Website Guide

Rotary Club Websites
Guide to Setup and Administration
Adobe Business Catalyst Version
Designed and developed by
Sanford Web Systems
Welcome,
This is a guide to the location of various elements to
enable you to add, change or delete items that don’t apply
to your club.
There are a number of steps to set up the site. We’ve tried
to make the process as simple as possible by grouping
most of the information together into one Web App named
“SETTINGS.” This includes information such as your club
name, slogan, meeting location and mailing address. Some
of the information is used to power the automated email
campaigns. We use Web Apps extensively to make it easy
to maintain the site and make it more durable.
The basic template is supported on two different hosting
environments. Adobe Business Catalyst and Wordpress.
There are differences in how the administration is done but
the basic elements are similar.
This guide is for the Adobe Business Catalyst version.
Other resources:
There is a series of training videos on our website:
http://www.sanfordwebsystems.com
Select “About” and then “Training Videos”
The “Video Library” pulldown will give you access to all of
the various training videos for general Business Catalyst
modules, email campaigns and other tasks.
Sanford Web Systems
First Steps
Here are the steps to set up your website the first time. These only
need to be done once or if something changes (i.e. a new Rotary
year). We’ve put most of the items that change into one or two
places to make it easy.
Preliminary
Admin: Respond to the admin invitation and set up your
password. Make sure you save your password in a safe place.
Check out the client training at:
http://www.sanfordwebsystems.com/clients/training-videos_v3
This provides video training about the Business Catalyst system
in general. Videos are short and topic-oriented. This guide covers
information specific to the Rotary Club websites.
Collect basic club information (at right). This information is
in the PDF form “Club Setup Information Fillable.pdf.” We
recommend you print a completed copy and keep in a safe place.
If your club will be holding events, set up an account at
Eventbrite.com or Chirrpy.com and create any upcoming events.
Make a note of each event URL.
Basic Club Information
Meeting information
Meeting address and phone number
Mailing address
President’s name, email and phone number
Secretary’s name and email
Webmaster name and email
District number
Club number
District website URL
Social Media URLs (for club and/or district)
Facebook
Twitter
LinkedIn
Google+
YouTube
Initial Setup
Log in
Edit the WebApp SETTINGS - General
SETTINGS - General
SETTINGS - General (cont.)
CAUTION
There are some modules and elements you will not need if your
club is using the DaCdb information that is maintained by your
District. Please do not edit or change any of these.
In addition, certain modules or other capabilities are not
used in this Rotary club implementation. For instance, the
Module - Events has been replaced by Web App - Events
which offers greater flexibility.
If your club would like to implement additional functions, please
contact us at http://www.sanfordwebsystems.com
Setting up Social Links
The social media icons and their links in both the header and
footer are controlled by the Socials Menu.
Details/Instructions
The Socials Menu is accessed by opening Site Manager and
selecting Menus. Then select the Socials Menu.
Select one of the items and paste the appropriate URL into the
Item URL field.
Click “Update Item” for the change to be recorded.
Right-clicking a menu item opens a quick change box.
Set Up the Automated Email Campaigns
Email campaigns can be either a single message or a series.
Each campaign is sent to the members of a mailing list.
There are two campaigns already set up for your club. The first
is for new club members. We recommend you add all your club
members to this list so they understand the system. Bear in mind
these cover Rotary basics so inform you members at a club
meeting that they will be receiving them.
The second campaign is for club prospects. This is a series that
can be sent to visitors or other non-Rotarians you would like to
attract to your club. The messages are about Rotary in general
and the good things Rotarians are accomplishing.
You may edit any of these messages to personalize them for your
club. For your convenience, certain information is automatically
picked up from the SETTINGS - General web app. Those are
contained in curly brackets “{ }” and should not be edited.
Before a campaign can be activated there are a couple of tasks
that need to be performed once for each message. Click on the
first message in the series. It will open at Step 1.
Edit the “From” name and email. When you enter a new name
and email address the system doesn’t recognize you will receive
a message “This email address is not yet verified.” Click on the
“Send Verification Email.” The person will be sent a message
they must respond to so the system identifies them as a valid
sender. This only needs to be done once per user.
Automated Email Campaign Setup
Step 2 - Recipients
Select the mailing list(s) you wish to use for your mesage.
You can also exclude members of another mailing list if you prefer.
Step 3 - Template
Select template to use.
For the automated campaigns, skip this step.
Automated Email Campaign Setup
Step 4 - Content
Edit the content as desired.
Note: Variable/macro data contained in curly brackets
contain content that is stored in the Web App SETTINGS General. If you change or remove these, the information will
not be used.
Automated Email Campaign Setup
Step 5 - Preview and Send
The Preview and Send button allows you to see the message as
the recipient will see it. You may also send a test email to yourself.
You may move between Step 4 and Step 5 as necessary until
everything is how you want it.
Once the message is OK, click “Send Campaign.” This will remove
it from Draft mode and schedule it to automatically send.
The two campaigns are scheduled to begin as soon as a name is
entered into the associated mailing list.
For example, if you add a club member, simply add their name to
the Member mailing list and they will start to receive the emails.
Mailing Lists
There are four mailing lists already set up. You can add additional
lists for different groups or purposes.
Members
This list is for club members. A person added to this list will
automatically receive the New Member email campaign
messages.
Prospects
The Preview and Send button allows you to see the message as
the recipient will see it. You may also send a test email to yourself.
Updates
This stores the names and email addresses of people who have
filled out the Newsletter from in the foooter section of the website.
Sponsors
A sample list.
Map to Content Location
Your website’s content can be easily modified to make your site
unique. We include base content and messaging to give you an
idea of what can be done. It may be changed, modified, added to
or deleted as you desire.
The content is located in different areas on the site. This is done
for several reasons.
Content that is shown on more than one page is maintained in one
place. If you edit it there, the changes will show up on every page
that uses that information.
Examples are the social media menu, club name, logo,
meeting place information, etc.
Other information is stored in either Web Apps or Modules. This
makes it easy to maintain consistency and order. You simply fill out
a form.
Using classification those items can show up in different places.
Examples are Projects and Programs.
Projects are classfied by both Area of Focus and Avenue of
Service so they show up on the appropriate pages.
Programs are classified by section.
The following pages give you a roadmap to where the content is
stored and how to edit it.
Common Elements
Certain elements appear on all pages. These are changed or
edited by the web app, menu or module shown.
Web App: SETTINGS
Socials Menu
Elements/Location
Web App - SETTINGS
Menu - Socials Menu
Module - Blog
Details/Instructions
Socials Menu
Web App: SETTINGS
Web App: SETTINGS
Module: Blog
Page: Home
Elements
Web App: Front Page Slideshow
Content Holder: SNIPPET - Message Banner
Home Page Content
Web App: Projects
Web App: Page Banner
Web App: Front Page Slideshow
Details/Instructions
Projects that appear on the home page are
classified as “Home Page Projects”
Content Holder: SNIPPET - Message Banner
Home Page:
Page Content
Web App Projects
Web App: Page Banners
Page: About Us
Description
This page features the “Imagine” video. Most of the content is
editable.
Elements/Location
Details/Instructions
Page Content
Page: Core Values
Elements/Location
Details/Instructions
Testimonials are randomly selected each time the page is loaded.
Page Content
Web App: Testimonials
Page: Why Join Rotary?
Elements/Location
Details/Instructions
Page Content
Page: Club Leadership
Elements/Location
Details/Instructions
The page content is an iframe that receives information from
the District’s DaCdb system. Changes are made in the District
database.
Page Content
Page: Leadership List
Elements/Location
Details/Instructions
This is an alternative for clubs not using the DaCdb database.
The information is contained in the Web App: Members and
classified as “Club Officer”
Web App: Members
Page: Members
Elements/Location
Details/Instructions
The page content is an iframe that receives information from
the District’s DaCdb system. Changes are made in the District
database.
Page Content
Page: Membership List
Elements/Location
Details/Instructions
This is an alternative for clubs not using the DaCdb database.
The information is contained in the Web App: Members.
Web App: Members
Page: Working with Clubs
Elements/Location
Details/Instructions
Page Content
Web App: Testimonials
Page: FAQ
Elements/Location
Details/Instructions
Page Content
Modules: FAQ
Web App: Testimonials
Page: The Rotary Foundation
Elements/Location
Details/Instructions
Note: The “Learn more” link will take a viewer to The Rotary
Foundation page.
Page Content
Web App: Testimonials
Page: Rotary Areas of Focus
Elements/Location
Web App: Projects
Details/Instructions
Web App: Projects with classification of “Areas of Focus”
Page Content
Web App: Projects
Page: Community Projects
Elements/Location
Web App: Projects
Details/Instructions
Web App: Projects with classification of “Community Service”
Page Content
Web App: Projects
Page: International Service Projects
Elements/Location
Web App: Projects
Details/Instructions
Web App Projects with classification of “International Service”
Page Content
Web App: Projects
Page: Vocational Service Projects
Elements/Location
Web App: Projects
Details/Instructions
Web App Projects with classification of “Vocational Service”
Page Content
Web App: Projects
Page: Youth Service Projects
Elements/Location
Web App: Projects
Details/Instructions
Web App Projects with classification of “Youth Service”
Page Content
Web App: Projects
Page: Club Service Projects
Elements/Location
Web App: Projects
Details/Instructions
Web App Projects with classification of “Club Service”
Page Content
Web App: Projects
Page: Club Events
Elements/Location
Web App: Events
Note: Do not use the Modules: Events
Details/Instructions
“Sign-up” button links to EventBrite page for registration.
Page: Programs
Elements/Location
Web App: Programs
Details/Instructions
All video programs are stored in the Web App: Programs. They
are further classified into the various program topics.
Content Holder: Not editable
Web App: Programs
Page: Blog
Elements/Location
Modules: Blog
Details/Instructions
Page: Photo Galleries
Elements/Location
Modules: Photo Galleries
Details/Instructions
Photos in galleries are stored in specific folders inside the
“images” folder. Images should be approximately 860px in the
longest dimension.
Images should be saved as .jpg to save space and speed display.
Page: Rotary News
Elements/Location
Details/Instructions
This module is automatic and is not editable.
Page: Calendar
Elements/Location
Details/Instructions
The DaCdb version is shown. Alternative is to use a Google
Calendar. Replace the iframe for this module with the Google
Calendar iframe.
Page: Meeting Locations
Elements/Location
Details/Instructions
Shown is the DaCdb version.
Page: Downloads
Elements/Location
Modules: Media Downloads
Details/Instructions
Page: Contact us
Elements/Location
Web App: SETTINGS
Content Holder: SETTINGS - Map
Details/Instructions
Meeting Information, Mailing Address are set in Web App:
SETTINGS.
Map is set up in Content Holder: SETTINGS - Map. Paste in
Google Map iframe data.
Page: Project Detail
Details/Instructions
Basic Web Page Editing
Here is how to edit page items that are not contained in
Web Apps or Modules.
In the Admin section, click the “Edit” in the header and navigate to
the page you wish to edit.
As you scroll over editable areas, you’ll see the section highlight in
blue. Click in that area to edit.
Basic Web Page Editing (cont.)
A box will pop up with the contents. Make your desired changes
and click the “Update” button. The box will disappear and your
changes will be applied.
Alternate method:
You may select the page from the Site Manger / Pages list and
edit it. Caution: do not change anything that is in curly brackets
“{ }” as that contains data that is maintained elsewhere.
Web App: SETTINGS
Details/Instructions
Click on the Settings item to edit.
Note: Do NOT add additional items.
Web App: SETTINGS detail (1 of 2)
Details/Instructions
Items edited here display on different pages as required.
Web App: SETTINGS detail (2 of 2)
Details/Instructions
Items edited here display on different pages as required.
Web App: Projects
Details/Instructions
Add, edit or delete as desired. Classify each project according to
both Avenue of Service and Area of Focus.
Projects that are further classified as “Home Page Projects” show
on the Home page.
Web App: Projects detail page
Details/Instructions
Each project will need at least two images. One thumbnail and the
main image. They must be sized as follows:
Thumbnail: 291px x 164px
Image: 940px x 529px
Additional images must match the main image size: 940px x 529px
Up to two videos can be added by pasting in the URL for either
YouTube or Vimeo.
The Item Description area is for your project description.
Upload project images to the “images/projects” folder.
Web App: Testimonials
Details/Instructions
You may add, edit or delete as desired. Most testimonials/quotes
are from past Rotary International Presidents.
Web App: Why Join
Details/Instructions
Image manager
Details/Instructions
Images are uploaded using the Image Manager.
Please make sure the proper folder is selected.
Web App: Programs
Details/Instructions
Click “Add Item” to add a new program.
Click on an existing item to edit or delete it.
Web App: Programs
Details/Instructions
Click “Add Item” to add a new program.
Click on an existing item to edit or delete it.
Add the Item Name. Then paste in the URL of the video and enter
the video’s time duration.
Web App: Programs
Details/Instructions
Once the program has been saved, click on the “Actions” button
and selet “Classify this Item”
In the pop-up box, select the desired classfication and move to the
right panel clicking on the right arrow icon.
Web App: Page Banners
Details/Instructions
Page banners may be added or editing by selecting the item.
Web App: Page Banners - Detail
Details/Instructions
Web App: Members
Details/Instructions
Alternative to using the DaCdb database. This uses the internal
database to record information. This data does not sync with your
District or Rotary International.
Web App: Members - Detail Page
Details/Instructions
Social media links display appropriate icon.
For Email, start with “mailto:” followed by the member’s email
address. Items not entered will not display
Images for members should measure 120px x 120px. They are
uploaded and stored in “images/members” folder.
Web App: Front Page Slideshow
Details/Instructions
Items may be added, edited, deleted as desired. Display order
may be set using the “Weighting” field under More Options. If
used, the slides display from the highest weight to lowest.
Web App: Front Page Slideshow - Detail
Details/Instructions
Images are stored in the “images/slides” folder and must measure
930px x 375px
Web App: Events
Details/Instructions
Note: We recommend using EventBrite to manage events. For free
events there is no charge. For paid events there is a small charge
plus credit card processing fees.
Web App: Events - Detail
Details/Instructions
EventBrite link is entered into the “Event Link” field.
Modules: Blog
Details/Instructions
Modules: Blog - Details
Details/Instructions
Note the image size shown in the sample. Images should not
exceed 608px width.
Blog posts may have both Categories and Tags.
Modules: Photo Galleries
Details/Instructions
Additional Photo Galleries may be set up as required. They only
require unique name and folder. All images placed into the folder
will display as part of the gallery.
Images are removed from a gallery by simply deleting or moving
them from the gallery folder.
Place each new folder into “images/galleries/”
Adding a Photo Gallery
A photo gallery will automatically display all the image in a certain
folder. You may add, edit or delete photos in the folder and the
gallery will automatically update. There are a series of steps you
will need to create a new gallery.
Assemble, resize and name the images.
Optimum size images are between 640px and 860px for the
longes dimension. It’s best to name the images with the content
and date to make them easier to manage (i.e. “Club Project XYZ
2013-07-10”)
Create a folder for the Photo Gallery
Creating a new folder is done with with File Manager that is
located in the Site Manager section.
Adding a Photo Gallery (cont.)
Adding images to the gallery folder
Adding a Photo Gallery (cont.)
Adding a Photo Gallery
Select Modules/Photo Galleries and click “Add New.”
Name the gallery and select the images folder you created.
Adding a Photo Gallery (cont.)
Adding a Page for your Gallery
Select Site Manager / Pages and click “Add Page.”
Name the page and select the correct folder.
TIP: Prior to adding the page, select an existing photo gallery
page and, seleting “HTML” tab at the bottom, copy the page
content. Then, select the “HTML” tab at the bottom of the new
page and paste in the contents. Then you will only need to update
the Gallery ID on the new page.
Adding a Photo Gallery (cont.)
Inserting the Photo Gallery on the Page
If the Toolbox is not already showing, click “Add Modules.”
From the Toolbox, select Photo Galleries. A popup window will
display. Select the Gallery you created and then “Customize”
Configure the module and press “Insert”
Change to HTML mode (at the bottom, and edit the module as
shown below to make the thumbnails all the same shape.
Adding a Downloadable Document
Details/Instructions
Various media items are managed using the Media Downloads
module. These can range from Newsletters, forms, Word files or
other media types.
Items are assigned a type, are uploaded and may optionally be
classified using the “Actions” dropdown.
Downloadable Document (cont.)
Add the item
Add a name that will appear on the page.
Select the Type of document (i.e. Word, PDF, PowerPoint, etc.)
Press “Save”
Upload the document
Click “Upload” and select the document from your desktop.
Classify (optional)
Click the “Actions” dropdown menu and select “Classify this Media
Download.” Select from the list of categories on the left and click
the right arrow to move the category to the right pane.