Website Manual - ClubRunner · Rotary Club of Saint Paul Rotary Club #10 – Serving Saint Paul and the World 1 Website Manual User Guide Committee Management Website Maintenance

Rotary Club of Saint PaulRotary Club #10 –

Serving Saint Paul and the World

1

Website Manual

User Guide

Committee Management

Website MaintenanceWeekly ChecklistHow-to GuidePost an EventCreate a Story BriefCreate a StoryProgram AnnouncementRotary in ReviewBirthday ListPost a News ItemPost a SpeakerCreate a Photo Album Edit a Site PageRecurring Tasks

Administrative Policies

Technical Notes

Updated 2010-11-15

Download the latest version of this manual from the Help page at www.stpaulrotary.org

View in full screen mode for best graphics

Website Manual Based on ClubRunner 2.0



2

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



User Guide

This section outlines the most useful self-

service tools for club members. It’s supposed to get you beyond the initial confusion. It’s not meant to explain everything –

use ClubRunner’s build-in help function for step-by-step instructions.

If you are here to modify website content, go to the Website Maintenance

section instead.

3

Login, then select Admin (unless you already landed on the Admin page after login)


User Guide

Go to www.stpaulrotary.org to get started...

If you only want to register for an event, you don’t need to login first –

just click on it and you will be prompted for your password later

If you only want to register for an event, you don’t need to login first –

just click on it and you will be prompted for your password later

http://www.stpaulrotary.org/

4

Verify and change your personal data: address, phone numbers, photo, etc.

And do create your own password!

Verify and change your personal data: address, phone numbers, photo, etc.And do create your own password!

User Guide

Admin Page

Find fellow Rotarians and their contact data

Find fellow Rotarians and their contact data

Send messages to all or to groups of members

Send messages to all or to groups of members

Look up events or committees you are registered for

Look up events or committees you are registered for

See your invoices and payments –

always up to date

See your invoices and payments –

always up to date

Find committees and chairs, send e-mail to committee members, or view their working documents here

Find committees and chairs, send e-mail to committee members, or view their working documents here

Back to the home page

Back to the home pageHelp and demosHelp and demos

Initially, this page can look confusing. But just focus on the six tasks outlined below. They give you maximum benefit and are easy to use.

Initially, this page can look confusing. But just focus on the six tasks outlined below. They give you maximum benefit and are easy to use.

5

Thank you for making our club more efficient through self-service!



6

Website Manual

User Guide




Technical Notes

Updated 2010-11-15




7



Go to www.stpaulrotary.org to get started...


8

Go to Committee Management

Go to Committee Management

Home Page >

Admin Page...

http://www.crsadmin.com/Gen/Committee/CommitteeList.aspx?aid=3998

http://www.crsadmin.com/Gen/Committee/CommitteeList.aspx?aid=3998

9

Manage Committee Change chair, member list, documents, subcommittees, e-mail

Manage Committee Change chair, member list, documents, subcommittees, e-mail

Create New CommitteeCreate New Committee

Edit Committee Change committee name, director, objective

Edit Committee Change committee name, director, objective

Home Page > Admin >


All our commitees are “Yearly”. Do not use “Standing Committees”.

All our commitees are “Yearly”. Do not use “Standing Committees”.

10

Leave blankLeave blank

Objective: In one or two sentences, what is the committee supposed to achieve? What are specific tasks, if any?

Objective: In one or two sentences, what is the committee supposed to achieve? What are specific tasks, if any?

Do not changeDo not change

4.4.

Enter official name –

do not use abbreviations

Enter official name –

do not use abbreviations

2.2.

Committee Mangement >

Create or Edit Committee

Assign a chair –

see Add Member on the next page.

Assign a chair –

see Add Member on the next page.

1.1. 3.3.

5.5.

Ask the chair to maintain the member list, subcommittees, and committee documents from here on.

Ask the chair to maintain the member list, subcommittees, and committee documents from here on.

11Committee Mangement >

Manage Committee

Add Member and assign a chair

Add Member and assign a chair

Edit Member Change position and access level

Edit Member Change position and access level

Manage Subcommittees Manage Subcommittees

Manage Committee Documents Manage Committee Documents

E-mail to Committee Members E-mail to Committee Members

Click name for contact details

Click name for contact details

12Committee Mangement > Manage Committee >

Add or Edit Member

Select member from this list...

Select member from this list...

This is a label you can choose freely to describe the member’s role in the commitee, e. g. “Co-chair”. Otherwise leave blank.

This is a label you can choose freely to describe the member’s role in the commitee, e. g. “Co-chair”. Otherwise leave blank.

Assign “Chair”

to chair or co-chairs, “Member”

to everyone else.

Assign “Chair”

to chair or co-chairs, “Member”

to everyone else.

4.4.

... or start typing last name here

... or start typing last name here

1.1.

2.2.

3.3.


Manage Subcommittees

Create new subcommittee

Create new subcommittee

If your committee has subcommittees, you can add them here.

The steps are the same as in Create New Committee.

If your committee has subcommittees, you can add them here.

The steps are the same as in Create New Committee.


Manage Committee Documents

Download fileDownload file

Add new sub-folderAdd new sub-folder

Upload new file

Upload new file

Replace file or change name and access rights

Replace file or change name and access rights

Change

folder name

Change

folder name


E-mail to Committee Members

Review all previous committee e-mails and saved drafts

Review all previous committee e-mails and saved drafts

Send E-mailSend E-mail

16Committee Mangement > Manage Committee > E-mail to Committee Members >

Send E-mail

Select the entire list or individual members

Select the entire list or individual members

2.2.

3.3.

4.4.

5.5.

1.1.

17

Thank you for helping to keep our club documents up to date!



18

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website Maintenance

The Website Maintenace Manual consists of two parts:

► Checklist for Weekly Updates

► Website How-to Guide



19

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website Checklist: Weekly Updates

Execute this checklist at least weekly.

Suggestion: Do one update Monday (to be in good shape for the Tuesday meeting), and one on Wednesday or Thursday (when the HUB is published).

Not sure how to do something? Click on the links to read the How-to section, then use the back button to return to the checklist.

20

1. Are there any new or updated

events?

►

Post all events

as soon as the event is scheduled–

Don’t delay –

post all events as soon as they are in planning and have a firm date. You can always add more information later.

►

Is there information elsewhere that would help people understand the event?

–

Create a link

from the event to that web page.

►

Is this a Special Event? Anything that deserves special attention?

–

Upload a picture

for the event posting

–

Create story brief

with a REGISTER NOW supertitle and link to event

Examples:Red Striper MeetingsBoard MeetingsAll Committee MeetingsSpecial Events

Examples for useful links:Food packing event: Link to the Feed My Starving Children project pageScience Museum event: Link to the exhibit description at www.smm.org

Examples for Special Events:Holiday GalaGuess Who’s Coming to DinnerExcursionsFall Family EventMotorcycle Ride

21

2. Are there any completed events, activities or projects?

►

Create a Photo Album–

Tell a “story”

by adding captions to all photos.

–

Create story brief

and link to the Photo Album.

►

Is there substantial content to report?–

Instead of the story brief, create a full story

which includes a link to the Photo Album and vice versa.

–

Upload the “best”

picture

with the story

►

Does this event relate to any existing content on the website?

–

Make sure to update any related content, and create a link

to the Photo Album or Story and vice versa

Photogeneic events such as:Rose SaleDictionary Label PastingExcursionsHoliday Gala

Examples for more extensive reports:Overseas trip reportFriendship Exchange hostingCentennial luncheon

Examples for related content:Food Packing event: Update the centennial project page with the results from this eventTrip to Guyana: Update the Guyana project page to reflect this trip

22

3. Is there any call to action or anything else with

substantial content to report?

►

Create a story–

If appropriate, add a CALL FOR VOLUNTEERS or similar supertitle

–

Upload a picture

with the story

►

Does this event relate to any existing content on the website?

–

Make sure to update any related content, and create a link

from the Story to it and vice versa

Typical stories would include:Report from an exchange studentNew budgetChange of membership duesCalling volunteers for Paint-a-thon

Examples for related content:Calling volunteers for Dictionary Project: Link to the Dictionary Project pageAnnouncing Youth Exchange applications: Link to Youth Exchange pageAnnouning RYLA applications: Link to Camp RYLA page

23

4. Are there any “small” news to report?

►

Post a news item

►

If available, upload a picture

with the news item

Typical news items will be:Applications for Active MembershipNew Member Introduction

24

5. Have new programs or fellowship breakfast speakers been scheduled?

►

Post the speaker

as soon as he/she is known –

whether it’s a year or a week out

–

If available, post additional information in the description

–

If there is related content on our website, create a link

to it

–

If available, upload a picture

Examples for related content:Dictionary label pasting: Link to the Dictionary Project Call for VolunteersMeet the New Board: Link to the respective service area page

25

6. For every Tuesday meeting

►

Create a Program Announcement

for the upcoming program

–

Upload a picture

with the program

–

Create a link

from the existing speaker posting to this program announcement

►

Create a Rotary in Review

for the last meeting

►

Did the speaker have a PowerPoint presentation?–

Add it to the Download Files

26

7. Sort and purge the Stories List

►

Go to Edit Stories.

►

Move critical or highly important item to the top–

Note: There should never be more than one such item at the top of the list! No inflation, please.

–

Don’t forget to remove it once it’s not current anymore.

►

Sort remaining items in chronological order, newest first.

►

Make sure that next week’s program is just above this week’s Rotary in Review (like in the HUB).

►

Story briefs that announce Special Events stay the home page for as long as they are current. Remove as soon as the event is over.

►

Check the number of stories on the homepage.–

It should be no more than 10, or about two weeks worth of content. Remove excess from the home page (but not from the stories list), always

starting from the bottom.

►

Do not delete any stories.

Examples for “top of the list”

stories:Youth Exchange application deadlineRYLA application deadlineVisit of the RI presidentUrgent call for volunteers

http://www.crsadmin.com/Gen/Story/StoriesManagement.aspx?aid=3998

27

8. Sort and purge the News List

►

Go to Edit News.

►

Sort items in chronological order, newest first.

►

Check the number of news items on the homepage.–

It should be in the range of 4-6, or about two weeks worth of content. If it exceeds this range, remove them from the home page (but not from the news list), starting at the bottom of the list.

►

Check the date of the news items.–

If they are older than 3 months, delete them completely.

http://www.crsadmin.com/Gen/Story/NewsManagement.aspx?aid=3998

28

9. Create the HUB

►

Update the Birthday List

with next week’s birthdays.

►

Go to Edit Bulletin Contents.

►

Remove from the bulletin all stories and news items that were included in last week’s edition, unless they are to be repeated.

–

For Stories, this can be easily done on the Edit Bulletin Content page; for News you have to edit each news item and remove the “Show in Bulletin”

checkbox.

►

Verify and adjust the story sequence

►

Edit the “Vol. ### No. ###”

heading to reflect the current volume and number.

►

Go to View Club Bulletin

and use the browser’s Save function (.mht file) to create a copy for the archive.

►

Go to E-mail Bulletin to Members, select the proper recipients and hit “Send”.

Create the HUB as soon as next week’s program and this week’s review have been posted

Standard story sequence:1.

Next week’s program2.

Birthday List3.

This week’s Rotary in Review4.

Announcements/Calls to Action5.

Feature stories (the more entertaining stuff)

http://www.crsadmin.com/Gen/ClubRunnerPage.aspx?aid=3998

http://www.clubrunner.ca/cprg/Bulletin/SendBulletinEmail.aspx?cid=3998

http://www.crsadmin.com/Gen/Email/ClubBulletinEmail.aspx?aid=3998

29

Thank you for helping to keep our club website dynamic and useful!



30

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Getting Started

Everything starts by going to our homepage and logging in.

31



Getting Started

Go to www.stpaulrotary.org...


32Getting Started

Admin Page

Website ManagerWebsite Manager

The Admin page is your central switchboard for all web-related tasks (and more).

The following tasks are explained in this How-to Guide –

just click on a link below to jump to a topic:

► Post an Event

► Create a Story Brief

► Create a Story

► Program Announcement

► Rotary in Review

► Birthday List

► Post a News Item

► Post a Speaker

► Create a Photo Album

► Edit a Site Page

Use the back button in the top right corner to return.

The Admin page is your central switchboard for all web-related tasks (and more).

The following tasks are explained in this How-to Guide –

just click on a link below to jump to a topic:

► Post an Event

► Create a Story Brief

► Create a Story

► Program Announcement


► Birthday List

► Post a News Item

► Post a Speaker

► Create a Photo Album

► Edit a Site Page

Use the back button in the top right corner to return.



33

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Post an Event

Don’t delay –

post all events as soon as they are in planning and have a firm date. You can always add more information later.

34Post an Event

Admin Page...

Go to

Edit Events

Go to

Edit Events

If you don’t know how to get here, review the Getting Started

section.


section.

http://www.clubrunner.ca/CPrg/Events/adminevents.asp?cid=3998

35Post an Event

Events...

Create new Event...Create new Event...

... or modify existing one... or modify existing one

36Post an Event

Edit Event (1 of 3)

For special events, upload a picture

For special events, upload a picture3.3.

1.1.

Include as much promotional information as possible, including agenda details.

If there is a related story or other content on our website, create a link

to it.

Include as much promotional information as possible, including agenda details.


to it.

The Event editor still uses the old version of ClubRunner. Content will not be formatted properly. Follow the instructions in the “TIP”

box to ensure proper line breaks etc.

The Event editor still uses the old version of ClubRunner. Content will not be formatted properly. Follow the instructions in the “TIP”

box to ensure proper line breaks etc.

2.2.

37Post an Event

Edit Event (2 of 3)

Set radio buttons as indicated here

Set radio buttons as indicated here

Leave blank unless it’s a multi-day event

Leave blank unless it’s a multi-day event

If appropriate, enter a place name here but not an address

If appropriate, enter a place name here but not an address

Leave blank for U. S. addresses

Leave blank for U. S. addresses

Don’t forget to indicate AM/PM

Don’t forget to indicate AM/PM

Fill in all data.

Pay attention to the items highlighted below...

Fill in all data.

Pay attention to the items highlighted below...

3.3.

5.5.

4.4.

Enter complete street address to enable map view

Enter complete street address to enable map view

38Post an Event

Edit Event (3 of 3)

Use Services to check registrations for your event, to send e-mails to participants etc.

Use Services to check registrations for your event, to send e-mails to participants etc.

Done!

Note that it is not necessary to delete past events –

they will automatically be dropped from the home page when it’s past their date

Done!

Note that it is not necessary to delete past events –

they will automatically be dropped from the home page when it’s past their date

39

Thank you for helping to keep our club website full of activities and fun!



40

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Create a Story Brief

A Story Brief is used to highlight an Event or Photo Album on the home page. If there is a lot to report, create a full Story

instead.

41Create a Story Brief

Admin Page...

Go to

Edit Stories

Go to

Edit Stories


section.


section.



Stories...

Create new Story Brief...Create new Story Brief...

... or modify existing Story... or modify existing Story

Don’t see a story you saved earlier? Click here.



Edit Story Brief (1 of 3)

Type the Brief. This will appear on the home page. Keep it to 1-2 sentences –

just enough to direct attention to your Event or Photo Album.


just enough to direct attention to your Event or Photo Album.

2.2.

Do not change the font or the text alignment


You must end the Brief with a link to the Event or Photo Album it refers to. See Create a Link.

You must end the Brief with a link to the Event or Photo Album it refers to. See Create a Link.

3.3.

This title includes some cryptic code to create a supertitle above the main title (e. g. as a call to action). To generate this title string for your story, click here.

This title includes some cryptic code to create a supertitle above the main title (e. g. as a call to action). To generate this title string for your story, click here.Enter the headlineEnter the headline1.1.

http://www.clubrunner.ca/Portal/SitePages/SitePage.aspx?accountid=3998&pid=56056&plid=4649



Select your name from the Members list (if it’s not already in the Editor field)


5.5.

Done with this brief? Set all buttons to Yes.

Want to save as draft and complete later? Set all to No.

Done with this brief? Set all buttons to Yes.


7.7.

Enter today’s dateEnter today’s date6.6.

Leave the Content box totally blank. Be sure not to enter even a space or a carriage return by accident.

Leave the Content box totally blank. Be sure not to enter even a space or a carriage return by accident.

8.8.

Upload a catchy image.Upload a catchy image.4.4.



Never change the story sequence –

ever!

(Pandemonium will ensue.)


ever!


9.9.

Do not delete stories even when obsolete –

we want to keep them in the archive



46

Thank you for helping to keep our club website intriguing!



47

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Create a Story

For three special types of Stories we have seperate How-tos –

please click below:

► Program Announcement for Tuesday Lunch


► Birthday List

48Create a Story

Admin Page...

Go to

Edit Stories

Go to

Edit Stories


section.


section.


49Create a Story

Stories...

Create new Story...Create new Story...




50Create a Story

Edit Story (1 of 3)

Enter the headlineEnter the headline1.1.


crisp and enticing. ☺



2.2.






51Create a Story

Edit Story (2 of 3)

Select the author’s name from the list (if it’s not already in the Editor field)

Select the author’s name from the list (if it’s not already in the Editor field)

5.5.

Done with this story? Set all buttons to Yes.


Done with this story? Set all buttons to Yes.


7.7.8.8.Enter the date the

story/letter/report was originally written –

or today’s date

Enter the date the story/letter/report was originally written –

or today’s date

6.6.

► Links: If there is related content on our website, or if you mention things that are explained elsewhere, add links to those places. See Create a Link.


► Images: Embed extra images in the text. See Insert a Picture.

► Images: Embed extra images in the text. See Insert a Picture.

For a better story...For a better story...

Type your story

into the Content box

Type your story

into the Content box3.3.

See How to Use the Text Editor

for more information.




52Create a Story

Edit Story (3 of 3)


ever!



ever!


9.9.





53

Thank you for helping to keep our club website full of great information!



54

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Program Announcement

for Tuesday Meeting

This section covers the specifics of the weekly program announcement for our Tuesday lunch meeting. If this is not what you want to do, go to Create a Story

instead.

55Program Announcement

Admin Page...

Go to

Edit Stories

Go to

Edit Stories


section.


section.



Stories...

Create a new Program Announcement...

Create a new Program Announcement...





Edit Program Announcement (1 of 3)

The Title is not user-friendly, sorry. To avoid typing this cryptic stuff, click here

to have it generated for you.







1.1.

2.2.

If you type yourself, please write the supertitle in all caps









5.5.

Done with this write-up? Set all buttons to Yes.


Done with this write-up? Set all buttons to Yes.


7.7.8.8.

Type your program


Type your program











ever!



ever!


9.9.





60

Thank you for helping to keep our club website up to date!



61

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Rotary In Review

This section covers the specifics for the weekly Rotary In Review article. If this is not what you want to do (and if you are not a scribe), go to Create a Story

instead.

62Rotary in Review

Admin Page...

Go to

Edit Stories

Go to

Edit Stories


section.


section.


63Rotary in Review

Stories...

Create new Story...Create new Story...




64Rotary in Review

Edit Rotary In Review (1 of 3)





2.2.









1.1.


65Rotary in Review


Upload the “Writing.jpg”

image from your computer

Upload the “Writing.jpg”

image from your computer

Done with this report? Set all buttons to Yes.


Done with this report? Set all buttons to Yes.


7.7.

4.4.

8.8.

Type your report


Type your report






If you feel uncomfortable with any of these steps, just type your text, set all radio buttons to “No”

and hit Save. Then call the Rotary office to fix the rest.

If you feel uncomfortable with any of these steps, just type your text, set all radio buttons to “No”

and hit Save. Then call the Rotary office to fix the rest.



5.5.

To get the image “Writing.jpg”

on your computer, click here.

To get the image “Writing.jpg”

on your computer, click here.Enter today’s dateEnter today’s date6.6.


66Rotary in Review



ever!



ever!


9.9.





67




68

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Birthday List

This section covers the specifics for the weekly birthday list. If you want to post something more general instead, go to Create a Story.

69

Go to Birthday Report

Go to Birthday Report

Birthday List

Admin Page... If you don’t know how to get here, review the Getting Started

section.


section.

http://www.crsadmin.com/Gen/Club/ClubBirthdayReport.aspx?aid=3998

http://www.crsadmin.com/Gen/Club/ClubBirthdayReport.aspx?aid=3998

70Birthday List

Birthday Report (1 of 2)

3.3.1.1. 2.2.

4.4.

71Birthday List

Birthday Report (2 of 2)

7.7.

Drag the mouse to select next week’s birthdays (names and dates)

Drag the mouse to select next week’s birthdays (names and dates)

5.5.

Press Ctrl-C (or use the right mouse button context menu) to copy the selection

Press Ctrl-C (or use the right mouse button context menu) to copy the selection

6.6.

72Birthday List

Admin Page...

Go to

Edit Stories

Go to

Edit Stories


73Birthday List

Stories...

... and open it... and open it

Click here first to find the Birthday story...

Click here first to find the Birthday story...

... then find the Birthday story...

... then find the Birthday story...

74Birthday List

Edit Birthday List

Right-click on the old table and select Delete Table from the pop-up menu

Right-click on the old table and select Delete Table from the pop-up menu

1.1.

Do not change the font or the text alignment. The lines around the table will disappear automatically.

Do not change the font or the text alignment. The lines around the table will disappear automatically.

Press Ctrl-V to paste the new table

Press Ctrl-V to paste the new table2.2.

Scroll down to the Content box –

you don’t need to change anything else

Scroll down to the Content box –

you don’t need to change anything else

Add some blanks after the longest name to ensure proper spacing. You can also add nicknames or other touch-ups.

Add some blanks after the longest name to ensure proper spacing. You can also add nicknames or other touch-ups.

3.3.

75Birthday List

Edit Birthday List

4.4.

We only show birthdays in the bulletin –

club members visiting the website can look up the birthday report instead

We only show birthdays in the bulletin –

club members visiting the website can look up the birthday report instead

Leave the date blankLeave the date blank

76




77

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Post a News Item

78Post a News Item

Admin Page...

Go to

Edit News

Go to

Edit News


section.


section.

http://www.crsadmin.com/Gen/Story/NewsManagement.aspx?aid=3998

79Post a News Item

News...

Post new News Item...Post new News Item...


80Post a News Item

Edit News Item (1 of 3)

1.1.

Leave the News Brief totally blank. Be sure not to enter even a space or a carriage return by accident.

Leave the News Brief totally blank. Be sure not to enter even a space or a carriage return by accident.

81Post a News Item


Done with this news item? Set all buttons to Yes.


Done with this news item? Set all buttons to Yes.


4.4.

5.5.




► Images: Embed images in the text. See Insert a Picture.



Type your news


Type your news






82Post a News Item


7.7.

Always move the latest item to the top of the list

Always move the latest item to the top of the list

6.6.

Do not delete new items even when obsolete –


Do not delete new items even when obsolete –


83




84

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Post a Speaker

85Post a Speaker

Admin Page...

Go to

Edit Speakers

Go to

Edit Speakers


section.


section.

http://www.crsadmin.com/Gen/Speakers/Speakers.aspx?aid=3998

86Post a Speaker

Speakers...

Post new Speaker...Post new Speaker...


87

For a Fellowship Breakfast, preceed the speaker name by the string

(no spaces before or after)

For a Fellowship Breakfast, preceed the speaker name by the string

(no spaces before or after)

FELLOWSHIP BREAKFAST:<br>

Post a Speaker

Edit Speaker

Date of the presentation

Date of the presentation1.1.





For a more attractive posting...For a more attractive posting...

3.3.2.2.

If available, type in some details about the presentation

If available, type in some details about the presentation

4.4.





5.5.

88




89

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Create a Photo Album

90Create a Photo Album

Admin Page...

Go to

Edit Photo Albums

Go to

Edit Photo Albums


section.


section.

http://www.crsadmin.com/Gen/Journals/Journals.aspx?aid=3998


Photo Albums...

Create new Photo Album...Create new Photo Album...



Edit Photo Album (1 of 3)

Enter a meaningful title, always starting with the year or year-month-day of the event

Enter a meaningful title, always starting with the year or year-month-day of the event

1.1.

2.2.

Upload the best picture or a logo as the cover image

Upload the best picture or a logo as the cover image4.4.

Briefly describe the event.


to it.

Briefly describe the event.


to it.

5.5.

2.2.



Sort photo albums so that the newest album is always on top –

drag & drop this icon

Sort photo albums so that the newest album is always on top –

drag & drop this icon

6.6.

Open photo album to upload images

Open photo album to upload images7.7.



Click and select one or more images from your computer, then click “Open”

to upload

Click and select one or more images from your computer, then click “Open”

to upload

8.8.

9.9.

Image filename should start with the date as YYYY-MM-DD followed by the last names of the photo subjects, or the name of the group.

Due to a ClubRunner bug, it is currently not possible to create captions

Image filename should start with the date as YYYY-MM-DD followed by the last names of the photo subjects, or the name of the group.

Due to a ClubRunner bug, it is currently not possible to create captions

95

Thank you for helping to keep our club website colorful and attractive!



96

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Edit a Site Page

Site Pages are the static pages accessed through the left sidebar on the home page –

About Us, Committees etc. They can also be their own sub-websites like Camp RYLA.

These pages should be rather timeless and are usally not updated frequently.

97Edit a Site Page

Admin Page...

Go to

Edit Site Pages

Go to

Edit Site Pages


section.


section.

http://www.crsadmin.com/Gen/SitePages/SitePages.aspx?aid=3998

98Edit a Site Page

Site Pages...

This will usually be the website administrator’s job

This will usually be the website administrator’s job

View and modify Site Page

View and modify Site Page

Change the page title (home page link) and the owner

Change the page title (home page link) and the owner

Don’t even think about it!

Don’t even think about it!

99Edit a Site Page

View Site Page... (1 of 2)

A site page has one or more story pages. They all share the same sidebar. The user can leaf through them like through the pages of a book.

A site page has one or more story pages. They all share the same sidebar. The user can leaf through them like through the pages of a book.

Add, remove, or edit Links that you want to show on the sidebar

Add, remove, or edit Links that you want to show on the sidebar

Add, remove, or edit

Site Page Stories

Add, remove, or edit

Site Page Stories

Nested site pages are similar to stories, but each has its own independent sidebar, just like the top page (this one). So you can build complex hierarchies of pages. We don’t usually use these.

Nested site pages are similar to stories, but each has its own independent sidebar, just like the top page (this one). So you can build complex hierarchies of pages. We don’t usually use these.

This page will not look pretty. Don’t worry about it –

this is only to edit content. The actual formatting takes place when rendering the live website.

This page will not look pretty. Don’t worry about it –

this is only to edit content. The actual formatting takes place when rendering the live website.

100Edit a Site Page

View Site Page... (2 of 2)

... and its own Photo Albums

... and its own Photo Albums

Every site page can have its own Download Files...

Every site page can have its own Download Files...

Edit Site Page Story To modify the currently viewed story, you do not need to go to Edit Stories. Instead, use this link

Edit Site Page Story To modify the currently viewed story, you do not need to go to Edit Stories. Instead, use this link

101Edit a Site Page

Site Page Stories...

Create new Site Page StoryCreate new Site Page Story


102Edit a Site Page

Edit Site Page Story

Upload an image to be shown at the top of the page

Upload an image to be shown at the top of the page4.4.

5.5.

The actual page headline

The actual page headline2.2.






Name of the link shown on the sidebar

Name of the link shown on the sidebar1.1.





Type your content into the text box

Type your content into the text box3.3.

103

Thank you for helping to keep our club website full of in-depth content!



104

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website How-to: Recurring Tasks

This section covers recurring tasks that are needed for various purposes:

► How to Use the Text Editor

► How to Copy & Paste from Word

► Create a Link

► Insert a Picture

105Recurring Tasks

How to Use the Text Editor



Use only these format controls –

super-/subscript, enumeration, bold etc.

Use only these format controls –

super-/subscript, enumeration, bold etc. Spell checkSpell check

For the time being, leave all other controls alone

For the time being, leave all other controls alone

Press Enter onceto split paragraphs.

Press Enter onceto split paragraphs.

Never use your browser’s back button –

unless you hit “Save”

before leaving this page, your work will be lost!

Never use your browser’s back button –

unless you hit “Save”

before leaving this page, your work will be lost! If you’d like to copy & paste

text from other sources, first read How to Copy & Paste.

If you’d like to copy & paste text from other sources, first read How to Copy & Paste.

106Recurring Tasks

How to Copy & Paste from Word

►

Select and copy the text in Word or other program

►

Paste everything into the ClubRunner editor using Ctrl-V or the Paste symbol –

do not

use Paste from Word!►

Right-click into the editor and Select All

►

Erase format►

Now the side effects –

if the text had any

bold, italic, underlines etc. they will be gone. You have to redo them manually using the ClubRunner editor. Sorry...

When you copy & paste content from Word or other programs to our website, this also copies hidden codes in the text that cause all sorts of formatting trouble, some visible, some invisible (until later).

There is no ideal way to solve this problem. The method below has some drawbacks but is usually adequate for the rather short and simple texts on a website.

Paste text (use icon or Ctrl-V)

Paste text (use icon or Ctrl-V)1.1.

Right-click to select all text

Right-click to select all text2.2.

Erase formatErase format3.3.

107Recurring Tasks

Create a Link (1 of 4)In order to create a link you need the URL (the “http://...”

string). Often, the easiest way to get it is by copying an existing link. This is shown here.

If you already know the URL, skip this page.

In order to create a link you need the URL (the “http://...”

string). Often, the easiest way to get it is by copying an existing link. This is shown here.

If you already know the URL, skip this page.

Find a link to the page in question, and right-click on it.

Find a link to the page in question, and right-click on it.

1.1.

Select “Copy Link”

(no German language skills required ☺)

Select “Copy Link”

(no German language skills required ☺)

2.2.

For example, let’s create a link to the Family Fall Event. So first, we find a link to that event –

in this case on our home page.

Do this in a new browser window or tab –

so you don’t need to close whatever you are working on

For example, let’s create a link to the Family Fall Event. So first, we find a link to that event –

in this case on our home page.

Do this in a new browser window or tab –

so you don’t need to close whatever you are working on

108Recurring Tasks

Create a Link (2 of 4)

Switch back to your editor where you want to insert the link

Switch back to your editor where you want to insert the link

Create a linkCreate a link5.5.

Select the text which will display the link

Select the text which will display the link4.4.

3.3.

If you are editing an Event or a Photo Album, you need to enter the link the old fashioned way. Go to Create a Link Using HTML.

If you are editing an Event or a Photo Album, you need to enter the link the old fashioned way. Go to Create a Link Using HTML.

109Recurring Tasks


Press Ctrl-V to insert the URL you copied in step 2, or type the URL you know

Press Ctrl-V to insert the URL you copied in step 2, or type the URL you know

6.6.

Check this box if the linked page is outside our club website

Check this box if the linked page is outside our club website

7.7.

8.8.

110Recurring Tasks


Done!

If you need to change the URL later on, right-click on the link and select “Change link...”

Done!

If you need to change the URL later on, right-click on the link and select “Change link...”

111Recurring Tasks

Create a Link Using HTML This applies only to Events or Photo Albums where there is no button for creating links –

sorry!

This applies only to Events or Photo Albums where there is no button for creating links –

sorry!

At the location where you want to insert the link, type:

At the location where you want to insert the link, type: <a href=”...”>...</a>

Inside the quotation marks, use Ctrl-V to insert the URL you copied earlier, or type the URL you know

Inside the quotation marks, use Ctrl-V to insert the URL you copied earlier, or type the URL you know

Insert the text which will display the link. Do not use spaces before and after the text.

Insert the text which will display the link. Do not use spaces before and after the text.

112Recurring Tasks

Insert a Picture (1 of 4) This section describes how to embed an image in your text. Note that for Stories and Events you can (and should) also upload a cover image as described in the respective sections.

This section describes how to embed an image in your text. Note that for Stories and Events you can (and should) also upload a cover image as described in the respective sections.

Switch to HTML view (just for a moment –

don’t worry)

Switch to HTML view (just for a moment –

don’t worry)

1.1.

113Recurring Tasks

Insert a Picture (2 of 4)

Type the letters

into the text box.

You can type them anywhere. It’s easiest either at the very beginning or end. Don’t touch any other text or code.

Type the letters

into the text box.

You can type them anywhere. It’s easiest either at the very beginning or end. Don’t touch any other text or code.

2.2.

Switch back to Design view

Switch back to Design view3.3.

<img>

114Recurring Tasks


Drag and drop the image symbol to the desired location. Preferably place it at the beginning of a paragraph.

Drag and drop the image symbol to the desired location. Preferably place it at the beginning of a paragraph.

4.4.

Double-click on the image symbol to open the image dialog

Double-click on the image symbol to open the image dialog

5.5.

6.6. Select an image from your computer

Select an image from your computer

7.7.

8.8.

115Recurring Tasks


Done!

You can still move the picture around or delete it. Try not to resize it as this will distort the image.

Done!

You can still move the picture around or delete it. Try not to resize it as this will distort the image.

Note that you won’t see the final look here as the website is laid out in more narrow columns and different fonts.

If the picture doesn’t properly show on the website after you save your work, just open the editor again and press “Update”

once more. Not sure why but it seems to help...

Note that you won’t see the final look here as the website is laid out in more narrow columns and different fonts.

If the picture doesn’t properly show on the website after you save your work, just open the editor again and press “Update”

once more. Not sure why but it seems to help...



116

Website Manual

User Guide




Technical Notes

Updated 2010-11-15




117

Policy Statement

►

Purpose of the website:–

Promote transparency and participation inside the club

–

Project a vivid picture of our activities to outside audiences, particularly to potential members

–

Enable add-on revenues through sponsor recognition

►

Web First policy:–

All events, reports, and other information shall be posted on the website before (or at the same time) they are disseminated through other means, like e-mails or live announcements.

–

Anyone who requests to make an announcement should be asked to confirm that this information has been posted on the website.

►

Without the contributions of all information owners, we will not

be able to maintain a website that is attractive and current

►

We will reduce administrative efforts for all our volunteers and staff, compared to traditional paper-/phone-based processes, if

we all maintain some discipline in working with these tools.

118

Key Contributors

►

Directors and Committee Chairs (in their respective area):–

Create and maintain the list of their committees, each including

a brief objective and the name of the chair (Directors only)

–

Maintain the list of committee members and all committee documents (Chairs only)

–

Post event announcements, including committee meetings

–

Post reports, news, and photos from their service area

–

Post speaker and program information

►

Scribes:–

Post the weekly meeting reports

►

Club Members:–

Register their own event attendance

►

Executive Director:–

Monitor the overall integrity of content and support contributors

–

Maintain the list of directors and officers

–

Assemble the weekly bulletin

119

Access Levels (Default)

►

Club Members: 70–

Can read all club documents and edit their own profile

►

Committee Chairs and Scribes: 60–

Can create events and edit website content

►

Directors and Officers: 50–

Can perform some administrative tasks

►

Club President: 40–

Can perform all administrative tasks and add/remove members

►

Administrators: 30–

Can edit system settings and manage user accounts

►

Note that for club members to be able to edit any content, they either need to have access level 60 (Editor) or need to be assigned as the owner of a site page (like Camp RYLA or International Service; does not work at this time for Events, Stories, News etc.). Contact the Rotary office for access.



120

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Website Sponsorship Guideline

Sponsors of the Rotary Club of Saint Paul and the Saint Paul Rotary Foundation have the opportunity of having their name recognized on our website.

Sponsors can submit a 120 x 54 pixel graphic showing their company logo and/or a tag line, along with a URL for their website. The logos will be displayed in the sidebar on the right, and can also be shown on the home page. Visitors clicking on that logo will be taken to the sponsor’s website which will open in a new window.

The Rotary Club of Saint Paul reserves the right to refuse, without explanation, any content that it deems in conflict with its mission or the values of Rotary.

If you are interested in becoming a sponsor, please contact us.

2010-10-22

http://www.clubrunner.ca/Portal/SitePages/SitePage.aspx?cid=3998&pid=54424



121

Website Manual

User Guide




Technical Notes

Updated 2010-11-15



Technical Notes

The Technical Notes are a must-read for every website administrator.

They are part of the Website Manual but released as a separate physical file to reduce clutter and confusion.

122

Read Them – Or Else...

►

Caution!–

Do not attempt to use any part of the Website Designer tool, unless you have read and fully understood the pertinent Technical Notes. Seriously. Don’t!

–

The website depends on customizations which you are likely to kill inadvertently unless you are aware of the pitfalls

–

Loss of these customizations can render the website dysfunctional, and the damage may not be immediately reversible.

►

The latest version of the Technical Notes, all files referenced herein, and the sources for the Website Manual can be found at:

www.stpaulrotary.org

> Admin > Club Documents > Website Administration


123

Website Manual Based on ClubRunner 2.0

©

2010 Rotary Club of Saint Paul.

All rights reserved. No unauthorized reproduction.

Ornamental images are in the public domain.

ClubRunner ©

2010 Doxess.

Rotary Club of Saint Paul

One Water Street

Suite 272

Saint Paul, MN 55107

