Event Media: The Media Store and Sales Models

Each media provider's answers decide how families get that provider's photos and videos, and what you pay. The Media Store card holds what is one per event: the store link and the General section.

Choosing a Model

Click Edit on a provider under Media Providers, choose what it captures, and answer:

1. Will participants pay separately for this media, or is it included in their registration? Choose Included in registration, or Participants pay separately. It is greyed out for one link from the provider, where whether families pay is up to the provider
2. Where will families get the media? Choose one of:
   • Hosted and downloaded from Kompdesk: the provider's team uploads the files to Kompdesk, and families download them here, paying here too when they pay separately
   • From a different source: the provider's own server or website: nothing is uploaded to Kompdesk; each routine gets its own link, which the provider's team makes by connecting its storage, for example Nextcloud, or by pasting a link per routine. Included gives each participant a free download link for the routines they danced; paid separately means families buy each routine, paying your PayFast, and only then get its download link
   • One link from the provider: one link to all of its photos or video

Then click Save provider. Until you save, families keep seeing the provider as it was. Every provider has its own answers, so a photographer can be hosted here while a videographer's files stay on its own server.

What you pay follows from the second answer:

• Hosted on Kompdesk: the full solution. The editor asks how many GB you expect from the provider, and you prepay that storage. See Prepaid Storage. When families pay separately, they pay you directly: see Getting Paid for Media
• From a different source: the lite solution. One flat fee for the event, covering every provider from a different source, included or paid separately. See The Lite Fee
• From a different source, paid separately: the lite solution too. The same flat fee for the event, shared with every other provider from a different source. Families buy each routine and pay you directly. See The Lite Fee and Selling Downloads From the Provider's Server
• One link from the provider: free. Nothing to pay, and families see the provider's button as soon as you save it. See One Link for All of a Provider's Media

Families see nothing from a provider until you have paid Kompdesk for it, unless it is free. The team can upload, tag and add links before then, so the media is ready the moment you pay.

The answers give the provider one of these models, the name the provider list and the billing card show:

For an illustrated walk through the whole feature, from adding providers to the 12 month removal, click How this works at the top of Event Media. How the models work in the provider editor opens it at the models.

The Store Link

Once any provider has a model other than Off, the card shows a Shareable store link. It is one link for the whole event, and it needs no login.

A visitor:

1. Searches by entry number, section, or routine
2. Sees one line per provider on each routine: what that provider has, and its button to download, buy, or open its site
3. To see previews, types the first name of a dancer who performed in that item. One name opens every provider's previews of it
4. Sees the watermarked previews, grouped by provider

Step 3 is what keeps photos of children away from strangers: the store never lists dancer names, so only someone who already knows who danced can get in. Guesses are limited.

Participants do not need the link. They see their media under Event Media in their own portal, for the items they danced in.

The General Section

Untagged media is anything not tagged to a routine or a section, such as backstage, the audience and prize-giving. The store shows it under General. Dancers and their families always see it in their own portal; the setting Who can see untagged media in the public store only decides who sees it through the store link:

• Only visitors who opened one of their own routines by naming a dancer: for people who have shown they belong to the event. This is the default
• Anyone with the store link, no dancer name needed

Prepaid Storage

The Billing tab of Event Media opens with To pay: one line per provider with what it costs and whether it is paid. A number on the tab shows how many providers families cannot see yet.

Pay for several providers at once, or for one:

1. For a provider hosted on Kompdesk, check the GB to prepay in its line. It starts at the number you gave in the provider editor; your media team can tell you what they expect to shoot
2. Leave ticked the providers to pay for now. Untick the others
3. Click Pay and pay by card. One payment covers every ticked provider

Storage is prepaid per provider: a prepay for one provider covers its files only, and opens that provider to families only. Until you prepay, families see nothing from that provider; its media opens as soon as your payment lands. More storage later is bought under Storage and sales, below To pay.

If the team uploads more than you prepaid, nothing stops. You are emailed at 80 percent and again at 100 percent of that provider's prepaid storage, and each email names the provider. Beyond that, storage is added in blocks of 50GB: each block is taken from your platform credit if you have enough, and if not, you are asked to buy a top-up on the same card.

The Lite Fee

A provider whose media comes from a different source, included in registration or paid separately, is on the lite solution. The lite fee is one flat fee for the whole event, and it covers every such provider, however many there are and whatever they capture. The fee is shown in the provider editor and on the Billing tab.

1. Open the Billing tab and find the line Media from a different source under To pay, ticked. It lists the providers it covers
2. Click Pay and pay by card, alone or with other providers

Until it is paid, families see nothing from those providers: no store line, no link in the participants' portals. Once it is paid the line shows Paid, and everything they have opens at once. The fee is paid once per event: a provider from a different source you add later is covered too.

Preview Hosting Fee

A provider on the older External sales, previews hosted here option sells on its own site, so the only cost on Kompdesk is hosting its watermarked previews, at the rate per GB shown on the card.

On the Billing tab, such a provider has a line under To pay with the fee on the previews you have not paid for yet; tick it and click Pay, by card or with platform credit. Under Storage and sales, Previews hosted is the preview storage so far and Paid for is what you have already paid for.

Each payment covers the previews hosted at that moment; previews added later count towards the next fee. A fee below the card minimum carries over until it reaches that. Previews are small, so this fee is usually small too.

Pay per Item

One price buys everything one provider captured for an item: all of its photos and its video. Photos are not sold one at a time. When two providers sell the same routine, they are two purchases, each at its own price.

• Set the price per item in the provider's settings (Edit on the provider). There is a platform minimum, shown beside the price
• A different price for one item can be set in the provider's Store Analytics table. Leave it blank to use the provider's price
• The price locks after the provider's first sale. Buyers must never see the price change during an event, so decide before you share the link

Buyers pay you through PayFast and receive their download link by email. The smallest price is shown beside the price field. A provider whose files stay on its own server can sell per routine too: see Selling Downloads From the Provider's Server.

Where the Money Goes

1. You prepaid the provider's storage, so sales never pay for hosting
2. Families pay your own PayFast account. PayFast's fee comes off the payment there, and Kompdesk takes no share. See Getting Paid for Media
3. Credit you earned from earlier sales stays yours and can still pay for tokens, media storage and top-ups. No new credit is created

If you need to pay your photographer from sales, agree a fee with them separately: the money is in your account, not Kompdesk's.

Selling Downloads From the Provider's Server

Answer Participants pay separately and From a different source: the provider's own server or website when a provider keeps its files on its own server, for example a videographer with Nextcloud, and families should pay for each routine. Nothing is uploaded to Kompdesk. You pay the event's flat lite fee, once for every provider from a different source, and families see the provider's routines for sale once it is paid and PayFast is connected.

• Set the price per item in the provider's settings, like Pay per Item. It locks after the first sale
• Each routine needs a link to its file. You or the provider's team paste them one at a time on the Upload tab, or many at once with Paste links on the same tab: one link per line, matched to its routine by the entry number at the start of the file name in the link, or typed first with a comma. A file of links can be loaded too. The team can instead connect its storage and have the links made for it, as under Media That Stays on the Provider's Server
• A routine is for sale once it has a link. Anyone with the store link can buy it, participants included, after typing the first name of one of its dancers
• The link is what is bought: the store never shows it. The buyer gets it by email, on their download page and, when signed in, in their portal
• The family pays your own PayFast account, as under Where the Money Goes. Refunding a buyer cannot take back a link they already have

If a routine's link is deleted after a sale, its buyers see that the provider is replacing it until a new link is added. A link to a public share can be passed on by a buyer, as with any download link.

To send families to the provider's own website to buy, choose One link from the provider instead.

Older option: a link per routine to the provider's site. Providers already on it keep it: each routine the provider has a link for lists in the store and opens the provider's own site, where families buy. Its store link setting adds a Shop at button at the top of the media store. The platform takes no part in those sales; the charge is the event's flat lite fee. It is no longer offered for new providers.

Media That Stays on the Provider's Server

Answer Included in registration and From a different source: the provider's own server or website when a provider's media is part of the entry but stays on its own server, for example a videographer with a Nextcloud server. Nothing is uploaded to Kompdesk; the event's flat lite fee covers it, the same single fee that covers a provider paid separately, and the links show once it is paid. Each routine's link goes only to that routine's participants, as a Download button in their portal; the public store shows the routine as included for participants, without the link, so a stranger with the store link cannot download anyone's video.

The links can be pasted per routine like any provider's links, added once for A whole day so that every routine danced on that day gets the same link, or made from the provider's own storage. The provider's team connects that storage themselves, under Settings on their media pages in the Staff Portal: the server address, a username, an app password and the folder, and Create links gives every video named with an entry number a download link. They can do it before you pay, so the links are ready the moment you do, and they never have to give you their password. Every routine's link is listed under Item links on the Gallery tab; type an entry number to find one, or delete links there. A deleted link is not made again from the provider's storage.

One Link for All of a Provider's Media

Some providers give one link for everything they captured at the event: a gallery, a shared folder or their website. Answer One link from the provider in the provider editor and paste that link under The link to all of the provider's media. The link is required.

Families then see a card with the provider's name and an Open button to the link, at the top of the media store and of Event Media in their portal. Kompdesk has no say over what is behind the link: nothing is uploaded, nothing is linked per routine, and whether families pay is between them and the provider. If the link needs a password, the provider gives it out.

This option is free: there is nothing to pay on the Billing tab, and the button shows as soon as you save the provider. Such a provider needs no team: Invite team is not offered for it. To change the link, click Edit on the provider.

Getting Paid for Media

When a provider's media is sold per item, families pay you directly, through the payment accounts your event already uses for tickets and entry fees. Kompdesk takes no share of media sales: you pay Kompdesk only for prepaid storage, or the flat fee for media from a different source.

• Connect PayFast under Payment Details in your event settings. Only the event owner can connect it.
• PayFast charges in Rand. For an event in another currency, set the Rand rate in Payment Details.
• PayFast's fee comes off the payment in that account
• You are the seller. Gateway fees, VAT and disputes are yours. Refunds are made in your PayFast dashboard; then click Mark refunded on the purchase in the Billing tab, so the buyer's download stops. A buyer from a provider that shares files from its own server may already have the provider's link, and that cannot be taken back
• If a purchase stays pending after the family paid with PayFast, find the payment in PayFast and paste its payment ID into Check with PayFast
• While PayFast is in sandbox, purchases are test purchases: no money moves, and they do not lock your prices
• Media cannot be bought on a demo event
• A buyer cannot buy the same routine from the same provider twice with the same email. They are offered Send it again for the delivery email instead
• You can save Participants pay separately before a payment account is connected. Families cannot buy until one is, and the Billing tab shows it as a to do

Store Analytics

The Store Analytics table on the Statistics tab shows, per item and per provider: preview views, deliveries of originals, purchases, and clicks through to an outside site. Choose the provider with the tabs above it. It stays available after the media is removed at 12 months.

Common Questions

Q: Can I change the model after families have started using the store?
A: Yes, but think about what they were promised. Changing a provider from included to paid separately takes included access away from participants who have not downloaded yet. Once a provider has sold anything, its answers and prices are locked.

Q: Can two providers both host their files on Kompdesk?
A: Yes. Each is billed on its own: prepaid storage, top-ups and sales are per provider on the Billing tab.

Q: What if I change a provider from a different source to hosted on Kompdesk?
A: It moves to the full solution, so its storage must be prepaid before families see it again. The lite fee already paid is not refunded; it still covers the event's other providers from a different source.

Q: Are the previews good enough to screenshot?
A: Previews are reduced in size and watermarked across the picture. Videos are reduced to 480p and watermarked for their full length.

Q: What happens at 12 months?
A: The media is removed. You are emailed 30 days before, and so is everyone who bought an item, so that they can download in time.