Committee guide to club features on UWESU Website Version 1.1

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1 Committee guide to club features on UWESU Website Version 1.1 This guide will help you get the best out of your club pages, whether you are a sport, society or network.

2 1 Logging on and gaining access to committee pages You will need to log onto the UWESU website with your student details first. To log on, go to the UWESU website and click the button in the top right of the screen. Follow the instructions to log in with your student login details (i.e. your UWE username and password). Once you are logged on, click the cog icon in the top right of the screen. You will be presented with an admin drop down menu and you will be able to see the clubs you have committee access to. If you do not see the cog, or do not see your club please contact either Sports & Activities or Networks to sort out your access priviliges. You will now be able to see the club Admin Panel as shown below. In this guide Admin Panel will refer to this page.

3 2 Editing club details In the Admin Panel, select Edit Details. You will now be able to edit your club information which is displayed on your club s profile page. Site Setup You will not normally need to touch anything in this section. If your club does not have a Webname, you can provide one for your club. This will then form part of your club web URL (e.g. uwesu.org/sport/boxing) Logo We recommend that you upload your club logo to the website, if you have one. Please do not take a random logo from somewhere online, it will be removed for legal reasons. Any large logos will be resized. Details Here you can enter basic details of your club. Please ensure that your information is kept up to date. o address This should be your club address, or the main person to contact. o Web address If your club has an external website, list it here. There is a separate section to put facebook groups and twitter pages. o Description This forms the main part of your club page and will be the first thing prospective members will see online. For design guidelines, see section 7. Additional Details Make sure you click save for each box below. o Where we meet Describe where your club meets frequently and when. o Facebook If you have a Facebook group or page, put the full Facebook URL into the text box. If it is a page, a like box will be automatically generated o Twitter If you have a club Twitter account, put the Twitter username in the text box. A Twitter follow button will be automatically generated. A completed club profile will look something like this:

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5 3 News The UWESU site provides you with the ability to share the latest news about your club. This is visible on your club profile page, as well as the global news page at News Admin News Admin is accessible from the Admin Panel for your club. The page will display any current news articles. You are also able to control filters to see old, future and deleted articles. 3.2 Add new article To add a new article, in News Admin, click Add new article. The details on adding a news article should be fairly self-explanatory. However note the following: - Leader This is a short one line description of your news article - Date Range We recommend that you set the end date to be a month into the future. By default, it is a week. - Tags Add any keywords which is relevant to the news article. - Image You can upload any image relating to your news article, or use a previous image uploaded by you. We suggest cropping your image to a 5x4 ratio (e.g. 500px by 400px) for best results. Please do not upload copyrighted images, as they will be removed. Once you have filled in the information, hit Save. Your news article is now live. If you wish to edit your article at any time, you can do so by finding the article in News Admin and clicking Edit. Alternatively, you can go to the news article. There you will see a wrench the top right. Click the icon and you will have the option to edit or go to news admin. icon in

6 4 Events The UWESU site can list all your events for your club, whether they are training sessions, socials or trips. Public events may also appear on Events Admin Events Admin is accessible from the Admin Panel for your club. The Events Admin page will allow you to search for any previous and current events and edit them. 4.2 Add new event In Events Admin, click Add new event at the top of the page. You will now be able to fill in the relevant information for your event. Most of the details again should be self-explanatory; however there are a few things to note: - Event types This is used to help categorise your event for display on the UWESU site and events page. Please check the category which best fits your event (e.g. for a society event, check Society). - Only admins may view this event If you only want committee to see this event or do not want to publish the event, check this box - Only members may view this event If you only want logged in members of your club to see this event, check this box Once you have filled in the relevant information, click Save. If you wish to edit the event, you can search for the event in Events Admin. Alternatively you can go to the event on the site where you will see a wrench you will have the option to edit or go to Events Admin. icon in the top right. Click on the icon and

7 5 Managing your members You can view a simplified list of all the members of your Club, Society or Network from the Members & Groups function on the Admin Dashboard. This is a simple function used to view only. If you wish to see a more detailed report, you will need to go via the Sales Report function. 6 ing your members The Messages function on the Committee Admin dashboard allows you to your members direct using predetermined lists created in various ways. lists will exist for the following groups: All Members All Committee Members Purchasers of a Product Members who have been added to a trip list The biggest advantage to using the Messages function is that you do not need to keep a list of members addresses separately. The UWESU website stores the contact details for your members, so all you need to do is simply select the list of members you wish to and the Messages function will direct the s accordingly. You can also use the function to individuals or groups you highlight from the main list of members using a checkbox list. If you are likely to the same group of people regularly, you can create a unique list via the Trips, Team Sheets and Lists function. Simply create a List and then Add Members to the list by selecting their names.

8 7 Page and description editing You can do a lot with the space on your club profile page, but we recommend following these guidelines so that the content on the site looks the part. 7.1 WYSIWIG Editor To design your site you need no experience at all. The system provides a visual editor (WYSIWYG, What You See Is What You Get) for you to edit and layout your site. Below is a screenshot of the editor and how we have created this page. At the top of your page there is a series of buttons and menus similar to what you find on Word. Some features to note - Format menu This allows you to quickly define any headers and sub-headers. For any sections of content, use a Header 2 heading, and then any sub-headings use Header 3, and so on. - - If you know your HTML and prefer editing in source, clicking this button will switch you between WYSIWIG and HTML. - Link add/remove - These buttons will allow you to add a web link to a different page/site or remove an existing link. - Image add This button will allow you to add and upload an image Images Banners Using the WYSIWYG editor, you can upload images that showcase your club. We recommend you add a splash cover image to the top of your main page. To be the exact dimensions and fit his needs to be 620px wide and 250px in height. To add an image click into your editor and then select the image icon a popup will appear.

9 Click the blue Browse Server icon. You will then be able to see any images you have previously uploaded, or upload a new image using the Choose File function. 7.3 YouTube videos To add a YouTube video, first go to the video you want to embed into your page. At the bottom of the video, click Share and then underneath that click Embed

10 We recommend you set the video size to custom and enter a size of 600 x 338. You will then be given an embed code to use. Copy this code to your clipboard. To add this to your page, you will need to go into HTML Source mode by clicking the Source icon on the toolbar. Then paste in the embed code from YouTube in the position where you want the video to go. Then click Save to save the changes.

11 Once you have done this, you will see a red box indicating the YouTube video in the editor which you can then move around if you desire.

12 8 Subpages If your club page is getting a bit too long or you need to separate the information, you can now create subpages. This is accessible through the Website pages link in Admin tools. If your club page has not done the initial setup, when you first click Website Pages you may be asked to put in a webname. This will be the name that is found in your website url (e.g. uwesu.org/soc/airsoft). You may also be asked to create a root page. Click the create root page button to continue. You will then see a list of pages under your club site.

13 To create a new subpage, tick the box of your club root page (e.g. /soc/airsoft/) and then click Create Child Page. You will then be prompted to fill out some information Page Name this will form part of the website url (e.g. /soc/airsoft/nameofnewpage) Page Title the full title of your page (e.g. Where to buy equipment ) Leave the tickboxes ticked. Once filled out, click Add Page. You will then be directed to a WYSIWIG editor, and from there you can create your subpage, just like you can with your main page description. See the Page and description editing chapter if you get stuck with the editor. Once you have created the content, you then need to click the Save/Exit tab on the WYSIWIG editor, and hit Publish. Your page is now available immediately.

14 9 Common problems I cannot access the admin panel for my sport/society/network Contact either Sports and Activites (sports.activities@uwe.ac.uk) or Networks (networks@uwe.ac.uk) and ask that you be added as a committee member. If you are not a paid member of your club, you will be asked to pay your membership as we cannot add you until then. Do not contact the SU media centre directly for committee access. 10 Further Information If you want to dig further into what the site can offer for clubs, you can visit the MSL website at: (Bear in mind not all the features shown at the MSL site may be available to you) If you have any further queries or encounter any issues, contact the UWESU Web Team at suwebeditors@uwe.ac.uk