RAA Website Training

Initial Operations & Meetings Management

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

The (new) RAA Websitewww.RutgersAlumni.org

RAA Events Page

RAA Board Meetings Page

RAA Committee Meetings Page

Admin Tool: Logging-in & outwww.RutgersAlumni.org/admin

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

Edit Administrators Page

You’ll be set-up witha username & passwordon this page.

Any RAA Officer can do it

Edit Meetings/Events Page

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

Add a new meeting Page (top)

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)

Add a new meeting Page (bottom)

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

The Sign-up form(what the user sees)

Attendees List(What YOU See)

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

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

Sign-Up Form - Step 2

Click on this graphicTo initiate a search forthe Registration Form

Sign-Up Form - Step 3

You’re in the “Images” sectionneed to get to “Files” section

Sign-Up Form - Step 4

Now in “Files” Section;select the folder “Registration Forms”

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”

Example Sign-Up Form

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!