Website Training Part 2. Administration of the Website

Transcription

1 Rotary Websites: Websites Club, Website Training Part 2 Administration of the Website

2 Club Admin To login first click here Enter your username and password and then click Log In If you have forgotten your details click here and you can reset them. This is done by sending you an with a reset link to the address registered on the site

3 Club Admin Click here to enter the Club Admin Area

4 Admin Main Page The use of the template system requires an annual payment to foundation of at least 50 per year. You need to know when this is due so click on this link

5 Renewal

6 Donation Form This is the renewal form that is used to send you payment to Foundation. Note that this is specific donation and not part of your normal foundation contributions. You will need to update your renewal date once this has been completed and sent off to Alcester. (We will cover how to do this shortly)

7 Admin Main Page There are two main parts of the admin area Public Web Pages where you edit the content of the public facing pages Club Admin where you enter the club details and the members only pages

8 Club Admin Menu Here is where we edit the club details This option allows us to set up the meeting venue and meeting times Club Members details can be changed here and new members added Here is where we set up the club officers for the year And here is where set up an populate committees for the year We might want to set a club message visible when people log into the site This menu option allows us to create and edit Members Only Pages. Here we can enter the names of past presidents

9 Club Details Enter the required details and once complete remember to click the Update Club Details button

10 Meeting Details Set you default meeting day, time and duration Provide details of your venue and its postcode Note any regular variations e.g. 5 th meeting in month is in the evening Add the venue or club contact number Often the postcode will pin-point your venue but if it doesn t you can change it by following these instructions. Add the venue website and encourage them to link back to you Add a website about your town or locality Click to update

11 Club Members You can search for members by entering the details here and clicking Search. The status drop-down box allows you to search for members who have left Clicking on the H will show you that Rotarian s service history Clicking on the Edit icon lets you edit that Rotarian s details This should be populated from the RI Database from mid Sept 2015 and lists all members of your club

12 Edit Member (1A) There are two screens for editing the details of a members. This is the top of the first screen. Edit the details as appropriate And this is the bottom of the first screen. If a member moves to another club in District 1240 the District Admin can make the transfer so that the Rotarian s Service History is retained. Once you have made all the changes click the blue update button. If you have made no changes but want to move onto the next screen then click the yellow button

13 Edit Member (2) The RI Number should already be there following the RI database synchronisation You can create other Club Admins or leave them as members Complete the other details as appropriate Selecting Yes will allow logged-in members to the member Selecting Yes will mean you get inundated with s everytime someone updates the site. Probably best to leave as No Finally click update or no changes button

14 Add New Member (1) To add a new member click here This may well be populated from the RI Database from mid Sept 2015

15 Add New Member (2) Enter their name Enter Membership type (Ordinary member or Club Admin Enter a unique address Choose a user name and password Click Insert

16 Current Club Officers Current Year Officers are listed. Click here to select a different year There is no edit button. To change delete the post and then re-add. This only changes the post - it does not delete the member

17 Add Club Officers (1) To add officers click here

18 Add Club Officers (2) Select members from drop-down box for each post Click add officer holders

19 Add Club Specific Officers (1) If you have some club specific officers you can add them. However do not replace existing standard officers as this will stop generic ing from working. So for example, if you have a combined Community and Vocational Chair do not make a new post but add the same officer twice once to Community and once to Vocational. Use club specific officers only for special posts such as London Marathon Co-ordinator

20 Add Club Specific Officers (2) Insert office name Click add post. The new post can then be allocated to a member as with standard posts

21 Club Committees Existing committees are listed. Set them as active to display, as inactive to hide. To delete you have to delete all history too so best to set as inactive. Sort order is the order the committees display on the public and members only pages. Just edit the numbers - the lowest number will display at the top Add new committees here by typing in the name of the committee, sort order and then click add committees

22 Club Admin Menu We will look at the other Club Admin items later and will now move on to the Public Web Pages

23 Public Web Pages Menu Here is where we edit the main homepage This option allows us to set up contact forms for different subjects The What We Do pages tells the public all about us and our work Events are anything that is not a regular weekly meeting Weekly meeting provide details of speakers, socials and business meetings along with the allocation of roles for these meetings Charter celebrations and also President s Nights etc. Here we can add links to the links tab of the main public pages. Maybe you have a special event with its own website if so link to it here

24 Club Clu, Homepage RI We mentioned earlier that the Public Pages were your Shopwindow your homepage is really your Shopfront. It is the first thing visitors to your website will see and you want them to find your home page interesting enough to come into your shop and look around. Make it attractive Make use of the built-in formats to make it clear and professional Use Photos but make them attractive and interesting not grip and grin Keep it succinct Tell them you key selling points and about your projects Do not include reams and reams of information Provide links to key pages rather than copying the page Keep it up to date If the first thing the visitor reads is about an event held in 2013 he may not read any further. The sticky pages help keep it fresh and new more later on this Use Facebook and Twitter Feeds Peter will explain more.

25 Homepage and Options This shows the new editor This costs a one off fee of 20 - if you have the old editor the upgrade is offered on the club admin main page. I think that the new editor is well worth it. The old editor is rather slow and not as easy to use. I will cover some of the main differences as we go through the rest of the presentation Essentially this is like a word processor. If you want to cut and paste from MS Word then it is best to paste into Notepad first then recopy and paste into the web editor. This avoids lots of problems with hidden code that is used by Word

26 The New Editor The Main Toolbar Undo Bold, Italic Underline Text Align Bullet and Numbering Tables Hyperlinks Image Manager Paragraph Style Special Style HTML Horizontal Line File Manager Note some buttons will be greyed out like the Hyperlink ones on this image if not appropriate to the text you are working with

27 Hyperlinks to Web Pages Hyper-links are clickable words or images that take you to another page (either within this website or on other websites) or to a file First we will look at links to web-pages First :Copy the link from your web-browser s address bar Back in the editor., highlight a word or image in this case District 1240 Click on the Hyperlinks button Paste the link into the URL box. Make sure you have only one Set target as default to open on same tab or _blank to open in a new tab Click OK

28 Hyperlinks to Files Click on the Hyperlinks button In the editor., highlight a word or image in this case here Click the file Manager button

29 File Manager Click the file upload button Browse to the file on you local machine and click open. The maximum file size you can upload is 2MB The newly uploaded file will appear in the list of files Highlight the file and click select The file name will appear in the URL box. Select _blank in the target box to open in a new tab as before and then click OK

30 Adding Pictures Click on the page where you want to insert the picture and then click the image manager button Click Upload. Browse to the picture on your local machine and click Open. Picture should be resized to a max of 800 pixels high before uploading.

31 Adding Pictures You will get a preview - Click OK You can use Pull Left or Pull Right to wrap text around the picture using the special paragraph formats By default the picture will fill the width of the text window

32 Adding Styles Paragraph Styles Special Styles Select the style of text you want This allows you to add blocks of colour or change the size of the text. Tick all the boxes you want to achieve the required effect. These can also be used with the paragrpah styles too

33 HTML Code View The HTML Code is the raw information that is used to display the website. You can use this to make changes to the layout and insert objects like Videos, Self-Displaying PDFs, Flipbooks and other websites. I will show you how to use HTML view to add things at the end In the meantime, this is what it looks like. So if you see this and do not know why - you probably clicked on the HTML button. To get back to normal view just click the button again.

34 Homepage and Options One of the first things to do is to decide how you want the homepage to display Sticky Pages. Either as a Carousel or as thumbnails You can select up to 5 Sticky Pages which will be featured on the home page. You may want to promote an upcoming event or you might have some item of news that you want to tell the world about. Lets look at how the two options appear

35 Homepage Carousel With the Carousel The main pictures appear as large images. The images cycle automatically or by clicking on the orange arrows. Clicking the Read More button takes you to the main page for that item or event

36 Homepage Thumbnails With the thumbnail option The sticky pages are just displayed at the top of the homepage. I personally feel the carousel has more impact - but its your choice Clicking the Read More button takes you to the main page for that item or event

37 Homepage and Options There are various options which are generally selfexplanatory just click yes or no as appropriate There is a Join Rotary button displayed on the homepage. Set the Rotarian here that will receive enquires if someone clicks this

38 Homepage and Options There are some more options which are generally self-explanatory just click yes or no as appropriate Do you want to have the header as Rotary Chelmsford Phoenix or Rotary Club of Chelmsford Phoenix? I really do not know what this does! Default calendar setting Here you can add default meeting info that is only visible to logged-in members.

39 Contact Forms Enter the subject and then select the member who will receive the s on that subject. Then click the blue button To delete a subject just click the delete button

40 What We Do Pages These are general pages on different aspects of the club. There are two types: Main Pages which appear in the main menu Sub-Pages which are located under Main Pages and appear on the right of the main page as related pages

41 What We Do Pages You can add a new main page Re-order main pages Add a new sub-page under the selected main page Edit a main page Delete a main page Re-order sub-pages

42 Adding a Main Page Add a Title Include some main details (Mandatory) Add a description of the main picture Set an end date if desired Add a contact Add logged in members info. (This is private information only visible to logged in members) Is page active (displayed) or inactive (hidden) Allow Comments? The using the editor add the main page information pictures and links as we did on the homepage. Adding a sub-page is exactly the same.

43 Editing a Main/Sub Page Make this a Sticky Page. Setting this to Yes will display the Main Picture for this page on the Homepage and if this page includes anything in the edit area a Read More button will also be shown. You can change this page to be a sub-page by selecting which main page it is under. Selecting none keeps it as a main page To add a main picture for this page. Picture should be landscape 800 x 600 pixels.

44 Adding a Main Picture Add a main picture description Max 30 Characters is best. Choose an image on your machine and click Submit You can add more pictures as a slide show

45 Sorting Pages Often you can have problems with the drag-anddrop sorting so you can click here to manually sort To Sort pages click on the arrows on the left and holding the mouse button down you can move the page titles around Just edit the sort order number and press update. The lower numbers appear at the top, higher numbers at the bottom

46 Events and Charters A Charter is just a special kind of event. They are flagged as Charters on the District Website and so should only be used for Charter Events This button allows you to edit an event This button duplicates the event This button deletes the event

47 Add an Event Add a start and finish date (and time). The remainder of the form is the same as the main club pages

48 Weekly Meetings Because there are usually a lot of meeting there are a number of tools to make life easier. There are three ways to add meetings and two ways to edit them.

49 Add One Meeting Just the same as adding an event

50 Add Several Meetings Enter main meeting details Select how often you want to add this meeting Select first meeting date Select duration Select how many meetings to add When everything is correct click Generate Meetings

51 Add Several Meetings This screen follows generation and you can edit the meeting list before you finally click the add meetings button

52 Add Multiple Meetings Set Start and End Dates Set Day of Week Fill in Details Set day of Club Council Meetings Set details of Club Council Meetings When everything is correct click Generate Meetings

53 After generating the meetings you get this screen. You can edit the details and when you are happy click Yes Add Multiple Meetings

54 Update Several Meetings Select the date range and click list You can then update the details and click Update All at the bottom

55 Websites: Links Club, to Other District, Sites RIBI, RI You can delete existing links. There is no edit function, just delete and re-add Here you can add new links with a title, the URL or address Indicate if it is a Rotary link it will appear higher up the list. Set the sort order if necessary When finished click Add Link

56 More Club Admin I said earlier that we would come back to the rest of the club admin menu Click here to enter the Members Area Click here to go to the club admin page And click here to enter the club admin area

57 Members Only Pages Creating and Editing Members only pages is just the same as with the Public What we Do pages. We edit them by clicking on the Edit Button We can add sub-pages. We can add new Members Only Pages We can change the order that the members only pages appear on the site.

58 Members Sub-Pages When you are editing Members Only or Public pages there is an advanced use option link. Clicking this opens up some additional options One of these additional options is to change a page from Public to Members Only and visa versa This can be a useful tool. For example you can create a public sub-page which more or less stands alone with no link to a public menu it is only found via the Members Only pages. Useful for testing things! But if you create a Members Only sub-page of a Public page it will not appear on any menu so no one will find it! You can make a members only page Sticky but it will not appear on the Public Homepage so little point in doing so!

59 President s List There is a list of all club presidents on the left. You can delete the office using the delete button You can add an existing club member by selecting them and the relevant year You can add a President who is no longer in the club

60 HTML Code The HTML Code is the raw information that is used to display the website. You can use this to make changes to the layout and insert objects like Videos, Self-Displaying PDFs, Flipbooks and other websites. It is really only for experts. If you do want to play, do it on a test page so if it all goes wrong it doesn t matter! To get HTML view just click this button. Be careful using the undo button in code view mode - this only seems to work correctly in normal mode It is safest to always go back to Normal mode by clicking the code button again

61 Adding a YouTube Video First you need to find the video on YouTube and find its identity In this case it is Ubqc7_MnBeE. Copy this part of the address

62 YouTube Video At the appropriate place in the code insert the lines inside the red box note that the YouTube identity has been added. Click the code button to go back to the Normal view. Ignore the fact that the video looks too small it will display full width in the main page

63 YouTube Video The finished page

64 Embedding a PDF You can use a bit of simple code to embed a PDF so that it displays like and image. On a page click the file manager button Click on an already uploaded PDF Click on the Link button You will see a Hyperlink to the file Then click the Code View button

65 Embedding a PDF You can use a bit of simple code to embed a PDF so that it displays like and image. On a page click the file manager button Click on an already uploaded PDF Click on the Link button You will see a Hyperlink to the file Then click the Code View button

66 Embedding a PDF This is what you will see Highlight the original link and delete it Enter the code in the red box under the link. Notice that the file name from the original link has been incorporated (Highlighted in blue) Leaving you with just the iframe part You may have to experiment with the width and height depending on the size of the PDF. These sizes work for a portrait A4 Switch back to Normal View and Update the page

67 Embedded PDF The finished page You can click on the normal Adobe Reader controls to save and print the PDF

68 Websites: Club, Websites District, RIBI, RI Any Questions?