contract-admin-sponsor-guide.rst

Race Sponsor Administrator's Guide

The system is used to manage sponsors for the Steeplechasers signature races. The primary functions provided by the system include:

• maintain database of benefits for sponsor levels
• maintain record of race sponsorships
• generate sponsor agreement based on sponsor benefits
• automatically configure free entry coupons in the race registration system (RunSignUp only)
• automated initialization of possible sponsorships for the next year from the current year's sponsors

This system is designed to significantly reduce the administrative workload required to manage sponsorships by signature race race directors.

Email Conventions

All emails generated by the system use races@steeplechasers.org as the from address. Emails that are generated for the sponsor agreement are addressed TO races@steeplechasers.org. This email address is associated with one or more individuals in the steeplechasers.org organization, and those individuals will receive the email. When responding to this email, individuals should ALWAYS respond from their steeplechasers.org email address and copy races@steeplechasers.org to ensure that all communication is shared with the races team.

Sponsor Life Cycle

Summary:

1. Sponsor client contacts Signature Race Director to propose sponsorship, either through direct email or a form on the FSRC website
2. Signature Race Director enters data into contractility system and uses system to generate and send sponsor agreement
3. FSRC Treasurer generates invoice
4. Sponsorship is automatically renewed for following year and placed in renewed-pending state until Signature Race Director and sponsor client resume correspondence

Event State Flow

digraph{

"(New Sponsor)" -> "renewed-pending" [label="RD considers new sponsor"] "(New Sponsor)" -> "tentative" [label="RD solicitation to new sponsor"] "renewed-pending" -> "tentative" [label="RD solicitation to previous sponsor"] "renewed-pending" -> "tentative" [label="RD solicitation to new sponsor"] "tentative" -> "committed" [label="Send Agreement"] "committed" -> "canceled" [label="Potential sponsor indicates no sponsorship"] "committed" -> "renewed-pending" [label="5 days after race"]

"renewed-pending" [color=cyan, style=filled] "tentative" [color=green, style=filled] "committed" [color=cyan, style=filled] "canceled" [color=green, style=filled]

"manual" [color=green, style=filled] "automatic" [color=cyan, style=filled]

}

Sponsor Use Cases (What To Do...)

When We Learn About a Potential New Sponsor

We learn about a completely new sponsorship that we haven't worked with before. The inquiry could arrive through email generated by the sponsor-query-form a direct email, etc., or the signature race director could determine a potential sponsorship through other means. The race director should create a sponsorship with whatever information is known.

From sponsorship-overview-view click New

Once the form is displayed

• fill in as much information as you have available to you
• click Create

If the sponsor client has already agreed to a sponsorship, fill in Level and Amount appropriately and set the state to tentative. If the sponsor client has been contacted but hasn't responded, set the state to tentative, but you probably want to set Level to none and Amount to 0.

If the sponsor client has not been contacted yet, set Level to none and Amount to 0, and set the state to renewed-pending.

When We Contact a Potential Sponsor

Here the sponsor client and sponsorship was in the system from a previous year, or by creating this as noted under create-new-sponsor. On sponsorship-overview-view the admin can search for the sponsor client in the search box. When the correct sponsorship is found, click on the row, then click Edit.

To record that the potential sponsor client has been contacted, do the following

• set the Coupon Code

  • this field must be set at this time, but won't be configured to the registration service¹ until the sponsor agrees and Send Agreement is clicked

• change the State to tentative
• click Update

When a Potential Sponsor Agrees to a Sponsorship

Here the sponsor client agrees to the sponsorship. The admin needs to make sure the sponsorship is in the system before this step. On sponsorship-overview-view the admin can search for the sponsor client in the search box. When the correct sponsorship is found, click on the row, then click Edit.

To record that the potential sponsor client has agreed to the sponsorship, do the following

• set the Coupon Code if not already set

  • this will be automatically configured to the registration service²

• set the Level and Amount appropriately
• click Send Agreement

The sponsor agreement containing appropriate sponsor benefits <sponsor benefit> based on sponsor level and coupon code will be emailed to the sponsor client contact email, and the state will automatically be changed to committed.

To Review the Sponsor Query Log

When the sponsor client fills out the sponsor-query-form, an email is sent to the signature race director with the information from the form. If the race director is interested in reviewing the forms which have been filled out, these are also saved in the sponsor-query-log.

To Set Up Race for New Year

Each year there is some maintenance required, to set up dates for the agreement, beneficiary, etc. This operation is accessible to administrators with super-admin privilege only.

To set up the race dates, beneficiary, locations for the next year's race, go to sponsor-race-dates-overview and click New or Edit as appropriate.

To set up other race variables which are rendered in the agreement, go to sponsor-race-variables-overview. In this case, the variables should be edited only, using the Edit button.

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1. Currently RunSignUp is the only registration service which supports automatic configuration of coupon codes. If another service is used, the coupon code must be configured in that service manually.↩

2. Currently RunSignUp is the only registration service which supports automatic configuration of coupon codes. If another service is used, the coupon code must be configured in that service manually.↩