Basic Set-up #

Here are all the important locations to set up InspiredByYou.com:

Initial Set-up #

Below are the most important settings you need to set up beforehand to ensure a smooth transition to InspiredByYou for your clients. Some settings can be done after the upgrade process. Link Below!

1. Statuses and other miscellaneous items #

We have some new features

Client Statuses – Add a new Client Status to be used when a Guest Client wants to purchase images from another Clients Session (Maintenance > Client > Client Statuses). It will be used on the new record that is created for that Guest.

Lead Source – Add a new Lead Source to automatically be added to any Guest Client created. This can provide info on how many new clients have purchased from other clients Sessions, and how many of those booked a session (Maintenance > Client > Lead Source)

Session Statuses – Add a new Session Status for when a Session is ready for upload to InspiredByYou, or use one of the existing ones already there, just be sure to check the box “Show Online” and once a session is in that status, it will be ready show online. (Maintenance > Session > Session Statuses). You’ll be using this Status in step 6 below.

Invoice Statuses – If you’d like clients to see where their order is in process, add an Online Description to existing Invoices Statuses or add new Invoice Status and add an Online Description (Maintenance > Invoice > Invoice Statuses). If you plan on offering clients Prepaid orders and then add the images to that order via InspiredByYou, add a new status to be used on those invoices once they’ve been submitted back by your client.

2. Online Portal Preferences (Maintenance > Preferences > Online Portal Preferences) #

This Preferences Menu holds the basic settings for ALL online features in Stratus: InspiredByYou, Online Booking, Web Forms, and Client Referrals . If you already use our Online Booking, Web Forms, or Client Referral Program tools, this menu will already be mostly set up.

Maintenance > Preferences > Online Portal Preferences

Features found in this form:

The link you’ll give to clients.

Client Login Default

Company Details to be displayed online

LogoBackground Image (IBY main screen): 2000px x 1500px

Chat Support Set-up (allows Studios to provide chat assistance directly to their clients)

Custom Help Pages (They design and upload to us)

Customization settings for portal appearance – Should have transferred over from old location in other preferences.

General tab – If you use Online Booking or Web Forms, this will display the login information already set for your clients. This will be your client’s new login to InspiredByYou.com.

If you do not use Online Booking or Web Forms, we recommend setting your new login options to Client Email and Client Last Name. Click Set for Existing Users Now to have the software create the logins for all existing clients.

Images tab – Upload your Logo, it should be 250 pixels wide by 125 pixels tall. If you wish to set a Background Image for your InspiredByYou web page, it should be 2000 pixels wide by 1500 pixels tall

Help tab – Add your phone number and email address to be seen by clients, in case they need help. In addition, if you want to integrate with Provide Support® – allowing you to provide chat help for your clients – add the Provide Support Graphic Button Code and your Provide Support Link. Or, create your own HTML Help document and Import the HTML Code.

Customization tab – Customize the look and feel of your InspiredByYou pages to match your existing web site. Just blank out the color to set it back to the default. You can also paste a custom hex color or free-type the name of a web-safe font (NEW 2020!) for additional customization.

3. InspiredByYou.com Preferences #

After your online portal is set up, head over to Maintenance > Preferences > InspiredByYou.com Preferences menu. Start on the Company tab.

Company Tab – Do you want:

Clients to pick their own yearbook poses?
Show them images that have a rating of “Not Selected”?
Upload Selected Images as “Favorites” and “Not Selected” as hidden?
Can clients share their images on social media sites?
Require a PIN when e-signing contracts?

Clients Tab – Check if you’d like to Default all Clients to Show Online. This means your clients will be able to login to your site if they know their login information – whether there is a session visible online or not. This setting helps if you want to give clients the ability to update their personal information online or use the other benefits of InspiredByYou – like Contracts or Web Forms.

Select a Client Status for New Guest, and a Lead Source.

Images Tab – Set your Watermark options here. There’s a new feature to determine the position and size of your watermark on an image. Meaning you can now display a graphic watermark in the corner, rather than only in the middle of an image.

Orders Tab – Select the Statuses for InspiredByYou orders, and how clients will pay for Orders. If they will pay online, and integration with TSYS, GlobalPayments, or eWqay is already setup, this will be filled in for you. If you’re not processing Credit Card Payments directly in Stratus, find out more here.

Sales Tax Tab – Select your tax options here, the Default In-State Tax will automatically be carried over from you Stratus tax rate.

Shipping Tab – We have new shipping method options available to make your shipping capabilities even smarter! Check out the next step for instructions on setting up your new shipping method.

4. New Shipping Method Options #

There are three new methods to process shipping fees for your customers. To set yours up, go to Maintenance > Preferences > InspiredByYou.com Preferences > Shipping.

First, decide which method will work for your studio in the Shipping Charge Method drop down and follow the matching instructions to set it up (Click the method you’d like to use to view its instructions).

None – Select this option to not apply shipping charges to online orders.
Simple (recommended) – Similar to standard retailers, this method has the client determine their own shipping rate based on speed of delivery. For example, Standard Shipping = $10 and Expedited Shipping = $15.
Subtotal – Building off the Simple method, Subtotal-based shipping will have the invoice automatically calculate shipping based on the invoice subtotal and speed of delivery. For example, Standard orders between $0-$100 pay $8 shipping and Expedited orders between $101-$200 pay $32 shipping.
Product Tiers (advanced)- This method will let the client choose their speed of delivery AND automatically calculate shipping based on the specific items in your price list. Product Tier shipping is primarily used if the cost to ship items varies based on the item ordered – for instance, if you sell items that are shipped directly from different vendors.

Simple Shipping – Recommended #

After selecting to use the Simple shipping method in the InspiredByYou.com Preferences, click the Shipping Methods button next to Default Shipping Method.
On the Shipping Methods maintenance screen, switch the top drop-down to Show Online Shipping Methods.
Enter the different shipping speeds you’d like to offer (such as Standard, Expedited, Overnight, etc.) This is how your shipping will appear online.
Next to each Shipping Description, enter the fee we should add to the invoice when this method is selected.
Close the window to save your changes.
Back on the InspiredByYou.com Preferences window, select your Default Shipping Method you want to automatically get applied to an invoice unless client selects otherwise.

Free Shipping Threshold: All shipping methods have an option for a free shipping threshold (“Spend $300 to get free shipping!”). Enter the total an invoice should be for the system to automatically give free shipping. If you do not wish to offer free shipping online, leave this field blank (setting this field to $0 will give all invoices free shipping).

Subtotal shipping #

After selecting to use the Subtotal shipping method in the InspiredByYou.com Preferences, click the Shipping Methods button next to Default Shipping Method.
On the Shipping Methods maintenance screen, switch the top drop-down to Show Online Shipping Methods.
Enter the different shipping speeds you’d like to offer (such as Standard, Expedited, Overnight, etc.) This is how your shipping will appear online.
Close out of the window to save your changes.
****Waiting on Enhancement – Go to Shipping Amounts to enter parameters for what the subtotal on an invoice needs to be to apply the corresponding fee.
Close out of the window to save your changes.
Back on the InspiredByYou.com Preferences window, select your Default Shipping Method you want to automatically get applied to an invoice unless client selects otherwise.

Product Tiers – Advanced #

This is a combination of Simple and Subtotal shipping – the client chooses the speed of delivery and it auto calculates based on the products they ordered and requires you set a shipping costs on each item

Example:
Small item shipping = $8
Large item shipping = $25
Expedited Small item shipping = $18
Expedited Large item shipping =$35

5. Update your InspiredByYou Price List #

Almost there! The new InspiredByYou.com site is now fully integrated with your price list settings in Stratus! Meaning you can now offer our full price list functionality online – including coupons and promo codes. While this step is quite simple, it can take some time to set up your price list for the new system. And we have lots of great features available to make your products even more enticing to clients!

Price Lists #

Go to Maintenance > Price List >Price Lists

Double-click a Price List and check the box “Click here to enable Price List for InspiredByYou.com“

Expand the Price List and double click an Item Group to edit its online presence
1. Check the box “Show Item Group Online“.
2. Enter the item’s Marketing Description – Single line describing the group of items to be displayed online
3. If you have a Marketing Image that best represents this group, select it here to upload to IBY.

Individual Price List Items –
Expand an Item group, and double click an Item.
#

Go to the InspiredByYou.com tab

Check to Show Item Online

Decide whether this item requires a single image associated with it (for instance, a CD slideshow would NOT require this option).

Sales Rating for Best Selling Ranking – Need more info on this one This field will allow clients to sort the online product list based on “best selling” items.
Product Images section – Add, Delete, Replace images you want available to be viewed online. Can upload multiple images and first image will be primary image displayed to client. An example of using multiple images would be if you offered canvases online and wanted to show the different angles of how its built.
When user clicks on a thumbnail, it will show a larger version in a larger picture box with the ability to delete it or upload a new replacement.
Product Information tabbed section, bottom left corner:
• Marketing Description: Product Title as it will appear online, similar to the Item Description that shows on Invoices
• Product Description: Optional, Additional info you might want to sell the product
• Product Features: Enter specification of products client will find helpful (such as LengthxWidth),
• Delivery Information: Enter any special information pertaining to packages deliver (e.g. Ships in 1-3 Business Days)

Go to the Related Items tab – Use this tab to select any other price list items that you want marketed with this item. For example, display a matching size frame for all prints of X size. Alternatively, you could choose to show other sizes of the same product. Selections here will appear in a Related Items section online.
Go to the Miscellaneous tab – Now includes Shipping Options – only used with Product Tier Shipping Method.
Go to the Digital & Fulfillment tab:
1. Digital Delivery Section – Use this section to define if this specific product allows for digital delivery.
2. Digital Delivery Option – Select whether this product allows for digital deliver, and, if so, what images should be downloaded.
3. Image Group Name – only applies if Digital Delivery option is set to “All Grouped Images”
4. Payment Option – Select if a payment needs to be taken before the images can be downloaded.
5. Invoice Percentage – Only applies to “Must be paid by a percentage of overall invoice total” Payment Option.
6. Image DPI – Enter what DPI the downloaded images should be.
7. Max Image Size – Enter the Max Image Size in PX for the downloaded images.
8. Watermark Images – Check if the images downloaded should be watermarked – Pulls from InspiredByYou.com Preferences – Images tab
9. Include Copyright Release Form – Check if the download file should include your Copyright Release form PDF – Pulls from Company Preferences – Digital tab

6. Set your Sessions to show online #

We display images online based on whether they’ve been setup to Show Online, either based on the Session Status set on step 1 / Session Statuses, or the Sessions Online tab / Show Online box has been flagged and those images have been synced to the Stratus Drive. You can manually Sync to Stratus Drive, or you can have the Control Center do it automatically for you, whenever the Session Status reaches the status set in step 1 above.

To automatically Sync to Stratus Drive and get the images to show on InspiredByYou, complete the steps outlined on the Stratus Drive Upload page.

All Done? Time to Upgrade! #

*Remember to check your work! You can view a sample of your website before it’s officially live! You can find the link to the sample in Maintenance > Preferences > InspiredByYou.com Preferences on the General tab, the link above the button “Upgrade now to the new InspiredByYou.com”.

Get ready to click that button! Head over to Maintenance > Preferences > InspiredByYou.com Preferences. The first tab has the button Upgrade now to the new InspiredByYou.com. If you’ve completed this checklist, go ahead and click the button to proceed with the upgrade.

WHAT’S NEXT?

After you’ve successfully completed your upgrade to InspiredByYou 2.0, you can now go back and set up any additional features for the new site! See Additional Set-up.

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