Instructions for adding or editing an event

Transcription

1 Instructions for adding or editing an event Log in at (this address will change to when the website goes live) Once logged in go to the Wordpress admin dashboard (this will change to once the website is live): Mouse over the Events link in the left hand menu and click 'Add event' in the flyout menu. If you can't see the full menu shown above, you can expand it to show the labels by clicking the arrow at the bottom of the menu: 'Add New Event' opens up the main editing page for adding an event, shown on the screenshot in the next page of this document. There are 6 bits of information to add the labels on the screenshot below show where they go: 1. Event title just a short headline title. You don't need to include the date or the GCCG area here, they get added in boxes of their own. 2. Description the full description of the event. You've got a whole range of visual editing tools here using the icons in the menu bar above the description editing box. There should be two rows of icons; if you only see one row, click the right hand most one to bring up the second row, which amongst other things has the 'undo' button in it. Use the 'visual' tab (at the right hand side of the editing box) not the 'text' one, unless you need to use HTML code. Editing an event description is exactly the same as editing a page on the site. You can also insert images or add PDF/Word documents using the 'Insert Media' button. This opens a popup in which you can either select from items already in the media library, or upload new ones. There are tabs to switch between 'Upload new' and 'Media library'. When inserting an image please

2 note that there are options for size and alignment of image in the right hand pane of the media popup. If you don't see the options, you probably need to scroll down a bit. Always insert an image at the start of a paragraph not in mid paragraph, otherwise the layout gets messy. If you are adding a document such as an event flyer you need to set the text describing it in the 'title' field. This will then appear as a link to the document. You also need to select 'Link to...media file' otherwise the link won't go anywhere. 3. Location info as a minimum you need to have a name for the venue, the first line of its address, the nearest postal town, and the postcode. If you have all of those, the system will usually locate the venue on Google Maps and include a map in the event listing. 3a Incomplete location info if you don't have enough info about the location, this editing screen will show an approximate location on a Google map but actually it fails to save the location. In this case, tick the box above the location name which says 'this event does not have a physical location', and then just type your venue details into the main description of the event. E.g. 'Meet at third layby north of Buxton on the A6'. Saved Locations: once you have created a venue for the first time, it will be available for future use on other events in subsequent years. When you start typing in the name of the venue on a new event, the system will think for a few seconds and then show suggested names. Click on the one you want. If none of them is right, just keep on typing the name of your new venue and then add its details in the other boxes. If your venue name is exactly the same as an existing venue you will need to add some other distinctive word e.g. a second pub called 'The Red Lion' would have be called 'The Red Lion, Sometown' 4 Dates and times click in the 'From' box to choose the date on which the event starts. You will get a popup date picker appear. Choose the month by clicking the arrow alongside the month box, then click on the day of the month. If it is a multi day event you can also choose a finishing date in the 'To' box. For a one day event you can leave the 'to' box empty. You can then select a start time and a finish time, or you can tick the 'All day' box to make it an all day event. This is an easy option if you are not yet sure of the start and finish times. 5 Category this is your GCCG area. It is IMPORTANT to put a tick against your area here, otherwise your event will not appear in the local listing for your area on your own area page. If not ticked it will only appear in the overall events list of all events, and even in that list it will not show up if someone filters the list to search by area. Multi area events not a problem if you are co-organising an event with a neighbouring area, you can tick the box for both areas and it will then appear in the local list for both areas, or if it is intended as a national event you can tick 'National' too. 6 Featured image (optional) - if you upload an image here it will appear at thumbnail size in overall lists of events, making your event look more eyecatching. It's also possible to add images into the event description, but those ones will not show in the events summary list, only in the event

3 detail page which you click through to for more info. (instructions continue after this screenshot) 7 Preview/Publish - when you have finished you can preview your event listing to see exactly how it will look, without publishing it. This opens the member view of the event in a new browser window. You can then hop back to the original editing window, make some more changes and preview it again.

4 When you are happy with how it looks you need to hit Publish to make it public. If you are not yet ready to publish you can alternatively hit Save Draft to save it without publishing. Editing an event after you have published it You can access a list of all events you have ever published by clicking the Events link in the menu. This brings up the list shown below, which normally only shows future events. By clicking on the filter at the top of the list you can opt to see past events too so that you can duplicate them for future use. Alternatively you could open up your past event and change its date to this year's date. When the new future date is saved the event will reappear in the event listings. Events admin list: Recurring events You can set up recurring events by clicking the 'Recurring Events' link in the left hand menu. This opens up the standard event editing window, except that it has an extra box added for 'Recurrences' where you can set simple recurrence rules such as 'monthly on the first Sunday'. This then creates a series of new individual events, with shared properties such as location. If you edit one event in the series you will

5 be asked whether you want this to apply to all events in the series or just the one on that date. You will be asked how far into the future you want this event to run. I suggest you only create a year's worth at a time. It makes your events list easier to manage and keeps the database smaller. Bookable events There is a box below the location information which allows you to make an event bookable if you tick the box. You need to create a ticket in this box too. Any bookings completed by members are then visible in the 'Bookings' tab. Bookings can be exported into a spreadsheet if necessary. At present tickets can't be paid for online but it is intended to introduce this option in the future. Published: