Club's Product Sales How-tos

Owned by Caitlyn Cassandra Yu
Last updated: Feb 22, 2023
3 min read

Pre-publishing Tasks within JIRA:

  1. 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:

  2. 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

  3. 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:

  1. Publish Event (See Scenarios):

    1. Student shows confirmation but hasn’t submitted an event form

      1. 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

    2. Student shows confirmation AND submitted on event form (community/add) on our site

      1. Toggle Events (Left Black Nav bar in WP) > Pending > Search for event> Edit/View event

    3. 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 excel spreadsheet/ 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!

  • Find the Club Codes here: Clubs Bank Accounts Winter 2023

  • 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