Grading Committees
User Guide for JustGo
Getting Started
You will see the CKF Grading Committee club in your home dashboard
You will now have access to the “Event Management” tile
Bringing you to the Event Management site.
From here, you can copy a template to create a grading event
What is JustGo?
JustGo is a multi-functional online software platform for managing memberships, events, credentials, and communications across different levels of an organization – national, regional, club level, etc.
How does the CKF plan to use JustGo?
We have several reasons for shifting from our current system to a new one:
These are only a few of the many reasons for using a modern membership management system, and we plan to continue exploring more ways to leverage this platform to enhance the capabilities of the CKF.
What will you have access to in JustGo?
There are several tiers of roles and permissions that will exist in the CKF’s JustGo implementation, including:
New Terminology: A few definitions to help you on your way:
Term | Definition | Examples |
Event (Category) | Events can be anything that involves payments to the CKF. This is not just limited to activities that you attend, but also donations, applications for foreign gradings, and replacing a lost certificate. | Categories: Club events, Exams, Generic Payments, etc.. |
Subcategory | Depending on the Category you choose for an event, there may be subcategories to further refine. Categories and subcategories can be created and modified by the CKF administrators | Kendo, Iaido, Jodo |
Tickets | Tickets are how purchases are recorded. When a candidate registers and pays for a grading, they will be “buying a ticket” to the exam event. Grading tickets have predefined values and include restrictions based on our grading policy |
|
Credentials | Just like our Events and Tickets are “containers” for all types of stuff, credentials are also a generic bucket that includes ranks and other achievements. |
|
Grading Authorization | As stated above, the admin lock for gradings are now it’s own credential. When a candidate passes an exam, they receive two (2) credentials: their new rank AND a grading authorization that will need to be removed by the dojo admin before they are able to register for another grading |
|
Back Dues Grading Lock | The CKF has a back dues policy that requires members to have paid their annual dues during their wait time between gradings. This lock is added by the CKF when a member tries to renew their current annual membership after missing more than one year. The lock will auto-expire when the sufficient # of years of payments have been reached. | |
Getting Started with Gradings
Creating and managing gradings in JustGo will take some getting used to. Since they are a global platform that supports all different types of organizations, there will be standards (e.g. terminology) and workflows (e.g. authorizations) that we’ll need to adapt to.
Exam Organizer’s View of a Grading
As an organizer, we typically see gradings as a single event that covers multiple ranks. We get a spreadsheet of everyone who’s registered with relevant information like age and target rank.
Candidate’s View of a Grading
As a candidate, we see gradings as an event tied specifically to the rank we are going for.
Steve Rogers 1K 36
Tony Stark 2D 45
Bruce Banner 2D 51
Natasha Romanov 3D 34
Kendo 1K - 3D Exam at UofT on June 10
Bruce Banner Current Rank: 1D
Kendo 2D Exam at UofT on June 10
JustGo’s View of a Grading
The system needs to be able to track each individual grading event so that all those who “PASS” will get the next rank up.
Steve Rogers Current Rank: None
Kendo 1K Exam at UofT on June 10
No Candidates
Kendo 1D Exam at UofT on June 10
Tony Stark Current Rank: 1D
Bruce Banner Current Rank: 1D
Kendo 2D Exam at UofT on June 10
Natasha Romanov Current Rank: 2D
Kendo 3D Exam at UofT on June 10
Event Management
Guide to Grading Events
How do I access Event Management?
Creating an Event from Scratch
26/05/2023
Event Management User Guide for JustGo
10
What is Event Management?
Event Management allows for sophisticated event configuration. You can personalize each event and ensure the bookers experience is right for them. Create as many events as you want and take advantage of the branding, setup and purchasing rules to ensure each event is relevant for your members.
��
Some screenshots and info in this guide may differ depending on subscription type.
Event Management User Guide for JustGo
11
26/05/2023
How do I access Event Management?
Once you are logged in, the Event Management tile will be found in the My Club area of your Menu.
For NGB this will be found in the administration area of your Menu.
��
Event Management User Guide for JustGo
12
26/05/2023
Creating a
Grading Event
Recall the system view of gradings as independent events PER RANK
The system needs to be able to track each individual grading event so that all those who “PASS” will get the next rank up.
Steve Rogers Current Rank: None
Kendo 1K Exam at UofT on June 10
No Candidates
Kendo 1D Exam at UofT on June 10
Tony Stark Current Rank: 1D
Bruce Banner Current Rank: 1D
Kendo 2D Exam at UofT on June 10
Natasha Romanov Current Rank: 2D
Kendo 3D Exam at UofT on June 10
Every GRADING you manage will require ONE-EVENT-PER-RANK. That means a grading that goes from 1K - 4Dan will require five (5) separate events to be created. To do so, you will copy the 1K, 1D, 2D, and 3D templates and update the name, location, and date/time details. All five will have the same location and date/time, and be named based on the rank to be tested.
In the Future
The idea is that most exams are held at the same location and use generic names like “CKF Eastern Spring Exams”. Thus, after you’ve created the first instantiation of a grading. Subsequent years will only require you to copy the event, change the date/time, and then publish. If you will be grading less ranks, then only copy the ones you will be judging. If you require more ranks, then you will need to copy the corresponding generic template and update the location and date/time details.
Start by copying a Template
From the Events Overview, go to event template you wish to copy, click in the dropdown on the left hand corner of the page, and copy the template. �
Event Management User Guide for JustGo
15
Please note that a member will be able to receive a grade upon passing only when the event has been copied from a template.�
26/05/2023
Use the category filters to narrow down the exam you want to setup (e.g. KENDO 3 DAN Exam)
Update the Event Details
Event Management User Guide for JustGo
16
26/05/2023
Several fields will have already been prepopulated, including Category, Subcategory, and Location Type.
You only have to update the following:
Do not change
Update the Ticket Deadline
Event Management User Guide for JustGo
17
26/05/2023
To prevent members from booking a ticket after the registration deadline, you’ll need to set the end date for each ticket.
Go to your event, and select the gear icon to edit your ticket.
Check the box next to “Do you want to set ticket availability dates?” to open up the details.
Set “Booking End Date” to 2-weeks prior to the grading, and adjust the time of that day as necessary.
Update the Event Details
Event Management User Guide for JustGo
18
26/05/2023
Event Contacts are linked directly to members in the CKF database. Search to find the individuals, and their contact information will be shared to anyone viewing the event.
Click SAVE to finish the event.
Creating an Event
From Scratch
Use for seminars or tournaments ONLY. Gradings must use existing templates.
How do I add a new Event?
From the Events Overview, click the ‘Add New Event’ button on the left hand corner at the top of the page.��
Event Management User Guide for JustGo
20
26/05/2023
Adding Event Details
Event Name is the name that is presented to the member.
Category and Subcategory are drop down lists allowing you to select the category this event should be displayed in.
Location Type allows you to an event with physical location or online.
Venue is used to select venue from Venue Lookup. You can add Venues using the Venue Management tile.
Event Management User Guide for JustGo
21
Continued on the next page…
�
26/05/2023
If you would like a venue added to the system, a CKF NGB admin will be able to do so.
Adding Event Details
Address is the event location.
Timezone allows you to select your event time zone.
When , End Date is your event start date and end date. Note: If it’s a single day event End Date can be same as start date.
Hide Date and Time allows you to hide your event start date/time.
Include Calendar invite allows members to add the events on Outlook, Google, Apple and Yahoo calendars
Text instead of Date is used to show alternative date/time to members
Event Management User Guide for JustGo
22
Continued on the next page…
�
26/05/2023
Adding Event Details
Event Image is used to portray the events image.
Event Details allows you describe your event you can also tailor your event description by HTML tags by using the Code View option.
Event Management User Guide for JustGo
23
�
26/05/2023
Adding Event Contact
Event Contacts allows you to designate members as the contact person for the event.
Simply select the ‘Add Contacts’ button and search for an existing member or fill in the appropriate members information.�
Event Management User Guide for JustGo
24
�
26/05/2023
Editing Event Tickets
You can edit the Name, Price, and Quantity available and use the green tick to save that ticket. The tickets have rules to prevent ineligible members from sitting for the exam. So it is advised that you do not create any new tickets.
Event Management User Guide for JustGo
25
�
26/05/2023
Adding Tickets Details
Once saved, your ticket will appear as below. Select the settings icon on the right hand side to start personalising your ticket with detail, restrictions, discounts, tax and more.
�
Event Management User Guide for JustGo
26
Continued on the next page…
�
26/05/2023
Adding Tickets Details
Name is the tickets name displayed to the ticket booker.
Booking format helps you specify if the ticket is for individuals or teams.
Description is what the member will see.
Timezone selects your ticket booking time zone.
Code adds a code to your ticket for internal reporting only.
Booking Start Date, Booking End Date allows you to define when members can book.
Min & Max Booking Qty is the number of tickets allowed to be purchased in one single transaction. Please do not change for exams.
Event Management User Guide for JustGo
27
Continued on the next page…
�
26/05/2023
Adding Tickets Details
Price & Quantity Available is your tickets price and the quantity available for purchase.
Event Management User Guide for JustGo
28
Continued on the next page…
�
26/05/2023
Adding Tickets Details
Tax Options are optional and allow you to add tax to your event tickets if required.
Tax Name allows you to identify the type of tax applied.
Tax Rate allows you to define the rate charged.
Tax ID is an internal reference and used for reporting purposes. It is not visible to members.
Add or Include allows you to select if the taxes are shown as inclusive to the ticket price or added to the price.
�
Event Management User Guide for JustGo
29
26/05/2023
Some screenshots and info in this guide may differ depending on subscription type.
Adding Events Settings
Notify Me allows members to get a notification when the tickets go on-sale for an event.
Waitlist allows members to be added to a waitlist in case tickets become available.
Listing Privacy makes the event visible to everyone on the event browser or to specific users with the event link only.
Event Management User Guide for JustGo
30
Continued on the next page…
�
26/05/2023
Adding Events Settings
Tags allow users to search for an event using keywords.
Advertised Price Settings selects what price is displayed to your members.
Note: the price of the ticket will still be displayed in the basket at the time of the purchase.
�
Event Management User Guide for JustGo
31
�
26/05/2023
Manage Registrations
(Bookings)
Close or Complete Event Bookings
After a event has been published you can change its status at anytime. This includes returning the
event back to a draft state, closing it for bookings, completing it, or cancelling an event�
Event Management User Guide for JustGo
33
�
26/05/2023
Continued on the next page…
�
Close or Complete Event Bookings
The Manage Booking icon gives you full details of bookings made and tickets purchased. You can export the attendees into a report, create new bookings (e.g. late registrants), send an email to attendees, add attachments to the event or view the waitlist.
Event Management User Guide for JustGo
34
�
26/05/2023
How to Grade the Exams
You will also be able to Pass or Fail the attendees to automatically grant the Grade. Passed will add the Grade to the attendee’s profile. Failed will not add any update to the attendee’s profile.
The Passed date of the grades will be the Event Start Date.
Event Management User Guide for JustGo
35
�
26/05/2023
What happens after you Pass?
Event Management User Guide for JustGo
36
�
26/05/2023
Several things get updated when a candidate is passed:
The combination of these 2 credentials make a rank.
Advanced Event Management
Adding Purchasing Rules
Membership Restrictions, Discounts & Surcharges allow you to set purchasing rules for tickets in order to provide personalization to the purchase journey.
Restrictions restrict the visibility of the tickets to only members who meet the chosen criteria.
Discounts apply discounts for members who meet the chosen criteria.
Surcharge applies a surcharge for members who meet the chosen criteria.
�
Event Management User Guide for JustGo
38
Continued on the next page…
�
All the tickets have restriction rules set to prevent ineligible members from taking the exam. It is advised to not change the rules without consulting with CKF.
26/05/2023
Adding Purchasing Rules
�Restrictions
Purchase Rule Description is an internal reference for the rule.
From and To set the validity of the rule. The rule will not work outside of these dates.
Click on the Add New Rule button to add a smart rule. Please see the Smart Rule guide for assistance.
Event Management User Guide for JustGo
39
Continued on the next page…
�
26/05/2023
Adding Purchasing Rules
�Discount/Surcharge Rule Description is an internal reference for the rule.
From and To set the validity of the rule. The rule will not work outside of these dates.
Amount is the value of the discount which can be turned into a percentage using the Is % tick box.
Explanation is an internal reference for the discount value.
Event Management User Guide for JustGo
40
�
26/05/2023
Advanced Ticket Journey
Additional Details allow you to take your ticket one step further with advanced personalization.
Create headers and sections for additional info. Collect additional data or include upsell products during purchase .�
Event Management User Guide for JustGo
41
�
Please contact CKF to update additional details.
26/05/2023
Duplicate Bookings
Administrators can copy/duplicate event
bookings by selecting Transfer.
Once you have selected the transferred
event, Admins can duplicate the booking
or add member to waitlist.
Note, duplicating bookings overrides any
purchase restrictions or payment
process.
Event Management User Guide for JustGo
42
�
26/05/2023
Sandbox Instructions
(Deprecated)
Click link to access sandbox environment
Click button to create an account
Fill out the Sign Up form to complete your account creation
Your email will automatically be used as Username
Create your own password
Communications haven’t been finalized yet. You can just click “Accept & Continue” to complete the Sign Up process
Send your MemberID to psuen@kendo-canada.com
JustGo will have you added to the club that will give you access to grading events