maestrosoft · iii in no event will maestrosoft be responsible for any loss or damages, including...
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MaestroSoft©
Documentation v.3
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MaestroWeb License Agreement This Agreement outlines the terms of use for MaestroWeb. MaestroWeb is a web-based service that operates via the maestroweb.com website. Read this agreement carefully before using the MaestroWeb service. Use of the MaestroWeb service constitutes acceptance of the terms as set forth in this Agreement.
License Grant MaestroSoft grants an Organization the right to use the MaestroWeb service under the following conditions: 1. MaestroWeb is to be used by a Single Organization and may not be shared with other Organizations.
1.1 A Single Organization is defined as a single for profit or not for profit entity that does not have multiple Chapters or multiple Independent Offices.
1.2 In an Organization with multiple Chapters or multiple Independent Offices, a Single Organization is defined as one of those Chapters or Independent Offices.
1.3 MaestroWeb must be specifically licensed for use by multiple Chapters or Independent Offices..
2. MaestroWeb is copyright protected. MaestroWeb may not be distributed, shared, lent, adapted, modified, reverse engineered, de-compiled, or otherwise used except as intended by MaestroSoft, Inc.
Term This agreement is effective immediately upon setup of the Organization’s MaestroWeb website and continues in force indefinitely until the service is cancelled or the Organization’s contract expires. Cancellation of the MaestroWeb service must be submitted in writing with a reason for early termination to MaestroSoft 1200 112th Ave NE Suite C250, Bellevue WA 98004. Early cancellation may result in the forfeit of all or part of the remaining monies paid for the service contract. Upon the completion of a MaestroWeb service contract, each organization is entitled to receive a ”master” copy of the data stored on the MaestroWeb website. After this initial delivery of data it may not be possible for the Organization to receive an additional copy of the stored database.
Warranty No warranty is either expressed or implied as to the applicability with respect to the application for the use of this service.
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In no event will MaestroSoft be responsible for any loss or damages, including lost profits, lost savings, consequential or other damages resulting from the use of this service. The Customer assumes full responsibility for the use of this product.
Restricted Rights This program is protected by all applicable Copyright and Trademark regulations, conditions, and laws of the United States and the State of Washington.
Privacy Policy What This Privacy Policy Covers
• This policy covers how MaestroSoft treats personal information that MaestroSoft collects and receives for the organizational contact, including information related to past use of MaestroSoft products and services. Personal information is information that is personally identifiable such as name, address, email address, or phone number, and that is not otherwise publicly available.
Information Sharing and Disclosure • MaestroSoft does not rent, sell, or share personal information about you with other
people or nonaffiliated companies except to provide products or services you've requested, when we have your permission, or under the following circumstances: • We provide the information to trusted partners who work on behalf of or with
MaestroSoft under confidentiality agreements. These companies may use your personal information to help MaestroSoft communicate with you about offers from MaestroSoft and our marketing partners. However, these companies do not have any independent right to share this information.
• We respond to subpoenas, court orders, legal process, or to establish or exercise our legal rights or defend against legal claims;
• We believe it is necessary to share information in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of MaestroSoft's terms of use, or as otherwise required by law.
Database Storage and Use • As part of the MaestroWeb service, item information will be placed on a public website
as part of the Organization’s maestroweb.com website for the purposes of creating their online catalog. This portion of the MaestroWeb service can be disabled at the user’s request.
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Copyright and Trademark Information
Copyrights MaestroWeb, EventMaestro.com, MaestroWeb Training Manual, Auction Maestro Professional Edition and Golf Maestro Professional Edition are products of MaestroSoft, Inc. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any format or by any means, electronic, mechanical, magnetic, chemical, optical, manual, or otherwise, except as provided by the license agreement governing the computer software and documentation or by the prior written permission of MaestroSoft, Inc.
Trademarks MaestroWeb, EventMaestro.com, MaestroSoft, Auction Maestro Professional Edition, Golf Maestro Professional Edition, are trademarks of MaestroSoft, Inc. Adobe, Acrobat, and the Acrobat logo are trademarks of Adobe Systems Incorporated. Microsoft, Windows, Windows 98, Windows NT Workstation, Windows 2000, Windows XP are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Microsoft Access, Microsoft Word, Microsoft Excel, and Microsoft Notepad are registered trademarks of Microsoft Corporation. Other product and company names mentioned herein may be the trademarks of their respective owners.
MaestroWeb Technical Support Contacts When to contact [email protected] or 800.438.6498 x 2 Please contact MaestroSoft Technical Support directly for all questions regarding:
1) General AuctionMaestro Professional questions 2) General MaestroWeb usage questions
When to contact [email protected]
1) Initial MaestroWeb setup 2) Database upload and download to and from MaestroWeb
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Table of Contents MaestroWeb License Agreement.................................................................................................... ii
License Grant .............................................................................................................................. ii Term............................................................................................................................................ ii Warranty ..................................................................................................................................... ii Restricted Rights........................................................................................................................ iii Privacy Policy ............................................................................................................................ iii
Copyright and Trademark Information.......................................................................................... iv Copyrights.................................................................................................................................. iv Trademarks ................................................................................................................................ iv
MaestroWeb Technical Support Contacts ..................................................................................... iv Table of Contents............................................................................................................................ v Section I: MaestroWeb Setup ...................................................................................................... 10
Introduction............................................................................................................................... 10 MaestroWeb Setup Options ...................................................................................................... 11 Choose a MaestroWeb Prefix ................................................................................................... 11 Choose a MaestroWeb Style..................................................................................................... 12 Visitor Access Modes ............................................................................................................... 12
Sign In Access Option .......................................................................................................... 13 Summary - Remote Data Entry with full Visitor Features ................................................... 13 Anonymous Access Option................................................................................................... 13 Admin Only Option .............................................................................................................. 14 Visitor Access Mode Information......................................................................................... 14
Prepare Data for Import Process ............................................................................................... 15 Raw Data............................................................................................................................... 15 AM Pro Users ....................................................................................................................... 15
Final Customization of Databases before Upload .................................................................... 16 Necessary Customizations .................................................................................................... 16 Recommended Customizations............................................................................................. 16 How to Upload the Database Files to MaestroWeb.............................................................. 17
Section II: MaestroWeb and AuctionMaestro Pro....................................................................... 19 Introduction to the MaestroWeb Database Snapshot................................................................ 19 What is a Database Snapshot? .................................................................................................. 19
Import from MaestroWeb Requirements .............................................................................. 20 How to Import a Database Snapshot from MaestroWeb into AM Pro ................................. 20 Import from MaestroWeb Troubleshooting.......................................................................... 21 About the Database Snapshot Download.............................................................................. 22 Defining the Master Database Download ............................................................................. 23 When Should I perform my Master Database Download? ................................................... 24
Section III: The Online Catalog................................................................................................... 25 Introduction to the Online Catalog ........................................................................................... 25 Front Page ................................................................................................................................. 26 Sign In Page .............................................................................................................................. 28
How to Sign In ...................................................................................................................... 28 How to Find Existing Record ............................................................................................... 29
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How to Create a New Account ............................................................................................. 30 The Online Catalog Pages......................................................................................................... 31 The Online Catalog Detail Pages.............................................................................................. 32
Online Bidding Information.................................................................................................. 33 The Email to a Friend Page....................................................................................................... 34 Item Donation Page................................................................................................................... 35
How to Donate an Item with MaestroWeb ........................................................................... 36 My Account .............................................................................................................................. 37 The Wish List............................................................................................................................ 37 My Bids (MaestroWeb Premier Only)...................................................................................... 38
My Bids Report..................................................................................................................... 38 Top Bids Report.................................................................................................................... 38 Auto Bids Report .................................................................................................................. 38
Section IV: The Admin Section................................................................................................... 39 How to Access the Admin Section ........................................................................................... 39
The Top Menu Bar................................................................................................................ 40 General Usability Features........................................................................................................ 40
List Sorting............................................................................................................................ 40 Searching with a Wild Card (*) ............................................................................................ 40
The Administrator Page ............................................................................................................ 41 Add, Edit and Delete Items Page .............................................................................................. 42
The Detailed Item Entry Page [Browse Mode]..................................................................... 43 The Detailed Item Entry Page [Edit Mode] .......................................................................... 44 Adding a New Item Page ...................................................................................................... 46 How to use the Item Multiplier............................................................................................. 47 Add Wine Page ..................................................................................................................... 48
About Images ............................................................................................................................ 49 Getting a Digital Picture for an item..................................................................................... 49 Picture Naming Conventions ................................................................................................ 49 Image Size Considerations.................................................................................................... 50 Advanced Image Optimization Information ......................................................................... 50 Can I use my online images in my auction catalog?............................................................. 50 Finding Images Online.......................................................................................................... 51 How to Upload an Image ...................................................................................................... 51 Multiple Pictures for Packages ............................................................................................. 51 Multiple Picture Storage ....................................................................................................... 51
Add, Edit, Delete People Page.................................................................................................. 52 Add New Person Page .......................................................................................................... 52 The Detailed People Entry Page [Browse Mode] ................................................................. 53 The Detailed People Entry Page [Edit Mode]....................................................................... 54
Edit User Lists........................................................................................................................... 57 Auction Types Page .............................................................................................................. 57 Banquet Tables Page............................................................................................................. 58 Cash Donation Types Page ................................................................................................... 58 Categories Page..................................................................................................................... 59 Committee Functions Page ................................................................................................... 59
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Item Value Text Page............................................................................................................ 59 Meals Page ............................................................................................................................ 60 Merchandise Page ................................................................................................................. 60 Payment Methods Page......................................................................................................... 61 People Categories Page......................................................................................................... 61 Recognition Levels Page....................................................................................................... 61 Sponsorship Types ................................................................................................................ 62 Sponsor Logos Page.............................................................................................................. 62 Storage Locations Page......................................................................................................... 62 Team Names Page................................................................................................................. 63 A Note about User Lists........................................................................................................ 63
Edit Wine Lists ......................................................................................................................... 63 Wine Appellation .................................................................................................................. 64 Wine Bottle ........................................................................................................................... 64 Winery................................................................................................................................... 64 Wine Varietal ........................................................................................................................ 64 Wine Vineyard ...................................................................................................................... 64 How to Prepare the Wine Description Format...................................................................... 65 About the Sort and Separator................................................................................................ 65
Global Updates.......................................................................................................................... 66 Assign Item Categories Page ................................................................................................ 66 Auto Assign Bid Numbers Page ........................................................................................... 67 Set Featured Item Page ......................................................................................................... 67 Storage and Certificates Page ............................................................................................... 68 Update Show in Catalog Page............................................................................................... 68 Update Thank You Letter Sent Page .................................................................................... 69
Event Preparation.......................................................................................................................... 70 View and Update Event Registrations ...................................................................................... 71
The Event Registration Page................................................................................................. 72 The Attendee Registration Summary Page ........................................................................... 72 How to Register a Person...................................................................................................... 73 Table Assignment Page......................................................................................................... 74
View and Add Event Sponsorships........................................................................................... 74 Add a Sponsorship Page ....................................................................................................... 75 The Sponsor Detail Page....................................................................................................... 75
View and Update Cash Donations ............................................................................................ 76 How to Enter a Cash Donation ............................................................................................. 76 Cash Donation Detail Page ................................................................................................... 77
View and Update Merchandise Purchases................................................................................ 77 Enter New Merchandise Purchases Page.............................................................................. 78 Merchandise Purchase Detail Page....................................................................................... 78
View and Update Table Sponsorships ...................................................................................... 79 Add Table Sponsor Page....................................................................................................... 79 Table Sponsorship Detail Page ............................................................................................. 80
Custom Views............................................................................................................................... 81 Sort and Display All Items........................................................................................................ 81
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Display Items by Donor ............................................................................................................ 81 Additional Administrative Tools .................................................................................................. 82
Configuration Tools .................................................................................................................. 82 Assign Passwords Screen.......................................................................................................... 83
How to Assign Roles and Passwords.................................................................................... 83 About Data Access Roles...................................................................................................... 84 Package Items ....................................................................................................................... 85 Assign Auction Types........................................................................................................... 86 Auto Number Catalog ........................................................................................................... 87 Number Catalog .................................................................................................................... 88 Set Bid Parameters Automatically ........................................................................................ 89 Set Bid Parameters Manually................................................................................................ 90 About MaestroWeb Premier: Setting the Guarantee for an Online Auction ....................... 91
Site Customization .................................................................................................................... 92 Edit Event Info Page ............................................................................................................. 92 Edit Home Page Left............................................................................................................. 92 Edit Home Page Right .......................................................................................................... 93 Site Configuration Page ........................................................................................................ 94
Online Bidding Tools................................................................................................................ 96 Online Bid Parameters Page ................................................................................................. 96 Bid Sheet Page ...................................................................................................................... 97 Bid Summary Page ............................................................................................................... 97 Winning Bidder Email Page ................................................................................................. 98 Winning Bids Page ............................................................................................................... 98
Secure Payments ........................................................................................................................... 99 About Online Payment Processing for MaestroWeb End Users .............................................. 99
How to Process an Online Payment.................................................................................... 100 Secure Payment Error Messages......................................................................................... 101 Administrative Payments - RSVPs ..................................................................................... 102 Administrative Payments - Sponsorships ........................................................................... 102 Administrative Payments - Cash Donations ....................................................................... 102 Administrative Payments - Merchandise ............................................................................ 103
Resubmit Denied Transactions ............................................................................................... 103 The Reports Page ........................................................................................................................ 104
Administrator List Report ................................................................................................... 104 User List Report.................................................................................................................. 104 List of Unpaid Balances Report.......................................................................................... 104 View Redundant People Report.......................................................................................... 105 Filter and Sort Mailing List Report..................................................................................... 105 View People by Solicitors Report....................................................................................... 105 Tracking Report by Category Report.................................................................................. 106 Cash Donations by Donor Report ....................................................................................... 106 Package Summary Report................................................................................................... 106 View Catalog Summary Report .......................................................................................... 106 View Item Display Information Report .............................................................................. 107 Item List by Category Report ............................................................................................. 107
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Item List by Company Report............................................................................................. 107 Item List by Donor Report.................................................................................................. 108 Item List by Solicitor Report .............................................................................................. 108 Item List by Team Report ................................................................................................... 108 View and Sort Attendees Report......................................................................................... 108 View Attendee Seating Report............................................................................................ 109 View Meal Selections Report ............................................................................................. 109 Catering Summary Report .................................................................................................. 109 View Sponsors Report ........................................................................................................ 109 Totals by Item Category Report.......................................................................................... 110 Payment Summary Report .................................................................................................. 110 Site Visit Summary Report ................................................................................................. 110 Wish List Summary Report ................................................................................................ 111
Appendix A: MaestroWeb Security........................................................................................... 112 Appendix B: The MaestroWeb HTML Editor........................................................................... 114
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Section I: MaestroWeb Setup
Introduction Purpose: To provide some understanding and clarity to your reading of this manual Access: We have tried to make this document accessible to everyone. If you find a topic
requires more clarity (for the newcomer) or more detail (for the power user), we request that you email us at [email protected]
Requirement: That you have a copy of the manual to read. Welcome to the MaestroWeb documentation. This documentation will give a detailed explanation of each page of the MaestroWeb site. While this document is not specifically a training manual, it does contain a number of How tos, directions on where to find things, and overall suggestions. Each topic will have one or more of the following features:
• The topic can be printed on a single piece of paper. This makes it easier to refer to. • Purpose – This is a concise statement to tell you what the topic is about. • Access – This tells you how to find the page that the topic is talking about. • Requirement – There are several different kinds of Requirements
o Display Requirements – Some pages will be blank until you have entered a certain kind of information
Example - You can’t assign bid number if there are no attendees o Picklist Requirements – Some picklists must be setup before they will be useful. o Access Requirements – Some sections can only be accessed by people who have
been assigned a specific Role. • Feature – This is a quick tip or highlight about the page.
Here are some quick technical notes:
• MaestroWeb is optimized for a screen resolution of 800 x 600 • MaestroWeb uses an ASP front end and a SQL Server back end. • MaestroWeb uses 128 bit encryption to ensure the security of your data.
o Please see Appendix A for more detailed information. • MaestroWeb requires that cookies be enabled in order to log into the website.
We hope that you find MaestroWeb useful and that you love it as much as we do. --The MaestroWeb Team
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MaestroWeb Setup Options Purpose: List those initial choices that each Organization should make about their site. When setting up your MaestroWeb you will be asked to make the following customizations: • Administrative Contact – Choose someone to be your MaestroWeb site administrator. The
administrator’s email address will be [email protected] and will be forwarded to an email address of the administrator’s choosing.
Each MaestroWeb website has a single primary administrator. This administrator handles all content specific questions (i.e. Donations, Donors, Questions, etc …).
• Organization Prefix – Choose the first part of your MaestroWeb address (subject to
availability.) See below for more information. • Organization Tagline – Choose a slogan or tagline for display at the top of the page • Online Catalog Colors – Choose up to two colors for your MaestroWeb site. • Logo – Email your logo to [email protected] • Visitor Access Mode – Choose one of the VAMs outlined below. • Front Page Text – Edit the Front Page Text, as explained in the Site Customization section. • Procurement Progress Bar – Activate this via: Site Customization: Site Configuration
Choose a MaestroWeb Prefix Purpose: Decide how your MaestroWeb site will be identified. Requirement: This prefix must be chosen before your site is activated. The MaestroWeb prefix is a unique identifier for your MaestroWeb site. It is important to choose a prefix that is easy to remember and hopefully, easy to spell.
Because the prefix is unique, it is possible that another organization may already be
using the prefix that you would like.
The <eventprefix> is a shortened version of the organization’s name. The specific prefix is chosen as part of the MaestroWeb setup process.
Each organization receives a MaestroWeb website with a URL of
<eventprefix>.maestroweb.com
For example, the Michael F. Bader Foundation may choose: MFB or MFBF or MFBFoundation. Prefixes are first come, first serve.
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Choose a MaestroWeb Style Purpose: Learn about the different sections of your MaestroWeb site. MaestroWeb has two primary components: the Admin Section and the Online Catalog.
• The Admin Section – This section allows access to: o All Data Entry and Management pages o Site Management Pages o Online Reporting.
Access to this section is limited to administrators and requires a password to enter.
• The Online Catalog – This section is visible to all regular visitors of the website.
o Front Page – A welcome screen. The first thing a visitor sees. o Online Catalog Pages – Lists of items available for viewing. o Detailed Catalog Pages – Each item made available for viewing in the online
auction receives its own Catalog Page. o Sponsor Page – View the logos of Sponsors who support the organization. o Donate Page – Allow visitors to Donate item directly via the MaestroWeb site.
Visitor Access Modes Purpose: Learn about the different ways visitor’s to your site can interface with it. Access: Actually, this topic is all about Accessing your MaestroWeb site. Feature: The Visitor Access Modes only apply to the Online Catalog part of your site.
An Organization will always have full access to the Admin Section.
An Organization defines how visitors to their site interact with the Online Catalog.
The Online Catalog must be setup with one of the following Visitor Access Modes: • Sign In Access – Visitors must log in to fully access the Online Catalog • Anonymous Access – Visitors do not need to log in to view the Online Catalog. • Administrative Access Only – The Online Catalog is not viewable by Visitors.
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Sign In Access Option Purpose: Sign In Access provides Visitors the greatest number of features. Access: Set this mode by unclicking Anonymous access mode via: Admin Page: Site Customization: Site Configuration. Requirement: Each Visitor to your MaestroWeb site will need a login and password. Features of Sign In Access
Summary - Remote Data Entry with full Visitor Features • Visitor Features - This mode requires all visitors to sign in with their last name and a
unique password. Anonymous users can still view the lists of items, but must sign in or register before they are granted access to the Detailed Catalog pages or any of the pages listed below. o Donate - Allows a visitor to donate items directly to the event. o My Account - Allows a visitor to see all account activity (donated, cash, etc …). o Wish List - Allows a visitor to add Catalog Items to a Wish List. o Email Items to a Friend - Allows a visitor to email item links to a friend. o Secure Payment Area (Plus Only) – Allow a visitor to RSVP for the event, make a
cash donation, buy a sponsorship, or purchase merchandise.
Why Choose Sign In Access? This method is best for organizations with a defined population of end-users who are either already in the database or can add themselves to the database. Using the Online Catalog features can increase member involvement and
assist community building.
Anonymous Access Option Purpose: Anonymous Access allows any Visitor to view the Online Catalog Access: Set this mode by clicking Anonymous access mode via: Admin Page: Site Customization: Site Configuration Features of Anonymous Access
o Summary - Remote Data Entry with limited Visitor Features o Visitor Features - This option allows anyone to view and search the Online Catalog
without having to sign in. Visitors only have access to the Item Detail Pages.
Why Choose Anonymous Access? This method is best for organizations with a large and diverse membership such as large service organizations. The Online Catalog is
used only as a marketing tool and is not used to foster member involvement or assist in community building.
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Admin Only Option Purpose: Admin Only Access disables the Online Catalog entirely. Access: Set this mode by contacting the MaestroWeb team at [email protected] Features of Admin Only Access
• Summary: Remote Data Entry with no Visitor Access • Visitor Features: Visitors are not invited to visit the site to browse the online catalog.
Why choose Admin Only? This method is best for organizations that need a convenient
way to enter data from many different locations and do not want an online catalog.
Visitor Access Mode Information Purpose: To provide some quick tips and notes about the Visitor Access Modes Requirements: These notes are focused on your contract type. If you do not know what type of contract you have, please contact your MaestroSoft sales representative. For All Clients
• You may begin in one mode and then shift to a different mode at a later date. o i.e. Begin in Admin Only and then shift to Sign In to run the online Auction.
• Sign in Access is required to allow the entry of donated items via the Donate page of the Online Catalog Component rather than via the Data Entry Component.
For MaestroWeb Plus and Premier Clients
• All Modes allows entry of Online Payments via the Data Entry Component • Sign In Access is required for the Attendee to self register or make Online Payments
For MaestroWeb Premier Clients
• Sign In Access is required to allow bidders to purchase items via Online Bidding
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Prepare Data for Import Process Purpose: Import data into AM Pro and then upload it to MaestroWeb. Requirements: A MaestroWeb Administrator must have AM Pro installed on their computer. Basic understanding of how to use AM Pro. Once you have decided what type of MaestroWeb configuration you wish to use, it is time to prepare your current data for import into MaestroWeb. Since MaestroWeb uses the .AUC and .PEO files of AuctionMaestro Pro, the process of preparing your data for MaestroWeb is the same as the process for importing your data into AuctionMaestro Pro. There are two primary import processes:
• Raw Data – This process is for users who have never used AM Pro and have their data stored in another spreadsheet or a database.
• AM Pro Users – This process is for users who are currently using AM Pro and have decided to add the MaestroWeb service.
Raw Data Purpose: Clients who have all of their data in Excel Spreadsheets should use this method. Requirement: Data must be in an spreadsheet format and formatted according to AM Pro’s import guidelines. If all of your current data is stored in another format (spreadsheet, a different database) then the data must be prepared for import into AM Pro. This is a multi step as defined below:
1) Create new blank .AUC and .PEO files. This process is outlined in the AuctionMaestro Pro Training Manual under the heading of: How to Create New (Empty) Databases.
2) Prepare your data for import as outlined in Appendix C: Importing Data into AM Pro of the AM Pro Training Manual
3) Import your data into your new .AUC and .PEO files as outlined in Appendix C: Importing Data into AM Pro of the AM Pro Training Manual
AM Pro Users Purpose: Existing AM Pro Clients can upload their existing databases to MaestroWeb. Requirement: Client must have the latest version of AM Pro. Current users of AM Pro ver 4.x or later can securely upload their .AUC and .PEO files directly to the MaestroWeb server using the link and instructions provided in the introductory email. If you do not have version 4.x or later, please contact MaestroSoft at [email protected] and request the update.
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Final Customization of Databases before Upload Purpose: To outline those steps each Organization should perform after importing their data into AM Pro, but before they upload their databases to MaestroWeb. Requirement: A basic understanding of AM Pro or access to the AM Pro help file (F1) After you have successfully imported or created your database files, the final step is to customize your databases within AM Pro. The more of the following elements that you customize, the easier it will be later.
Necessary Customizations Purpose: These customizations must be done before uploading to MaestroWeb.
It will be necessary to contact [email protected] if you wish to change any of this information after uploading your databases.
• Setup Organization and Auction Variables [2,1] o Ensure the software is registered properly and that the Organization’s Legal
Name and Federal Tax Id Number are correct. • Setup System Defaults [2,2]
o Ensure the Set Default Preferred Mailing to Home Address box is set correctly. • Set Auction Date and Goal [2,3]
o Enter the Auction Name, the Auction Date, the Catalog Due Date, and the Auction Goal (Procurement Goal)
Recommended Customizations Purpose: These customizations can be done before uploading to MaestroWeb. These customizations can be done via Admin Page: Edit User Lists The following user definable fields should be edited to the best of your ability before uploading your databases. Some of these fields will not be applicable to your organization.
• Enter/Modify People Categories [3,5] – The list of Custom People Categories • Setup Auction Types [5,1] – The names of your various Auction Types (Closing Times) • Item Category List [9,1] – The Item Category list for item classification • Recognition List [9,2] – The list of Recognition Levels for Attendee Registration • Item Value Text Lists [9,3] – The list of “Priceless” designations
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How to Upload the Database Files to MaestroWeb Purpose: Instruction on how to upload the. AUC and .PEO databases to MaestroWeb Access: Click on the upload link that was provided in your welcome email. Requirements: Databases (.AUC and .PEO) created with AM Pro Once the databases are ready, it is time to upload them to the MaestroWeb server. In your welcome email is a link to a secure web page for the uploading of your .AUC and .PEO files.
The link will look similar to this link, but not exactly
https://secure.maestroweb.com/db/Load.aspx?Dir=up&OrgID=XX
The Upload Utility may fail if either of your databases is larger than 3 MB.
1) Action: Click the link included in your Welcome Email to the Secure upload site. 2) Input: Sign into MaestroWeb with an Administrator’s login
a. Enter the Last Name b. Enter the Password c. Click the Sign In button
3) Result: If the login is correct, the Select your Database File to Upload page appears.
4) Action: Click the Browse button. 5) Result: This opens a Choose File dialog box 6) Action: Find and click your auction (*.AUC) database file 7) Action: Click Open 8) Result: MaestroWeb returns to the Database Upload page and the database file and path
name (e.g. “C:\Program Files\MaestroSoft\Example.auc”) is displayed in the textbox. 9) Action: Click the Upload Database button to complete this process
This process can take several minutes.
While it is processing the Upload Database button will change to:
10) Result: When the upload process is complete this confirmation message appears.
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11) Action: Repeat this process , but browse for the People (*.peo) database.
Once both databases are uploaded to the server, the MaestroWeb team will be automatically notified and the configuration of your MaestroWeb site will begin. By the next business day, you will receive an email message confirming the launch of your MaestroWeb site. That message will include instructions for assigning passwords and designating other administrators. Upload Error: I get an error when I try to upload my database The secure upload utility is designed to upload databases that are no bigger than 3MB (3,000KB). Should the .AUC file fail to upload, the first thing to check is the file’s size. How to Check the Size of the Database
1) Action: Find the .AUC file by using Window’s Explorer or Exploring for it 2) Action: Right click the file and choose properties 3) Result: Under Size, check to see it is greater than 2 MB or 2000 KB
a. If it is use the instructions below to reduce the size of your database. How to Reduce the Size of the Database
1) Open the External Repair Utility. Do this by: a. Action: Click the Windows Start Button b. Action: Choose (all) Programs c. Action: Choose MaestroSoft d. Action: Choose Repair Maestro Database
2) Action: Click the Update Auction Database button 3) Action: Find and Click your .AUC file 4) Action: Click Select and the Click OK 5) Action: Click the Compact and Repair any Maestro Database button 6) Action: Find and Click your .AUC file 7) Action: Click Select then Click OK 8) Action: Click Close and Exit These steps should now have reduced the size of your auction database to less than 2 MB. If you have any questions about removing logos from your AuctionMaestro Pro database, please contact technical support at 800.438.6498 x 2.
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Section II: MaestroWeb and AuctionMaestro Pro
Introduction to the MaestroWeb Database Snapshot Purpose: To provide an understanding on how, why, and when to download your MaestroWeb databases into AM Pro. AuctionMaestro Pro is a full service program that can run and manage all aspects of your Charity Benefit Event. AuctionMaestro Pro can be used without the MaestroWeb add-on. The primary limitation of AM Pro is that each user must have direct access to the network where the databases are stored.
Primary Limitation: Users must go to the data, They can not bring the data to them.
MaestroWeb is an add-on service that is used to perform all of the same primary data entry tasks that AM Pro can perform. Since MaestroWeb is accessed via the internet, the users can bring the databases to them at any time of the day or night.
Primary Limitation: MaestroWeb does not have all of the functionality that AM Pro does. Primarily, it lacks AM Pro’s 125 report and publication creation features
(catalogs, letters, bid sheets, etc …) MaestroWeb’s primary purpose is to make data entry more efficient. It is not a replacement for AuctionMaestro Pro software. It will be necessary to periodically download the data from the MaestroWeb server in order to use the advanced reporting functions of AuctionMaestro Pro. This requires a Database Snapshot.
What is a Database Snapshot? Purpose: The database snapshot is a copy of the data stored in your MaestroWeb site. Access: AM Pro Software: Main Screen: Import from MaestroWeb option at top Requirement: Download - Only MaestroWeb Administrators can download snapshots Software – Database snapshots can only be downloaded into AM Pro 4.x A Database Snapshot is an exact copy of the MaestroWeb data that is downloaded into AM Pro. This process enables a user to use AM Pro with the most current data available. A Database Snapshot can be used to run reports, print letters, etc …
Do not make any updates to a Database Snapshot while your MaestroWeb site is still active. This data will be lost the next time a Database Snapshot is downloaded. A
Database Snapshot can be deleted, archived, or simply replaced with a newer snapshot after you have finished with it.
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Import from MaestroWeb Requirements Purpose: Provide a list of what you need to use the Import from MaestroWeb utility AM Pro 4.x allows a MaestroWeb customer to instantly download a snapshot of their database from the MaestroWeb server. Before proceeding the following requirements must be met:
• The computer is currently connected to the Internet. o We recommend having a high speed internet connection (DSL, CABLE, or T1) o When using a modem, the process of downloading a snapshot could take several
hours. • You must have AM Pro 4.x installed and properly registered. • You must have an active MaestroWeb Contract in good standing. • You have the following login information:
o Organization prefix – this is the first part of your MaestroWeb address. Thus: mfb.maestroweb.com – the prefix would be: mfb
o Last Name – the last name of an administrator o Password – the administrator’s password
How to Import a Database Snapshot from MaestroWeb into AM Pro Purpose: Provide step by step instructions on how to Import from MaestroWeb Access: AM Pro Software: Main Menu: Import from MaestroWeb toolbar option 1) Action: From the Main Screen of AM
Pro, click Import from MaestroWeb 2) Result: the Import MaestroWeb Data
Screen opens 3) Input: Enter the Organization Prefix 4) Input: Enter an Admin’s Last Name 5) Input: Enter the Admin’s Password 6) Action: Click the Import MaestroWeb
Data Now button
Wait for the process to complete. The process can take several
minutes. 7) Result: When the process is complete a message will appear. 8) Action: Click the Close Door button to return the Main Screen and begin using your data.
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Import from MaestroWeb Troubleshooting Error: “You MUST enter a correct Org Prefix, Last Name, and Password” Cause: One of the fields in Step 3, 4, or 5 is empty and needs to be filled in. Solution: Fill in the empty field with the correct data. Error: “The Import Function was unable to verify the name and password you entered
for the organization prefix” Solution: Visit your MaestroWeb site. Look at the first part of
your MaestroWeb address. That is the Event Prefix. Type that info in the Enter Event Prefix line. Error: “The Last Name is misspelled or does not have Administrator Privileges” Solution: Type the last name of a person who has the Role of Administrator into the Last
Name line. Error: “The Password is not correct” Solution: Type the matching password into the Password line. Error: “The computer is unable to connect to the server” Cause 1: Your computer is not connected to the Internet. How to Test: Check your internet connection by opening a web browser and attempt to visit
several web sites. If a connection exists continue below. Error: “The computer is unable to connect to the server” Cause 2: The MaestroWeb server is not available. How to Test: Visit you MaestroWeb site and log in. Solution: If you are able to log in then attempt the MaestroWeb download again. If you are not able to log in or the re-try fails, please contact
[email protected]. Error: “Some of your data was not imported” Cause: Data that has been entered into MaestroWeb is too long to be properly imported
into AM Pro. The most common fields of this are: Item Category, Item Name, and Orgmember (also known as the Item Solicitor.)
Solution: Update the .AUC file using the External Repair Utility and then download a new snapshot.
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About the Database Snapshot Download Purpose: Learn what data is downloaded from the MaestroWeb. Requirement: A basic understanding of Auctions. Knowledge of the different types of Auction processes and transactions.
A Snapshot is a copy of your MaestroWeb database. It is used for reporting and analysis purposes only.
Please continue to make all database updates using MaestroWeb.
The snapshot download process does a number of drastic things to the .AUC and .PEO databases that are currently selected in AM Pro. To begin with, it deletes all of the data from the following sections and their related screens:
• People Information [3,1] • Registration Information [3,1] • Auction Items [5,2] • Wine Module Information [5,2] • Accounting Data [8,2] • Sponsorship Information [4,5] • Banquet Tables [4,1] • Meal Selections [4,1] • All Item Sales (Item, Store, and FAI) [6,2] • The Following Picklists
o Auction Type [5,1] o Committee Function [3,3] o Item Category [9,1] o Recognition Level [9,2] o Item Value Text [9,3] o Sponsorship Type [9,7] o Storage Location [9,9] o Accounting Transactions [9,10] o People Category [9.11] o MaestroSoft Store [9,12] o Team Name [9,16] o All Wine Picklists
After AM Pro downloads the Database Snapshot, it then imports all of the above information from MaestroWeb into the currently selected databases.
If you have not made a backup of the currently selected database, then all of the above information will be lost.
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The Snapshot download does not replace the following items:
• All Custom Letters • All Custom Catalogs • All Custom Labels • All Saved Viewer Filters • Budget and Expenses • Milestones • Images • The following picklists
o Fund-an-Item List [9,4] o Payment Type List [9,5] o Region List [9,6] o User Text List [9,8] o Zip Code List [9,14]
Data MAY NOT be uploaded from AM Pro to MaestroWeb except during the initial upload process when you set up your MaestroWeb site.
Defining the Master Database Download Purpose: To explain the difference between a Master Download and Snapshot Download.
A Master Database is simply your final Database Snapshot.
The key difference is that once you choose to download your Master Database, you will no longer enter any data into your MaestroWeb site. The MaestroWeb site will continue to be there to act as your Online Catalog, but no more data may be entered into the site.
MaestroWeb will not prevent your data entry people from entering new data after you decide to download your Master Database. You must inform your committee that the
MaestroWeb site is no longer being utilized. The Import from MaestroWeb utility also downloads the Master Databases. A Master Database download is done in the same way as a Database Snapshot. This will be the final download that is done from the MaestroWeb site. After the download is complete, all further data entry must be done via the desktop software. Your MaestroWeb site will remain active until the end of the contract term.
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When Should I perform my Master Database Download? Purpose: To provide tips and suggestions on performing the Master Database Download. Just prior to the event, the MaestroWeb databases will again be downloaded for use in AuctionMaestro Pro. Since this is the final download before the event, the downloaded database files are now called the Master Databases and NOT Database Snapshots. This is because you will manage all of the event preparations (i.e. bid sheets, attendee publications, etc.) and then take this set of data to the event. The MaestroWeb Online Catalog will still be available for browsing, but no further data will be entered into MaestroWeb. There are generally 3 points that an organization will choose to perform their Master Download:
• 1 Week Prior – This is for organizations that are prepared to have their committee come to a central location for a big final data entry and management push.
• 3 to 4 Days Prior – This is the most typical time frame. It gives the committee time to use AM Pro to do any final tweaks and ensures that everything is working properly.
• 0 to 1 Days Prior – This time frame should only be used when your organization is using MaestroWeb Premier to do pre-bidding on your items.
There can be only one Master Database:
MaestroWeb or AuctionMaestro Pro, not both
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Section III: The Online Catalog
Introduction to the Online Catalog Purpose: Learn about the public face of your MaestroWeb site. Access: To visit your MaestroWeb site goto: http://<eventprefix>.maestroweb.com To view the sample site, goto http://www.maestroweb.com Requirement: This section assumes the Data Access Mode is setup for Sign in Access. The Online Catalog is the public face of MaestroWeb. Each Visitor to your MaestroWeb site will see the Front Page first and then will have the option to explore the site from there. The Online Catalog has the following sections: • Front Page – The first thing a visitor to your site will see • Sign In Page – How all visitors to your site will sign in • Online Catalog Pages – Each item in the Online Catalog has its own display page • My Account – See a list of all donated items and online purchases • Wish List – See a list of all items added to your Wish list • Item Donation Page (Donate) – Donate an item to the Auction • Attendee Registration (Plus and Premier Only) – Register for the Auction • Cash Donations and Merchandise Sales (Plus and Premier Only) – Make a Cash Donation
or Purchase Merchandise Online • Online Bidding (Premier Only) – Additional tools and features become available with the
activation of MaestroWeb Premier. When making decisions about the Front page of your MaestroWeb site keep in mind several important factors: • Focus – Decide what information is most critical for Visitors (both new and returning) to see.
Place information for new Visitors towards the top and information for returning Visitors towards the bottom.
• Clarity – Keep your sentences short and focused. • Formatting – Use MaestroWeb’s formatting tools to highlight and enhance.
o Don’t over do it. Too much formatting can turn a Visitor off. • Links – Add links to key pages. Links can take a Visitor to your organization’s website, the
sponsorship page, or even the RSVP page. • Sponsors – Your Sponsorship page is a profit center. Sell space on it to your donors and
then advertise it to your members.
The MaestroWeb Front page is the most important piece of your Online Catalog. Don’t be afraid to modify it or update it. Have others look at it and critique it. Take their
suggestions seriously. The Front page is the first thing everyone sees, so make it count.
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Front Page Purpose: The Front Page is first thing all Visitors to your MaestroWeb site see. Access: http://<eventprefix>.maestroweb.com Setup: Edit the text of the Front Page via: Admin Page: Site Customization.
The MaestroWeb Front Page acts as a portal to the rest of the website. From this page, visitors can access the online catalog, or committee members can login to the Admin Section.
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Key aspects of the Front Page • Logo –The organization’s logo. This logo is chosen when the MaestroWeb account is setup.
After signing in, an Admin can Click the logo to sign into the Admin Section.
• Top Display Bar – This bar displays the Organization Name and the organization’s tagline.
This is defined when the MaestroWeb account is setup. o Home – Returns to front page of your MaestroWeb site. o Sign In – Sign In to gain full access (as defined by your MaestroWeb Role.) o Donate – Click to open the Item Donation Page. o My Account – Click to view the items you have donated. o Wish List – Click to view the items you have added to your wish list. o Your Organization Name and Tagline Here – As defined during setup o Search – Enter a search term and then click the Search button.
This searches the names, descriptions, and donors of all displayed items. o My Bids – If online bidding is enabled, then this link opens the My Bids Report.
• Welcome Text – This column of text can be updated by email [email protected]. Make sure to tell them your organization prefix.
• Side Display Bar – This is a list of all Item Categories. Click a category to see all donated items of that type.
• Page Footer – These items are operational in nature and require less focus o <Special Link> - The left most link is defined by the Administrator via: Site
Customization: Site Configuration o Contact – Click Contact to open an email addressed to the site’s primary
administrator (as defined at setup.) o FAQ – Opens the Frequently Asked Questions Page o Powered by MaestroSoft – Click to open the MaestroSoft home page o TM – Click the small TM at the end of Powered by MaestroSoft to login to the
Admin Section directly. • Featured Auction Item – Prominently display one of any number of items that you’ve
designated to feature on your home page. o This is setup via: Global Updates: Set Featured Item
• Sponsor Logo - Prominently display one of your generous Sponsors on your home page. o This is setup via – Edit User Lists: Sponsor Logos o This is set to display via – Site Customization: Home Page Right
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Sign In Page Purpose: To log a visitor into the website. Access: Click Sign In on the Front Page. Feature: Set how this page handles new Visitors to your site via Site Customization: Site Configuration. Each Visitor to your MaestroWeb site will need to sign in, in order to access their protected content. This includes access to the Admin Section as well as the ability to donate.
Anonymous Visitor Access This screen will not appear unless a visitor is attempting to access the Admin Section.
The Administrator has 3 options on how to handle visitors who do not already have a record in the MaestroWeb database:
• Prompt users without passwords to first find their existing record. o If this is chosen, then a Visitor will be taken to the Find Existing Record Page. o If the Visitor can not be found, they are taken to the Add New Person Page.
• Allow users without passwords to immediately create a new record. o If this is chosen, then a Visitor will be taken to the Add New Person Page.
• Don’t allow new users to create a new record. o If this is chosen, then a Visitor will be taken to the Find Existing Record Page. o If the Visitor can not be found, an error message appears.
How to Sign In 1) Action: Click Sign In 2) Input: Enter your last name. 3) Input: Enter your password. 4) Action: Click the Sign In button. 5) Result: If successful the visitor is
taken to the Front Page If the last name or password is incorrect then MaestroWeb returns to this screen with a warning indicating that Sign In has failed and that you must re-enter your last name and password.
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How to Find Existing Record Purpose: To explain how a Visitor finds their information in the MaestroWeb database. Access: Front Page: Sign In: Find My Record Many organizations upload their entire people database to the MaestroWeb server. Rather than try to contact each person to issue them a login and password visitors to the site can find themselves in the database and assign themselves a password. This is done by: 1) Action: Click the Find Record button 2) Input: Enter the Last Name to find 3) Input: Enter the initial number of the Street Address 4) Action: Click the Find My Record button 5) Result: If a matching record is found, the record is displayed. The user may then complete
their registration.
The record MUST contain an email address and a password to continue registration.
6) Action: Click the Update Record button when done. If there are any problems, the screen
will prompt for additional information.
A record created in this fashion has only the basic user privileges. This information can be overridden by an administrator should it be necessary.
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How to Create a New Account Purpose: Describe the information a visitor must provide to create an account. Access: Front Page: Sign In: Register (if available) Requirement: The option “Don’t allow new users to create a new record” must NOT be chosen in Site Customization: Site Configuration. If the system in unable to find a match it will prompt the user to enter their information. This creates a new record in the database just as if they were added via Enter People Page of the Admin Section.
1) Action: Click Sign In. 2) Action: Click the Register Button. 3) Input: Enter your personal information.
All fields on this page are required except for
Spouse fields.
4) Input: Enter a password. 5) Action: Confirm the password. 6) Action: Click the Submit Registration Form
Button. 7) Result: If successful, MaestroWeb will return to
the Front Page with a welcome. a. If unsuccessful, MaestroWeb indicates that
the login failed. The missing information is indicated by a warning in red to the right of the missing field.
A record created in this fashion has only the basic user privileges.
This information can be overridden by an administrator should it be necessary.
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The Online Catalog Pages Purpose: These pages show a list of the items available in a catalog view. Access: Front Page: (Left) Side Display Bar: Click an Item Category Requirement: Items must be entered via: Add, Edit, and Delete Item. Items must be marked as Show in Catalog (i.e. approved by an Administrator). Items must have an Item Category assigned. Feature: Define the number of items to display per item detail page via: Site Customization: Site Configuration. To view items in the catalog, click an Item Category on the left hand side. Clicking a category brings up a list of all approved items in that Item Category. Items are displayed in rows, two items to a row. A single item is centered.
Each item is displayed with:
• The Item Name • The Item Value • A thumbnail of the item’s picture
Click either the item’s picture or the item’s name to see a full description of the item.
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The Online Catalog Detail Pages Purpose: These pages show a detailed view of single item. Access: Front Page: (Left) Side Display Bar: Item Category: Item Feature: Customize this page’s view via: Site Customization: Site Configuration
• The Item Picture on the left
o Multiple Pictures can be uploaded to MaestroWeb. They will automatically perform a slideshow on the page.
• Item Name in bold • Item Description • Item Category • Item Restrictions (Disable in Site Customization: Site Configuration) • Expiration Date (Disable in Site Customization: Site Configuration) • Item Value (Disable in Site Customization: Site Configuration) • Who Donated the Item • Weblink to the Donors Website
About Procurement
Make sure to tell potential donors about the link back to their site. This allows them to justify their donation as an advertising expense as well as a charitable donation.
• Add Item to Wish List Button – Click to add this item to you Wish List • Email Item to Friend(s) Button – Click to open the Email to a Friend Page (see below) • The Online Bidding Box - Premier Clients only. See below for more details.
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Online Bidding Information Purpose: Describe the Online Bidder option for MaestroWeb Premier Clients. Access: Front Page: Choose an Item Category: Choose an Item Requirement: Item must be available for online sale. See Online Bidding later in this manual. Organization must have a MaestroWeb Premier contract. MaestroWeb Premier clients can enable their items for sale online. Making items available for Online Bidding is quick and easy. Once done, the Online Bidding box will appear on the item’s Online Catalog Page. Each Online Bidding box displays the following information:
• Time Remaining – This is the amount of time left in the auction. o This calculation is made each time the page is refreshed.
• Current Bid – This is the current amount bid • Next Bid – This is the minimum amount that the next bidder must bid.
o This amount is controlled by the Minimum Raise field in the Item Entry Page. • Your Bid – Enter the amount that you wish to bid for this item.
o Auto Bid - Enter a dollar amount higher than the Next bid to automatically activate the Auto Bid feature.
You will register a bid for the item at the next bid step. Auto Bid automatically increases your bid to you maximum, if outbid.
• Buy Now! – Click to buy the item for the listed Buy Now! price. • Submit Online Bid – Click this button to submit your online bid.
MaestroWeb does not give a confirmation box for Online Bids or for Buy Now!
Online Bidding Error Messages
• ”A Valid Bid Must Equal or Exceed the Next Bid” o The entered bid did not exceed the posted Next Bid Amount. o Another Visitor’s bid was registered with the server before your’s was.
• You already have the top bid – A bid may not be increased by the top bidder • Session Timed Out – If the browser is left open for too long then the session will time
out. MaestroWeb will prompt you to login again. The bid will not have been posted. Sold Items If you are the successful bidder on an item you will see the following in the Online Bidding Box. The item will no longer be available for sale and winning bid amount will be displayed.
If you are not the successful bidder then the item will appear as closed with the winning bid amount. No indication of who the winning bidder was will be displayed.
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The Email to a Friend Page Purpose: To email a web link to this item to someone. Access: Item Detail Page: Email Item to Friend(s) button Requirement: Visitors must login to use this feature. Each Catalog Page has the Email Item to Friend(s) button. This opens the following page:
1) Enter your friend’s email address in the top line 2) Enter your own subject about the item in the Subject Line or use the default 3) Enter your own message in the Message Box or use the default.
Do not modify the web address in the Message Box or else they will not be able to view the item you are recommending
4) Once finished, click the Send Email Button.
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Item Donation Page Purpose: Allow visitors to enter their items directly into your MaestroWebsite. Access: Front Page: Donate Requirement: Site Customization: Site Configuration: Display header donate link is clicked. MaestroWeb allows visitors to the site to enter items directly into the system. There are two types of visitors who will use this page:
• Donors – Some donors will enter their item’s information directly. • Solicitors – Some Solicitors will not be given access to the admin pages. These
Solicitors are able to donate “On behalf of” via this page. All items entered via this screen must be approved by an Administrator before they will
be displayed in the Online Catalog.
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How to Donate an Item with MaestroWeb Purpose: Learn to enter an item directly into the MaestroWeb site. Access: Front Page: Donate Requirement: Donor or Solicitor must login to use this feature. 1) Action: Click Donate. Login if necessary. 2) Input: Enter the following information:
• Item Name – Enter the [Catalog Name] as it should appear in the catalog. • Description – Enter a full [Catalog Description] of the item for the catalog. • Restrictions – Enter any [Restrictions] on the use of the item. • Value – Enter the Fair Market Value of the Item [Value]. • Display as Priceless (optional) – Click to have the [Value] display as “Priceless” in the
catalog (Live Items Only please) [Show Value Text]. • Item Category – Choose what type the item is [Item Category]. • Expiration Date – If the item expires, enter the [Expiration Date]. • Item Photo – Enter the full path and name of the picture to be uploaded.
o Browse Button – Click to browse your system for the item picture. • Web Link – Enter the associated web address for the item. • Donor Name(s) / Item Solicitor – The name of the visitor who is currently logged in. • Promotion – Click to indicate that the donor needs to be contacted. • Gift Certificate
o Donor Provides – Click to indicate the [Donor to Provide]. o Auction Creates – Click to indicate the [Auction Committee to Provide]. o Tangible Display – Click to indicate the item will be at the event [TangibleItem]
• Donor Status: I am – Who is actually donating the item. o The Donor – You will be assigned as the donor to this item. o Donating on Behalf of the Donor – Display the Donor Information (below.)
The Visitor who is logged in will be listed as the writer of the item. • Alternate Name (s) – To display something other than the default donor name listed,
enter the donor name as it should appear in the catalog [DonatedByWithSpouse] • Donor Information – Enter the following information for the donor (all fields required.)
o Donor Name(s) o Street, City, State, Zip Code o Email Address o Phone – enter the phone at (###) ### - ####
3) Action: Click the Submit Item Information Button. a. Result: If the item is accepted MaestroWeb will confirm the donation has been made. b. Result: If the item is missing key information, MaestroWeb will mark those fields.
Both the donor and the site administrator receive an immediate email confirmation of the donation. The administrator must then review the donation and set the Catalog
Field to true, before the item is displayed in the online catalog. This extra step ensures that the site administrator is immediately notified of all donations and that only edited items and
descriptions are displayed in the online catalog.
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My Account Purpose: Visitors use My Account to see item donations, cash donations, and merchandise purchases. Access: Front Page: My Account Requirement: Item Donation via Front Page: Donate Cash Donation via Visitor Payments: Cash page Merchandise Sale via Visitor Payments: Merchandise page
A special link to the Visitor Payments page must be added to the Front page by the
Administrator via: Site Customization: Home Page Left Click My Account to open a page that lists all of a visitor’s activity on the site. This screen primarily displays the visitors’ Auction Donations. To view the catalog entry for the donated item, click on the word View. This screen also displays any Cash Donations or Merchandise Purchases that were made.
Once an item has been donated or purchased, only an administrator can modify or remove the item or sale. Please contact the MaestroWeb Administrator to do this.
The Wish List Purpose: To view those items added to the visitor’s wish list. Access: Front Page: Wish List Requirement: A visitor must click the Add Item to Wish List button on the Item Detail page. Click Wish List to open a page listing all of those items you have added to your wish list. Items are added to your wish list by clicking the Add to Wish List Button in the catalog. The Wish List displays the following key information:
• Catalog Number (if assigned) • Item Name • Item Description • Item Value • Item Category • Click Remove to remove an item from
the wish list.
If an item is removed by mistake, re-add the item from the catalog
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My Bids (MaestroWeb Premier Only) Purpose: To provide a visitor access to the online bidding reports. Access: Front Page: My Bids
My Bids Report Purpose: View a list of all bids that the Visitor has made. Access: Front Page: My Bids: Select a Report: My_Bids Requirement: The visitor must have bid upon at least one item. Features: Bid – The amount of the bid. Top – Is the visitor the current high bidder. Time – When was this bid received by the server.
Top Bids Report Purpose: View a list of all items, the top bid, and the item’s Status. Access: Front Page: My Bids: Select a Report: Top_Bids Requirement: The visitor must have bid upon at least one item. Feature: View Status – The item is unsold. Click to go to that item’s Catalog page. Sold Status – This item has been sold. Closed Status – The Auction ended and this item was not bid on.
Auto Bids Report Purpose: To view a list of items that the visitor has active Auto Bids for Access: Front Page: My Bids: Select a Report: Auto_Bids Requirement: Site Configuration: Use MaestroWeb Auto Bid must be checked The visitor must have an outstanding Auto Bid Features: Edit – Click to modify the Top Auto Bid Delete – Click to remove the Top Auto Bid
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Section IV: The Admin Section Purpose: To review the features and utilities available in the Admin Section. Access: Before Sign In: Click the small TM at the bottom of the Front page. After Sign In: Click the logo in the upper left of the Front page. Requirement: Visitor must be granted access via: Configuration Tools: Assign Passwords The Admin Section is where the members of your committee are going to spend the bulk of their time. All data entry and data manipulation takes place in the Admin Section. Upon logging into the Administrator Page, the screen changes in several key ways:
• The Top Menu bar displays new options • The Administrator Page (Admin Page) displays new options
How to Access the Admin Section Purpose: Provide detailed instructions on how to access the Admin Section Requirement: Visitor must be granted access via: Configuration Tools: Assign Passwords The Admin Section is a secure area of the MaestroWeb site. Your login must have administrative privileges to the section you are trying to access. If you do not, you will be returned to the Home Page. The Admin Section can accessed in the following ways: 1) Method 1
a. Action: Click Sign In b. Input: Enter your Last Name and Password c. Action: Click Sign In d. Result: You will be returned to the front page e. Action: Click the Logo in the upper left
2) Method 2 (for Anonymous Mode Sites) a. Action: Click the small tm logo at the bottom of the page that is attached to “Powered
by MaestroSoft”
b. Input: Enter your Last Name and Password c. Action: Click Sign In d. You will be logged into the Admin Section.
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The Top Menu Bar Purpose: The Admin Top Menu Bar provides access to new screens.
Click the Top Menu Bar items to jump to the corresponding screen:
• Home – Return to the Front Page of the website • Sign Out – Sign Out of MaestroWeb. You may then Sign In as a different person • Items – Open the Add, Edit, Delete Items Page • People – Open the Add Edit Delete Donors Page • Reports – Opens the Reports Page
General Usability Features Purpose: To explain those features that apply to multiple pages in the Admin Section.
List Sorting Purpose: To understand how the List Views sort the displayed records Throughout MaestroWeb, there are lists of people, items, sponsorships, etc… At the top of each list are column headings. The column heading describes the data listed in that column. Each underlined column header can be clicked to sort the list in ascending order. Thus:
• Click ID on the Item Entry page to sort the list of items numerically in ascending order. • Click Item Name on the Item Entry page to sort the items alphabetically in ascending order. • Click Value on the Item Entry page to sort the list of items numerically in ascending order.
Even if an item is marked as “Priceless”, it will be sorted based upon its actual value.
Searching with a Wild Card (*) Purpose: Perform better searches with the Wild Card character Requirement: Useable in all Search boxes In the various search fields you can use the * wild card to indicate that you want to find everything that is like your search term. The * wild card can be used in one of three ways:
• Place after a word to indicate that you want to find everything that starts with <x> o i.e. Din* would find Dinner with Andre and Dining on the Waterfront
• Place before a word to indicate that you want to find everything that end with <x> o i.e. *ball would find Arena Football and Signed Baseball
• Place after a word to indicate that you want to find everything that contains <x> i.e. *1* would find the numbers: 100 and 3414 and 401
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The Administrator Page Purpose: This is the primary navigation page for the Admin Section. Access: Click the Logo in the upper left to return to this page. This page is the jumping off point for almost all other MaestroWeb tasks.
The one exception to this is the Report Section.
Click Reports in the Top Menu Bar to access that area directly.
The Administrator Page has the following options: • Primary Edit Tools
o Add, Edit and Delete Items – Open the Multiple Item View Page o Add, Edit and Delete People – Open the Multiple People View Page o Edit User Lists – Choose a user defined list to edit and then open that page o Edit Wine Lists – Edit the various picklists associated with the Wine Module o Global Updates – Utilities designed to update a large number of records at once.
• Event Preparation o View and Update Event Registrations – Opens the Event Registration Page o View and Update Event Sponsorships – Opens the Sponsorship List Page o View and Update Cash Donations – Opens the Cash Donation List Page o View and Update Merchandise Purchases – Opens the Merchandise List Page o View and Update Table Sponsorships – Opens the Table Sponsor List Page
• Custom Views o Sort and Display All Items – Display the Catalog View Page o Display Items By Donor – Display the Items by Donor Page
• Additional Administrative Tools o Configuration Tools – Utilities designed to set, modify, or update existing data. o Site Customization – Modify the look and feel of the Online Catalog o Online Bidding (Premier Clients only) – Online Auction management utilities.
• Secure Payments (Plus and Premier Clients only) o Administrative Payments – Pages designed to process purchases and donations. o Resubmit Denied Transactions – Attempt to process a failed payment again.
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Add, Edit and Delete Items Page Purpose: View a list of all items entered in MaestroWeb. Access: Admin Page: Add, Edit and Delete Items Requirement: Item was uploaded with the initial MaestroWeb activation. Item was entered via: Add, Edit and Delete Items: Add New Item button. Item was entered via: Front Page: Donate. Click Add, Edit and Delete Items to open a list of all donated items. This is a list of all items that are in the database. This screen lists the following information about each item:
• ID – A unique [Tracking Number] for the item • AUC – The [AuctionType] of the item • Num - The [ItemNum] of the item • Item Name – The [Catalog Name] of the item • Value – The Fair Market Value of the item • Category – The [ItemCategory] of the item • Catalog – Indicates whether the item is part of the online catalog [Show in Catalog]
o True – yes it is o False – no it is not
• Modified – When was the item last modified?
• Click Details to bring up a detailed view of the item • Click Add New Item to open a blank Detailed Item Entry Page • Search by Item Name button – Enter any portion of the item name to find and then click
the button. A list of only matching items will then be brought up. • Next – Click to go to the next page of items • Previous - Click to go to the previous page of items
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The Detailed Item Entry Page [Browse Mode] Purpose: To view the specific details of an Item. Access: Add, Edit and Delete Items: Click Details for the desired item Requirement: Item exists in the Add, Edit and Delete Item page. When the detailed view of an item is first accessed, it appears in Browse Mode. In this mode, most major elements of the item are protected. The options below are specifically available through the Item’s Browse Mode. All other information must be modified in Edit Mode.
Button List
• Select Another Item Pick List – Click the drop down list to view a different item • Add New Item Button – Click to add a new item to the catalog • Edit Item Button – Click to open the Edit Mode page • Delete Button – Click to delete this item. A warning box appears to confirm deletion. • Copy Button – Click to create an exact copy of the current item. • Add Wine Button – Click to open the Add Wine Page
Additional Functions
• Package – Click the Create link to open the Create Package Page. o For more information about packages, see the Create Package Page section.
• Image – The name of the current image appears to the right. o Click Upload to upload a picture from your hard drive. o To remove an image from your Item, open Edit Mode and delete the image’s
name from either the Image field or from User Text 2 • Donor(s) – The current donors appear to the right
o Click the Add link to add a new or additional Donor o Click the Edit link to modify the Alternate Donor Name o Click the Delete link to remove the selected Donor from the item
• View Catalog Entry – Click to preview how the item will appear in the Online Catalog
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The Detailed Item Entry Page [Edit Mode] Purpose: To modify the details of the item. Access: Add, Edit and Delete Items: Click Details: Click the Edit Item button.
Buttons
• Select Another Item pick list – Click the drop down list to view a different item. • Add New Item – Click to open the Add New Item page. • Check Spelling – Checks the ItemName, Item Description, and Item Restrictions
You may need to add secure.maestroweb.com to your pop-up safe list.
• Update – Click to save changes and return to the Browse Mode for this item. • Cancel – Click to cancel changes and return to the Browse Mode for this item.
Navigating away from this page without clicking the Update button to cause you to
lose any changes that were made.
• ID – A unique number auto assigned to each item by the system [Tracking #] • Catalog [Show this Item in Catalog]
o True – The item is displayed in the Online Catalog o False – The item is NOT displayed in the catalog
• Donated – The date the item was donated to the auction [Donation Date] • Item Name – Enter the name as it should appear in the catalog [Catalog Name] • Auction – The [Auction Type] that the item is a part of (i.e. Silent A, Silent B, Live) • Item Num – The [Item Number] within the catalog • Description – Enter a full [ItemDesc]ription of the item for the catalog
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• Restrictions – Enter any [Restrictions] on the item • Expiration Date – If the item expires, enter the [ExpirationDate] here • Certificate
o Donor – Click to indicate the will provide the certificate o Auction – Click to indicate the Auction Committee should produce the certificate o Tangible Display – Click to indicate the item will be at the auction
• Promo – The donor will provide promotional material [DonorProvide] • Delivered – Click to indicate the auction is in possession of the tangible item • Value – Enter the Fair Market [Value] of the Item • Item Cost – Enter how much you had to pay for the item [ItemCost] • Value Text – Click the [Priceless] box to display the Item Value Text in the catalog
o [ItemValueText] – Choose text to appear instead of the dollar value. How To Modify - Admin Page to Edit User Lists to Item Value Text
• Minimum Bid – Enter the minimum amount that must be bid for the item. o Online Bidding: Determines the first allowable bid.
• Minimum Raise – Enter the amount of the bid step that must be bid for the item. o Online Bidding: Determines the minimum raise required to bid for the item.
• Guarantee Purchase Price – Enter the amount that can be bid to auto win the item. o Online Bidding: Determines the Buy it Now! price.
• Taxable – Click if the Item is Taxable • Category – Choose an [ItemCategory] (Art, Amusement, Travel, etc)
o Online Catalog: Determines which Sidebar Category the item is listed under. How To Modify - Admin Page to Edit User Lists to Categories
• Storage – The StorageLocation] of the item How To Modify - Admin Page to Edit User Lists to Storage Locations
• Web Link – Enter a web address for the item. Automatic Display of Donor Web Address – Any weblinks listed on a Donor’s People
page will automatically appear on the Item’s Catalog Detail Page as well.
• Image – The name of the image associated with this item. • Donor(s) – The current donors appear to the right
o Click the Add link to add a new or additional Donor o Click the Edit link to modify the Alternate Donor Name o Click the Delete link to remove the selected Donor from the item
• View Catalog Entry – Click to preview how the item will appear in the Online Catalog • Solicitor – Select the Item’s Solicitor from the drop down list [Orgmember] • Contact – Enter the [CertificateContact] name and phone number for the certificate • User Text 1 – Enter some extra information in [UserItemText1]
o This field is often used to store a basic item name for use in the thank you letter o i.e. “Vesper Scooter” instead of the “Zippy Vippy Vesper Scooter”
• User Text 2 – Used to store name of additional images for this item. o Do not use for your own text
• Writer – The name of person who entered this item initially • Modify Date –The last time this item was modified.
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Adding a New Item Page Purpose: Add a new item to the MaestroWeb database. Access: Add, Edit and Delete Items: Add New Item button. Click the Add New Item button to open the Add Item Page. This page operates much like the Item Entry Page in Edit Mode. It has the following additional features.
• Add New Person Link – Click open the Add Person Page in a new window.
o This feature allows you enter a donor for the item you are currently working on, without having to leave this item.
o Click the Refresh Link on the Donor Line to see your newly added person. • Submit Item Information Button – Click to save this item to your database. • Item Multiplier – Create multiples of the same item. See below for more information.
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How to use the Item Multiplier Purpose: To create multiple exact copies of the same item. Access: Add, Edit and Delete Items: Add New Item button: Item Multiplier box Each item that is sold at an auction is usually unique. These items are entered individually and have a separate donor assigned to each of them. In the case of some items, such as centerpieces, the auction will sell a large number of very similar items. When this is the case, the auction can use the Item Multiplier function rather than entering the same item over and over again.
In AuctionMaestro Pro, you would use the Copy Item button.
In MaestroWeb, use the Item Multiplier function or the Copy button. If the Items are being sold for a fixed price, sell them as Merchandise rather than pre-
creating all of the items via the Item Multiplier.
1) Enter the item information exactly as you wish it to appear
MaestroSoft recommends pre-assigning the item an appropriate [Auction] Type. In the case of a centerpiece, give the item the Centerpiece [Auction]Type,
but DO NOT give it a Catalog Number [ItemNum]
2) Enter the total number of items to create in the Number of Items textbox (lower left) 3) Click the Submit Item Information button
The Edit Item page will then appear displaying the last created item. Verify that all of the items were successfully created by scrolling through the Select Another Item drop down box.
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Add Wine Page Purpose: Add bottles of wine to an item to assist in creating the Item Description. Access: Add, Edit and Delete Items: Details: Add Wine button Requirement: Item must be entered into MaestroWeb. The Wine Page assists in entering donated wine and then in creating consistent Item Descriptions for those lots of wine. To this end, the user enters the Wine Item’s basic information (Item Name, Value, Donor, Pictures, etc …) into the Edit Item Page. Then enter the Wine specific information here. This information is used to create the wine item’s description.
• Add Wine – Click to add a wine item to this list • Append Wine Description – Append the wine description to the existing item description. • Overwrite Wine Description – Replace the item description with the wine description. Example: If an item’s description currently is: Check out this great item. With Append, the item’s description is now: Check out this great item. <Wine Information> With Replace, the item’s description is now: <Wine Information> Fields
• Sort – In what order do you want the wines to be listed. • Winery – An establishment that makes wine • Varietal – The principal variety of grape used to make the wine (i.e. Shiraz or Merlot) • Wine Name – A particular name for the wine • Vineyard – The farm where the grapes are grown • Vintage – The year • Appellation – Designates the specific type and specific region of the grapes. • Bottle Size – The actual size of the bottle. • Quantity – How many bottles or cases are there • Signed – Is the bottle signed? • Etched – Is the bottle etched? • Value – The value of the bottle. This does not replace the Fair Market Value. • Other – Any other notes or comments for the description • Edit link – Click to edit a previously entered Wine line • Delete link – click to delete this Wine line.
For more information about the Wine Module, see the AM Pro documentation.
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About Images Purpose: Learn more about finding, editing, and displaying pictures. MaestroWeb has the ability to store and display several different types of images. Images can be uploaded for the following sections:
• Items – Images are displayed on the associated Catalog page. • Sponsors / People – Images are displayed on the Our Sponsors page.
This section is focused on Item pictures, but it also applies to Sponsor Images.
Getting a Digital Picture for an item Purpose: Images can be shot with a digital camera, scanned, or downloaded from the web Requirement: Basic computer skills to copy and name files Picture can be obtained one of two ways:
1) Take a picture of the item with a digital camera a. Pictures taken with a camera can then be renamed and uploaded (see below).
2) Download the picture from the web or have it provided by the donor a. Begin by finding the picture that you want. b. Right click the image and choose “Save Picture As …” c. Then designate a name and a location for the picture on your hard drive d. Upload the picture normally.
Not all pictures on the web are available for use without permission.
When in doubt contact the website administrator to acquire permission.
Picture Naming Conventions Requirement: Each image uploaded to your MaestroWeb site, must have a unique name.
If a second image with the same name is uploaded, it will replace the existing image.
Picture naming considerations:
• Each picture uploaded must have a unique name. • Each picture’s name should descriptive
o Good Names: 2d3nOahuVac.jpg or 760BMX.jpg. o Bad Names: DSC0001.jpg or image42.jpg
• Be careful of Digital cameras. The generally give images very generic file names. o For example - a Sony digital camera names images DSC<number>.
This makes it easy to have two DSC0001.jpg images.
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Image Size Considerations The MaestroWeb Image Server will optimize the display of your images on the web server, but there are some basic issues to be aware of:
• MaestroWeb automatically resizes an image to 280 (wide) by 350 (tall) pixels.
It is better to find an image that is too big, rather than an image that is too small.
MaestroWeb will not make an image bigger, since this would distort the original.
• Image files on your digital camera can be very large.
o An images can easily be several Megabytes (MB) is size (1000 KB = 1 MB). o Uploaded images should be several hundred Kilobytes (KB) in size.
• Modify your images in the following manner: 1. Opening the photo in a photo editing program 2. Reduce the image size to approx. 280 (wide) by 350 (tall) pixels, in 72 DPI 3. Replace the default file name with a more descriptive one.
If you are using a dial-up connection, this process reduces the upload to a matter of seconds (rather than minutes), per image.
Advanced Image Optimization Information It is not necessary to optimize your own images, but this will give you more control over how they will be displayed on the website. Here are desired specifications for advanced users only:
• 280 (w) x 350 (h) pixels o If the above proportions are not appropriate then set the larger side equal to the
amount above and allow the other side to resize adjust proportionally • 72 DPI Resolution • Converted to a .JPG (JPEG) of .GIF format
MaestroWeb automatically creates thumbnails as appropriate.
You do not need to create your own thumbnail images.
Can I use my online images in my auction catalog? Images placed online, stay online. When you receive a snapshot of your database it will not include the images uploaded to the web. This prevents these images from adversely impacting the performance of your AuctionMaestro Pro database.
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Finding Images Online It is not always convenient to take your own picture of an item with a digital camera. Many images can be found on the web via any of the more popular search engines. These search engines have image focused search utilities that make finding and downloading images easy.
It is your responsibility to get permission to use a specific image on your website. MaestroWeb is not responsible for those images its clients choose to display.
Never download a thumbnail of an image.
Always navigate to the image’s source and the save a copy of the image.
How to Upload an Image Purpose: Learn how to upload an image to the MaestroWeb Image Server Access: Item Picture – Upload pictures from the Add New Item Page Item Picture – Upload pictures from Item Detail: Browse Mode People Logo – Upload pictures from the Add New People Page People Logo – Upload pictures from People Detail: Browse Mode Requirement: An image to upload and an item to upload it to
1. Action: Open the Upload Page 2. Action: Click the Browse Button. 3. Result: This opens the Choose File dialog box. 4. Action: Find and Select the image, then click the Open button. 5. Action: Choose how to upload the image
a. Click Upload Replacement Image to replace the original image. b. Click Upload Additional Image to keep both images. c. Click Cancel to return to the previous screen without adding the image.
6. Result: You will be returned to the previous screen.
Multiple Pictures for Packages If you package items together that each have an Item Picture, then MaestroWeb will automatically add all of the associated pictures to the package.
Multiple Picture Storage As indicated in image upload page heading, these additional images are stored in the User Item Text 2 field. Any non-image data in this field will be replaced when users click the Upload Additional Image button.
To remove an image from the slide show, delete the file name from UserItemText 2
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Add, Edit, Delete People Page Purpose: View a list of all People entered into the MaestroWeb site. Access: Admin Page: Add, Edit and Delete People Admin Page: People Requirement: The People Role Features: Click Add New Person to open a data entry page and enter a new person. Click Details to see the People Details page for a specific person. This pages includes a list of the following people:
• The People uploaded from the original .PEO file • People enter directly into MaestroWeb via the Add New Person page. • People who entered themselves via the Sign In page.
About this Screen
• ID – A unique Identifier for the item (auto assigned) • First Name – The primary person’s first name • Last Name – The primary person’s last name • Spouse Fname – The Spouse’s first name • Spouse Lname – The Spouse’s last name • Company – The primary person’s company
• Next – Click to go to the next page of item • Previous - Click to go to the previous page of item
Add New Person Page Purpose: To add a new person to the MaestroWeb database Access: Admin Page: People: Add New Person button
This screen is a blank version of the Detailed People Entry Page.
See that entry for a detailed explanation of what can be entered here.
After entering the new person’s information, the Add New Person button must be clicked to save the record.
After the Add New Person button is clicked, MaestroWeb opens the Detailed People Entry page in Browse Mode. Make further modifications to the person there.
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The Detailed People Entry Page [Browse Mode] Purpose: To view a person’s information and provide a portal to related pages. Access: Admin Page: People: Details link Requirement: Person must be previously entered into MaestroWeb. When you first view a Person, the record is displayed in Browse Mode. In this mode, most major elements of the person are protected. The options below are specifically available through the Person’s Browse Mode. All other information must be modified in Edit Mode. Top Buttons
• Select Another Person – Choose a name from the list to go to that person’s Detail page. • Add New Person – Click to open the Add New Person page. • Edit Person – Click to view this page in Edit Mode. • Delete Person – Click to delete this person. Confirmation is required.
Bottom Buttons
• Display Charges – Click to view their accounting transactions at the bottom of the page. • Attendee List – Navigate to the page - View and Edit Event Registration. • Add Item – Click to open the page - Items: Add New Item. • Add Sponsorship – Click to open the page - View and Edit Event Sponsorships.
Browse Mode Features
• Email address – Click to email this person with your default email program. • Logo Update / Replace link – Click to load a new image or replace the current image.
Browse Mode Only Fields
• Donor – If checked, this person is assigned as a donor to an item. • Attendee – if checked, this person is registered via: View and Update Event
Registrations. • Quick Check – If checked, this person will leave their payment information on file on
the night of the event so that they do not need to check out.
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The Detailed People Entry Page [Edit Mode] Purpose: To modify the specifics of a Person’s record. Access: People: Detail link: Edit Person button Requirement: Click the Update button to save changes to this record. Top Buttons
• Select Another Person – Choose another person to jump to.
o Note: Using this option does NOT save the current record first. • Add New Person – Click this button to add a new person.
o Note: Clicking this button does NOT save the current record first. • Update – Click to save the changes you have made and then return to Browse Mode. • Cancel – Click to cancel any changes you have made and then return to Browse Mode.
If you leave this screen without clicking the Update button
the modified information will not be saved.
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Detailed Field List
• ID # - A unique identifier assigned by the system. This number may not be changed. • Bidder Number - The person’s assigned [biddernumber].
o Each Bidder number must be unique. o Automatically assign via – Global Updates: Auto Assign Bidder Numbers.
• Primary & Spouse – Each record can have 2 people listed on it. If attending, they will share a bid number.
o Primary Line – This is the first person on the record. o Spouse Line – This is the second person on the record.
• Member – Is this person Member of the Committee. This also makes the person available to be selected as a Solicitor.
o Primary - Click to mark the Primary as a [Member]. o Spouse - Click to mark the Spouse as a [SpouseMember].
• First Name – The primary’s [Fname] or the spouse’s [SpouseFname]. • Last Name – The primary’s [Lname] or the spouse’s [SpouseLname]. • Primary Text Fields – 3 User defined fields that can be used for any purpose. • Spouse Text Fields – 3 User defined fields that can be used for any purpose.
o Examples include, year of graduation, major, or whose guest they are. o The primary’s [PriText1] or the spouse’s [SpText1].
• Primary Categories – Up to four Categories can be chosen. • Spouse Categories – Up to four Categories can be chosen
o These categories are used for sorting purposes in AuctionMaestro Pro. • Primary Team – Team to which the primary person is assigned. • Spouse Team – Team to which the spouse is assigned. • Custom Addressee – Alternate name for the addressee line of letters. • Custom Salutation – Alternate name for the salutation line of letters. • Invitation Requested – Click to indicate the person should be sent an invitation. • Invitation Sent – Click to indicate this person was sent an invitation. • Address – The person’s home address [Address1]. • Address2 – The person’s home address [Address2]. • City – The person’s home city [City]. • Email – The person’s [emailaddress]. • Phone - The person’s home phone number [HomePhone]. • Home Fax – The person’s home fax number [HomeFax]. • State - The person’s home state [State]. • Zip Code - The person’s home zip code [ZipCode]. • Mail to Home - [MailtoHome].
o Click to indicate all mailings should be sent to the home address. o Unclick to indicate all mailings should be sent to the work address.
• Country – The person’s home country [Country]. • Company - The name of the person’s company [Company]. • Company Contact – The contact for the company (if different from the Primary Name
on the record.) [CompanyContact]. • Website – The website associate with this person. [website].
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If this person is added as a donor to an item, this website address will appear on the Item’s Catalog page.
• Logo – The logo that will be displayed if this person is also a Sponsor. • Work Address – The address line for the person’s work address. [Waddress1] • Work City – The city associated with the person’s work address. [Wcity] • Work Phone - The person’s work phone number. [WorkPhone] • WFax - The person’s work fax number. • Work State - The state associated with the person’s work address. [Wstate] • Work Zip - The zip code associated with the person’s work address. [Wzip] • WCountry - The country associated with the person’s work address. • Solicitor – The member responsible for bringing this person to the organization.
Display Charges Purpose: To view all activity on the person’s account. Access: People: Detail link: Display Charges button Requirement: Person must have activity from other places in MaestroWeb. These are the various accounting transactions that are associated with this person’s record.
• ID – the unique tracking number of the transaction. • Transaction – Then name of the transactions.
o Fee / Purchase – Indicates that it is a charge the person has accrued. o Payment – Indicates that the person has paid (for Secure Online Transactions), or
has been marked as paid (for all other transactions.) o Donation – Indicates a Cash Donation or Sponsorship that was made.
• Debit – The amount that the person owes • Credit – The amount that the person has paid • Balance Due – A running total of all of the transactions.
This section is the equivalent of the Account Status/Payments Tab in AM Pro.
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Edit User Lists Purpose: Edit the contents of the picklists stored in MaestroWeb. Access: Admin Page: Edit Users Lists Requirement: Only the Administrator Role can Edit User Lists. MaestroWeb contains a large number of user defined lists that speed up data entry. These lists are used to populate the drop down boxes that are used during data entry. Setup these lists ahead of time to ensure that all of your options are available for data entry. Once setup, these User Lists often do not need to be setup again. Each entry below briefly describes the User List and what it applies to. In addition, each line has the following options: Add – Add a new record to the list Edit – Edit the associated record Delete –Delete the associated record
You will not be prompted to confirm your deletion.
Auction Types Page Purpose: Modify the list of Auctions (Silent A, Silent B, Live) at the event. All entered items are assigned an Auction Type. Access: Admin page: Edit User Lists: A Requirement: Administrator Role via – Configuration Tools: Assign Passwords Features: Online Auctions - Control many aspects of an Online Auction.
• Auction Type – the identifier for the Auction Type. [Auction] • Auction Name – the name of the Auction Type. [AuctionName] • Start – Enter the Starting date and time for this auction type.
o For Premier Clients – Items assigned this Auction Type go on sale at this time. o For Offline Events – This time can be printed in the Catalog.
• Finish – Enter the Finish date and time for this auction type. o For Premier Clients – Items assigned this Auction Type will close at this time. o For Offline Events – This time can be printed in the Catalog.
• Live – Indicates that this Auction Type is a Live Auction at the Offline Event. • Online – Click to display Items assigned this Auction Type in the online catalog. • Pre-Bid – Click to make these items available for pre-bid.
Pre-bid items are not sold when the auction closes.
Instead the final bid becomes the first bid at the Offline Event.
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Banquet Tables Page Purpose: Create the Banquet Tables for the Auction. Access: Admin page: Edit User Lists: Banquet Tables Requirement: Administrator Role via – Configuration Tools: Assign Passwords Features: Seat Attendees via: View and Update Event Registrations: Table Assignments. Sell tables to Sponsors via – View and Update Table Sponsorships.
• Table Number – This is the table number. • Max Seating – Define the number of people the table will seat. • Table Name – The name of the table (defaults to Company, then Person’s name). • Table Captain – Choose a name from people already entered into the database.
A table can not have both a table captain and a table sponsor. For this reason, only
tables without a table captain are available via View and Update Table Sponsorships.
How To create multiples of the same kind of table 1. Action: Click the Add Table(s) button 2. Action: Enter the starting Table Number
o This is useful for adding additional table later on.
3. Action: Enter the Max Seating for each table. For different sized tables: o Enter the most common number of seats. o Create multiple sets of tables, each with a different Max Seating.
4. Action: Enter the Number of Tables to create 5. Action: Enter a Table Name or Table Captain for these tables (optional) 6. Action: Click Update to create these tables
Cash Donation Types Page Purpose: Define the names of the types of cash donation that can be given. Access: Admin page: Edit User Lists: Cash Donation Types Requirement: Administrator Role via – Configuration Tools: Assign Passwords Feature: Cash Donations are made via: View and Update Cash Donations. Plus Features: Secure Cash Donations are made via: Administrative Payments: Cash. Secure Cash Donations are made via: Secure Payments: Cash.
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Categories Page Purpose: Define the Item Categories assigned via the Item Entry page. Assign Item Categories via Global Updates: Assign Item Categories Access: Admin page: Edit User Lists: Categories Requirement: Administrator Role via – Configuration Tools: Assign Passwords
• Sort – Specify the order in which the Categories should appear on the Front Page • Name – The name of the Item Category • Enabled – Unclick to remove the Item Category from the selectable list of items • Visible – Click to make the Category visible on the Left Sidebar of the Front page
Committee Functions Page Purpose: Define the various Committee Functions. Access: Admin page: Edit User Lists: Committee Functions Requirement: Administrator Role via – Configuration Tools: Assign Passwords
o Committee Function – The name of the committee o Member Name – The Member’s name in charge of the committee o Spouse - Is this person a primary or a spouse o Volunteer 1 – The name of the primary Volunteer helping the committee chair o Volunteer 2 – The name of the secondary Volunteer helping the committee chair
Item Value Text Page Purpose: Define marketing text that can be displayed instead of the item’s value. Assigned via the Item Detail page. Access: Admin page: Edit User Lists: Item Value Text Requirement: Administrator Role via – Configuration Tools: Assign Passwords Feature: Item Value Text - The text available for “Priceless” Auction items.
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Meals Page Purpose: The meal choices available and their fair market value. Assigned via the View and Update Event Registration page Access: Admin page: Edit User Lists: Meals Requirement: Administrator Role via – Configuration Tools: Assign Passwords
• MealID – A unique identifier created for each Meal. • Meal Name – The name of the Meal. This name will appear on the Registration Invoice. • Unit Price – The FMV of the Recognition Level.
The Unit Cost should include the cost of the meal and
a portion of event’s general overhead expenses. The FMV is used by AuctionMaestro Pro to calculate the potential tax deduction on the
event registration invoice.
Merchandise Page Purpose: Edit the list of Merchandise available in the MaestroSoft Store. Access: Admin page: Edit User Lists: Merchandise Requirement: Administrator Role via – Configuration Tools: Assign Passwords Feature: Merchandise is sold via: View and Update Merchandise Purchases. Plus Features: Secure Merchandise is sold via: Administrative Payments: Merchandise. Secure Merchandise is sold via: Secure Payments: Merchandise.
• Merchandise Name – The name of the merchandise as it will appear on the Statement. • Price – The cost of the merchandise to the purchaser. • Value – The actual value of the merchandise.
The potential tax deduction of a piece of merchandise is its Price minus its Value
• Quantity – The quantity available for sale.
o Leave this field blank if you want to be able to sell an unlimited quantity
MaestroWeb keeps track of sold merchandise and will not oversell an item.
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Payment Methods Page Purpose: Choose the ways your people can pay for their purchases. This determines the contents for all Payment Method picklists in MaestroWeb. Access: Admin page: Edit User Lists: Payment Methods Requirement: Administrator Role via – Configuration Tools: Assign Passwords
• Payment Method – the name that is displayed in the drop down box. • Display – Check to have this Payment Method appear in the payment drop down box. • Edit Reserved Payment Method – Only the Display box is editable for reserved methods. • Edit User Created Payment Method – Both fields are editable for user created methods.
The following payment methods are reserved and may not be deleted or renamed: American Express, Bill, Cash, Check, Discover, MasterCard, No Charge and Visa
People Categories Page Purpose: Categories assigned to people for sorting purposes via – People: People Detail. Access: Admin page: Edit User Lists: People Categories Requirement: Administrator Role via – Configuration Tools: Assign Passwords Feature: People Category – The name of the People Category.
Recognition Levels Page Purpose: The cost to register for the event via View and Update Event Registrations. Access: Admin page: Edit User Lists: Recognition Levels Requirement: Administrator Role via – Configuration Tools: Assign Passwords Features: Recognition Level – The name of the Recognition Level . Value – The dollar amount to be charged per Attendee.
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Sponsorship Types Purpose: A list of Sponsorships available via: View and Update Event Sponorships Access: Admin page: Edit User Lists: Sponsorship Types Requirement: Administrator Role via – Configuration Tools: Assign Passwords
• Sponsorship Type – The name of the Sponsorship Level • Donation Amount – The amount paid for this level of sponsorship • Value – The Fair Market Value of this sponsorship level • Includes – What does this sponsorship level include (i.e. Event Tickets, advertising, etc …)
The potential tax deduction of the Sponsorships is its Price minus its Value
Sponsor Logos Page Purpose: Determine which Sponsors will appear on the Sponsor Page. Access: Admin page: Edit User Lists: Sponsor Logos Requirement: Administrator Role via – Configuration Tools: Assign Passwords Person must have a Logo upload to their record via: People: Details: Logo.
• Sponsor - The name of the sponsor. • Description – The title to appear above the sponsor logo. • Sort – Enter the order the Sponsorship Logos should appear.
Storage Locations Page Purpose: Edit the list of item storage locations. Used in Global Updates: Storage and Certificates. Access: Admin page: Edit User Lists: Storage Locations Requirement: Administrator Role via – Configuration Tools: Assign Passwords Feature: Storage Location – The name of the Storage Location.
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Team Names Page Purpose: The list of teams a Members may be assigned to. Used in People: Details: People Detail page. Access: Admin page: Edit User Lists: Team Names Requirement: Administrator Role via – Configuration Tools: Assign Passwords Feature: Team Name – The name of the team.
A Note about User Lists A user list is a time saving measure that speeds up and reduces errors in data entry. Instead of having to type the entry, you can choose that entry from the list. However, the user list values are not directly tied to the entry that they assist in defining. For example, you can choose which item category applies to a specific item, rather than having to remember the exact Item Category names. You can choose “Trip” from the category user list and you do not need to remember whether the proper category was actually “Trip” or “Travel”. If you change an entry in a user list, you must go into each item (or person) and manually change the corresponding data to reflect the change. Thus, if you change “Trip” to “Travel” in the category user list, you must find each Item with an Item Category of Trip and manually change it to Travel. Otherwise, there will be no items assigned to the new “Travel” category and no way to access all the items assigned to the former “Trip” category. For this reason, we strongly recommend configuring your user lists before entering your data.
Edit Wine Lists Purpose: To enable wine bottle information to be entered more quickly and accurately. Access: Admin page: Edit Wine Lists Requirement: Administrator Role via – Configuration Tools: Assign Passwords The following pick lists are used to populate the drop down boxes that are used by wine module. Once you have setup these User Lists, they do not need to be setup again. Each entry below briefly describes the Wine List and what it applies to. Each form also has the following options: Add – Add a new record to the list. Edit – Click to edit the associated record of the Wine List. Delete – Click to delete the associated record of the Wine List.
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Wine Appellation Purpose: Designates that the grapes are of a specific type and are from a specific district. This name is often trademarked. (i.e. Champagne). Access: Admin page: Edit Wine Lists: Wine Appellation
Wine Bottle Purpose: The actual size of the bottle. Access: Admin page: Edit Wine Lists: Wine Bottle Features: Bottle Name – The name of the Wine Bottle Size. Bottle Size – The amount of wine the bottle holds.
Winery Purpose: An establishment that makes wine. Access: Admin page: Edit Wine Lists: Winery
Wine Varietal Purpose: The principal variety of grape used to make the wine (i.e. Shiraz or Merlot). Access: Admin page: Edit Wine Lists: Wine Varietal
Wine Vineyard Purpose: The farm where the grapes are grown. Access: Admin page: Edit Wine Lists: Wine Vineyard
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How to Prepare the Wine Description Format Purpose: Define how the Wine fields are combined to create the Item’s Description. Access: Admin page: Edit Wine Lists: Wine Format Requirement: An understanding of how the Wine Description should look. The key to the Wine Utility is in properly setting up the Wine Format page. This page lists each of the wine fields and gives the user the opportunity to determine the sort order as well as the separator that should be used after field. There are dozens of accepted formats for displaying wine and the AM Pro Wine Utility gives the user the ability to create them all. The format setup here only applies when you click one of the Build Wine Description buttons.
Changing the format on this page will not change and previously created descriptions.
Q: Can I have more than one Wine Format setup? A: No. You can only have one Description Format setup at a time. This format is not stored with each bottle of wine. Q: I use primarily 3 different Wine Descriptions formats. Do I have to modify the Description Format each time I want to use a different format. A: Currently yes. Future versions of MaestroWeb will enhance this Wine Utility. That will include the ability to save common Description Formats. Q: What if I do not use a particular field? A: Any wine field that is left blank will be ignored completely. The order and separator associated with that field will be ignored as well. Q: What if I have more than one field with the same Sort? A: The Wine Utility will automatically order the fields by Sort then by Wine Field Name.
About the Sort and Separator • Sort – This is order in which the fields will be strung together. • Separator – This is a character that can be placed after the field to separate it from the other
fields. Each field is always separated by a minimum of a single space. For example:
Would create Example with Fields - Winery, Varietal: Vintage Example with Data - Paul Thomas Winery, Shiraz: 2002
Wine Field Sort Separator Winery 1 , Vintage 3 Varietal 2 :
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Global Updates Purpose: Utilities that can change large quantities of specific data quickly. Access: Admin Page: Global Updates Requirement: Administrator Role via – Configuration Tools: Assign Passwords These updates include:
• Assign Item Categories – Quickly assign Item Categories to Items.
Assign the Item category each item appears in on the Left Sidebar of the Front page.
• Auto Assign Bid Numbers – Assign Bidder Numbers to registered attendees. • Set Featured Items – Define which items may appear as a featured item. • Storage and Certificates – Assign additional Item information. • Update Catalog Item(s) – Quickly add and remove items from the online catalog. • Update Thank You Sent – Update the Thank You Letter Sent flag for items.
Assign Item Categories Page Purpose: To quickly assign or re-assign the Item Category for entered items. Access: Global Updates: Assign Item Categories Requirement: The Items Categories must first be setup under: Edit User Lists: Categories. How to Assign an Item Category
1. Action: Sort the list by clicking an appropriate column header. 2. Action: In the Select Category box, choose the Item Category to Assign. 3. Action: Choose how to assign this Item Category to the items
a. Action: Click the Assign Entire List button to assign all items this Category. OR
b. Action: Click the Select button next to the appropriate items. Action: Click the Assign Checked Item(s) button.
4. Repeat with your next Item Category.
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Auto Assign Bid Numbers Page Purpose: To assign Bidder Numbers to your registered Attendees. Access: Global Updates: Auto Assign Bid Numbers Requirement: Registered via: View and Update Event Registration: Register an Attendee How to Assign All New Bidder Numbers
1. Action: Sort the list by clicking an appropriate column header. 2. Action: Enter a Starting Bid Number in the Starting Number field. 3. Action: Click the All New Bidder Number button. 4. Result: All Attendees will be assigned a bidder number
How to Assign Bidder Numbers to Additional Attendees Purpose: Automatically add bid numbers for new attendees to the existing bid number list.
1. Sort the list by clicking an appropriate column header. 2. Click the Missing Bidder Numbers button.
MaestroWeb will automatically detect the highest assigned Bidder Number. MaestroWeb will then assign the missing Bidder Numbers from that point.
Set Featured Item Page Purpose: To determine which items will appear on the MaestroWeb Welcome Page Access: Global Updates: Set Featured Item Requirement: Items must be entered via: Add, Edit, and Delete Items Items should have custom pictures loaded via: Item Detail page How to Set the Featured Item Flag
1. Sort the list by clicking an appropriate column header. 2. Click the Featured box next to appropriate items.
a. To remove an item from the list, uncheck the Featured box. 3. Click the Update Featured Item(s) button.
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Storage and Certificates Page Purpose: To assign secondary flags and fields to existing items. Access: Global Updates: Storage and Certificates Requirement: Items must be entered via: Add, Edit, and Delete Items
• Delivered – Check if the item has been delivered or picked up • Location – Where is the item currently being stored • Promo – Click if the Donor is providing Promotional Material for the auction • D. Cert – Click if the Donor is providing a certificate for this item? • A. Cert – Click if the Auction Committee needs to produce a certificate for this item • Display – Click if the item will be placed on display at the auction
How to Update the Item Information
1. Action: Sort the list by clicking an appropriate column header. 2. Action: Modify the Fields as desired. 3. Save the Changes.
a. Action: To save all changes, click the Update Entire List button. b. Action: To save changes for only specific items:
i. Click the Select box (far left) for the desired items. ii. Click the Update Selected Item(s) button.
Update Show in Catalog Page Purpose: To add or remove items from the Online Catalog Access: Global Updates: Update Catalog Item(s) Requirements: Items must be entered via: Add, Edit, and Delete Items Assigned Item Category is Enabled and Visible in: Edit User Lists: Categories How to Set the Show in Catalog Flag
1. Choose whether to designate the entire list or only a single Auction Type. a. For a single Auction Type choose it in the Filter by Auction Type box.
2. Choose which items to mark as Show in Catalog. a. To mark all displayed Items click the Designate Entire List button. b. To remove the mark from all displayed items click the Reset List button. c. To mark individual items, click the Catalog box.
i. Then click the Designate Checked Item(s) button.
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Update Thank You Letter Sent Page Purpose: Mark that a thank you letter has been sent to a donor for his donation. Used to update MaestroWeb after sending letters from AM Pro. Access: Global Updates: Update Thank You Sent Requirements: Items must be entered via: Add, Edit, and Delete Items. Donors must be assigned via the same screen.
How to Set Thank You Sent Flag
A. Click the Update Unsent button to mark the Thank You Sent flag for all listed items that are not currently marked as Thank You Sent.
B. Click the Reset All Item(s) button to unmark the Thank You Sent flag for all items. C. To mark only specific items:
1. Click the Select box next to the desired items. 2. Click the Update Checked Item(s) button.
This utility must be used after sending Thank You Letters from AM Pro.
If it is not used, then you may accidentally thank the donor multiple times.
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Event Preparation Once your People have been entered via the Add, Edit, and Delete People Page, you can begin recording their Event Information. This section covers all of your revenue generating activities. These activities include: • View and Update Event Registration – Register People for the Event.
o Make a person an Attendee and record their Event Registration ticket purchase. • View and Update Event Sponsorships – Record the Event Sponsorships.
o Record how much money a person is donating and what they receive for it. • View and Update Cash Donations – Record people who make Cash Donations.
o Record how much straight cash a person is donating. • View and Update Merchandise Purchases – Record Merchandise Sales.
o Record the Merchandise sold before the event. • View and Update Table Sponsorships – Opens the Table Sponsor List Page.
o Record who is purchasing/sponsoring an entire banquet table.
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View and Update Event Registrations Purpose: To view a list People currently Registered for the Event. Access: Event Preparation: View and Update Event Registrations Requirement: Person must be Registered as an Attendee. Register via: View and Update Event Registrations: Register an Attendee Screen. This page contains a sortable list of all Attendees. It has the following uses:
• View all Attendee Information and see what still needs to be done. • To register a new attendee for the event - Click Register an Attendee. • To update the Attendee table assignments - Click Table Assignments.
The field Attendee(s) is based upon whether the “Primary” and/or “Spouse” is registered as attending. For example, if only spouse Susan is attending from the Bill &
Susan Smith record, then she will be listed on this page as “Susan Smith”.
This screen displays the following information:
• ID – The Unique Identifier Assigned in the People Entry page. • Table – The Attendee’s assigned [TableNum]. • Bid – The Attendee’s [Biddernumber]. • Attendee(s) – The name of the Attendee (s) as determined by who is registered. • Number – The number of people attending with the same bidder number. • Recognition Level – The name of the [RecognitionLevel] of the Attendee’s ticket. • Paid – Has the Attendee paid for their tickets? • Amount – The [RecognitionLevel] / Amount of their ticket purchase. • Details – Click to modify the specifics of the Attendee’s Registration.
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The Event Registration Page Purpose: To Register a person for the Event. Access: Event Preparation: View and Update Event Registrations - Register an Attendee Requirements: Person: The person must be entered via: Add, Edit, and Delete People. Recognition Level: Must be setup via: Edit User Lists – Recognition Levels. Meal Choice(s): Must be setup via: Edit User Lists – Meals. Table: Must be setup via: Edit User Lists – Banquet Tables. Payment Method: Must be setup via: Edit User Lists – Payment Methods. The Event Registration Page is used to register a person for the event. Once a person is registered via this page, they are considered an Attendee. This page is the equivalent of the Event Registration Tab of People Info Entry Screen [3,1]
The Attendee Registration Summary Page Purpose: To view an existing Attendee’s Registration Information Access: Event Preparation: View and Update Event Registrations - Details Requirements: The person must be registered for the event. After registering an Attendee their record may be editing clicking the Details button. This brings up the Attendee Registration Summary Page. This page lists all of an Attendee’s pertinent registration information and allows you to modify the number attending, recognition level, Quick Check, meal selection(s), table assignments and payment information.
• Click the Modify button to open the Attendee Registration Page for that Attendee • Click the Delete button to delete the Attendee Registration information and remove
them from being an Attendee Select OK to confirm the deletion. Select Cancel to cancel the deletion.
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How to Register a Person
1) Action: Select the Person to register. 2) Action: Select the Number Attending, including them (1 for a single, 2 for a couple).
a. Result: Select a Number Attending. The page then calculates the Amount Due. 3) Action: Then Click Primary and/or Spouse to indicate who is attending.
a. Note: If the number is 2 then click both Primary and Spouse. 4) Action: Choose a Recognition Level.
a. Result: Select a Recognition Level. The page then calculates the Amount Due. 5) Action: If the person will be signing up for Quick Check, click the Quick Check box. 6) Action: Select up to 3 Meal Choices and assign them to a specific person by clicking the
appropriate box to the right. Make sure to select the quantity of each meal choice in the QTY box next to the appropriate meal choice.
7) Action: Choose the Table the Attendee is sitting at (if applicable.) 8) Result: The Amount Due is automatically calculated by multiplying the Number
Attending by the Recognition Level. 9) Action: Enter a Payment Method for the Amount Due. 10) Action: Enter the last four digits of the Credit Card Number or Check Number for
reference purposes (optional). 11) Action: Enter the Exp. Date of the credit card number (optional). 12) Action: Enter any Notes or special requirements for this person. This section includes
things such as needing wheelchair access or whom they wish to sit with (optional). 13) Action: Click the Submit Registration button to save changes to the database. 14) Result: The Person will be registered for the event and made an Attendee.
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Table Assignment Page Purpose: To assign a Table to registered Attendees. Access: Event Preparation: View and Update Event Registrations – Table Assignments Requirements: The person must be registered for the event.
How to Update an Attendee’s Table Assignment
1. Choose the Table for the Attendee. o Repeat as necessary.
2. Click Update Entire List. o If a mistake was made and you want to only update the assignment for some of
the Attendee then: Click the Select button for those Attendees to update. Click the Update Selected Table Assignment(s) button.
View and Add Event Sponsorships Purpose: To view a list of Event Sponsors and the Sponsorship they gave. Access: Event Preparation: View and Update Event Sponsorships Requirement: The person must be assigned a sponsorship via: View and Update Event Sponsorships – Add New Sponsor
The Sponsorship List Page displays the following fields:
1. ID – The ID number of the Sponsorship, NOT the Person’s ID number. 2. Contact – The Person who purchased the Sponsorship. 3. Company – The Company that purchased the Sponsorship (if applicable). 4. Sponsorship – the name of Sponsorship. 5. Amount – The dollar value of the Sponsorship. 6. Date Paid – The date the Sponsorship was paid. 7. Details – Click to see the specific details of the Sponsorship. 8. Add New Sponsor – Click to add a new event sponsorship. 9. Search … button – Enter a word to search for, then click the button.
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Add a Sponsorship Page Purpose: To record the purchase of Sponsorship by a person. Access: Event Preparation: View and Update Event Sponsorships- Add New Sponsor Requirement: The person must be previously entered in MaestroWeb. Sponsorship Level must defined via: Edit User Lists – Sponsorship Types
How to Add a Sponsorship
1. Click Add New Sponsor on the View and Update Event Sponsorships Page. 2. Choose a Sponsor from the list (listed alphabetically by Company, then Last Name). 3. Choose a Sponsorship Level. 4. Adjust the Amount, if necessary. 5. Enter the Payment Method and Expiration Date (if applicable). 6. Record what the Sponsorship Includes for the Invoice. 7. Click Submit Sponsorship to save this information.
The Sponsor Detail Page Purpose: To view an existing sponsorship. Access: Event Preparation: View and Update Event Sponsorships- Details Requirement: The person must have a Sponsorship.
The Sponsor Detail Page displays the same information as the Add a Sponsorship Page.
• Modify button – Click to open the Edit Sponsorship Page. • Delete button – Click to delete the Sponsorship.
Select OK to confirm the deletion. Select Cancel to cancel the deletion.
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View and Update Cash Donations Purpose: To view cash donations and person who donated it. Access: Event Preparation: View and Update Cash Donations Requirement: The person must be previously entered in MaestroWeb.
It displays the following fields:
• ID – The unique identifier of the Cash Donation itself. • Donor (s) – The name of the person giving the Cash Donation. • Type – The name of the Cash Donation (i.e. Gold Sponsor, Cash Donation, etc …) • Amount – The dollar amount of the Cash Donation. • Auth - The Authorization Code for a payment processed via MaestroWeb Plus. • Date – The date the Cash Donation was entered. • Details button – Click to modify or delete the Cash Donation. • Total (not shown) – The total of all entered Cash Donations.
How to Enter a Cash Donation Purpose: To enter a new Cash Donation. Access: Event Preparation: View and Update Cash Donations – Make Cash Donation Requirement: Person must be previously entered in MaestroWeb. Donation must defined via: Edit User Lists – Cash Donation Types. Payment Method must defined via: Edit User Lists – Payment Methods.
1) Action: Click Make Cash Donation on the Cash Donation List Page. 2) Action: Choose the Person making the Cash Donation 3) Action: Choose the type of Cash Donation being made
a. Result: The $ amount will automatically fill in. Modify the amount if desired. 4) Action: Choose a Payment Method 5) Action: Enter an Expiration date if paying by Credit Card 6) Action: Enter the last four digits of the credit card. This is for reference purposes only.
a. Note: If paying by check you can also store the check number in this field 7) Action: Click the Complete Donation Button
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Cash Donation Detail Page Purpose: To view an existing Cash Donation. Access: Event Preparation: View and Update Cash Donations - Details Requirement: The person must have a Cash Donation. The Cash Donation Detail page has the same information as the Make A Cash Donation page.
• Modify button – Click to open the Edit Sponsorship Page • Delete button – Click to delete the Sponsorship. Click OK to confirm the deletion.
View and Update Merchandise Purchases Purpose: To view existing Merchandise Purchases. Access: Event Preparation: View and Update Merchandise Purchases Requirement: The person must be entered into MaestroWeb. The Merchandise List Page displays all entered cash donations and gives the ability to enter new merchandise purchases. Merchandise is also referred to as MaestroSoft Store Items. This page is the equivalent of AM Pro’s MaestroSoft Store Tab [6,2].
It displays the following fields:
• ID – The unique identifier of the Merchandise purchase itself. • Donor (s) – The name of the person buying the merchandise. • Merchandise – The name of the Merchandise (i.e. Raffle Ticket, Centerpiece, etc …) • Quantity – The number of pieces of Merchandise purchased. • Amount – The dollar amount of the Merchandise purchase. • Auth – Authorized Transactions available in Maestroweb Plus and Premier. • Date – The date the Merchandise was purchased. • Details – Click to modify or delete the Merchandise purchase. • Total (not shown)
o Quantity - The total number of pieces sold (this is not broken down per type). o Amount - The total value of all purchased Merchandise.
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Enter New Merchandise Purchases Page Purpose: To record new Merchandise Sales. Access: View and Update Merchandise Purchases – Purchase Merchandise Requirements: Merchandise must be entered via: Edit User Lists – Merchandise Person must be entered into MaestroWeb Payment Method must be entered via: Edit User Lists – Merchandise
1) Action: Click Purchase Merchandise on the Merchandise List Page. 2) Action: Choose the Person purchasing the Merchandise. 3) Action: Choose the Merchandise to be purchased. 4) Action: Choose the Quantity being sold.
a. Result: The Total amount will automatically fill in. 5) Action: Choose a Payment Method. 6) Action: Enter an Expiration date if paying by Credit Card. 7) Action: Enter the last four of the Credit Card. This is for reference purposes only.
b. Note: If paying by check you can also store the check number in this field 8) Action: Click the Complete Donation Button
Merchandise Purchase Detail Page Purpose: To view an existing Merchandise Purchase Access: Event Preparation: View and Update Merchandise Purchases - Details Requirement: The person must have a Merchandise purchase
The Merchandise Purchase Detail page displays the same information as the Purchase Merchandise page.
• Modify button – Click to open the Edit Sponsorship Page • Delete button – Click to delete the Sponsorship. Click OK to confirm deletion.
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View and Update Table Sponsorships Purpose: To view existing Table Sponsorships Access: Event Preparation: View and Update Table Sponsorships Requirement: The person must be entered into MaestroWeb
This page displays the following information: • Table # - The number of the purchased table. • Table Name – The name of the table. This defaults to the company name of sponsor. • Sponsor – The name of the person who purchased the table. • Company – The name of the company who purchased the table. • Amount – The full dollar amount of the donation [TableCost]. • Date Paid – The date that the table was purchased.
Add Table Sponsor Page Purpose: To add a new Table Sponsorship. Access: Event Preparation: View and Update Table Sponsorships – Add Table Sponsor Requirement: Table Sponsor must be entered into MaestroWeb via: Add, Edit, Delete Person. Table must be entered via: Edit User Lists – Banquet Tables.
If a Table has a Table Captain assigned in Banquet Tables,
it will not appear in this drop down list.
1. Action: Click Add Table Sponsor on the View and Update Table Sponsorships page 2. Action: Choose a Table Sponsor from the drop down list
a. Result: The Table Name will automatically fill in with the Sponsor’s company. 3. Action: Enter the Donation Amount for the table. This is the sponsor’s cost. 4. Action: Enter the Fair Market Value of the table. This is the actual value of the table. 5. Action: Choose an available Table Number from the list. 6. Action: Enter a method of payment. 7. Action: Enter the expiration date and the last four of the credit card number (or check #). 8. Action: Click the Submit Sponsorship button
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Table Sponsorship Detail Page Purpose: To view an existing Table Sponsorship. Access: Event Preparation: View and Update Table Sponsorships - Edit Requirement: The person must have Sponsored a Table. The Table Sponsorship Detail page displays the same info as the Table Sponsorship page.
• Modify button – Click to open the Edit Sponsorship Page • Delete button – Click to delete the Sponsorship. Click OK to confirm deletion.
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Custom Views The Custom Views section provides pages that offer more detailed views of donors and items.
Sort and Display All Items Purpose: To view a list of Items with their Online Catalog information. Access: Custom Views: Sort and Display All Items Requirement: Items must be entered via: Add, Edit and Delete Items.
Use this list to quickly view key information from the Items: Detailed Item View page. Key fields of this page are:
• Image – If checked, the item has an image file associated with it. • Del. – If this box is checked, the item has been marked as delivered. • View – Click to view the Online Catalog Page of the item.
Display Items by Donor Purpose: To view a specific Donor and all Donated Items Access: Custom Views: Display Items by Donor Requirement: Donor must be assigned via: Add, Edit and Delete Item – Add New Item Begin by Selecting a Donor from the drop down box.
If a person is not in this list, then they are not assigned as a donor to an item.
This list is sorted alphabetically by Company first and then by Last Name.
Use this list to quickly view which items were donated by a particular donor. The key fields of this page are:
• Total – The total value of all donated items. • Details – Click to edit or delete the item.
When you click Details for a packaged item (Auction Type -),
it will take you to the Package itself, NOT the original packaged item.
To view another list of items, choose another donor from the list.
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Additional Administrative Tools Purpose: Site Customization and Data Modification Tools Requirement: Only a site Administrator may access these tools These are tools that each have a specific purpose and will generally be used at the very beginning of or towards the end of your auction process. These tools include: • Configuration Tools – Choose one of a number of configuration tools • Site Customization – Modify how your MaestroWeb site appears to visitors • Online Bidding (if activated) - Choose one of a number of Online Bidding Tools
A current MaestroWeb Premier contract is required to use the Online Bidding tools.
Configuration Tools Purpose: Various Tools that modify existing data Requirement: Only a site Administrator may access these tools Each of the following tools modifies existing data. The available tools are:
• Assign Passwords – Assign Passwords and Data Access Roles to existing People • Set Featured Items – See Global Updates: Set Featured Items for details. • Package Items – Create a package of two or more existing items • Update Thank You Sent – See Global Updates: Update Thank You Sent for details. • Storage and Certificates – See Global Updates: Storage and Certificates for details. • Assign Auction Types – Assign [Auction Types] to entered items • Auto Number Catalog – Auto Assign [Item Numbers] to items with [Auction Types] • Number Catalog – Manually assign [Item Numbers] to items. • Set Bid Parameters – Automatically calculate [Minimum Bid], [Minimum Raise], and
the [Guaranteed Purchase] Price for each item. • Set Simple Bid Parameters – Manually assign the [Minimum Bid] and [Minimum
Raise], and have the system calculate the [Guaranteed Purchase] Price for each item. • Table Assignments – See View and Update Event Registrations: Table Assignments for
details. • Auto Assign Bid Numbers – See Global Updates: Auto Assign Bid Numbers for details.
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Assign Passwords Screen Purpose: To assign passwords and Data Access Roles to existing people. Access: Configuration Tools: Assign Passwords Requirement: People must be entered via: Add, Edit and Delete People. This page allows a site administrator to assign passwords and data access roles to individuals. This screen has the following fields:
• People – Select the person to assign a password or permissions to. • Roles – Select which permissions or ‘roles’ to assign to a person. • Password – Enters the password to be assigned to the selected person. • Update – Finalizes the changes to the selected person’s password and permissions.
How to Assign Roles and Passwords Purpose: To assign passwords and Data Access Roles to existing people. Access: Configuration Tools: Assign Passwords Requirement: People must be entered via: Add, Edit and Delete People.
1. Action: Choose a Person from the drop down box. 2. Action: Assign the allowed Data Access Role(s)
To choose multiple Data Access Roles, hold down the CTRL key and then click the
desired selections.
Choosing Administrator gives access to all other Role(s) automatically
3. Action: Enter a new Password (if desired) a. Note: The person’s existing password is displayed here (if they have one.) b. Note: An Administrator can change any other Person’s Password, if desired.
4. Action: Click the Update button to confirm the changes.
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About Data Access Roles Each page of your MaestroWeb site, may only be accessed by people with the correct Data Access Role. This security prevents unauthorized access to your data. Each person may have any number of Data Access Roles. These roles are:
• User – Permission to view non-administrative sections of your MaestroWeb site. o All people in the MaestroWeb Site have this access. o Included Pages: Catalog Pages, My Account, Wish List, Donate, My Bids
• Reports – Permission to view all reports. o Included Pages: Everything in the Reports header, all Custom Views
Generally speaking, all data entry people should have this Role.
• Items – Permission to Add, Edit, and Delete Items.
o Included Pages: Add New Item This Role does not allow the user to Add New Person, only to assign existing donors.
• Registration – Permission to Access all pages under Event Preparation
This Role does not allow the user to Add New Person or setup Banquet Tables
• People – Permission to Add, Edit, and Delete People. • Administrator – Permission to access all parts of the MaestroWeb site.
o Administrator Only Tasks Include: Edit User Lists Global Updates Additional Administrative Tools Site Customization Managing Secure Payment Download from MaestroWeb (in AM Pro)
The Administrator Role gives access to all other Role(s) automatically
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Package Items Purpose: To combine two or more items into a single saleable item. Access: Configuration Tools: Package Items Requirement: Items must be entered via: Add, Edit and Delete Items. Items must not already be a part of a package. Reporting: Package on paper first via: Reports: Item List by: <any choice>. View a summary of packages via: Reports: Package Summary. Many procured items will be too small to sell on their own. By packaging several of these donations together, you can create a more compelling auction item. Item packaging is a simple process via MaestroWeb.
Remember that packaging is not your only option. Consider doing a Frenzy (popular for gift certificates) or doing a Rose Raffle (buy a Rose for $20 and get something of value)
How to Create a Package
To build the best packages possible, always build your packages on paper first. Then use MaestroWeb to quickly package those items together.
1) Action: From the Admin Page – under Configuration Tools, choose Package Items. 2) Action: Click the Package check box for 2+ items. These items will be combined into a
package. 3) Action: Click the Create Package Button.
a. Result: A new item is created combining the following information: i.Item Value = the Total Value of all source items.
ii.Item Description = a simple combination of all source items. iii.Donors = All Donors assigned to the source items. iv.Images = All images from the source items.
b. Result: MaestroWeb automatically opens the new package’s View Item page. 4) Action: View the new package. Click the Edit Item button to modify the following fields:
a. Item Name – Give the package a new name
b. Item Description – Reword the item description
c. Item Category – Assign an Item Category to the new package
d. Other Fields – Modify any other field as well.
If you need to edit the source items of the package, click the Package: Update field.
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Assign Auction Types Purpose: To assign Auction Types to entered Items. Access: Configuration Tools: Assign Auction Types Requirement: Items must be entered via: Add, Edit and Delete Items Auction Types must be setup via: Edit User Lists: Auction Types The assignment of Auction Types is a critical step in your auction process. The Auction Types determines when the item will be sold and what else your Attendees will be looking at when deciding whether to purchase this item. For MaestroWeb Premier Clients: The Auction Type determines whether a particular Item will be sold or pre-bid via Online Auction.
MaestroSoft recommends that your organization assign Auction Types on paper first. Then come to this screen to assign your Auction Types. A handy report can be found
under Reports: Item List By: <Choose a method>
How to Assign Auction Types
1. Choose the Auction Type to assign Items in the Select Auction Type drop down box.
If you choose no Auction Type and then click the button, you can conveniently clear all items of their Auction Type.
2. Decide which items to assign to this Auction Type
a. Click the Assign Entire List button to give all items the same Auction Type OR
b. Click the Select button for the desired items, then click Assign Checked Item(s) 3. A message will appear indicating the changes have been done.
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Auto Number Catalog Purpose: To allow MaestroWeb to assign Catalog Numbers to the entered items. Access: Configuration Tools: Auto Number Catalog Requirement: Items must be assigned Auction Types via: Configuration Tools: Assign Auction Types or Add, Edit, and Delete Items. The Catalog Number is a unique identifier assigned to each item. This number will be used during the auction to identify the item when recording the winning bidder.
This number is alpha numeric, meaning that you may have an Item 101, 101a, and 101b.
This number must be unique. It does not matter if two items have different Auction Types.
How to Auto Assign Catalog Numbers
1) Action: Choose an Auction Type to filter on 2) Action: Click the column header of your choice to re-sort the items in ascending order.
The items will be numbered in the order that they appear on the screen.
3) Input: Enter a Starting Number - This is the Catalog Number of the first item 4) Action: Click the Auto-Assign Catalog Numbers button
This process can be repeated as often as necessary and on each Auction Type.
DO NOT renumber items after the catalog has been printed
or any of the items have been sold.
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Number Catalog Purpose: To assign Catalog Numbers to the entered items manually. Access: Configuration Tools: Number Catalog Requirement: Items must be assigned Auction Types via: Configuration Tools: Assign Auction Types or Add, Edit, and Delete Items.
This page is for individually numbering specific items in the catalog. Use this page to fine tune your existing item numbers, or to add new items to the end of existing Auction Types.
1. Input: Enter or change an item’s Item Number by entering the desired number in the Num box.
2. Action: Decide which Catalog Number changes to accept. a. Action: Click the Update Entire List button to accept all changes. b. Action: Click the Select box and then click the Update Checked Item(s) button
to update only the items with the box checked.
This screen is most commonly used to number Live Items.
When numbering Live Auction items, please use 2 digits NOT 1 digit. I.e. enter Item Numbers as 01, 02, 03 NOT 1, 2, 3.
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Set Bid Parameters Automatically Purpose: To automatically assign the item’s Minimum Bid and Guaranteed Purchase. Price and allow MaestroWeb to calculate the Minimum Raise. Access: Configuration Tools: Set Bid Parameters Requirement: Items must be marked Show in Catalog via: Add, Edit, and Delete Items. This page allows the user to define the Minimum Bid percentage, the Guaranteed Purchase percentage and the number of bid steps. MaestroWeb will then calculate the Minimum Raise.
This page allows the user to prepare their items for Bid Sheet Creation. While the bid steps can be assigned here, the Bid Sheets must be printed from AuctionMaestro Pro.
For MaestroWeb Premier Clients: See the special section below about Online Bidding.
How to Automatically Calculate Bid Steps
1) Action: Choose the Auction Type to prepare or leave it blank to prepare all items. 2) Action: Choose the Minimum bid percentage for each item (usually 20% to 30%.)
a. The first valid bid will be equal to the Minimum Bid plus the Minimum Raise.
Set the Minimum Bid % about 5% lower than normal to account for this.
3) Action: Choose the number of Bid Steps to calculate for. a. This will determine the size of the item’s bid steps.
4) Action: Choose a Guaranteed percentage (usually 150% to 200%). a. This is the item’s final bid step.
5) Update the bid steps. a. Action: Click Update Entire List to update all items. b. Action: Click Update Checked Item(s) to update only items marked in the
Select box.
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Set Bid Parameters Manually Purpose: To manually assign the item’s Minimum Bid and Minimum Raise, and then allow MaestroWeb to calculate the Guaranteed Purchase Price. Access: Configuration Tools: Set Bid Parameters Requirement: Items must be marked Show in Catalog via: Add, Edit, and Delete Items. This page allows the user to define the Minimum Bid and Minimum Raise for an item and then allow the system to calculate the Guaranteed Purchase price.
This page allows the user to prepare their items for Bid Sheet Creation. While the bid steps can be assigned here, the Bid Sheets must be printed from AuctionMaestro Pro.
For MaestroWeb Premier Clients: See the special section below about Online Bidding.
How to Manually Calculate Bid Steps
1) Action: Choose the Auction Type to prepare or leave it blank to prepare all items. 2) Action: Choose the number of Bid Steps to calculate for.
a. This will determine the size of the item’s bid steps. 3) Input: Manually enter the Minimum Bid dollar amount for each item.
a. The first valid bid will be equal to the Minimum Bid plus the Minimum Raise.
Set the Minimum Bid % about 5% lower than normal to account for this.
4) Input: Manually enter the Minimum Raise dollar amount for each item.
This is the size of the bid steps.
5) Update the bid steps. a. Action: Click Update Entire List to update all items. b. Action: Click Update Checked Item(s) to update only items marked in the
Select box. 6) Result: MaestroWeb will update the Guarantee Purchase Price
a. The GPP is equal to the Minimum Bid + (Minimum Raise * the # of bid steps).
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About MaestroWeb Premier: Setting the Guarantee for an Online Auction When an item is being sold online, the bid parameter fields have some important differences:
• Minimum Bid – (no change) This is the minimum amount that can be bid for the item. • Minimum Raise – If Auto-Bid is active, this is the size of the bid increment that will be
triggered when one bidder tries to outbid another bidder. • Guarantee – This determines if the Buy Now feature is available.
o If the Guarantee is set, then a bidder may automatically win an item by clicking the Buy Now button for the Guarantee Price.
If the bidder clicks the Buy Now button, the thumbnail image will be updated in the catalog to indicated it is sold.
o If the Guarantee is left blank, then the Buy Now button is not displayed.
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Site Customization Each MaestroWeb site can customized to suit each organization’s specific needs. The pages in the Site Customization drop down allow each organization to set a number of variables as well as customize the front page of their MaestroWeb site. The Site Customization list has links to the following pages:
• HTML editable web pages (See Appendix B for more information):
o Event Info Page – A customizable page that talks about your organization. o Home Page Left – The left side of your home page. o Home Page Right – The right side of your home page.
• Site Configuration – Set a large number of site variables.
Edit Event Info Page Purpose: To provide information about your organization and it’s mission. Access: Site Customization: Event Info Page There are several ways to give MaestroWeb visitors access to the Event Info Page.
• Add it as a Footer Link 1. Action: Open Site Customization: Site Configuration Page 2. Action: Under Footer Link, click Event Information 3. Action: Click the Update MaestroWeb Configuration button
• Add it as a link on Home Page Left or the Home Page Right This page is edited according to the rules laid out in Appendix B. It has no special attributes.
Edit Home Page Left Purpose: To act as an introduction to your MaestroWeb website and your event. Access: Site Customization: Edit Home Page Left This page is edited according to the rules laid out in Appendix B. The Home Page Left can be set to display a personalized welcome message or this feature can be turned off. The personalized welcome message always displays: Welcome <Fname> <Lname>! Welcome John Smith!
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Edit Home Page Right Purpose: To highlight various aspects of your MaestroWeb site. Access: Site Customization: Edit Home Page Right Requirement: Display Featured Item must be setup via Global Updates: Set Featured Items Sponsor Logos must be setup via Edit User Lists: Sponsor Logos This page is edited according to the rules laid out in Appendix B. While the right side of the home page can have additional text, it is primarily used to display one or more of the following web page elements:
• Procurement Goal Progress Meter – This meter is calculated by comparing the Value of all donated items to the amount entered into the Procurement Goal box.
• Display Featured Item – Click to display those items marked as Featured Items. • Display Sponsor Logos – Click to display your sponsor’s logos.
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Site Configuration Page Purpose: To customize the look and feel of your MaestroWeb Site. Access: Site Customization: Site Configuration
• Event Date – The date of your Auction. • Update MaestroWeb Configuration button – Click to save any modified settings.
Online Catalog Display Settings
• Display Expiration Date – Click to display the item’s [ExpirationDate] • Display Restrictions - Click to display the item’s [Restrictions] • Display Value Line – Click to display the item’s Fair Market [Value] • Items per Item Details Page – The number of items that appear on the Item List page.
Most users will only see 8 items without scrolling.
Users with a screen resolution of 800 x 600 will only be able to 6 items without scrolling.
Visitor Login Settings
• Anonymous Access Mode – Click to place your site into Anonymous Mode.
For more information see the Anonymous Access entry in Section I: MaestroWeb Setup
• New Visitor Handling – When a visitor does not have a valid name/password combination, how should MaestroWeb proceed:
o Prompt users without passwords to first find existing record. o Allow users without passwords to immediately create new record. o Don't allow new users to create new record.
Front Page Display Settings
• Display Header Donate Link – Allow visitors to donate items directly to your event. • Item Delivery Deadline – Your site will not accept donations after this date. • Menu Width – Determine the width of Item Category list at the far left.
Adjust the width of the menu to match the width of your Logo
Width Matches Logo Width does not Match Logo
• Menu Width – Determine the width of Item Category list at the far left.
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Sponsor Logo Page Settings Purpose: To define how the Sponsor Logo page is displayed.
• Sponsor Logo Columns – Decide how many columns of Sponsor Logos will appear on the Sponsor Logo Page. Options are: 1 or 2 or 3.
• Sponsor Logo Text – Define the text that appears at the top of the Sponsor Logo page. Front Page Footer Options Purpose: To define the language and destination of the left most footer link.
• Footer Link Options – Click the page to include as link on the footer of the Front page. o None – Do not include an extra link. o Event Information page – Jump to the Event Information Page.
This page is setup via Site Customization: Event Information Page. o Bidding Information page – A generic How to Bid Online page. o Sponsor Logos page – Jump to the Sponsor Logo page.
This page is setup via Edit User Lists: Sponsor Logos. o Other page – Jump to another page.
This link is defined by Other URL. • Footer Text – Enter the specific wording to appear on the Front page for the above link.
MaestroWeb Plus and MaestroWeb Premier Options Purpose: To define which optional elements of the Plus and Premier service are activate.
• MaestroWeb Plus Payment Screen – Click the following boxes to give the visitor access to the related MaestroWeb Plus entry screen.
o Display RSVP Link – Allow the visitor to Register for the Event. o Display Cash Link – Allow the visitor to make a Cash Donation. o Display Sponsor Link - Allow the visitor to buy a Sponsorship. o Display Merchant Link - Allow the visitor to buy Merchandise.
These options do not limit the Administrator’s access to these pages.
• Use MaestroWeb Auto Bid (Premier only) – Allow your visitors to enter their
maximum bid and then allow MaestroWeb to increase their bid should they be out bid.
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Online Bidding Tools Purpose: To view and manage your Online Auction. Access: Additional Administrative Tools: Online Bidding Tools Requirement: A current MaestroWeb Premier contract. These tools cover various setup, display, and maintenance aspects of your Online Auction.
• Online Bid Parameters – Quickly set the Min Bid and Min Raise. • Bid Sheet – View a list of items that have been bid on and their current status. • Bid Summary – View a list of all items available for sale via Online Auction. • Winning Bidder Email – Edit the email sent to the winning bidders. • Winning Bids – View a list of only won items.
Online Bid Parameters Page Purpose: Quickly set the Min Bid and Min Raise. Access: Additional Administrative Tools: Online Bid Parameters Requirement: Items must have a Value entered via: View, Edit, and Delete Items. Use this page to quickly update the Minimum Bid and Minimum Raise for your Items.
How to use the Online Bid Parameters Page
1. Action: Choose the Auction Type to prepare or leave it blank to prepare all items. 2. Action: Choose the Minimum bid percentage for each item (usually 20% to 30%.)
a. The first valid bid will be equal to the Minimum Bid plus the Minimum Raise.
Set the Minimum Bid % about 5% lower than normal to account for this.
3. Action: Choose the Raise %. a. This determines how much more the next bid must be.
4. Update the bid steps. a. Action: Click Update Entire List to update all items. b. Action: Click Update Checked Item(s) to update only items marked in the
Select box. Using this Utility will remove the Guaranteed Purchase Price from all updated items.
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Bid Sheet Page Purpose: View a bidding history of all items and their current status. Access: Additional Administrative Tools: Bid Sheet Requirement: Items must currently be available for sale via Online Auction. Bidders must have bid upon at least one items. This page displays a history of all bids made during your online auction as well as indicating whether the item have already been sold. This page has the following features:
• Line indicates the status of a particular bid. o Black Lines – Bids that have been outbid. o Red Lines – The current high bid for that item.
• Bidder – Open the winning bidder’s record in a new page • Delete – Click to delete the bid. If the deleted bid is the current high bid, then the
next highest bid becomes the new high bid.
If an item is purchased via Buy Now AND the Online Auction is still going on, then the item will be made available for sale again.
• Sold – If sold, this box is checked.
An item is marked as sold if it closes with a valid bid or the Buy Now is clicked.
Bid Summary Page Purpose: View the status of all items available for sale via Online Auction. Access: Additional Administrative Tools: Bid Summary Requirement: Items must currently be available for sale via Online Auction.
Status – What is the current status of the item?
• View – The item is still unsold. Click here to go to that item’s Catalog page. • Sold – This item has been sold. • Closed – The Auction ended and this item was not bid on.
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Winning Bidder Email Page Purpose: Edit the email sent to the winning bidders. Access: Additional Administrative Tools: Winning Bidder Email Edit this email using the html editor outlined in Appendix B. Each email is sent with the header that appears on the Front page and a list of what was won.
• If a bidder purchased an item via Buy Now, then an email is sent out immediately. • If a bidder is the winner at the end of an auction, then the email will contain all of the
items that he won.
Winning Bids Page Purpose: View a list of only items won by bidders. Access: Additional Administrative Tools: Winning Bids Restrictions: Items must be successfully bid upon. View a list of what items sold, who won them, and for how much. If the successful bidder also has a Bidder Number (BN) for the brick and mortar event, then it is displayed here as well.
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Secure Payments Purpose: To give the organization ability to process online payments. Access: Additional Administrative Tools: Winning Bids Restrictions: The Organization must have a current MaestroWeb Plus or Premier contract. The Organization must choose an approved MaestroWeb Payment Processor. This section gives the Organization access to numerous tools that allow the Organization to record the money given to or paid to the Organization. The sections covered here are:
• Administrative Payments – Each page is linked to the related section in MaestroWeb. o RSVP – Register an existing person for the Event. o Sponsor – Sell a sponsorship to an existing person. o Cash – Record a cash donation from an existing person. o Merchandise – Sell fixed price items to an existing person.
• Resubmit Denied Transactions – Attempt to get an unsuccessful charge to post.
Online Payments, Secure Payments, and Administrative Payments are synonymous.
About Online Payment Processing for MaestroWeb End Users Online Payment Processing works exactly the same for visitors to the website with one key difference. Unlike the administrative tools where a new person can be selected from the drop down list for each transaction, the end user tools are configured to process payments for only the person who is currently signed in.
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How to Process an Online Payment Each of the Administrative Payments pages requires the same basic information to process a payment. This information is shown in the image below. To process a payment: 1. Input: Fill out the top of the form so the amount to be charged appears in the Total box. 2. Input: Enter the Payee’s full payment information.
a. MaestroWeb automatically fills in the address information. Modify if necessary. b. Input: Enter their email address.
i. This is required as the confirmation email is sent to this address. c. Action: Choose the Payment Type. d. Input: Enter the Credit Card Number. e. Input: Enter Expiration month and expiration year.
3. Action: Click the Submit Event Registration button when ready. a. Make sure to confirm that Total $ amount is the correct amount to be charged to their
card. If it is not, check the chosen ticket level and the number in party. 4. Result: Once the Submit Event Registration button is clicked it will change to prevent
clicking it a second time.
5. Result: Confirmation is given if the payment is accepted. MaestroWeb does not produce a confirmation page (i.e. Are you sure?) MaestroWeb does not store any credit card information. It must be re-entered for each Online Purchase.
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Secure Payment Error Messages The Credit Card Number is wrong number of digits. An email address must be supplied to process a credit card. The confirmation email will be sent to this email address. RSVP ONLY Error Message The Number Attending can not be 0. The Total Charges must exceed $25. If an online payment is denied, an error will appear.
Even if the payment is denied, MaestroWeb still records the following:
• RSVP – The person is registered for the event in View and Update Event Registrations. • Sponsorship – The sponsorship is recorded in View and Update Event Sponsorships. • Cash - The cash donation is recorded in View and Update Cash Donations. • Merchandise – The merchandise purchase is recorded in View and Update Merchandise
Purchases. If you get a denial and wish to resubmit the charge, visit Secure Payments: Resubmit Denied Transactions and click the Pay button for that particular transaction.
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Administrative Payments - RSVPs Purpose: To register a person for the event AND process their Secure Payment. Access: Administrative Payments: RSVPs Restrictions: People must be entered via: Add, Edit, and Delete People Ticket Levels must be setup via: Edit User Lists: Recognition Levels Meal Choices should be setup via: Edit User Lists: Meals Payment Methods should be setup via: Edit User Lists: Payment Methods The RSVP section is used to register an Attendee for the event and to process their payment. It is split into 2 sections:
• Top Portion – Register the person for the event per the instructions listed in Event Preparation: View and Update Event Registration
• Bottom Portion – Enter the person’s payment information as per the instruction above.
Administrative Payments - Sponsorships Purpose: To record a person’s sponsorship purchase AND process their Secure Payment. Access: Administrative Payments: Sponsor Restrictions: Sponsor must be entered via: Add, Edit, and Delete People. Sponsorship must be setup via: Edit User Lists: Sponsorship Types. The sponsorship section is used to record a sponsorship purchase. It is split into 2 sections:
• Top Portion – Record a person’s cash donation to event per the instructions listed in Event Preparation: View and Update Event Sponsorships.
• Bottom Portion – Enter the person’s payment information as per the instruction above. Multiple sponsorships may be purchased by the same person.
Administrative Payments - Cash Donations Purpose: To record a person’s cash donation AND process their Secure Payment. Access: Administrative Payments: Cash Restrictions: Donor must be entered via: Add, Edit, and Delete People. Donation Type must be setup via: Edit User Lists: Cash Donation Types. The Cash section is used to record a Donor’s cash donation to the event. It is split into 2 sections:
• Top Portion – Record a person’s cash donation to event per the instructions listed in Event Preparation: View and Update Cash Donations.
• Bottom Portion – Enter the person’s payment information as per the instruction above. Multiple Cash Donations may be made by the same person.
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Administrative Payments - Merchandise Purpose: To record a person’s merchandise purchase AND process their Secure Payment. Access: Administrative Payments: Merchandise Restrictions: Purchaser must be entered via: Add, Edit, and Delete People. Merchandise must be setup via: Edit User Lists: Merchandise. The merchandise section is used to record a purchaser’s merchandise purchase. It is split into 2 sections:
• Top Portion – Record a person’s cash donation to event per the instructions listed in Event Preparation: View and Update Cash Donations.
• Bottom Portion – Enter the person’s payment information as per the instruction above. Multiple Cash Donations may be made by the same person.
Due to federal regulations, Raffle Tickets may not be sold online due to interstate commerce rules.
For more information contact your local gaming commission. When selling merchandise, please remember to select both a type of merchandise and the quantity being purchased.
Resubmit Denied Transactions Purpose: To attempt to process a Secure Payment that was previously declined. Access: Secure Payments: Resubmit Denied Transactions Restrictions: Secure Payment must be made via: Administrative Payments. Secure Payment must be declined. This page lists those transactions that were submitted for secure payment, but the payment failed. Since these transaction are also stored in MaestroWeb in their regular locations, MaestroWeb is able to use the source transaction to re-populate the Administrative Payment form.
Click Pay to open the Administrative Payments page related to the transaction. When the page opens, it will be necessary to re-enter all of the payee’s payment information.
Use this utility whether you are attempting to re-run the same card or whether you are
using a new form of payment. If you go to the Administrative Payments section directly, you will create a duplicate
transaction in your MaestroWeb database.
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The Reports Page Click Reports in the Top Tool Bar of the Administration Screen to open the Reports Page. This page displays a number of useful reports. These reports are:
Administrator List Report Purpose: View a list of people who are assigned a Role other than User. Access: Reports: People Reports: Administrator List Restrictions: A Person must be assigned a Role other than User via Configuration Tools: Assign Passwords.
User List Report Purpose: View a list of people who are assigned the role of User and have a password. Access: Reports: People Reports: User List Restrictions: A Person must be assigned the Role of User and a password via Configuration Tools: Assign Passwords. A Person may also self register themselves via the Login Page.
List of Unpaid Balances Report Purpose: View a list of people with an Amount Due greater than $0. Access: Reports: People Reports: List of Unpaid Balances Restrictions: A Person must have purchased something and not paid for it. Feature: Click View to open Add, Edit and View People: People Detail Page.
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View Redundant People Report Purpose: Displays a list of duplicate people with links to the corresponding records. Access: Reports: People Reports: View Redundant People Restrictions: Two or more People records must have the same first and last name. Feature: Click View to open Add, Edit and View People with a list of matching people.
Filter and Sort Mailing List Report Purpose: Displays a list of contact information based on a quick filter. Access: Reports: People Reports: Filter and Sort Mailing List Restrictions: People must be assigned People Categories via Add, Edit, and Delete People or People must be Attendees via View and Update Event Registrations or People must be assigned as Donors via Add, Edit, and Delete Items Feature: Choose a People Category OR an Indicator. Only the last chosen applies.
View People by Solicitors Report Purpose: Displays a list of Solicitor Contacts and who they are the Solicitor for Access: Reports: People Reports: View People by Solicitors Restrictions: People must be assigned a Solicitor Add, Edit, and Delete People: Details.
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Tracking Report by Category Report Purpose: Item List, grouped by Category with Item Details. Access: Reports: Donation Reports: Tracking Report by Category Restrictions: Items must be assigned an Item Category via Global Updates: Assign Item Categories.
Cash Donations by Donor Report Purpose: List of Donors, sorted by Last Name, displaying their Cash Donations. Access: Reports: Donation Reports: Cash Donations by Donor Restrictions: Donors must have donated via View and Update Cash Donations.
Package Summary Report Purpose: List of Packages and the source items that make up the package. Access: Reports: Donation Reports: Package Summary Restrictions: Items must have been packaged via Configuration Tools: Package Items. Features: Edit – Click to open the Package Items page focused on this package. View – Click to open the Item Detail Page.
View Catalog Summary Report Purpose: View a list of items showing their catalog focused fields. Access: Reports: Donation Reports: View Catalog Summary Restrictions: Items are marked Show in Catalog via Global Updates: Update Catalog Items. Features: Filter by Auction Type – Choose an auction to view only those items.
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View Item Display Information Report Purpose: View a list of items showing fields focused on displaying the items at the event. Access: Reports: Donation Reports: View Item Display Information Restrictions: Items are marked Show in Catalog via Global Updates: Update Catalog Items. Features: Filter by Auction Type – Choose an auction to view only those items.
Item List by Category Report Purpose: View a list of items grouped by Item Category. Access: Reports: Donation Reports: Item List by Category Restrictions: Items are marked Show in Catalog via Global Updates: Update Catalog Items. Items are assigned an Category via Global Updates: Assign Items Categories.
Item List by Company Report Purpose: View a list of items grouped and sorted by Item Company. Access: Reports: Donation Reports: Item List by Company Restrictions: Items are marked Show in Catalog via Global Updates: Update Catalog Items.
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Item List by Donor Report Purpose: View a list of items grouped and sorted by Donor. Access: Reports: Donation Reports: Item List by Donor Restrictions: Items are marked Show in Catalog via Global Updates: Update Catalog Items.
Item List by Solicitor Report Purpose: View a list of items grouped and sorted by Solicitor. Access: Reports: Donation Reports: Item List by Solicitor Restrictions: Items are marked Show in Catalog via Global Updates: Update Catalog Items.
Item List by Team Report Purpose: View a list of items grouped and sorted by Team. Access: Reports: Donation Reports: Item List by Team Restrictions: Items are marked Show in Catalog via Global Updates: Update Catalog Items.
View and Sort Attendees Report Purpose: View an alphabetical list of Attendees with Bid #, Table #, QC, and Notes. Access: Reports: Event Reports: View and Sort Attendees Restrictions: People must be registered as Attendees via View and Update Event Registration.
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View Attendee Seating Report Purpose: View a list of Attendees in Table # order with the number of seats available. Access: Reports: Event Reports: View Attendee Seating Restrictions: People must be registered as Attendees via View and Update Event Registration. Update: Seat People at Tables via Configuration Tools: Table Assignments.
View Meal Selections Report Purpose: View a list of Attendees in alpha order with their Meal Choices. Access: Reports: Event Reports: View Meal Selections Restrictions: People must be registered as Attendees via View and Update Event Registration. Update: Add a Meal Selection via View and Update Event Registrations.
Catering Summary Report Purpose: View a count for each Meal Choice. Access: Reports: Event Reports: Catering Summary Restrictions: People must be registered as Attendees via View and Update Event Registration.
View Sponsors Report Purpose: View a list of all Event Sponsors and what they purchased. Access: Reports: Event Reports: View Sponsors Restrictions: People must purchase sponsorships via View and Update Event Sponsorships. Features: Click any Column Header to sort the list in that order.
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Totals by Item Category Report Purpose: View the procurement totals for each Item Category. Access: Reports: Statistics: Totals by Item Category Restrictions: Items must be assigned a Category via Global Updates: Assign Item Categories. Features: The Procurement Goal bar is displayed.
Payment Summary Report Purpose: View a list of all payment made to the Event. Access: Reports: Statistics: Totals by Item Category Restrictions: Transactions must be recorded in any of the Event Preparation pages. Features: Filter by Time Period - Choose to filter by: Prior Year, Prior Month, Prior
Week, Yesterday, and Today. Auth – A code here indicates a successful Secure Payment.
Site Visit Summary Report Purpose: View a summary of your MaestroWeb’s site activity. Access: Reports: Statistics: Site Visit Summary
• Unique Visitors – The number of unique IP addresses that have visited the site. • Home Page Total – The number of times everyone has look at the home page. • Donate Total – The number of items that have been donated via the Donate link. • Details Total – The number of times people have visited an Item Detail page. • Wish List Total – The number of items that have been added to Wish Lists. • Account Total – The number of people who have created new accounts on your site.
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Wish List Summary Report Purpose: View a list of all wish listed items and who wish listed them. Access: Reports: Statistics: Wish List Summary Restrictions: Visitors must Wish List Items by clicking the Add Item to Wish List button.
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Appendix A: MaestroWeb Security General Security The purpose of this appendix is to explain the technical aspects of MaestroWeb’s Security. MaestroWeb takes the security of its servers and the integrity of your data very seriously. If you have any questions about the information contained below please contact the MaestroWeb team. MaestroWeb uses the strongest available encryption (128-bit) for all password protected areas and role-based authentication. The database is physically secured in a state-of-the-art data center in downtown Seattle, where it is monitored 24/7 and a backup power supply is available. This database server is patched with all the appropriate Microsoft Service Packs and critical updates immediately when they are available. The MaestroWeb SQL Server configuration follows Microsoft’s security “best practices” and prohibits access through non-essential ports. In addition to securing the SQL Server Database, all the computer code that MaestroWeb uses to manage the database is precompiled in stored procedures. This means that the MaestroWeb application itself does not have direct access to the SQL Server tables. It can only update the database by using these predefined functions. Roles-Based Authentication MaestroWeb uses the .NET framework and requires sign in authentication before users have access to the password protected areas of your site. MaestroWeb has extended this .NET security with a role-based authentication system. This allows the site administrator to assign different levels of access to the administrative team. By default, everyone in the database is granted the "User" role and can access the public password-protected areas of the MaestroWeb site once the user is created and is assigned a password. Only people who are assigned one or more of the administrative roles (“Reports”, “Items”, “Registration”, “People” or “Administrator”) will have access to the administrative tools page on that specific MaestroWeb site. Users are then able to access those specific pages that are permitted by the corresponding role. For example, a volunteer who has only been assigned the “Reports” role is able to view administrative reports, but not update items, people or event information. Secure Transmission When a user signs in they enter an all password protected area of the MaestroWeb site. The URL in the address bar becomes "https://secure.maestroweb.com/..." and a padlock link appears at the bottom of your browser which links to MaestroWeb’s "SSL Secured (128-bit)" certificate. MaestroWeb use of this state-of-the-art 128-bit encryption for all password-protected areas ensures that all MaestroWeb information is kept completely confidential during transmission between a User’s browser and the MaestroWeb server.
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The weakest link in any security chain is the administrator’s Login and Password. Please protect your password so that no can gain unauthorized access to your
MaestroWeb through the use of your administrative login. Privacy MaestroWeb takes great care with all data files and treats them as confidential information. As indicated in this documentation, MaestroWeb never gathers information from client databases or shares this information with anyone else. The MaestroWeb upload utility for the AUC and PEO data files also uses 128-bit encryption to ensure the security of these records during transmission to the MaestroWeb server. Uploaded data is the client’s and the MaestroWeb team does not access or use any of these records for any purpose. The only contact information that the MaestroWeb team keeps on file is for the organization’s site administrator. MaestroWeb will only contact the MaestroWeb site administrator using the virtual email address ([email protected]) that is provided to them and then only to provide technical support. Uploading and Downloading Databases MaestroWeb uses a secure 128-bit encryption upload utility to ensure the security of all uploaded data files during initial transmission to the MaestroWeb server. Any time after a MaestroWeb site is activated, a User with the Administrator Role can obtain a copy of the organization’s MaestroWeb database. This is done by downloading the data into AuctionMaestro Pro via a secure XML download.
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Appendix B: The MaestroWeb HTML Editor
This appendix is still under construction.
We apologize for the delay.