Rotary Club Websites. Guide to Setup and Administration. Adobe Business Catalyst Version. Designed and developed by Sanford Web Systems

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1 Rotary Club Websites Guide to Setup and Administration Adobe Business Catalyst Version Designed and developed by Sanford Web Systems

2 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 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: 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, campaigns and other tasks. Sanford Web Systems

3 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: This provides video training about the Business Catalyst system in general. Videos are short and topic-oriented. This guide covers information specifi c 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, and phone number Secretary s name and Webmaster name and District number Club number District website URL Social Media URLs (for club and/or district) Facebook Twitter LinkedIn Google+ YouTube

4 Initial Setup Log in Edit the WebApp SETTINGS - General

5 SETTINGS - General

6 SETTINGS - General (cont.)

7 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 fl exibility. If your club would like to implement additional functions, please contact us at

8 Setting up Social Links The social media icons and their links in both the header and footer are controlled by the Socials Menu. 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 fi eld. Click Update Item for the change to be recorded. Right-clicking a menu item opens a quick change box.

9 Set Up the Automated Campaigns 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 . When you enter a new name and address the system doesn t recognize you will receive a message This address is not yet verifi ed. Click on the Send Verification . 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.

10 Automated 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.

11 Automated 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.

12 Automated 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 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 s.

13 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 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 to yourself. Updates This stores the names and addresses of people who have filled out the Newsletter from in the foooter section of the website. Sponsors A sample list.

14 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.

15 Common Elements Certain elements appear on all pages. These are changed or edited by the web app, menu or module shown. Elements/Location Web App - SETTINGS Menu - Socials Menu Module - Blog Web App: SETTINGS Socials Menu Socials Menu Web App: SETTINGS Web App: SETTINGS Module: Blog

16 Page: Home Elements Web App: Front Page Slideshow Content Holder: SNIPPET - Message Banner Home Page Content Web App: Projects Web App: Page Banner Projects that appear on the home page are classifi ed as Home Page Projects Web App: Front Page Slideshow Content Holder: SNIPPET - Message Banner Home Page: Page Content Web App - Projects Web App: Page Banners

17 Page: About Us Description This page features the Imagine video. Most of the content is editable. Elements/Location Page Content

18 Page: Core Values Elements/Location Testimonials are randomly selected each time the page is loaded. Page Content Web App: Testimonials

19 Page: Why Join Rotary? Elements/Location Page Content

20 Page: Club Leadership Elements/Location The page content is an iframe that receives information from the District s DaCdb system. Changes are made in the District database. Page Content

21 Page: Leadership List Elements/Location This is an alternative for clubs not using the DaCdb database. The information is contained in the Web App: Members and classifi ed as Club Offi cer Web App: Members

22 Page: Members Elements/Location The page content is an iframe that receives information from the District s DaCdb system. Changes are made in the District database. Page Content

23 Page: Membership List Elements/Location This is an alternative for clubs not using the DaCdb database. The information is contained in the Web App: Members. Web App: Members

24 Page: Working with Clubs Elements/Location Page Content Web App: Testimonials

25 Page: FAQ Elements/Location Page Content Modules: FAQ Web App: Testimonials

26 Page: The Rotary Foundation Elements/Location Note: The Learn more link will take a viewer to The Rotary Foundation page. Page Content Web App: Testimonials

27 Page: Rotary Areas of Focus Elements/Location Web App: Projects Web App: Projects with classifi cation of Areas of Focus Page Content Web App: Projects

28 Page: Community Projects Elements/Location Web App: Projects Web App: Projects with classifi cation of Community Service Page Content Web App: Projects

29 Page: International Service Projects Elements/Location Web App: Projects Web App Projects with classifi cation of International Service Page Content Web App: Projects

30 Page: Vocational Service Projects Elements/Location Web App: Projects Web App Projects with classifi cation of Vocational Service Page Content Web App: Projects

31 Page: Youth Service Projects Elements/Location Web App: Projects Web App Projects with classifi cation of Youth Service Page Content Web App: Projects

32 Page: Club Service Projects Elements/Location Web App: Projects Web App Projects with classifi cation of Club Service Page Content Web App: Projects

33 Page: Club Events Elements/Location Web App: Events Note: Do not use the Modules: Events Sign-up button links to EventBrite page for registration.

34 Page: Programs Elements/Location Web App: Programs All video programs are stored in the Web App: Programs. They are further classifi ed into the various program topics. Content Holder: Not editable Web App: Programs

35 Page: Blog Elements/Location Modules: Blog

36 Page: Photo Galleries Elements/Location Modules: Photo Galleries Photos in galleries are stored in specifi c 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.

37 Page: Rotary News Elements/Location This module is automatic and is not editable.

38 Page: Calendar Elements/Location The DaCdb version is shown. Alternative is to use a Google Calendar. Replace the iframe for this module with the Google Calendar iframe.

39 Page: Meeting Locations Elements/Location Shown is the DaCdb version.

40 Page: Downloads Elements/Location Modules: Media Downloads

41 Page: Contact us Elements/Location Web App: SETTINGS Content Holder: SETTINGS - Map 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.

42 Page: Project Detail

43 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.

44 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.

45 Web App: SETTINGS Click on the Settings item to edit. Note: Do NOT add additional items.

46 Web App: SETTINGS detail (1 of 2) Items edited here display on different pages as required.

47 Web App: SETTINGS detail (2 of 2) Items edited here display on different pages as required.

48 Web App: Projects Add, edit or delete as desired. Classify each project according to both Avenue of Service and Area of Focus. Projects that are further classifi ed as Home Page Projects show on the Home page.

49 Web App: Projects detail page 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.

50 Web App: Testimonials You may add, edit or delete as desired. Most testimonials/quotes are from past Rotary International Presidents.

51 Web App: Why Join

52 Image manager Images are uploaded using the Image Manager. Please make sure the proper folder is selected.

53 Web App: Programs Click Add Item to add a new program. Click on an existing item to edit or delete it.

54 Web App: Programs 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.

55 Web App: Programs Once the program has been saved, click on the Actions button and selet Classify this Item In the pop-up box, select the desired classfi cation and move to the right panel clicking on the right arrow icon.

56 Web App: Page Banners Page banners may be added or editing by selecting the item.

57 Web App: Page Banners - Detail

58 Web App: Members 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.

59 Web App: Members - Detail Page Social media links display appropriate icon. For , start with mailto: followed by the member s address. Items not entered will not display Images for members should measure 120px x 120px. They are uploaded and stored in images/members folder.

60 Web App: Front Page Slideshow Items may be added, edited, deleted as desired. Display order may be set using the Weighting fi eld under More Options. If used, the slides display from the highest weight to lowest.

61 Web App: Front Page Slideshow - Detail Images are stored in the images/slides folder and must measure 930px x 375px

62 Web App: Events 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.

63 Web App: Events - Detail EventBrite link is entered into the Event Link fi eld.

64 Modules: Blog

65 Modules: Blog - Details Note the image size shown in the sample. Images should not exceed 608px width. Blog posts may have both Categories and Tags.

66 Modules: Photo Galleries 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/

67 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 ) 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.

68 Adding a Photo Gallery (cont.) Adding images to the gallery folder

69 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.

70 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.

71 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 Confi gure 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.

72 Adding a Downloadable Document 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 classifi ed using the Actions dropdown.

73 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.

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