Pre-publishing Tasks within JIRA:
You’ll know it is a product request as these type of requests come in as a <WUSA New Product Request>. After being assigned the task:
First, check the Sales Start and End date and add the open/close date on the title
If there is nothing: Reply to customer and ask for their sales open/close date
Once that is done check that their event has been approved by Club’s Manager Rachel Lui or Societies Manager Becky Wroe or their respective teams (PT Staff).
This is through either email, screenshot attachment of confirmation, or Teams message.
Start by asking student for a screenshot of the approval confirmation or event ID for Campus Life team to verify…
Processing Event in wusa.ca:
Publish Event (See Scenarios):
Student shows confirmation but hasn’t submitted an event form
Prompt them to submit an event form (community/add) on our site → Proceed to <b> once they have submitted an event form
OR you can skip this step and manually fill this form for them using back-end builder to avoid waiting times/ if event start sale date is close
Student shows confirmation AND submitted on event form (community/add) on our site
Toggle Events (Left Black Nav bar in WP) > Pending > Search for event> Edit/View event
See Checklist below:
- Verify Featured Image is 16:9 ratio → crop (see step 5 for how-to) if not
- Verify Event Details in the <Events Calendar Section> match ticket request and/or their event description (ex. dates, times, location)
- Toggle <Feature Event> if it is a WUSA or WUSA Student-run Service (ex. Raise, ICSN etc.)
- Verify Ticket section makes sense → Check each individual ticket
- 1) Verify dates, ticket title, price, capacity make sense
- 2) Under <Advanced> → Edit the SKU
- 3) Update Changes without publishing (Save as pending review button) → Open new tab without exiting
- Remove Tax Status: Open new tab for this**
- Open a new tab > Products (In left Navigation Bar) > Search for ticket names or search by SKU to find your tickets > Hover product name, select <quick edit>, and set <tax status> to none**
** ONLY for CLUBS – Clubs will appear in clubs system// Societies will NOT
For Society events/product sales, message Caitlyn for assistance
- Publish Event– Toggle to Event tab > Refresh > Publish!
- Check that everything looks good by adding a ticket to your cart and resolve ticket!
❗ Editing the SKU
All WUSA Clubs and Societies have a specific account # tied to their bank accounts. We will make this number the SKU for their events/ product sales/ tickets etc.
For example: Clubs codes ALWAYS look something like this… For Gujarati Student Association (GSA) → 23200-30010-GUJA01-008
* Clubs Generic Account Code
** Clubs Specific Code
# Set of arbitrary numbers you will assign to each Event so each SKU is unique (can be any number) but must have a different one each time!
Where can I find Club Code? clubs.wusa.ca
Select your name at top Navigation > Admin > Reports > All Clubs Bank Accounts
In the <Clubs System> CTRL + F for club name or code (ex. GSA or Gujarati) and copy the account code into the SKU box of ticket on <wusa.ca> → Type arbitrary numbers next to account code and hit <update> on WP
Repeat for all tickets with ascending arbitrary #s (ex. if first ticket is ___-___- 001 … the next ticket will be ___-___- 002