SHOW After all the entries for the show, go to the show and click Close Show. This button assigns catalog numbers to each entry. After the show has been closed, the button will say Open Show. If the show needs to be reopened, it will blank out the catalog numbers assigned to each entry. A show should never be reopened after the data file has been sent to CFA and/or the show reports have been printed. Page 41
REPORTS Reports are generated from the Show Page. Clicking on Report will show a list of the Reports and Extracts needed for the show. All reports are created as.pdf files and all extracts are created as.csv files. Page 42
Account Status Shows the current financial details for each exhibitor in the show. Balances Used at check-in. Shows only those exhibitors with balances due. Benching Extract This extract will group exhibitors based on the agent & benching contacts entered on each record. The columns are: Space The total space calculated based on the size associated with all fees in the exhibitor s ledger. Grooms The total groom space calculated based on the size associated with any fee with the category groom in this exhibitor s ledger. Cages The total space calculated minus the groom space. Exhibitor The name of the exhibitor entered in the show. Agent Any agent entered on any cat entered in the show by this exhibitor. If there is more than one agent, both will be listed and will be grouped with the exhibitor. Request The contact entered as the benching request for the exhibitor. If this contact is entered in the show, he/she will be grouped with the exhibitor. Misc Request The freeform text entered for the exhibitor. This is information only and is not used to group exhibitors. EOR The exhibitor has at least one fee in his/her ledger with the category End of Row. The column will show HC if the end of row is medical and EOR if it is not medical. Own Cage The exhibitor indicated that he/she is not using the club supplied wire cages. Breeds All Breeds/Divisions entered in the show by this exhibitor. This field is information only and is not used to group exhibitors. Co-Owners All co-owners listed on any cat entered in the show by this exhibitor. This field is information only and is not used to group exhibitors. Breed Summary Select the show date. The RUN button creates the.pdf report for the catalog. The LINK button generates the Breed summary on the website. Copy the URL to share the Breed summary. Central Office Exhibitor List Select the show date for the exhibitor list and select Run. This is the exhibitor list with addresses that goes in the show package for central office. Page 43
CFA Extract Select the show date for the extract. The central office email address will appear. Select Send Email. An email will be sent with the subject line containing the Show Name, Club Name, and Show Date. The text file is attached. The body of the email contains the name and email address of the Entry Clerk. Entry Extract Contains entry information for each entry in the show. Age is displayed in months as of show date. Exhibitor Catalog Select the date of the show and select Run. For 6X6 show, select All for a single combined catalog, or select the date for a separate catalog for each day of the show. Exhibitor Labels Select the date of the show and select Run. Exhibitor name, cat numbers, and balance due will be created in label format. Exhibitor List Select the date of the show and select Run. This is the listing of exhibitors with their cat numbers to be printed with the exhibitor catalog. Exhibitor Extract Extract with contact record data for each exhibitor entered in the show. Financial Summary Report Financial summary by fee category for the show. Judge Books Select the date and ring number for the book and select Run. Repeat this step for each Judge book required for the show. If there are two specialty judges sharing the same ring, the LH judge pages will be created first followed by the SH judge pages. Master Clerk Select the date of the show and select Run. Ring Clerk - Select the date of the show and select Run. This is the M/F report used by clerks to pre-sex their ring cards. If this is a 6X6 show, a cat number will show XX in place of M/F if the cat is not entered for the date of the show. Page 44
APPENDIX: TRAINING VIDEO LINKS CFA - Entry Clerk Training: General Navigation - https://www.youtube.com/watch?v=rypisbkip9o CFA - Entry Clerk Training: Data Layout - https://www.youtube.com/watch?v=y1hf-nn_zfa CFA - Entry Clerk Training: Creating Contacts - https://www.youtube.com/watch?v=vj9frb-8gme CFA - Entry Clerk Training: Setting Up a Show - https://www.youtube.com/watch?v=jju_fy7ucg4 CFA - Entry Clerk Training: Adding Judges - https://www.youtube.com/watch?v=qeknoxg4zku CFA - Entry Clerk Training: Creating Fees - https://www.youtube.com/watch?v=xrvzzme4jho CFA - Entry Clerk Training: Adding Exhibitors - https://www.youtube.com/watch?v=cgzzue_nb3m CFA - Entry Clerk Training: Special Fees - https://www.youtube.com/watch?v=raj8kxnkzca CFA - Entry Clerk Training: Exhibitors and Agents - https://www.youtube.com/watch?v=dzi7ctngvp4 CFA - Entry Clerk Training: The Ledger - https://www.youtube.com/watch?v=j9oovl2olns CFA - Entry Clerk Training: Example: Adding an Exhibitor - https://www.youtube.com/watch?v=nmygwltyuzw CFA - Entry Clerk Training: Removing an Exhibitor - https://www.youtube.com/watch?v=eqce96gbjr4 CFA - Entry Clerk Training: Handicap Fees - https://www.youtube.com/watch?v=o5gfzpo76u8 Page 45
CFA - Entry Clerk Training: Closing the Show - https://www.youtube.com/watch?v=0bx7ssl7iik CFA - Entry Clerk Training: Sending Confirmations - https://www.youtube.com/watch?v=kdj5uw8f1v8 CFA - Entry Clerk Training: Sending Email Blasts - https://www.youtube.com/watch?v=sz-pmxt0ct0 Page 46