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Help 5.1 Adding Calendar Events (Administrators)

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Introduction: This is where anyone with administrator access can define any rides with multiple leaders. This level of access also can add other organisations rides to the calendar also.

 

1) You will need to logon to the members area. See Help 1.1 Logging onto members area if you don't know how to do this.

2) Click on the Calendar TAB. See Figure 1 below.

 

 

Figure 1 - Select the Calendar Tab

 

Selecting Events for Editing or Removal

 

3) After selecting Calendar, you will see a list of events starting from todays date. You can view earlier events if you select "All SCBTC Events and Rides" from the dropdown box shown next to Arrow #1 (See figure 2)..

 

Figure 2 - Events List Screen

 

4) If you wish to change the event details (eg Meeting Place, Time, Date or leader event details ie Leader #1, Leader #2 and/or Leader #3), then select the Edit link next to the date/time for that event (See Arrow #2 in figure 2 above).

 

5) if you wish to remove the event including all its leaders (There are 3 leaders defined based on the example in figure 2 above), then select the Delete link to the right of the date/time. You will get a confirmation box requesting to delete the event. Answer Delete or Cancel accordingly.

 

 

Sunshine Coast Bicycle Touring Club - Help - 5.1 Adding Calendar Events (Administrators)

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Help 5.1 Adding Calendar Events (Administrators)

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Navigating to a page that contains your event

 

6) By default each page only shows a handful of events so you may need to use the navigation bar at the bottom of the screen to find the event you are after. This shows the date of the first event on every page and as everything is sorted in date/time order just click the hyperlink at the bottom of the page to jump to the page containing the event you wish to modify, view or delete.

 

Figure 3 - Navigate to events page by time

 

Lets say for example, the event you are after is on the 8th January, you would click on 3 (See Arrow 1, figure 3) as the date of the event falls between 6th January and 3rd February (Hyperlink 4 in figure 3).

 

Adding a New Event with Ride Leaders

 

7) After selecting the Calendar TAB, press the Add button at the bottom of the screen.

 

Entering the Calendar Event details

 

8) You will enter this screen if you pressed the Add button as in step 6 above, or the Edit link as in step 4 above. This is where you make the changes to the details for the event. When entering a new event, it does not come defined with any event leaders or other information. (See Figures 4 and 5)

 

Figure 4 - Events Entry Screen

 

9) The Meeting Point can be selected using the drop-down box next to arrow 1 (Figure 5). If you select an option from this dropdown list, the meeting point location name, address, UBD reference and GPS will automatically populate in the respective fields. If the meeting point doesnt exist then you can type the details into each field instead.

 

10) For cycling leaders, click Add Leader Below (See Arrow 2, Figure 5). Now as you add each leader this Add Sub-Event Below link will appear for each leader you define. In some instances leaders are not required, such as events like the Christmas party or AGM where there is no contact.

Sunshine Coast Bicycle Touring Club - Help - 5.1 Adding Calendar Events (Administrators)

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Help 5.1 Adding Calendar Events (Administrators)

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Figure 5 - Meeting Point and Leader(s) for the event

Adding Multiple Sub-Events and Leaders to Same Event

11) In the example in figure 6 below, you will see there are 3 sub-events. When adding a sub-event below the current sub-event, use that Add Sub-Event Below link above where you want it to go. If you want to add an additional sub-event say between leader #2 and Leader #3, then select the Add Sub-Event Below link on leader #2 box. (See arrow in Figure 5 box). A blank leader will appear as shown in Figure 7.

Figure 6 - A Calendar Event with 3 Sub-Events and no Leaders Defined

 

 

Make yourself Leader for a Sub-Event

 

12) Now you have added a new sub-event. Now lets make yourself leader. Click Make Me Contact link for the sub-event you want to make yourself contact. As you are logged onto the members area already, your credentials will be copied in automatically for leader phone and e-mail. See Figure 7, the red arrow marked #1.

 

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Help 5.1 Adding Calendar Events (Administrators)

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Figure 7 - New Calendar Sub-Event Added, now lets make yourself the leader for it

 

13) Now you can select show e-mail and select a phone number (If you have registered more that one phone number in your members profile). See figure 8. Note also that it gives you the link to remove contact if you wish to do so.

 

Figure 8 - Leader added into new sub-event

 

Select Different Leader for Event Contact

 

14) In Figure 8 above, if you select the Change Contact Hyperlink, then you can get to choose what member will lead the ride. The member selector will appear as in figure 9. The list will be sorted in Surname order starting with the first member in the club with a name starting with 'A'. If the member you want does appear on the first page, select the circle (See arrow 1, figure 9) next to the name then press the Select Member button to return back to the sub-event.

 

Figure 9 - Member Selector

 

 

Sunshine Coast Bicycle Touring Club - Help - 5.1 Adding Calendar Events (Administrators)

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15) If the member you are after is not on this page, then you can type just the first name (Arrow 3, figure 9) or part of the name, surname (Arrow 4, figure 9) or part thereof. or both firstname and surname and press the Find Member button to reposition the list. Once you have found the member, select the circle (Arrow 1, figure 9) and press the Select Member button.

Adding other Organisations Rides

16) From the first page of the Calendar, select the Time Period/Organisation dropdown box. Select Non SCBTC Events & Charity Rides (See Figure 10). All other rides (if any) will be displayed. Adding an event or ride instructions are identical, just as if your adding an event for our club.

Figure 10 - Selecting Non-SCBTC rides from list