Setting up Your HarmonySite to Sell Singing Valentines

For all the set-up instructions below, ensure that you are logged into your HarmonySite with a "Webmaster" level of access.


1.  Enable the Singing Valentines module and set up payment options

Before Singing Valentines can be sold from your website, the Singing Valentines module must be enabled.  You must also select at least one payment method.  If you are already using the Membership Invoicing module, the Merchandise module, or the event ticketing module in your HarmonySite, then you will most likely have already set up payment methods, and should not need to change them.


The payment methods available are:

  • Credit card via a secure payment gateway.  When a visitor uses this option to pay for their booking, they remain on your website for the entire process (unlike PayPal, below).  HarmonySite currently has integrated support for two payment gateways:  Stripe and eWay.  Please refer to our Payment Gateways page for more information.
  • Credit card via PayPal.  Note that your group must have a PayPal account in order to enable this payment method.  These are free to set up, but note that PayPal takes fees on every transaction.
  • Internet Bank Transfer.  Your bank account details are displayed to visitors when they check out.  They make a manual transfer via their own Internet banking system, and when your merchandise manager sees the payment in your group's bank account, they then manually mark the order as paid, and the goods can be shipped.
  • Cheque/Money Order.  Your postal address is displayed to members when they received their invoice.  They post a cheque, and when your merchandise manager receives it, they then manually mark the order as paid, and the goods can be shipped.


To enable the order module and set up payment options...

  1. Click the "cog" icon in the top-right corner of the site
  2. On the Website Setup and Configuration page, click the cog icon next to "HarmonySite"
  3. Click the Configuration tab
  4. Tick the box at the top of the tab called Online Invoices/Orders/Tickets/Donations
  5. Tick the box at the top of the tab called Singing Valentines
  6. Click the Payments tab
  7. If you haven't already done so, enter the details of at least one payment method.  For example, the bank account instructions may look something like this...

    Please pay funds into the following account:

    Bank: First Bank of Harmony
    BSB: 123456
    Account name: My Excellent Group Inc.
    Account number: 12345678

    ...while the cheque/money order instructions may look like this...

    Please make cheques payable to My Excellent Group Inc.
    and post to:

    My Excellent Group Inc.
    PO BOX 9876
    Mytown SA 1234
  8. If you wish to allow visitors to pay for singing valentines securely using a credit card, please refer to our Payment Gateways page for more information.  If you wish to use the "Stripe" payment gateway (recommended), then there is a page in your HarmonySite to set this up quickly and easily.  Visit your main Members page, then look for the link called Connect to Stripe Payment Gateway, and follow the instructions there.


2.  Nominate the person/position responsible for coordinating Singing Valentines

In most groups, there is one person that is responsible for coordinating Singing Valentines.  In HarmonySite, you must nominate who this person is before bookings can be made for Singing Valentines.  This is done by selecting the "position" that the person holds, not the person themselves.  That way whenever a new person takes over that position, the system continues to function without modification.


It may be necessary to first create the "position" and assign a member to it.  Check the Officers or Management Team page (or look in the "Positions" database).  If the position doesn't exist, create it.  Ensure that a member is assigned to it.  Then...

  1. Click the "cog" icon in the top-right corner of the site
  2. On the Website Setup and Configuration page, click the cog icon next to "HarmonySite"
  3. Click the People tab
  4. In the Singing Valentines Coordinator drop-down list, select the appropriate position
  5. Click Save at the bottom


Next ensure that this person has administration rights over the "Singing valentines packages" database (more about what that is below)...

  1. Click on the Admin link in the top-right corner to display the Administration Dashboard 
  2. Scroll down to the Members heading, and click on Logins in the far-right Database tables column
  3. On the Logins Administration page, click the icon to update the login record of the person holding this role
  4. Ensure that their Access Level is set to at least Data Administration Access
  5. If their Access Level is set to Data Administration Access, then you must ensure that at least the following databases are selected from the set of tickboxes below the drop-down list:
    • Singing Valentines Packages
    • Orders/Invoices/Bookings/Donations
    • Order/invoice/booking/donation items
  6. Click Save at the bottom


3.  Set up Quartets

You will most likely have one or more quartets ready to deliver Singing Valentines.  Those quartets may be regular, long-term quartets, or they may be "scratch" quartets, created specifically for delivering Singing Valentines.  Either way, every quartets that is to deliver a Singing Valentine must be entered into the website.


If a quartet that is to deliver Singing Valentines is not in the website database, do the following:

  1. Click the "cog" icon in the top-right corner of the site
  2. On the Website Setup and Configuration page, click the Add New Ensemble button in the top-right corner of the page
  3. Complete the process of adding the quartet.  Most importantly, ensure that the quartet's contact details are correct, especially the email address.
  4. If the quartet is not one that should be promoted, long-term, on the website's Quartets page, you can simply visit the Quartets page and remove the tick from the box at the top of the page in the Quartets to Show on this page section


4.  Set up Singing Valentines Packages and the Singing Valentines page

Now you are ready to set up the actual Singing Valentines packages that you are selling.  You must set up at least one package, but it's possible to offer several different packages.  For example, a "Deluxe Package" may include a dozen red roses and some chocolates.


You must first locate the Singing Valentines page...

  1. Click on the Admin link in the top-right corner to display the Administration Dashboard
  2. Scroll down to the Website Content heading, and click on Website Pages in the far-right Database tables column
  3. On the Pages Administration page, type valentine into the Search box in the top-right corner of the list of pages
  4. The list should filter to show just the pages related to Singing Valentines.  Click the one called Singing Valentines


This is the page where people will make bookings for the Singing Valentines packages that you create.  It is currently not publicly accessible - it's only accessible via the mechanism above.


There will be no packages in the system when you begin this process.  You can add as many packages as you want.  To add a package, click the Add new package link at the top of the page, and fill in the blanks.  All fields should be self-explanatory.


Once you are done creating packages, your Singing Valentines page is nearly complete.  All that remains to do is to add some promotional text and images to the top of the page, to describe what a Singing Valentine is and why the Singing Valentines that your group delivers are so excellent.  You can do this in the normal way that you update any page - by clicking on the little edit button at the bottom of the page.


Before you make this page publicly accessible, you will most likely wish to make a test booking.  Feel free to do that now.


5.  Create a link to the Singing Valentines page

Once the Singing Valentines page is complete and ready for public viewing, you will want to create one or more ways for your site visitors to access this page.  Possible options are...

  • A graphic on your home page
  • One of the slides in your home-page slideshow
  • A menu option in your site's menu
  • A "Latest news" item

If you know how to add these, please feel free to do so.  If you're not 100% sure what to do at this point, feel free to contact us and we'll help you.


6.  (Optional) Create a link to the "Manage Bookings" page

There is a page specifically designed for managing Singing Valentines bookings.  This page can be accessed via a link at the top of the Singing Valentines page.  If you would like another link - in the Admin Dashboard, please contact us and we'll add this for you.