✧ aDMINISTRATIVE tUTORIALS I ✧

Tutorials for the Glowchus Administrative team

During the time you spend here as a member of the Glowchus administrative team, there are going to be a handful of processes that you will need to familiarize yourself with in order to carry out the responsibilities associated with your respective position. The information outlined here is designed to walk you through those processes - and do so as effectively as possible! What is expected of you, however, will ultimately boil down to your assigned rank [with few exceptions]. Therefore, not everything written here will necessarily apply to each and every team member. We don't expect you to know how to do absolutely everything as long as you are capable of and comfortable with carrying out any responsibilities that pertain to your specific administrative role. For that reason, before you consider applying for any open positions, it might be helpful for you to take a look through the tutorials listed below. This should give you a pretty good idea of how everything operates around the site and what you may be expected to do as far as administrative work goes.

For the sake of having things laid out as clearly as possible, the information below is separated into sections. If you're looking for something specific, the table of contents at the top of this page breaks everything down accordingly. This will help you find exactly what you need without forcing you to skim through the entire page when you're looking for a particular guide. To minimize room for error, please follow the steps outlined in each specific tutorial closely. Until you're wholly confident in your ability to handle any particular process, we recommend pulling up the tutorial and following it step by step as you work through your administrative tasks. The amount of text probably makes it look more daunting than it actually is, but don't worry! You'll get the hang of it quickly. And, as always, if you have any questions, don't hesitate to ask!

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➤ Masterlist Registrations

Kicking things off with one of the most important aspects of the site, masterlist registration is the process of registering a character to the masterlist essentially from scratch. Additions to the database [at least as far as most character categories go] should rarely need to be done this way and we'd like to avoid doing so whenever possible. The creation and registration of new characters should generally be handled through the use of vouchers, MYO slots, and design approvals - almost entirely from the member end of things [in all but a few instances]. Companions and previously registered characters, which are always registered from the administrative end, are the only exception. In situations where registration for a particular character needs to be handled by team members for whatever reason, this guide is here to walk you through the process! In order to create and submit a new entry to the site's character masterlist, we have two separate tutorials based on the category of character being submitted. Because Main and Side Characters are the primary characters used on site, those are the characters we'll be starting with!

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➤ G1/G2 Main & Side Characters

Characters come in one of two possible categories [Main or Side], both of which can fall within one of two distinct generations [Generation 1 or Generation 2]. Main Characters are the characters that will be used to participate in the ARPG aspects of the community, while Side Characters, on the other hand, are essentially NPCs. As far as generations go, G1 is the subset of characters that can be used in ARPG activities that pertain to the first era of Glowchus. G2 is the subset of characters that can be used in ARPG activities that pertain to the second era of Glowchus - a thousand years following the events of G1. In most cases, generations should not overlap, although there are a few instances in which they do. This information is important to know, as it greatly affects the qualities with which certain characters may need to be registered.

When registering both Main and Side Characters, the process should be pretty consistent and straightforward, regardless of what category/generation a specific character falls into. The only time there should be any deviation in said process is when a character that was registered in Glowchus previously is being re-registered - in which case, there is an additional process involved, aka, the Claim Process. The exact steps for both are outlined below:

➤ Step 1: The Claim Process

From the admin panel, navigate to the Claims queue [it will be in one of the boxes under the "Admin Dashboard" heading].
On the queue page, you will see a list of claim submissions pending approval. Click the blue "Details" button to the left side of any of the pending registration claims to begin the approval process.
Make sure to check the claim for the following:
1. Title: Claim submissions should ALWAYS have a title for record keeping purposes and the title should be relevant to the claim [ex. "Character Registration" or something similar in this case]. Titles should never be URLs and they should never be left blank.
2. Comments: The following form should be filled out in the comments:
  - Masterlist Card: The character's masterlist card [it's okay if this section is left blank, as long as the user provides the image in the next field so that we can make a card for them].
  - Masterlist Art: The art used on the character's masterlist card [this is just in case we need to make adjustments to the character's placement on the card the user provided, or alternatively if a masterlist card wasn't linked so that we may use the provided image to make one for them].
  - Designer/Artist: Whoever designed the character. If the person who designed them is not the same person that did the art, this field should list both the designer and the artist.
  - Main or Side: Whether the character is a Main or Side Character. Characters that were previously registered in RS as Mains, Secondaries, or Children will be Main Characters in Glowchus by default. Only characters that were registered previously as NPCs will be sides.
  - Character Species: The species of the character [such as Pre-Luminarian, Luminarian, or Non-Luminarian].
  - Character Subtype: The character's subtype [in most cases, it will be "Standard"].
  - Character Typing: The character's typing, such as Fire/Fighting or Fire/Water/Grass.
  - Character Color: The color category that the character falls into [ex. Traditional, Melanistic, Leucistic, Shiny, Other, etc].
  - Character Mutations: Any mutations the character has.
  - Additional Information: Any extra information that the user may want to include. If the user is re-registering a character that was registered previously, the additional information should include some form of proof that the character was, in fact, already registered.
    - It's fine if the form isn't filled out 100% correctly or using this exact form, as long as all the information included is sufficient for the registration process.
    - If the character being registered is one that was [supposedly] previously registered in RH/RS/Glowpedia/GCv1/etc, the user will need to provide proof in the "Additional Information" field. If no proof is provided, a Founder will ultimately need to verify the legitimacy of the character based purely on memory. It's not the most efficient way to do it, but without proof, there isn't much we can do.
3. Add-Ons: If the user is re-registering the character exactly as they were previously, they won't need any add-ons. If they're making any adjustments to them, however, they will need to attach items to accomodate the changes made. For example, if the user is upgrading from Uncommon to Rare, they will need to attach an Upgrade Voucher. Side Characters do not need any add-ons attached, regardless of any changes that may have been made - they can be updated for free at the owner's discretion.
If anything is left out or done incorrectly, reject the claim and explain why in the "Staff Comments" field. Otherwise, you can approve the claim and move on to the next step.

⭐ Visual Tutorial: Masterlist Registrations - The Claim Process

➤ Step 2: The Registration Process

From the admin panel, navigate to the Create Character page [under the "Masterlist" heading].
On the Create Character page, proceed through the process of filling out the fields:
1. Owner: The site name of the character's owner [if the owner isn't registered, you can paste a URL to one of their socials in the "Owner URL" field].
2. Character Category: This determines what category the character will fall into. Characters registered on the masterlist fall into one of only three categories:
  - Generation 1: "RH" era characters.
  - Generation 2: "RS" era characters.
  - Companions: Primordial Beast [Pet] characters [Companions are not covered in this tutorial].
3. Number: The ID number for a specified character on the masterlist, characters should be numbered as follows:
  - Generation 1 characters are the only ones that follow a unique numbering system [and it's only unique from numbers 0001 to 0100 as those are the numbers we use for G1 story mains]. Beyond that, any subsequent characters follow a traditional numbering system based on the highest available number. If you're not registering a G1 story main, then you can simply hit the "Pull Next Number" button to get the number needed for registration.
  - Generation 2 characters are numbered based on the order they are submitted. So when creating a new character, all you need to do is hit the "Pull Next Number" button in order to get the number you need.
4. Character Code: Ignore it - it will fill out automatically. If for some reason it does not fill out automatically, it will be the prefix ID for the category you're working with ["G1" for "RH" era characters or "G2" for "RS" era characters], followed by the number you pulled in the previous step [ex. G1-4321 or G2-1234].
5. Description: This field isn't necessary; you can leave it blank.
6. Is Visible: Make sure that the toggle is ON [it's off by default].
7. Transfer Information: Most [but not all] characters will be giftable, tradeable, and resellable. There are only two exceptions to this:
  - Starter Characters: Characters created with a starter voucher [the lock can be lifted by upgrading the character with an appropriate voucher].
  - Story-Locked Characters: Characters that essentially belong to the community but have been given away to members under certain circumstances OR that may be locked for similar reasons [Heralds, for example, are always account locked].
8. Image Upload: This will be the image displayed on the masterlist for the character you're submitting. For the frame, use the file here: https://sta.sh/096a1rnszsz [do NOT change the file size or anything about the file - simply slap the transparent image of the character on it and save it as a transparent PNG]. When submitting the image to the site, use the image cropper to uncrop the masterlist card to it's fullest extent [the images shouldn't be cropped; the preview of the submission should show the whole card].
9. Designer: The character's designer [if the designer isn't registered, you can paste a URL to one of their socials in the "Designer URL" field].
10. Artist: The artist of the current masterlist image [if the artist isn't registered, you can paste a URL to one of their socials in the "Artist URL" field].
11. Image Notes: This field isn't necessary; you can leave it blank.
12. Species: From this menu, you're going to select the species of the character you're submitting. It should be self-explanatory.
13. Subtype: If the character falls into a subtype category, it should be listed here! Otherwise, select "Standard" from the dropdown menu.
14. Rarity: Contrary to what the name suggests, we don't actually list a rarity [in the traditional sense of the word] in this field. This is the field we use to denote whether a character from a specific generation is a main or side! If you're registering a main, you'll select the "Main Character" option. If you're registering a side, you'll select "Side Character."
  - You'll never need to use the "Side Character [Unpaid]" option. That's an option that will [hopefully] be eliminated from the selection altogether pretty soon here.
15. Traits: This is the field where we'll add in the character's traits. They should be added in the following order:
  1. Type: Classic, Dual, Pure, Tri, Triple Tri or Variant. Write the exact type in the notes [i.e. a "Classic" example would be Electric/Fire]
  2. Color: Traditional, Vanilla, Chocolate, Leucistic, Melanistic, Shiny, Piebald, or Other.
  3. Mutations: If the character has no mutations, simply include the "None" trait. If they have multiple mutations, however, each mutation will need to be added individually.
    - If you're not sure which traits apply to which categories or how, specifically, to name certain mutations listed in the mutation field, you can refer to our Comprehensive Trait List page for the time being. This page will likely be done away with once we get the encyclopedia sorted out, but it should suffice for now!
  4. Cosmetics: There are only two possible options for cosmetics - Prism Dye and Prism Lense. If a character has either of these two items applied, you can list them here and then write the quantity in the notes [ex. Prism Dye (x4) or Prism Lense (x1)].
  5. Perks: Most characters will not start off with any perks, but if they do, you can add them here!
Hit the "Create Character" button and that's it! The new character should appear immediately on the masterlist.

⭐ Visual Tutorial: Coming soon!

➤ Additional Notes:

If an item was used for creating the character, remove the item from the user's inventory.
If a Starter Voucher was used to create the character, DO NOT forget to mark the character as: Unsellable, Untradable, and Ungiftable!

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➤ Companions

Companions are the third and final character category. As you may have guessed from the name, companions are essentially pets - pets exclusively for G2 Main Characters. They're a lot like sides in that there isn't a ton of stuff to do with them - they fall somewhere between the former and the latter, where they serve more ARPG purpose than Sides, but not nearly as much as Mains. There are fun activities you can do with them, and including them in submissions alongside their character companions can earn you some bonus rewards. Unlike Main and Side Characters, which are generally registered through vouchers and MYO slots, Companions are always registered through a combination of claims and masterlist registrations. The process for which is outlined below:

➤ Step 1: The Claim Process

From the admin panel, navigate to the Claims queue [it will be in one of the boxes under the "Admin Dashboard" heading].
On the queue page, you will see a list of claim submissions pending approval. Click the blue "Details" button to the left side of any of the pending claims to begin the approval process.
Make sure to check the claim for the following:
1. Title: Claim submissions should ALWAYS have a title for record keeping purposes and the title should be relevant to the claim [ex. "Companion Claim" or something similar in this case]. Titles should never be URLs and they should never be left blank.
2. Comments: The following form should be filled out in the comments:
  - Masterlist Card: The character's masterlist card.
  - Masterlist Art: The art used on the character's masterlist card [if it's just a standard companion, it's fine if users want to use official Pokemon art].
  - Subtype: If applicable - in most cases it will just be Standard.
  - Species: The species of Primordial Beast - it should match the attached egg if the egg has a predetermined species.
  - Class: If applicable. In most cases, it will be Class 0.
  - Gender: Necessary for breeding purposes! This field cannot be left blank unless the species is genderless [ex. Magnemite or Voltorb] by default.
  - Additional Information: Any extra information the user wants to include. If they're re-registering a pet that was registered previously, the additional information should include some form of proof that the character was, in fact, already registered.
3. Add-Ons: If the user is registering a new Companion Character, check to ensure that the necessary egg is attached. The species indicated in the comments should match the species [and rarity] of the attached egg. If it doesn't, the claim is invalid. In instances where the user is registering a companion that was previously registered, there's no need for them to attach an egg. In addition to the egg, users may also attach items such as Beast Passes [affects the class of the resulting Companion], Charms [affects the color of the resulting pet], Cosmetics [Prism Lenses are not necessary for pets, but Prism Dye can be used the same way on Companions that it is on Main and Side Characters].
If anything is left out or done incorrectly, reject the claim and explain why in the "Staff Comments" field. Otherwise, you can approve the claim and move on to the next step.

➤ Step 2: The Registration Process

From the admin panel, navigate to the Create Character page [under the "Masterlist" heading].
Fill out the fields:
1. Owner: The site name of the character's owner [if the owner isn't registered, you can paste a URL to one of their socials in the "Owner URL" field].
2. Character Category: This determines what category the character will fall into. Characters registered on the masterlist fall into one of only three categories:
  - Generation 1: "RH" era characters [not covered in this tutorial].
  - Generation 2: "RS" era characters[not covered in this tutorial].
  - Companions: Primordial Beast [Pet] characters.
3. Number: The ID number for a specified character on the masterlist, characters should be numbered as follows:
  - Generation 1 characters are the only ones that follow a unique numbering system [and it's only unique from numbers 0001 to 0100 as those are the numbers we use for G1 story mains]. Beyond that, any subsequent characters follow a traditional numbering system based on the highest available number. If you're not registering a G1 story main, then you can simply hit the "Pull Next Number" button to get the number needed for registration.
  - Generation 2 characters are numbered based on the order they are submitted. So when creating a new character, all you need to do is hit the "Pull Next Number" button in order to get the number you need.
4. Character Code: Ignore it - it will fill out automatically. If for some reason it does not fill out automatically, it will be the prefix ID for the category you're working with ["G1" for "RH" era characters or "G2" for "RS" era characters], followed by the number you pulled in the previous step [ex. G1-4321 or G2-1234].
5. Description: This field isn't necessary; you can leave it blank.
6. Is Visible: Make sure that the toggle is ON.
7. Transfer Information: Most [but not all] characters will be giftable, tradeable, and resellable. There are only two exceptions to this:
  - Starter Characters: Characters created with a starter voucher [the lock can be lifted by upgrading the character with an appropriate voucher].
  - Story-Locked Characters: Characters that essentially belong to the community but have been given away to members under certain circumstances OR that may be locked for similar reasons [Heralds, for example, are always account locked].
8. Image Upload: This will be the image displayed on the masterlist for the character you're submitting. For the frame, use the file here: https://sta.sh/096a1rnszsz [do NOT change the file size or anything about the file - simply slap the transparent image of the character on it and save it as a transparent PNG]. When submitting the image to the site, use the image cropper to uncrop the masterlist card to it's fullest extent [the images shouldn't be cropped; the preview of the submission should show the whole card].
9. Designer: The character's designer [if the designer isn't registered, you can paste a URL to one of their socials in the "Designer URL" field].
10. Artist: The artist of the current masterlist image [if the artist isn't registered, you can paste a URL to one of their socials in the "Artist URL" field].
11. Image Notes: This field isn't necessary; you can leave it blank.
12. Species: From this menu, you're going to select the species of the character you're submitting. It should be self-explanatory.
13. Subtype: If the character falls into a subtype category, it should be listed here! Otherwise, select "Standard" from the dropdown menu.
14. Rarity: Contrary to what the name suggests, we don't actually list a rarity [in the traditional sense of the word] in this field. This is the field we use to denote whether a character from a specific generation is a main or side! If you're registering a main, you'll select the "Main Character" option. If you're registering a side, you'll select "Side Character."
  - You'll never need to use the "Side Character [Unpaid]" option. That's an option that will [hopefully] be eliminated from the selection altogether pretty soon here.
15. Traits: This is the field where we'll add in the character's traits. They should be added in the following order:
  1. Type: Classic, Dual, Pure, Tri, Triple Tri or Variant. Write the exact type in the notes [i.e. a "Classic" example would be Electric/Fire]
  2. Color: Traditional, Vanilla, Chocolate, Leucistic, Melanistic, Shiny, Piebald, or Other.
  3. Mutations: If the character has no mutations, simply include the "None" trait. If they have multiple mutations, however, each mutation will need to be added individually.
    - If you're not sure which traits apply to which categories or how, specifically, to name certain mutations listed in the mutation field, you can refer to our Comprehensive Trait List page for the time being. This page will likely be done away with once we get the encyclopedia sorted out, but it should suffice for now!
  4. Cosmetics: There are only two possible options for cosmetics - Prism Dye and Prism Lense. If a character has either of these two items applied, you can list them here and then write the quantity in the notes [ex. Prism Dye (x4) or Prism Lense (x1)].
  5. Perks: Most characters will not start off with any perks, but if they do, you can add them here!
Hit the "Create Character" button and that's it! The new character should appear immediately on the masterlist.

➤ Additional Notes:

Users may only redeem one egg per claim. If they have multiple companions they wish to register, they'll need to do them one at a time.

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➤ MYO Approvals

Contrary to what the name suggests, MYO approvals are actually the means through which new characters are added to the site's character database [or masterlist]. When members are ready to create a new character, they'll do so via the use of character vouchers, which can be redeemed for MYO slots straight from the user's inventory. All they need to do is select the voucher they want to use, check the box, hit "use slot", and click the blue "Open" button. This will remove the voucher from the user's inventory and automatically generate an MYO slot for them [which they should find immediately listed under the "MYO Slots" tab on their profile]. To create a new character, all the user has to do is navigate to the MYO slot they just created and choose the "Submit MYO design" option from the side bar. This will prompt the user through the steps of creating a character. Once completed, the new character will be sent through an approval process. During this process, it will be the responsibility of one of our site administrators to look over everything submitted for the character in order to make sure that the information is correct and falls within established guidelines. They'll also need to ensure that everything required for the process was provided. It's fairly simple from the mod end and the appropriate steps for going through the process are outlined below:

From the admin panel, navigate to the MYO Approvals queue [it will be in one of the boxes under the "Admin Dashboard" heading].
On the queue page, you will see a list of character submissions pending approval. Click the blue "Details" button to the left side of any of the submissions to begin the approval process.
1. Status: The first tab on the approval screen is the "Status" tab. This is where you will make the decision to either cancel, approve, or reject the MYO submission in question. Even though it's the first tab listed on this screen, it is actually the last step in the approval process. You won't want to hit any one of these buttons until you've looked through the form and likewise determined whether or not the information provided is valid.
2. Comments: This is where the user who submitted the approval will list any important details relevant to the process. They should have this form filled out:
  - Character Subtype: [the character's subtype]
  - Character Typing: [the character's type category AND type]
  - Character Color: [the character's color category]
  - Character Mutations: [any mutations the character has]
  - Additional Information: [any additional notes the user may have in regards to the character]
    - It's fine if the form isn't filled out 100% correctly, as long as all the information on the following tabs is accurate.
    - If the character being registered is one that was [supposedly] previously registered in RH/RS/Glowpedia/GCv1/etc, the user will need to provide proof in the "Additional Information" field. If no proof is provided, a Founder will ultimately need to verify the legitimacy of the character based purely on memory. It's not the most efficient way to do it, but without proof, there isn't much we can do.
3. Masterlist Image: We cannot edit the masterlist image from the mod end of things [but we can crop it if it's not cropped correctly], so it's very important that the user does this stage correctly. In order for a masterlist image to be considered valid, the user cannot simply submit a transparent art piece of the character. The masterlist image specifically needs to come pre-applied onto the provided masterlist frame and submitted that way. The background on the frame should be transparent and the dimensions should be 500x750 uncropped.
4. Add-ons: In most cases, the add-ons field won't be used. The only times it would be needed are in instances where there would be items required for the submission process. An example of that is if a user wants to submit a Glowchu character starting off at the Raichu stage. Since all characters submitted to the ARPG must start at base stage (unless they were already registered previously at a different stage), all characters (including sides) should be submitted to the masterlist at their base evolutionary stage. The only exception to this is if they submit them with an evolutionary stone (or necessary evolution method) attached to the submission form.
5. Traits: This is the field where all of the character's respective traits need to be listed. They should be added in the following order:
  1. Type: Classic, Dual, Pure, Tri, Triple Tri or Variant. Write the exact type in the notes [i.e. a "Classic" example would be Electric/Fire]
  2. Color: Traditional, Vanilla, Chocolate, Leucistic, Melanistic, Shiny, Piebald, or Other.
  3. Mutations: If the character has no mutations, simply include the "None" trait. If they have multiple mutations, however, each mutation will need to be added individually.
    - If you're not sure which traits apply to which categories or how, specifically, to name certain mutations listed in the mutation field, you can refer to our Comprehensive Trait List page for the time being. This page will likely be done away with once we get the encyclopedia sorted out, but it should suffice for now!
  4. Cosmetics: There are only two possible options for cosmetics - Prism Dye and Prism Lense. If a character has either of these two items applied, you can list them here and then write the quantity in the notes [ex. Prism Dye (x4) or Prism Lense (x1)].
  5. Perks: Most characters will not start off with any perks, but if they do, you can add them here!
6. Status: Once you've looked through and verified all the information in each of the tabs on the form, you can return back to the status tab. By now, you should know whether or not the character qualifies for approval. So make your selection from the following options based on the circumstances of the specific form:
  - Cancel: This option should never be used without a specific reason (such as by the user's request or due to the user not qualifying for the character) as it completely cancels the process and returns any items/slots attached to the form back to the user in question.
  - Approve: If the form is valid and the user meets all the qualifications for creating a character, hit the approve button.
  - Reject: If any of the fields are filled out incorrectly, hit the reject button and explain why this decision was made in the comments. This will return the form to the user so that they can make the appropriate edits and resubmit when ready.
    - Note: Always MAKE SURE that a user meets the qualifications for submitting another character. Starter Vouchers can be redeemed at the user's discretion under any circumstances, but otherwise, a user must meet the qualifications listed here before registering any additional characters aside from their first G1 and G2 characters.
And that's it! After canceling, approving, or rejecting the submission respectively, you'll have succesfully completed the character approval (or rejection) process.

Additional Notes:

MYO approvals are specific to G1/G2 Main and Side Characters. Companions never go through the MYO approval process because they're done solely through masterlist registrations.
Any items needed for the character registration process should be attached to the MYO approval under the "Add-ons" field. This includes items like evolutionary stones [for submitting non-base stage characters]. Even if they have the items in their inventory, DO NOT approve the submission unless the items are attached.
If a Starter Voucher was used to create the character, DO NOT forget to make sure that the character is marked as: Unsellable, Untradable, and Ungiftable!

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➤ Design Updates

Coming soon!