Note: Co-leaders and registrars names are still entered manually. Adding A Chapter Trip

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1 AMC Online Trip Listing User Guide & Frequently Asked Questions Online Trip Listing Event Administration To access the login for the Events Administration area visit If you have any questions please contact te: There is a 45-minute timeout on your system login! It is strongly suggested that you prepare trip descriptions ahead of time to avoid being automatically logged out and losing all your entered trip information. There is a countdown clock in the upper right-hand corner of your screen to help keep track of how much time you have left

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3 Leader Management As a result of the August 2012 launch of the leader membership verification process (LMVP), all approved leaders are now maintained online by the appropriate Chapter units. Those who enter trips must now choose a leader from a list which appears as one begins to type a leader s name. If the leader s name does not appear, contact your committee chair or leader list manager. A leader whose membership has lapsed may not be chosen as leader. Likewise, if a leader s membership lapses before the date of the trip, notices will be sent two weeks before the trip, reminding that leader and the committee chair that the leader needs to renew their membership. Failure to do so will result in the leader s removal from the trip and, if no valid leader remains, trip suspension. te: Co-leaders and registrars names are still entered manually. Adding A Chapter Trip te: those items with an asterisk are required to enter a trip. 1. Add a Chapter Trip Select the committee for which you are leading/entering this trip. The Event Information screen will launch with the Chapter and Committee information pre-populated. 2. Program Fees If required, enter in the program fees. 3. Trip Status When entering a trip, the status defaults to "open." 4. Listing Type Select whether you d like your trip to appear in the magazine, on the AMC website, or both. 5. Trip Title Enter the name of your trip. Limit it to 250 characters or less, and add the series, rating, or class in parentheses, if applicable. 6. Date Range Choose the dates and duration of your trip. 7. Registration Select whether registration is required for your trip. 8. Archive on Expiration Archiving means your event will be retrievable for two years. Otherwise, your event will be deleted from the system permanently after the event's end date. 9. Backcountry Designations (I.e. Where Will the Trip Appear in AMC Outdoors?) Choose the appropriate button for your trip, if applicable. Regular (Default): Each issue of the magazine will publish trips happening from the first of the month of that particular issue date through the first seven days of the following issue date, including one weekend (e.g., January/February will publish trips happening from January 1 through approximately the first week of March, including a weekend). Advance tice: Sometimes a trip requires a significant deposit and/or advance registration from participants, and would benefit from having a trip listing published in advance. Selecting the Advance tice button publishes your trip in the issue prior to the issue in which it would normally run (e.g., a trip happening in February would be published in the vember/december issue). 3

4 Club-wide Events: Selecting the Club-wide Events button publishes your trip in the Club-wide Events section of the magazine (ahead of Chapter Activities listings). An abbreviated listing will still appear in the Chapter Activities listings, referring a reader back to Club-wide Events for more information. If you choose this, do not choose Cross Reference in Club-wide Events (below). Cross Reference in Club-wide Events: Selecting this button makes an abbreviated listing appear in Club-wide Events listings, referring a reader to the specific Chapter Activities listings, where the full trip listing will appear. If you choose this, do not choose Club-wide Events (above). Special tice: Selecting this button places your listing ahead of other committees in your chapter s Chapter Activities listings, under a header labeled Special tice. You might choose this option if you have an event that is unusual in some way, like a pre-trip introductory meeting, presentation, or chapter-wide event like a chapter annual meeting. te: Deadline for downloads are two months prior to the issue date, on the 15th of the month (e.g., for inclusion in the January/February issue, the deadline for trip listings is vember 15). For more information visit Magazine and Web Descriptions Enter all relevant information about your trip here, but be sure to keep it short and to-the-point. Magazine word count limits for trip listings submissions are: Advance tice (deposit required): 60 words Show and Go (no registration): 40 words Instructional Programs: 60 words Registration Required, Deposit: 20 words For the magazine description, use abbreviations where appropriate (a list of common abbreviations may be found in the left hand column of the online trip listings form for your reference). Click on the word limits link to view specific word count limits for your particular listing. Be conscious of spelling and grammar, and if including logistical information like directions, keep it as simple as possible. te: the deadline for inclusion in AMC Outdoors is two months prior to the issue date, on the 15th of the month. For more information, visit Things to Include in a Trip Description: Since the date is already included (step 6) and contact information will be entered shortly (steps 15 and 16) include other essential information like meeting time and location, mileage, level of difficulty, required gear, maximum number of participants, deadline for registration, and approximate cost. Things NOT to Include in a Trip Description: URLs (step 17), leader and co-leader contact information (steps 15 and 16), and long descriptions of the scenery participants might view (it s more important to cover the essentials!). te: Sometimes it is helpful to simply add See web for more info when writing a magazine description. *Cutting and pasting a trip description from Microsoft Word may lead to inaccurate word counts. We strongly suggest using a program like tepad to draft trip description text before pasting into the Magazine and Web Description fields.* 11. Location Enter the location in which your trip is taking place. 12. Difficulty Enter your trip's level of difficulty. 13. Region/State 4

5 Select the location in which your trip is taking place (required). Selecting this helps users who are searching for activities in a given region to find your trip. 14. Activity Select the primary activity of your trip (required). If there is more than one activity (e.g., an event hosting both skiing and hiking), select additional activities by holding down the Ctrl button and selecting the additional activity. 15. Leader Information As the user enters in the leader's last name, a drop down of eligible leaders will display, highlighting the letters that match what has been entered. Click on the correct name to enter the leader as the trip leader. The list of leaders available is limited to those associated with the user s chapter and committee. If a leader does not appear, contact the committee or chapter chair. te: at least one form of contact information is required (a phone number or an address). Enter phone numbers in the format, and remember to include area code in all phone numbers. 16. Co-leader and Registrar Information Enter co-leader and registrar contact information. te: at least one form of contact information is required (a phone number or an address). Enter phone numbers in the format, and remember to include area code in all phone numbers. 17. Website Posting Information Add all related website URLs here with descriptive text (e.g., a link to the local chapter s website for a longer description and more detailed directions, or a link to the website of a state park where a hike is taking place). In the example below, the Berkshire Chapter's website has been entered. 18. tes This field allows you to send internal, administrative notes to other volunteer committee users in your approval queue. When your reviewer opens the trip for review, they will be able to see your notes. 19. Post to Web? Show in Magazine? Check the appropriate box to post the activity to the web and/or show the activity in AMC Outdoors. Trip Entry Fields What is this? What do I enter? Required? Event Type Indicates what type of trip is being entered. thing. This field is pre-defined Options include Chapter Trip or Volunteer based on what you chose in the Opportunity. navigation. Program Fees Group Optional form fields to enter member/nonmember fees associated with the trip. Indicates who is sponsoring this trip. Options include each AMC Chapter, AMC Staff, and other volunteer committees. Adult member rate and adult non-member rate, if applicable. thing. This field is pre-defined based on your member affiliation. 5

6 Trip Entry Fields What is this? What do I enter? Required? Managed by Indicates the sub-group (or committee) sponsoring this trip. Select the committee or group from the dropdown menu. Status Listing Type Trip Title Dates Magazine Issue(s) Registration Archive on Expiration? Backcountry Designations Indicates current status of the trip; options include Open, Full, Wait List, or Cancelled Radio button to indicate where trip will be posted. Web only means the trip will not be listed in AMC Outdoors. Magazine only means the trip will not be made available to AMC websites. This title will appear in the web search results and bolded in the Backcountry section of AMC Outdoors. Trip dates. You may also use this area to indicate that a trip is recurring. Indicating that a trip is recurring means that, upon submission, the trip will break out into multiple listings one for each date on which the trip recurs. Indicates when your trip will appear in AMC Outdoors, based on the trip dates and any special designations placed on the trip. Radio button to indicate if registration is required or not required for trip leader/contributors trips. Allows you to archive a trip for two years once it occurs. You can retrieve and reactivate the listing it in the future. This is helpful if you run the same or a similar trip every year. Select the current status of the trip. As a contributor, you may update this status field at any time. Select the publication option that applies to your trip. Enter a short, descriptive title for your trip. Title character limit is 250 characters. Single-day trips: Enter trip date in first date box. Second date box ( end date ) will auto-populate with the same date. Multi-day trips: Enter trip start date in first date box. Enter trip end date in second date box. Recurring trips: Enter start date of recurring date range in first date box. Enter end date of recurrent date range in second date box. In middle select box, select on which day of the week the recurring trip takes place. thing. Use this display field to confirm when your trip will appear in the magazine. Select the registration option that applies to this trip. The system default-checks this box. If you do not wish this trip to be archived, uncheck the box. These checkboxes allow you to designate a trip for special treatment in Backcountry. Clubwide Events places a trip s full listing in the Clubwide Events section of Backcountry. Cross-reference in Clubwide Events allows a trip s full listing under your chapter/committee listings and will include the trip title under Clubwide Events. Advance tice submits a trip for inclusion in the magazine one issue earlier than guidelines typically allow. Use this option only if your trip requires a $$ deposit. Special tice displays a trip at the beginning of your chapter s trip listings in Backcountry under a Special tice heading. N/A 6

7 Trip Entry Fields What is this? What do I enter? Required? Short Web Description Long Web Description Magazine Description Location Difficulty Region State Country Nearby AMC Destination Activity Information - Name Phone Number Time to Call Show Phone on Web This description field is limited to the search results page. Hovering over a trip title will display this field. Word limit is 100 words. This description of the trip is displayed on the web both on chapter websites and on the main AMC website. This description of the trip is displayed in AMC Outdoors and is available for use by volunteer newsletter editors for their publications. Freeform text box to indicate where your trip takes place. Freeform text box to advertise the trip s difficulty level. Dropdown list that helps users search on programs/trips in a particular region. This dropdown box sets a value that helps end users search on programs/trips taking place in a particular state This box displays the country in which the trip occurs. This dropdown box helps users search on programs/trips taking place near an AMC Destination. Dropdown box to indicate what activity is best associated with the trip. This field displays the name of the trip leader on the web and in the magazine. This field will be pre-populated with the selected leader information. This field accepts a single phone number. If populated, the phone number will be printed in the magazine. The phone number will not be displayed on the web unless Show Phone on Web checkbox is checked. Best time to call trip contributor/leader. If populated, the time to call will be printed in the magazine. Times to call will not be displayed on the web unless Show Phone on Web checkbox is checked. Flag to indicate if trip leader phone number and times to call will be displayed on the web. You may opt to skip this field. If you choose to populate it, enter a short summary of the trip. Enter up to 450 words describing the trip. Enter up to 20 words describing the trip. If registration is not required, enter up to 40 words. If marked Advance tice, enter up to 60 words. Enter the location where the trip takes place. Enter the trip s difficulty based on your chapter s/committee s standards. Select the region in which the trip takes place. Auto-populates based on selected Region. If necessary, select state the trip takes place. This field auto-populates based on your selection of a Region. Select the AMC Destination near which the trip occurs, if any. Select the activity most relevant to your trip. Check this if you d like the phone number/times to call fields to be visible on the web., if trip is set to be on the web., if trip is set to be on the web., required for row 1 only t if is entered instead, row 1 only t if is entered instead, row 1 only 7

8 Trip Entry Fields What is this? What do I enter? Required? Address Show on Web Co-leader Information Registrar Information Website Posting Web Release Date Web End Date Web Search Terms Link Text Link URL tes This field accepts a single address. If populated, the address will be printed in the magazine. The address will not be displayed on the web unless Show on Web checkbox is checked. Flag to indicate if trip leader address is to be visible on web. t if phone number is entered AND Show Phone on Web is checked, row 1 only t if phone number is entered AND Show Phone on Web is checked, row 1 only Please refer to Information information above for details on populating these fields with co-leader information. Co-leader information is entered free form. Please refer to Information information above for details on populating these fields with Registrar information. If populated, Registrar will display first on the web indicating they are the primary contact for the trip. This information is entered free form. This field controls when your trip will be published live on the web once it is approved. This field controls when your trip will be removed from the web. te trips are removed from the web the day after they take place by default. This field allows you to enter keywords or terms relevant to the trip that might help search engines find it and feature it in search result listings. Enter the date you d like the trip to appear on the web. Enter the date you d like the trip to be removed from the web, if at all. Enter a handful of relevant keywords or phrases. This field, in combination with Link URL allows you to add related links to your listing. Populate the link text field with a descriptive title for the link. You may add up to 6 related links. This field, in combination with Link Text allows you to add related links to your listing. Populate the link URL field with the URL you d like to direct web users for more information. You may add up to 6 related links. This field allows you to send internal, administrative notes to other volunteer committee users in your approval queue. When your reviewer opens the trip for review, they will be able to see your notes. Account Administration The OLTL system allows users, at any time, to edit their contact information ( address), change their password, and set default values for personal information that is often requested in the trip entry form. 8

9 te: To change the information that pre-populates the trip entry form, send your changes to your committee or leadership chair. You may always override your default values for a specific event on the trip entry form when entering the event Once you are logged into the system, click on the My Account link located on the left-hand side of the screen under the USERS heading. In this form, you can edit your first and last names, phone number, address and password. Current guidelines for passwords are fairly basic a recommended password would be at least six characters long and alphanumeric. In the User Defaults box on this page, you may set values for each of the values available. te: Some leader information can only be updated by your leader list manager. If this information changes, it is the responsibility of the leader to inform the leader list manager to update the information. Defaults Phone Registration Listing Type Location Audience Activity Nearby AMC Destination Region What do I enter? With the implementation of LMVP, this field is no longer used to populate a trip entry Select the registration option that most often applies to your trips. Select the publication option that most often applies to your trips. Enter the location where you most frequently lead your trips. E.g. Blue Hills Reservation, Valley Forge National Park, Central Park. Select the appropriate option from the dropdown box. This value helps end users search on programs/trips specifically geared to their demographic. Select the activity that is most relevant to the majority of your trips. E.g., if you are a hiking leader, you might select hiking. A biking committee leader might select biking. Select the AMC Destination near which you most frequently lead trips, if any. This value helps end users search on programs/trips taking place near an AMC Destination. Select the region in which you most frequently lead trips, if any. This value helps end users search on programs/trips taking place in a particular region. 9

10 Defaults State What do I enter? Select the state in which you most frequently lead trips, if any. This value helps end users search on programs/trips taking place in a particular state In the lowest section of this page, your user access settings are visible for review. This section will indicate to which volunteer committees you have access and at what level. For trip contributors, this section is for your reference only and may not be edited. Make your desired changes on this form and click the Review button to submit your changes. te: The Review button does not save your changes; it brings you to a confirmation screen, where you must review your edits and click Save to complete the submission process. If you note errors or omissions on the confirmation screen, use the Edit button to return to the account update form. Understanding the Online Trip Listing (OLTL) Workflow It is important to understand OLTL's roles and workflow. Below is a chart explaining the different user roles, define by chapter leaders, once a trip is listed. 10