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Functional Specifications

User Guide – Club Administrator

Major League Baseball Club Accreditation System

Club Accreditation User Guide – Club Administrators - v1.8


Revision History Date Versio

n Description Author

1/15/08 1.0 Initial Version David Cohen

2/04/08 1.1 Initial series of format & style changes Neil Boland

2/5/08 1.2 Updated screen shots for new design and system processes David Cohen

2/11/08 1.3 Updated Screen shots for new member and new affiliation David Cohen

2/13/08 1.4 Updated screen shots and text for Event E-mails David Cohen

2/26/08 1.5 Updated login page. Added Section 3.8 for Event Custom fields, Section 3.9 for bulk status letter printing, Section 5.4 for submitting saved applications.

David Cohen

3/7/08 1.6 Added Section 3.10 for Credential Creation & modification and sub sections for modifying credential and deleting credentials.

David Cohen

3/15/08 1.7 Added section 3.11 for Running Event Reports David Cohen

4/1/08 1.8 Added Section 3.10/4 for printing blank credentials, modified URL and some screen shots

David Cohen


Table of Contents Overview .......................................................................................................................................................................5 Glossary of Terms Used in this Guide...........................................................................................................................6 1. Getting Started.......................................................................................................................................................7

1.1 Logging In....................................................................................................................................................7 1.2 Changing your password..............................................................................................................................8

2. Club Management..................................................................................................................................................9 2.1 Modifying Club Information........................................................................................................................9 2.2 Club Administrator Assignments ...............................................................................................................10

2.2.1 Adding Club Administrators..................................................................................................................10 2.2.2 Removing Club Administrators .............................................................................................................10

2.3 Club Affiliation Selection ..........................................................................................................................12 2.3.1 Adding Club Affiliations .......................................................................................................................13 2.3.2 Removing Club Affiliations ..................................................................................................................13

2.4 Club Site Content Management .................................................................................................................14 3. Event Management ..............................................................................................................................................16

3.1 Event Creation............................................................................................................................................16 3.2 Event Modification ....................................................................................................................................19 3.3 Event Affiliation Selection.........................................................................................................................20

3.3.1 Adding Event Affiliations......................................................................................................................20 3.3.2 Removing Event Affiliations .................................................................................................................21

3.4 Manage Event E-mails ...............................................................................................................................22 3.5 Send Event Notification .............................................................................................................................24 3.6 Event Manager Selection ...........................................................................................................................25

3.6.1 Adding Event Managers ........................................................................................................................25 3.6.2 Removing Event Managers....................................................................................................................26

3.7 Event Component Management .................................................................................................................27 3.8 Event Custom Fields ..................................................................................................................................28 3.9 Sending Bulk Event Status Letters.............................................................................................................29 3.10 Credential Creation & Design....................................................................................................................31

3.10.1 Create New Credential ......................................................................................................................32 3.10.2 Modifying / Designing Credentials ...................................................................................................33 3.10.3 Deleting Credential Artwork .............................................................................................................34 3.10.4 Printing Blank Credentials ................................................................................................................34

3.11 Running Event Reports ..............................................................................................................................35 4. Affiliation Management.......................................................................................................................................36

4.1 Affiliation Creation ....................................................................................................................................36 4.2 Affiliation Search & Modification .............................................................................................................39 4.3 Manage Affiliation Teams Covered...........................................................................................................41

4.3.1 Adding Teams Covered .........................................................................................................................41 4.3.2 Removing Teams Covered.....................................................................................................................41

4.4 Add / Remove Affiliation Members...........................................................................................................42 4.4.1 Adding Affiliation Members .................................................................................................................42 4.4.2 Removing Affiliation Members.............................................................................................................42

4.5 Manage Affiliate Managers........................................................................................................................43 4.5.1 Adding Affiliate Managers ....................................................................................................................43 4.5.2 Removing Affiliate Managers ...............................................................................................................44

4.6 Review & Modification of an Event Application ......................................................................................45 4.6.1 Adding Credential Applicants ...............................................................................................................46 4.6.2 Removing Credential Applicants...........................................................................................................46 4.6.3 Ranking Credential Applicants..............................................................................................................46 4.6.4 Saving vs. Submitting a Credential Application....................................................................................46

5. Credential Approval ............................................................................................................................................47 5.1 Credential Preview and Printing ................................................................................................................49 5.2 Label Preview and Printing........................................................................................................................49


5.3 Sending Credential Status Letter................................................................................................................49 5.4 Submitting Saved Applications for an Event / Game.................................................................................50

6. Credential & Label Searching and Printing.........................................................................................................51 7. Member Management..........................................................................................................................................53

7.1 Member Creation .......................................................................................................................................53 7.2 Member Information Management ............................................................................................................55 7.3 Loading Member Photo .............................................................................................................................56 7.4 Duplicate Member Checking .....................................................................................................................57


Overview Welcome to the Club Accreditation System from Major League Baseball. This system will provide an online mechanism:

To create and manage seasonal, daily and event credentials (Spring Training, Division Series, etc.).

To provide a central repository for affiliations and media applicants to apply to events from any Major League Baseball Club.

That can be accessed from anywhere. To support state-of-the-art credential printing technology with numerous security

features. The system you will enable you to:

• Manage your own Club’s web content as seen by affiliations and media applicants when they apply to your events.

• Assign members of your Club to roles of Club and/or Event Managers, giving them access to perform tasks for each event.

• Send notifications to affiliations and media applicants about upcoming events. • Approve credentials applications for an event. • Print credentials and/or labels for approved applications. • Send letters to affiliations and media applicants about their approval status. • Search and view a person’s application history to any event from any Club.


Glossary of Terms Used in this Guide

• System Administrator –a user who has ability to add, modify, or delete all information for all Clubs.

• Club Administrator – a user who has ability to:

o Edit Club information o Create and modify Members of the Club o Create and modify Events o Add Affiliations and media members to the system o Send notifications for Events o Approve and deny Credentials o Send approval / denial letters for Events o Print credentials and labels for Events

• Event Manager - a user who has ability to:

o Modify their assigned Events o Send notifications for their assigned Events o Approve and deny Credentials for their assigned Events o Send approval / denial letters for their assigned Events o Print credentials and labels for their assigned Events o Create and modify Members of the Club o Add Affiliations and media members to the system

• Event – An occasion run by a Club that requires monitored and credentialed access to the

venue.

• Affiliate / Affiliation – an affiliate or media partner applying for a credential to an event created by a Club.

• Affiliate Manager– A member from an Affiliate or media partner who has the ability to:

o Receive notifications and approval / denial letters of Events o To apply for credentials for members from one or multiple Affiliations o To modify information for their Affiliation o Add Members to their Affiliation o Add or remove Affiliate Managers for the Affiliation

• Member – a person formally associated with a Club or an Affiliation.

• Event Application – An application submitted by an Affiliation requesting credentials for a given

event for one or multiple people.

1. Getting Started Go to https://credentials.mlb.com/Credential/login.do. (URL is case sensitive) You user name will be the e-mail address saved in the system.

1.1 Logging In Steps:

1. Once you receive the link and the user name and password, 2. You can either click on the link in the e-mail or copy it into your browser. 3. You will see a login page where you can enter your user name and password.

4. Enter your name and the password you received in the e-mail. 5. Click Submit.

Notes:

• If you did not enter the information properly, the system will produce a message asking you to try again.


• If you forgot your password, click the Forgot Password link. You will asked to enter your e-mail address and a new system generated password will be sent to you at the e-mail address you entered.

Once you have successfully logged in, you will see the main page for your Club with a menu across the top.

1.2 Changing your password Overview: You can change your password at any time after logging in. Steps:

1. From the Main Menu, select Change Password. 2. You will be presented with the following screen.

3. Enter your New Password into the New Password field. 4. Re-enter you new password into the Confirm Password field. 5. Click Save.

Notes:

• If your password entries did not match, you will receive a message saying that your new password was not confirmed and please try again.

• If your password entries do match, you will see a message that your password has been

changed successfully. You will then receive an email confirming your new password.


2. Club Management Overview: The system allows you to:

• Modify any of your Club information. • Assign and remove Club Administrators. • Select Affiliations to be your default list for event notifications. • Create your customized site content which users will see when applying to events from your

Club. • Add new and modify existing Members of your Club.

2.1 Modifying Club Information Steps:

1. Select the Club Management option from the Main Menu and you will be presented with the following screen. Descriptions of the fields are below.

2. Once you are done making any changes to the information, click Save. 3. Click Cancel if you would like to discard your changes and revert back to the previously saved

information,

Definition of fields above:



• Club Name – This is the name of your Club as it will be presented to Affiliates and Media partners when applying to Events.

• Address 1 – The first line of your mailing address. • Address 2 – The second line of your mailing address. • City – The city of your mailing address. • State – The state for your mailing address. • Zip / Postal Code – The zip code of your mailing address. • Country – The country for your mailing address.

NOTE: Any of the fields with red asterisks are required fields. If you removed any information that is required, you will not be able to save the information and the system will present a message requesting the required information.

2.2 Club Administrator Assignments Overview: The system allows you to assign one or multiple members to the role of Club Administrator. Club Administrators have the ability to:

• Edit Club information. • Create and modify Members of the Club. • Create and modify Events. • Add Affiliations and media members to the system. • Send notifications for Events. • Approve and deny Credentials. • Send approval / denial letters for Events. • Print credentials and labels for Events.

2.2.1 Adding Club Administrators Steps:

1. Select one or multiple Members in the Available Members box. You can use the [Ctrl] + [Click] [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time.

2. Click the Add button to move them over to the Selected Box. 3. If you need to add a new member who is not currently saved in the system, click the Add New

Member button at the bottom of the page. This will take you to the Add New Member page (See Section 7.1 for directions).

4. Click Save to accept your selection. 5. Click Cancel to revert back to what was previously saved for your Club.

Notes:

• E-mail, birth date, and job description are now required elements for each Member in the system. If the Member you select was saved in the previous version of the system and these fields are not saved in their record, you will be notified when you try to add them as a Club Administrator. You can then double-click on that Member’s name to go to the Member information page and add the necessary data.

• They will receive an e-mail providing them with the link to the system, a user name and password.

2.2.2 Removing Club Administrators Steps:

1. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] Click methods to select more than one member at a time.

2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection.


4. Click Cancel to revert back to what was previously saved for your Club.

2.3 Club Affiliation Selection Overview: The system allows you to create a default list of Affiliations to receive notifications of your Events. This list can be modified on an Event-by-Event basis depending on which affiliates and media partners you wish to invite to a specific Event. This will provide you with a set list that can be used as a foundation for each event and won’t have to be reselected for each new event. Steps:

1. From the Club Management page, click the Select Affiliates button. 2. The system will take you to the Club Affiliation Management screen below:

3. If you would like to see a listing of all Affiliations and media members saved in the system, click

on the Search button and they will appear in the Available Affiliates box, on the left hand side of the screen.

4. If you would like to see a limited list of Affiliates, you can enter the specific criteria in one or several of the fields provided. When you click Search, the Available Affiliates box will fill with only those that meet the criteria you entered.

5. If you do not see the Affiliation you need, you can add it to the system by clicking on the Add New Affiliation button at the bottom of the page. See Section 4.1 about creating a new Affiliation.



2.3.1 Adding Club Affiliations Steps:

1. Select one or multiple Affiliations in the Available Affiliates box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] Click methods to select more than one Affiliate at a time.

2. Click the Add button to move them over to the Selected Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for your Club.

2.3.2 Removing Club Affiliations Steps:

1. Select one or multiple Affiliations in the Selected Affiliates box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Affiliate at a time.

2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for your Club.

2.4 Club Site Content Management Overview: The System allows you to customize the logo that appears on the top portion of the screen, the main page text, and up to 5 menu options that the Affiliations will see when applying to events from your Club. Steps:

1. From the Club Management page, click the Manage Site Content button. 2. The system will take you to the Club Site Content Management screen.

3. You can create the names of the menu options you want to appear on your site by putting the menu option text into the appropriate Menu Option text field.

4. If you want to enable a menu option the Show Option check box must be selected. If it is not to be used, the Show Option check box should be unselected.

5. To edit or enter the content for each menu option, you must click the Edit Page Content button for that menu option and it will take you to a rich text editor that allows you to format the text, include hyperlinks and images.


6. When you are done, you can click OK to save your changes or click Cancel to revert to what was previously saved.

7. You can select the default logo to appear in the top border of the system, by pressing the Browse button next to the Default Logo field.

8. That will bring up a File Explorer window to search from your network. Once you find the file you can select it and press the OK button.

9. The path for the file will appear in the Default Logo field. 10. Click Save. 11. Click Cancel to revert back to what was previously saved for your Club. The next time you log in, you will see the logo at the top of the screen and your Home Page text will appear under the main menu.


3. Event Management Overview: The system allows you to create Events for your Club that Affiliates and Media Partners can apply to for Credentials. These Events can be Daily Event (e.g. Regular Season Games, Spring Training) or one-time special events being held at your venue.

3.1 Event Creation Steps:

1. From the Main System Menu Click Event Management 2. The system will take you to an Event List page listing all of the events you have created. If you

have no events, you can create a new one by clicking on the Add New Event button on the left hand side of the screen.

3. You will be presented with the following screen. Descriptions of the fields are below. 4. Once you are done making any changes to the information, click Save. 5. Click Cancel if you would like to discard your changes and return you to the main Event page.

Note: The buttons at the top of the page will remain inactive until you have saved the Event



The fields on this screen are: • Event Name – This is the name that the Event will be known by in the system and referenced

when correspondence is sent to affiliates and media partners.

• Start Date – The start date of the event. If this is the first date that Affiliations can receive credentials for the event.

• End Date – The last date of the event and the last date that Credentials will be issued for this

event.

• Status – Planning, Active, or Expired:

o Planning - for Event Set up (not yet visible to Affiliations.) o Active – when you are ready to send out the notifications to the Affiliations and would

now like it to appear in any public drop downs. o Expired - when the event is over and you no longer want it to be seen by the Affiliations

in drop downs for Events they can apply to for Credentials.

• Require Photo? – If Yes is selected, this will require applicants to have a photo saved in their profile when they apply for a credential. If a photo is not in their profile the system will send a message to the Affiliate Manager that their application cannot be submitted until all applicants have a valid saved photo in their profile.

• Use Grids – If this event is a Division or Championship series, the selection should be Yes. For all other Events, the selection should be No. When using grids for a Division Series, your Club will be set as the Home team and all other selected teams will be listed as visiting teams.

• Set Event as Default – If you want this event to be the one selected as the Default in the Event drop down throughout the system, then select Yes. If not, then select No. An Event should only be the Default if it is Active and it is the most current event you are working on at the time.

• Daily Event – If your Event will require Affiliations to be able to apply for individual days or games

(Regular Season or Spring Training) select the appropriate option. Otherwise, select N/A. o Regular Season - the system will pull all of the Regular Season games for your Club

from the Major League Baseball scheduling system and will populate it into the event application.

o Spring Training - the system will use the entered Start and End dates you entered and allow Affiliations to apply for each day on and in between those dates.

• Deadline – This is a deadline for daily event applications and will apply to every occurrence of

that daily event. Example: if you want affiliates to have their applications submitted 2 days before a Regular Season game to be considered, you would select 2 Days from the drop down)

Event Step Status Fields These are display only fields that will report on the Event information as you go through the process of the Event setup and approvals.

• Notifications Sent On – is the date that the Event Notifications were sent out to the Affiliations. • # Applications Pending – displays the number of submitted credentials applications awaiting

approval or denial. • Approval Letters Sent On – displays the last date approval /denial letter were sent for this

Event. • # Credentials Printed – displays the number of credentials that have been printed. • # Credentials Awaiting Printing – displays the number of Approved credentials awaiting

printing.

3.2 Event Modification Overview: You can modify any of the information for any saved Event for your Club. Steps:

1. From the Main System Menu Click Event Management 2. The system will take you to an Event List page listing all of the events you have created. Click on

the link for the Event you wish to modify.

3. The system will take you to the Event Information Page filled with the data for that Event:

4. You can now modify any of the information on the page and click Submit


5. Click Cancel to revert back to what was previously saved for the event or to not create the event

3.3 Event Affiliation Selection Overview: The system allows you to add and remove Affiliations from the list that will receive notifications for an Event for your Club. The default list is set from the Club Management section, but this will allow you to modify for each event individually. Steps

1. From the Event Management page, click the Invite Affiliates button 2. The system takes you to the Event Affiliation Management screen and the Selected box will be

filled with the default list of the Selected Affiliations for the Club as seen below. 3. If you would like to see a listing of all Affiliations and media members saved in the system, you

can click the Search button and they will all appear in the Available Affiliates box on the left hand side of the screen.

4. If you would like to see a limited list of Affiliates, you can enter the specific criteria in one or many of the fields provided. When you click Search, the Available Affiliates box will fill with only those that meet the criteria you entered.

5. If you do not see the Affiliation you need, you can add it to the system by clicking on the Add New Affiliation button at the bottom of the page. See Section 4.1 about creating a new Affiliation.

3.3.1 Adding Event Affiliations


1. Select one or multiple Affiliations in the Available Affiliates box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] Click methods to select more than one Affiliate at a time.


2. Click the Add button to move them over to the Selected Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for your Club.

3.3.2 Removing Event Affiliations Steps:

1. Select one or multiple Affiliations in the Selected Affiliates box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Affiliate at a time.


3.4 Manage Event E-mails Overview: You can modify Event Notifications for any Event for your Club. You can modify the text, introduction and body of the letter. These notifications fall into 4 categories:

• Notifications – This is the e-mail that will be sent to Affiliations notifying them that you are running an event and they can enter the system to apply for Credentials to that Event

• Approval – This is the letter that will be sent to Affiliations if you have approved all of their Credentials for a given Event

• Denial – This is the letter that will be sent to Affiliations if you have denied all of their Credentials for a given Event

• Partial – This is the letter that will be sent to Affiliations if you have both approved and denied some of their Credential requests for a given Event

Steps: 1. From the Event Management page, click the Manage Event Emails button 2. The system takes you to the Event Email Management screen and the Club and Event fill in from

the information on the Event Management page.


3. You must then select and e-mail type. After you select the E-mail type, you will be presented with the following screen:

4. You can now enter the body and closing for the e-mail. You can use any of the formatting options and insert images and links.

5. When you are done, click Save to save the e-mail. 6. You can click Cancel to revert to previously saved text for the e-mail. 7. You can preview what the e-mail will look like by clicking the Preview button. You will then be

presented with the following screen:


3.5 Send Event Notification Overview: You can send the Event Notifications for any Event for your Club Steps:

1. From the Event Management page, click the Email Event Notification button 2. You will receive a popup window alerting you that the notification is about to be sent to all the

selected Affiliations.

3. 4. If you click OK, the Event Notification will be sent via e-mail to all the Affiliations selected for the

Event 5. If you click Cancel, you will be returned to the Event Management page and no e-mails will be

sent.


3.6 Event Manager Selection Overview: The system allows you to assign one or multiple members to the role of Event Manager to an Event. Event Managers have the ability to:

• Modify their assigned Events • Send notifications for their assigned Events • Approve and deny Credentials for their assigned Events • Send approval / denial letters for their assigned Events • Print credentials and labels for their assigned Events • Create and modify Members of the Club • Add Affiliations and media members to the system

Steps:

1. From the Event Management page, click the Add Event Manager button 2. The system will take you to the Event Manager Selection page and default to the Club and

event selected from the Event Management page, as seen below:

3.6.1 Adding Event Managers Steps:

1. Select one or multiple Members in the Available Members box. You can use the [Ctrl] + [Click] [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time.


Member button at the bottom of the page. This will take you to the Add New Member page (See Section 7.1 for directions).

4. Click Save to accept your selection. 5. Click Cancel to revert back to what was previously saved for your Club.

Notes:



• E-mail, birth date, and job description are now required elements for each Member in the system. If the Member you select was saved in the previous version of the system and these fields are not saved in their record, you will be notified when you try to add them as a Club Administrator. You can then double-click on that Member’s name to go to the Member information page and add the necessary data.

• They will receive an e-mail providing them with the link to the system, a user name and password.

3.6.2 Removing Event Managers Steps:

1. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] Click methods to select more than one member at a time.


3.7 Event Component Management Overview: You can set the credentials security access codes, text, based on credentials type and access type for any Event for your Club Steps:

1. From the Event Management page, click the Manage Components button 2. The system takes you to the Event Component Management screen and the Club and Event fill

in from the information on the Event Management page

3. Select the credential type from the credentials type drop down 4. Select the access type from the Access type drop down 5. Enter the text for the job type that should appear on the credential, (Photographer, Photo, etc.) 6. Enter the access code to appear on the credential 7. Click the Add To List button. 8. Click the Save button. 9. Continue until you have completed all of your credential types 10. Click the Cancel button to revert back to the previously saved data 11. If you wish to delete an Event component, highlight the line in the list box and click the Delete

button.


3.8 Event Custom Fields Overview: You can set Custom Fields for your event that need to be filled out by the Affiliation when they complete the application. These fields will be saved at the Affiliation level. The fields can be created on an event-by-event basis. Steps:

1. From the Event Management page, click the Add Custom Field button 2. The system takes you to the Custom Field Creation screen and the Club and Event fill in from the

information on the Event Management page

3. Click the Add Custom Field button. The screen will add a line for your entry

4. The field name is the label that will appear on the screen for the field 5. Field type allows you to select from 3 options:

o Text Box – Will create free form text box for the user to enter o Drop Down – will create a drop down list for the user to select a value from. o Check Box – Will create a check box for the user to select if needed

6. If you select the Field type of Drop Down you need to enter the values that will appear in the Drop Down list separated by commas.

7. If you want to require the Affiliation to complete this field, you must select the Required check box. The field will then appear in red on the Event Application and the Affiliate will not be able to save or submit their application without completing this field.

8. Click the Save button. 9. Continue until you have completed all of your custom fields 10. Click the Cancel button to revert back to the previously saved data


3.9 Sending Bulk Event Status Letters Overview: You can send all of your Event Status (Approval, Denial, Partial) letters for a given event / game at one time. These will be sent to the Affiliate Manager listed on the credential application. You can also send them individually from the Credential Approvals page (Section 5.3). You can do this after you have done all or a large group of your approvals / denials for an event. Steps:

1. From the Main System Menu Click Event Management 2. The system will take you to an Event List page listing all of the events you have created. Click on

the link for the Event you wish to review.

3. The system will take you to the Event Information Page filled with the data for that Event:


4. If this is a daily event (Regular Season or Spring Training) you must first pick an event date from

the drop down in the Event Step Status. When you do, a button will appear to the right of the Approval Letters Sent on field as seen below:

Note: When reviewing a non-daily event, this button will appear automatically when you select the event and the Event Management page comes up. 5. Click the Send Status Letters button. This will present the following popup:

6. Click OK to send the Status letters. Click Cancel to return to the Event Management Page. Note: So if you want to do this multiple ties for a given Event / Game, it will not send the letter to an Affiliate multiple times. Once it has sent it once, it will not send it again unless you go in though the Credential Approvals section (5.3) and send it again for that Selected Affiliate.


3.10 Credential Creation & Design Overview: You can upload all of your Credential artwork and place different pieces of data from the system (Name, Affiliation, Event Date, Access type) to appear on the credential. This will also allow you to set the font size of any text appearing on the credential. If a photo is going to appear on the credentials, you can set the size and placement for the photo here as well. Steps:

1. From the Event Management page, click the Design Credentials button 2. The system takes you to the Credential Design screen and the Club and Event fill in from the

information on the Event Management page



3.10.1 Create New Credential Steps:

1. Click Create New Artwork button. 2. Enter the Credential description. This is usually the Credential / Access type or make it

something that will be recognizable to you in the future 3. Select the Credentials Type from the drop down – this will assign this Artwork to this Credential

Type when printing the credential. 4. Select the Grid Type from the drop down. This is only required if your event has a grid.

Otherwise, you can leave it as the default 5. Select the Access Type from the drop down. This is only needed if your Credential artwork has

an access type included in it. If you want the Access type Text or code to appear dynamically based on the selection in the Credentials Approval screen for a person, you can leave his as the default.

6. Enter the height and width numbers in pixels for the page, artwork and photo (if needed) If you are using the MLB standard pre-laminated credentials (4” wide x 7” high) the values should be as follows: Element Height Width Page 427 285 Artwork 425 283 Photo 109 88

7. Upload Artwork by clicking on the Browse button next to the field. This will present you with a Windows Explorer window to find the file on your computer or network. Once you find the file, select it and click the Open button. The artwork will be loaded and appear as an image on the right hand side of the screen and will appear at the bottom of the screen in an applet allowing you to add and move Components around the Credential. Note: Sometimes the Artwork height and width parameters will revert to a different number after you upload the Artwork and the image at the bottom will appear to be very zoomed in. Just change the Artwork height and width back to the numbers you just entered ad it will appear correctly at the bottom.

8. Click Save when you are done to save your changes. 9. Click Cancel to revert back to the previously saved information.

3.10.2 Modifying / Designing Credentials Steps:


information on the Event Management page 3. Select the Credential you wish to modify from the list box on the left hand side. The credential

information and the image will appear to the right and in the design applet at the bottom of the screen.

4. You can enter the X & Y coordinates for the Name, Affiliation, Access Type, Access Code, Event Date, Photo, and Artwork.

5. After you have entered the nubers, you can click the button for that Component and the item will position itself on the Credential accordingly.

Notes:

o For the standard pre-laminated credentials (4” wide x 7” high) the values should be approximately (might vary slightly based on artwork and fonts) as follows:

Component Height Width Font Name 10 125 20 Affiliation 10 107 20 Access Type 135 250 20 Access Code 155 160 120 Event Date Photo 10 155 Artwork 3 1

o You must make sure the artwork has an X & Y value. It the very least a 1 and 1 in the fields. o If you don’t want an Component to appear on the credential, just put a zero or blank, in all of

the fields for that Component.


6. Click Save when you are done to save your changes.


7. Click Cancel to revert back to the previously saved information.

3.10.3 Deleting Credential Artwork Steps:


information on the Event Management page 3. Select the Credential you wish to delete from the list box on the left hand side 4. Click the Delete Artwork button at the bottom of the screen

3.10.4 Printing Blank Credentials Steps:


information on the Event Management page 3. Select the Credential you wish to print from the list box on the left hand side 4. Click the Generate Blank Credential button at the top of the screen 5. Click the Download Blank Credential link. 6. This will generate the pdf file of the credential artwork. 7. You can print the blank Credential form there by clicking the print icon.

3.11 Running Event Reports Overview: You can create a few different reports for your events listing approved credential applicants by a number of different fields. Steps:

1. From the Event Management page, click the Generate Report button 2. You will then be presented with a Report parameter screen

3. You can then select the field you wish to report on. You have the can select the following fields: • Credential Type • Access Type • Affiliation Country

4. Once you select the field, you can then either select to report on all of the values of that field or a

specific one. If you want to see all of the values then leave the Value to Report on Field as Select all. Otherwise, select the value you wish to report on.

5. Click the Run Report button to view the report. 6. Click Cancel to return to the Event Management page.


4. Affiliation Management Overview: The System provides you with the ability to add, modify, and review event application history for Affiliations in the system.

4.1 Affiliation Creation Overview: The system allows you to create a new Affiliation or Media Partner that you would like to apply for credentials to your Event. Steps: There are several places in the system that you can create a new Affiliation. You can click the Add New Affiliation Button on the Club Affiliate Management (Section 2.3) and from Event Affiliation Management (Section 3.3). You can also

1. Click the Affiliation Management menu option from the main menu, the system will bring up the Affiliation search screen

2. Click the Add Affiliation button, the system will bring up the Affiliation Information Screen


Note: The buttons at the top of the page will remain inactive until you have saved the Affiliation.

1. Enter the required information – see the field descriptions below. 2. Click Save and Go Back once you are done and want to return to the previous page. 3. Click Save and Add Another if you want to save this information and add another affiliation. 4. Click Save at anytime to save the entered information for this Affiliation and remain on the

page. 5. Click Cancel to not add the Affiliation and return to the previous page.



Field Descriptions: • Affiliation Name – Official name of the Affiliate or media partner that will appear on a credential

or label • Short Name – An abbreviated name the Affiliation might be known by. This must be less than

20 characters • Media Type – Select the appropriate media type that defines the Affiliation (Print, Radio, Internet,

etc.) • Media Description - Select the Appropriate description for the Affiliation (Daily Publication,

Flagship Station, etc.) • Teams Covered – Is a listing of all the Teams covered by this Affiliation on regular basis. They

may select zero to many teams. You can also select the All Teams listing from the list. We will cover filling out this field in Section 4.3.

• Address 1 – First line of mailing address • Address 2 – 2nd line of mailing address • City – City of mailing address • State – State of mailing address • Zip / Postal code - Zip or postal code of mailing address • Country – Country of mailing address • Override Grids – select Yes if the when Grids are used in an Event that this Affiliation can apply

and you wish to override their selections.

4.2 Affiliation Search & Modification Overview: You can review and modify any of the information for a saved Affiliation. You can do this for:

• Mailing information • Teams covered • Members • Affiliate Managers

Steps:

1. Click the Affiliation Management menu option from the main menu and the system will bring up the Affiliation search screen

2. You can enter either the full or part of the Affiliation name or the full Affiliation code. 3. If you enter the full or part of the Affiliation name, you must select the appropriate button:

o Exact Match – will search for the Affiliation names that match exactly to the name you entered.

o Contains - will search for any Affiliation that contains the characters you enter anywhere Affiliation name.

o Begins With – will search for any Affiliation name that begins with the characters you entered.

4. If you enter the Affiliation code, you must enter the full 5 digit code. 5. Click Search to have the system search for what you entered and click Reset to clear the search

fields and start again.


6. When you click Search the page will update and display your results.

You can then click on the Affiliation name to see the data for the selected Affiliation.

1. You can now modify any of the information on the page and click Save when complete. 2. Click Cancel to revert back to what was previously saved for this Affiliation.


4.3 Manage Affiliation Teams Covered Overview: You can modify the teams covered by an Affiliation. Steps:

1. From the Affiliation Management page, click the Select Teams Covered button. The system will take you to the Teams Covered Management page:

4.3.1 Adding Teams Covered Steps:

1. Select one or multiple Teams the Available Teams box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Team at a time.

2. Click the Add button to move them over to the Selected Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for the Affiliate.

4.3.2 Removing Teams Covered Steps:

1. Select one or multiple Teams in the Selected Teams box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Teams at a time.

2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for the Affiliate.


4.4 Add / Remove Affiliation Members Overview: You can modify the Members associated to an Affiliation. This will allow you to add and remove Members associated with the selected Affiliation. A Member can be associated with one or multiple Affiliations. Steps:

1. From the Affiliation Management page, click the Add/Remove Members button. The system will take you to the Affiliation Member Management page as seen below

4.4.1 Adding Affiliation Members Steps:

1. Click on the Add New Member button 2. The system will take you to the New Member page. Refer to Section 7.1 for instructions on

completing this page. 3. When you return to the page, the new members will appear in the Selected Members box on the

right.

4.4.2 Removing Affiliation Members Steps:

1. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one Member at a time.

2. Click the Remove button to move them over to the Removed Members Box. 3. Click Save to accept your selection 4. Click Cancel to revert back to what was previously saved for the Affiliation.


4.5 Manage Affiliate Managers Overview: You can assign members of the Affiliation to be one of the Affiliate Managers. The Affiliate Managers have the right to:

o Receive notifications and approval / denial letters of Events o To apply for credentials for members from one or multiple Affiliations o To modify information for their Affiliation o Add Members to their Affiliation o Add or remove Affiliate Managers for the Affiliation

Steps:

1. From the Affiliation Management page, click the Add Affiliate Manager button. The system will take you to the Affiliate Manager selection page:

4.5.1 Adding Affiliate Managers Steps:

1. Select one or multiple Members in the Available Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time.


Member button at the bottom of the page. This will take you to the Add New member page (See Section 7.1 for directions)

4. Click Save to accept your selection 5. Click Reset to revert back to what was previously saved for your Club.



NOTE: They will receive an e-mail providing them with the link to the system and a user name and password

4.5.2 Removing Affiliate Managers Steps:

1. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time.

2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection 4. Click Cancel to revert back to what was previously saved for the Affiliate.

4.6 Review & Modification of an Event Application Overview: You can review and modify an event application for an Affiliation. There are three ways to view or modify an event application from an Affiliate: From the Affiliation Search Screen:

1. Select the event from the Event drop down. 2. The system will take you to the Event Application page.

From the Affiliation Management page:

1. , You will see a listing of Event Applications that the Affiliation has saved or submitted. 2. Click on one of the events. 3. If the event is a single day event, the information will fill into the fields to the right of the list box. If

the event is a Daily event, the Event Date drop down will become active and you can then select the date that you would like to view the application.

4. Once the information is filled into the fields, you can double click on the event name in the list box and the system will bring you to the Event Application page.

From the Credentials Approval Screen: 1. There is a link in the upper right hand corner for the selected event. 2. If you click on the link, it will take you to the Event Application page.

1. If the Event has been submitted, you will see the message at the top of the page that the application is locked. To modify the application, you must first click the Unlock button at the bottom of the page.


2. The page will refresh and you can modify the application.

4.6.1 Adding Credential Applicants Steps:

1. Select one or multiple Member [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time.


Member button at the bottom of the page. This will take you to the Add New member page (See Section 7.1 for directions)

4. Click Save to accept your selection 5. Click Cancel to revert back to what was previously saved for the application. 6. Click Submit to submit and lock the Application for approval

4.6.2 Removing Credential Applicants Steps:

1. Select one or multiple Members in the Selected Members box. You can use the [Ctrl] + [Click] or the [Shift] + [Click] methods to select more than one member at a time.

2. Click the Remove button to move them over to the Available Box. 3. Click Save to accept your selection. 4. Click Cancel to revert back to what was previously saved for the application. 5. Click Submit to submit and lock the Application for approval

4.6.3 Ranking Credential Applicants Steps:

1. Select a Selected Member in the Right hand box. 2. Click the Up or Down arrow depending on which way you wish to move them in the list box. 3. Click Save to just save the Application 4. Click Cancel to revert back to what was previously saved for the application. 5. Click Submit to submit and lock the Application for approval

4.6.4 Saving vs. Submitting a Credential Application • You can save an Application and it will still allow you to edit the application. • When you submit an Application it is locked and can no longer be edited by the Affiliate Manager.

You would then have to unlock it for them to edit the application or to do it for them. • Only after an Application is submitted can it be approved by someone at the Club. • For a Daily event, you can save the individual game applications. When you submit the

Application, it will submit and lock all of the games that were saved within that application. • When you submit any application you will receive the following message reminding you that by

submitting the application, it will become locked and if it is a daily event, you are submitting for all the saved games within that event.

Note: Once you click Submit, your application is locked and you will no longer be able to modify the Application. You will need to contact the Club if you wish to modify the Application


5. Credential Approval Overview: The system allows you to set the approval status, credentials type, and access type for applications to any Event created by your Club. Also on this page you can print the approval letters and credentials or labels for the event. Steps:

1. From anywhere in the system, click the Credential Approvals option under Credential Management on the main menu.

2. The system will take you to the Credentials Application Search page.

3. Select the Event you wish to approve. 4. If it is a Daily Event, the Event Date drop down will become active. You can then select the

individual date you wish to approve. 5. You can then select the Status of applications you wish to view – if you leave it as Select Status,

you will view all applications for the event: o Pending – has applications that have yet to be approved or denied. o Approved – will show any applications that have any approved credentials. o Denied – will show any applications that have any denied credentials.

6. Click Search. 7. The results will appear at the bottom part of the screen.


8. Click on the Affiliation name and system will take you to the Credentials Approval screen.

From this page you can:

o View the Affiliation information by clicking on the Affiliation name link in the upper left hand corner.

o View the Event application by clicking on the Event Name link in the upper right hand corner. o Send an e-mail to any of the Affiliate Manager who submitted the application for this affiliation by

clicking on the e-mail link in the center portion of the screen. o Set the credential type, access type, approval status for the applications. o Preview and send the Approval / Denial/ Partial Letter to the Affiliation alerting them of the status

of their application by clicking the View Letter or Send Letter button o Print the Credentials or Labels for the Application by clicking the Print Credential or Print

Labels button Credential Type: o You can set the Credential type for all the Credentials in the application by selecting the

credential type from the drop down at the top of the result set. o You can also set each record individually by selecting the credential type from the drop down

on each record in the result set. Access Type: o You can set the Access type for each record by selecting the appropriate Access Type for

each record in the result set.



Approval Status

o You can approve or deny every record in the application by selecting the appropriate check box above the result set.

o You can also set each record individually by selecting Approved or Denied for each record.

9. Click Save to accept your selection. 10. Click Cancel to revert back to what was previously saved for the application.

5.1 Credential Preview and Printing 1. To preview and print the credential you can click the Print Credential button. 2. The system will present a PDF of the credentials to be printed for review. 3. Click print in the PDF window to send the credentials to the printer.

5.2 Label Preview and Printing 1. To Preview and Print the labels, click the Print Labels button. 2. A Window with a button that says, 3. Click print in the label preview window to send it to the printer.

NOTE: Both Sections 5.1 and 5.2 can also be accomplished from the Credential & Label Search and Printing Section of the system (see Section 6.0).

5.3 Sending Credential Status Letter 1. To preview the application status letter for the affiliate, click the View Letter button. 2. A Window with a copy of the letter will be displayed for preview. 3. Click Return in the preview window to return to the Application 4. Click Send Letter in the Approvals screen to send the e-mail notice to the Affiliate Manager for

the selected affiliate. Note: If you wish to send the Credential Status letters to all the affiliates in bulk for a given event, you can do that in the Event Management page. See Section 3.9

5.4 Submitting Saved Applications for an Event / Game Overview: There might be times where an Affiliate Manager might believe they were done with the application process by just saving the credential application by saving and not submitting the application. If an application is not submitted it will not appear in the listing of Affiliates when you do your search for a given event or game. If you would like to make sure they get picked up for your approval, the system allows you to force these applications from being saved to submitted for your approval. Steps:

1. From anywhere in the system, click the Credential Approvals option under Credential Management on the main menu.

2. The system will take you to the Credentials Application Search page.

3. Select the Event Date you are reviewing for a daily event. If the Event is not a daily event, you do

not need to select the Event date. 4. Select a status of Pending 5. Click Search 6. If no Affiliates are listed below, it means that there are no more submitted applications for the

event that need to be approved. 7. Click the Submit Saved Applications button to see if there are any Saved Applications for the

Event in the system. You will be presented with the following popup.

8. Click the OK button to change the Saved applications to Submitted. Click Cancel to return to the

Credential Approval Search page. 9. If you click OK, the saved applications will now be submitted and will appear at the bottom portion

of the screen for your approval.


6. Credential & Label Searching and Printing Overview: The system provides the ability to search on a number of variables within the system for any event. It also allows you to print the Credentials and Labels for any of your events. Steps:

11. From anywhere in the system, click the Credential Search option under Credential Management on the main menu.

1. The system will bring up the Credentials Search / Print Page:

2. Enter in any of the criteria needed for the search. 3. Click Search. 4. The result set will appear at the bottom portion of the screen.


1. Results can be sorted by clicking on the column heading. 2. To preview and print the credential you can click the Print Credential button. 3. The system will present a PDF of the credentials to be printed for review. 4. Click print in the PDF window to send the credentials to the printer.


7. Member Management Overview: The system allows you to add and modify Members to your Club or to Affiliations.

7.1 Member Creation Steps: You can add Members to your Club or Affiliations in several places in the system.

1. Club information Management (Section 2.1) 2. Event Manager Selection (Section 3.6) 3. Event Application Page (Section 4.6) 4. Affiliation Member Selection (Section 4.4) 5. Affiliate Manager Selection (Section 4.5)

Enter all of the appropriate information. The fields are described below. All fields in red are required. If the Member’s address is not the same as the Club’s or Affiliation’s and you would like to change it, just unselect the check box on the line that says Address is the same as the Club’s and enter the appropriate information. Definition of fields above:

• First Name – This is the first name of the Member as it will appear on their credential.


• Last Name – This is the last name of the Member as it will appear on their credential.


• Email – Primary e-mail for the Member. If they become a user of the system, this will be their user name

• Telephone – Primary phone number for the Member • Date of Birth – Member’s birth date • Job Description – Best description of the Members role in the Club or Affiliate. • Address 1 – The first line of your mailing address. • Address 2 – The second line of your mailing address. • City – The city of your mailing address. • State – The state for your mailing address. • Zip / Postal Code – The zip code of your mailing address. • Country – The country for your mailing address.

Click the Save and Go Back button and you will be returned to the page you came from. Click the Save and Add Another button if you wish to add more Members at this time. The screen will clear and will allow you to add as many Members as you would like at this time. Notes:

o E-mail, birth date, and job description are now required elements for every Member in the system. This is important information and will be used when the system performs duplicate member checks when new members are added to the system. See Section 7.4 below.

o If you leave out any required fields, you will be presented with a message asking you to complete

those fields and try again to save the information.

7.2 Member Information Management Overview: You are able to modify the information for any saved Member in the system within your Club or an Affiliation Steps: You can modify Members information from any place where there is an Available or Selected Member box or a listing of Members, you can double click on the Member name and the system will take you to the Member information page filled in with the saved data for that Member.

Notes:

• You can change any of the information. • You can view the photo by clicking on the View Photo Link • See Section 7.3 below about uploading a new photo for the Member. • The bottom of the page will provide you with the Member’s credential history from all Clubs and

Events. • Click Save and the system will return you to the page you came from. • Click Cancel and the changes you put it will not be saved and you will be returned to the page

you came from.



7.3 Loading Member Photo

1. If you wish to upload a photo, click the Browse button. 2. This will present you with a Windows Explorer window that will allow you to search for the photo

file on your computer or network. 3. Once you find the file select it and click the Open button on the window. The path to the file will

now appear in the Photo field.

Notes about Photos: Photo must be 1" x 1" hi-resolution photo in jpeg format. Images must resemble a passport photo, should be no lower than 150 dpi (dots per inch) and must be named using the first initial and last name of the individual in the photo (ex. MJones.jpg). Photos must be less than 1MB in size.

7.4 Duplicate Member Checking Overview: Upon clicking Save, the system will check to see if the Member you entered is already saved in the system. If you have entered the information for an individual who might already be saved in the system with a similar first name and the same last name and birth date, you will be presented with a list at the bottom of the screen with Members who have been saved with the same last name and Birth date.

You can either still add your newly entered Member by clicking the Save and Go Back or Save and Add Another you can accept the already existing member by clicking on the Add Existing link next to the name of the saved Member.


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