2.0 GETTING STARTED
Log in to the backend of the system using your studio managers set of passwords provided by TPC.
You will be taken to your landing page.
This page will show you a brief overview of your analytics, and you can click on any of the TABS to take you to where you need to go.
2.1 UPLOADS
Select this tab to upload designs to your site (as explained in item 5).
You will tag your designs here (as explained in item 6).
2.2 SALES
Your SALES tab shows you all of the sales you have made. The most recent sale will always be at the top. Select this tab to approve an online purchase for download so your customer can access the files.
When a purchase is made online, you get the opportunity to approve or reject that purchase. You can do this by either choosing the tick or cross box for each design.
IF YOU DO NOT GO TO THIS PAGE TO APPROVE OR REJECT A PURCHASE WITHIN 24 HOURS THEN IT IS AUTOMATICALLY APPROVED FOR YOU.
If you enter an invoice/sale manually in the BACKEND, then the download is automatically approved for download immediately.
2.3 CUSTOMERS
This tab is your list of registered customers. Your most recent visitor will always be at the top. When you click on a customer, you will see their DASHBOARD.
From here, you can see:
Basket - See what they have in their basket
Pinboard - View what they have in their pinboards. You can also create up to 10 custom pinboards for them.
Printed History - View which designs they have printed sheets for (if they have VIP access to do this)
Purchased History - See which designs they have purchased and when.
Invoices - View all their invoices. You can also email copies to them and create new invoices from this point.
Details - View and edit all their contact details
Pricing - Set their price, currency, discount, allow them to pay by invoice, give them access to the print/pdf branded sheets function, set their payment terms.
Access / Password - approve or suspend their access to your collections and change their password if required.
When making changes remember to click SAVE otherwise you may lose your changes.
IMPORTANT, if a customer is based in the EU, they must have a VAT/TVA number otherwise VAT will be added to any online purchase.
2.4 STOCK
All of the designs you have uploaded and are live on your site are listed here. The most recent uploads are at the top.
The search boxes at the top of the page allow you to look for specific designs, either by design number, designer, tag, customer, exclusive/non-exclusive, sold/non-sold.
The stock section allows you to view the designs, change tags, hide the designs from the website and delete them if necessary.
IF YOU SELL A DESIGN OUTSIDE OF THE WEBSITE, IT IS BEST TO MARK IT AS SOLD BY ENTERING AN INVOICE WITH THE DETAILS.
Doing this will allow your customer to download the high res file from your site, and will give you a clear record of what you have sold and who to.
You can delete designs from the site by clicking the small X in the top right-hand corner. Please note that this will permanently delete the design from the website. Neither your studio nor customers will be able to view it.
Tags can be added and removed while a design is in stock.
To move a design from the Exclusive collection to the Non-Exclusive collection, you must first move it back to the Upload area by unchecking the 'Show on Studio Website' box.
2.5 INVOICE
This page allows you to view a list of all invoices and to create new invoices.
By default, this list is arranged with the most recent invoice at the top, as with all lists you can change the sort order by clicking on the header of each column.
To manually enter an invoice, click the 'New Invoice' button.
Please note, to enter an invoice, both the customer and the purchased designs must already be in the system.
To view the details of an invoice from the invoice list, click on the required invoice and it will open in a new tab. From here you can edit the details or email a pdf of the invoice.
2.5A INVOICE EXPORT FOR XERO
From the INVOICE tab.
If you wish to export all un-exported invoices, click the EXPORT button - A CSV file will download to your computer, the invoices will be marked with the date exported -
If you wish to export invoices from a date range, set the start and finish dates, click FILTER and then click EXPORT.
If you want previously exported invoices included in the export, check the "Include previously exported" box.
TAX - If you are outside the UK, you may need to open the CSV and correct the information in the TaxType column to fit with your Xero settings.
IMPORT TO XERO
Open Xero - Click on the "BUSINESS" tab - Select "INVOICES" - Click on the "IMPORT" button - Click the "BROWSE" button - Navigate to the downloaded CSV file and click the "OPEN/CHOOSE" button - Click the "IMPORT" button - Invoices are imported as "DRAFT" - Scan to check everything looks correct and then approve.
XERO SETUP.
Xero Account Number - The default in the TPC system is 202, you can change this for each customer, making their invoices go to the income account in Xero you want. If you predominantly use one income account, you may want to use 202 for simplicity. You can easily create new income accounts in Xero - "ACCOUNTING" tab - "ADVANCED" - "CHART OF ACCOUNTS" - "ADD ACCOUNT".
VAT - If you're in the UK the tax rate and wording should all be correct unless you've updated your tax settings in Xero.
If you're using multi-currency, it's best to have a "Branding Theme" set for each, or you'll get warnings at import (You can ignore them)
2.6 ANALYTICS
This page shows you a range of different information about your designs and the site, like your most viewed design and the most popular tag that customers are looking for.
On this page, you can also change what you see on the landing page when you log in. Of the eight analytics boxes supplied, choose your four favourites and drag and drop these four into the empty boxes below. These important analytics will come up as an instant visual on your back end.
Looking at this information will help you with the running of your business, helping you to tailor your designs to meet the needs of your customer.
2.7 USERS
This tab allows you to add new users to your site.
Creating new users allows you to give your staff their own username and password. This will enable you to tailor what each of these users can see when they log on.
Just click on the Users tab and then 'Add New Users' to create a new user. You will need a different email address and password for each person, and then you can choose the permission levels as below. These can be changed, and users can be removed if necessary. An email cannot be used more than once on the site, so make sure you allow for this.
Choose a permission level for each user:
Studio Manager: will have access to every function in the admin area.
Studio Sales Staff: will have access to the SALES, CUSTOMERS, STOCK and PRICING sections in the admin area.
Studio Designers +: will have access to the UPLOAD, STOCK and SALES sections in the admin area. They can't view customer information or sales lists.
Studio Designers: will have access to the UPLOAD and STOCK sections in the admin area. They can't view customer information or sales lists.
Studio Uploader: will have access to the UPLOAD section of the admin area only.
You can also delete a user if necessary. Simply click the X next to that user and it can be deleted.
2.8 PRICING
Select this tab to:
Set the name and Value of any local sales tax. VAT, TVA etc
Choose to offer digital-only discount for each purchase (meaning that the customer will only receive the digital file, there will be no need to send out the swatch).
Set the base price for each territory
2.9 MULTI TIERED PRICING
Multi Tiered Pricing allows you to create up to 9 different price tiers for your designs/products. You can give each tier a name so it’s easy at upload to know which one to select. Changing the price in a tier automatically updates the price of all designs/products labeled with that tier making future price changes quick and simple. As with Territory Pricing you can set different prices within a tier for each of your markets around the world. You can still give your customers individual discounts but these will now be a percentage applied across all tiers.
Changing to Tiered Pricing is irreversible so please make sure it is right for your business before making the change.
PLEASE GET IN TOUCH WITH US TO ACTION MULTI-TIERED PRICING
How to switch to Multi Tiered Pricing
Go to the PRICING tab in your backend and click on Territory Pricing in the left hand menu.
Click on Add New. A pop up will appear with the following information.
You must add a price for all territories in each tier. Think of each tier you create as a new set of territory prices for a specific type of design/product. If you create a new tier “DITSY” add the price you sell ditsy’s at in each territory and save.
Tiers can not be deleted. Once you create a tier it can not be deleted. Make sure you plan all the tiers you will need before you start creating them.
You can change prices within tiers at anytime, the price of all designs/products labelled with that tier will update. As with Territory Pricing it is quick and easy to change prices on mass by updating the specific tier In the PRICING tab.
Discounts can only be set by percentages. All active customer discounts will be converted. Discounts can only work as a percentage when using Multi Tiered Pricing. Any active set amount discounts or customer prices will be converted to a percentage active across all tiers.
Customer currency will be defined by territory. If you have changed a customers currency it will revert to their territory currency.
After converting to Multi Tiered Pricing visit your CUSTOMER tab and use the toggle to find any customers affected. Customers who have had their discount updated by the change to Multi Tiered Pricing will be highlighted in red. Click on each highlighted customer to check you are happy with the conversion and save the changes to their pricing. Where there has been a change the previous amounts are shown if you roll over the red information icons.
When making changes remember to click SAVE.
3.0 PINBOARDS
This page allows you to create pinboards and share with multiple customers.
Click on ‘Add new pinboard’ and give it name. Make sure you name it correctly as you cannot change this once it is created. Pinboards cannot be deleted once they have been created.
Once you have named it you can now start adding designs.
You can use the ‘Search by tag’ box to find certain designs to add.
Use the ‘Filter’ button to refine your search to find the designs you have added or not. Click on the ‘Designs added to pinboard’ button to see which designs you have added.
When you are happy with your board, you can ‘Share pinboard’. Use the toggle to switch between customers shared with and not.
Here you will see your customer list appear. Then click SHARE next to the customer.
Once you have shared a pinboard, the customer will receive an email to let them know you have shared a pinboard with them.
3.0A SETTINGS
This page allows you to change certain settings of your website.
Design order- Decide which order you would like your designs to appear on your website. Either last uploaded to appear at the top or randomised daily.
Latest Designs- Add the option to show a ‘New’ button on the front end of your website. Decide which designs appear in this section and what name you give to the toggles.
Related Designs- Adds related designs to the bottom of each design. It uses the key word tags you select to make its selection.
Pricing- Set Invoice settings to enable customers to Pay by invoice.
Users- Creating new users allows you to give your staff their own username and password. This will enable you to tailor what each of these users can see when they log on. Just click on the Users tab and then 'Add New Users' to create a new user. You will need a different email address and password for each person, and then you can choose the permission levels as below. These can be changed, and users can be removed if necessary. An email cannot be used more than once on the site, so make sure you allow for this.Choose a permission level for each user.
Designers- Add your designers in here so they can tag each design when uploading as their name. These work like tags so you can keep track of each designers designs.
Sales People- Add sales people in so you can add to invoices to keep track of their sales.
3.0B MY AGENTS
Link with agents on The Pattern Cloud and our TPC Showcase so you can share designs digitally. If you have an agent using our system, we can link you to then be able to share designs digitally. Please email us to create the link. Both studio and agent site will work together in unison. If you sell a design, it will be deleted from both website shop areas.
TPC Showcase:
You can share up to 20 designs at a time to our Showcase. These are then displayed on our Showcase website where we invite customers to view designs from all of our studios. If they click on your design they then have the option to buy the design straight from you and get directed to your website. This is not a selling website but a directory of your best designs to pull customers in to your website.
Sharing Designs:
To share designs you can use the tick boxes to select designs. Use the search bar to filter your search of your collection.
THE DESIGN AGENT
The Design Agent is an online exclusive Pattern Cloud agent that will sell your latest designs on their premium online store.
They will only be able to sell your last 30 days’ worth of uploads as they only have 30 days to sell, they will then expire from The Design Agent.
This is an optional agent and you can decide to work with them at any time. Here’s how to join;
Go to the My Agents tab in your admin area and click on The Design Agent.
You will need to approve and accept the Terms and Conditions.
Add your prices in the 3 currency boxes. You can decide whether you allow the agent to discount your prices when selling.
Once you have set this up, you don’t need to do anymore! All of the designs you uploaded to your site in the past 30 days will be automatically uploaded.
Please share your promotional imagery to The Design Agent ([email protected]) so they can promote you on their platforms.