raa website training initial operations & meetings management
TRANSCRIPT
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RAA Website Training
Initial Operations & Meetings Management
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Meeting Objectives
• So, you want to be a website administrator….
• After this session, you’ll be able to:– Log in / out of your account
– Set up a meeting or event• Use download sign-up forms
– Publish or forward for review / approval
– View / download meeting and event attendees
– Delete meetings or events from the list
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The (new) RAA Websitewww.RutgersAlumni.org
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RAA Events Page
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RAA Board Meetings Page
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RAA Committee Meetings Page
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Admin Tool: Logging-in & outwww.RutgersAlumni.org/admin
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The RAA Admin Tool
Use this page for all Administrative Tasks:Select at top of page
You’ll have authorization for:Edit Site
AttendeesExport to ExcelLogOn / LogOff
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Edit Administrators Page
You’ll be set-up witha username & passwordon this page.
Any RAA Officer can do it
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Edit Meetings/Events Page
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Editing an existing meeting
• Headings & ToolsFor a new meeting:– “Add New” - Click to add a new meeting
from scratchTo edit and existing meeting, use these:– “Date” - of the event– “Title” - Description of the event– “Type” - Event, Committee, or Board
mtg– “Condition” - pick one:
• Visible• Hidden
– “Photos” - Used for Articles - not for meetings
– “Attendees” - View replies to notice– “Modify” - Edit the selected meeting /
eventTo delete a meeting or event:– “Delete” - Removes the meeting and all
attendees from the database
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Add a new meeting Page (top)
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Inserting a new meeting, 1
• Headings and toolsTop of Page tools:– “Date *” - The date of the new meeting– “Headline *” - Meeting Title– “Time” - Start time– “Location” - – “RSVP Date” - Respond by or else– “Intro Text”
• Normally blank for Board or Committee meetings (to keep page uncluttered)
• Short intro summary for Events• This text may be edited and formatted using
the tools in the text block (only)
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Add a new meeting Page (bottom)
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Inserting a new meeting, 2
• Headings and toolsBottom of Page tools:– “Article Text”
• Summary of the meeting or event - not limited in length
• This text may be edited and formatted using the tools in the text block, including adding hyperlinks, and downloadable sign-up forms
– “Check to include on homepage”• When checked, the meeting will be
included in the list
– “Add Registration form”• Adds a standard form (generated by the
software) for on-line sign-up. The software will automatically include these in the database of attendees
• See one - next page
– “Check to approve and publish”– “Select” - Board, Committee. or Event– “Add Record”
• When clicked, the new meeting will be added immediately to the site
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The Sign-up form(what the user sees)
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Attendees List(What YOU See)
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When the event requiresa more formal sign-up
• You can add a form to any meeting or event– User downloads, completes the form & mails back– Used for limited attendance, or events with cost
• Forms can be either .doc or .pfd types– .pdf is better, but not everyone can create these
• Forms must be created off-line & uploaded– Copy an existing form, change it for your meeting, and save it to
your computer (remembering where)– Add hyperlink text in the detailed meeting text
• Highlight, Right-click, select “Hyperlink”
– Upload using the SPAW manager• to the folder titled “RegistrationForms” under “Files”
– Software will automatically connect the file to your hyperlink
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Sign-Up Form - Step 1
Highlight the word “HERE”Then Right-Click to get this list
Then select “Hyperlink”
Add some text for a sign-up form
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Sign-Up Form - Step 2
Click on this graphicTo initiate a search forthe Registration Form
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Sign-Up Form - Step 3
You’re in the “Images” sectionneed to get to “Files” section
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Sign-Up Form - Step 4
Now in “Files” Section;select the folder “Registration Forms”
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Sign-up Form - Step 5
A Blank Registration form you can use-or-Download it, edit it to match your event,And upload it (with the event name)
To use it as-is, Highlight it & click “OK”
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Example Sign-Up Form
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Whew! - We’re done
• We now know how to…– Log in and out of our accounts– Set-up new meetings– Add sign-up details– Review attendees– Delete meetings no longer needed - after the meeting is held
• Export the final attendee list first, if desired
• What now?– Try it out! You cannot break anything– Worst case - we’ll delete a “bad” meeting– Best case - new meeting is important & now is included
• Go forth and administer!