Document Butte_doc_5879fdd4cd

Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website If you have any questions or problems, contact Online Admin Justin Ringsak at [EMAIL REDACTED] or [PHONE REDACTED], MIS Room 206, Courthouse. Published 7/2014 Introduction: This document is for reference use for any Butte-Silver Bow staff who are using the Facilities module on the Butte-Silver Bow website, with a focus on reservations of Parks facilities. For more information and additional support, refer to the Civic Plus Facilities manual document included in this document as Appendix A; and refer to the Civic Plus University website at web address: You can sign-in to the Civic Plus University using the same username and password you would use to sign-in to the Butte-Silver Bow website (described below). After signing in, navigate to the ‘Training’ tab. A direct link to the Document Center training materials is included here: http://cp-civicplusuniversity2.civicplus.com/index.aspx?nid=287 Table of Contents Section 1: Signing-In to the Website & Navigating to the Facilities Module – page 2 Section 2: Using the Facilities Module – page 8 2.1: How the Public Views Facilities and Submits Reservations – page 8 2.2: Navigating Around the Backend Facilities Module – page 17 2.21: Approving or Denying Submitted Reservation Requests – page 17 2.22: Adding or Modifying a Facility or Subfacility – page 22 2.23: Features & Properties – page 30 2.3: Managing Reservation Forms – page 33 2.31: The Default Reservation Form under Properties – page 33 2.32: Modifying a Reservation Form for a Specific Facility – page 33 Section 3: Facilities Integration with the Calendar Module – page 35 Section 4: Signing Out – page 36 Appendix A: CivicPlus Facilities Manual – page 37 Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 1 ---PAGE BREAK--- Section 1: Signing-In to the Website & Navigating to the Facilities Module Step 1 – Go to the Butte-Silver Bow Website: Open your web browser (Chrome, Firefox, Safari, etc; Internet Explorer is not recommended for use with the Butte-Silver bow website) and navigate to the Butte-Silver Bow official website. You can do this by directly entering the web address in the very top bar of the browser: co.silverbow.mt.us, bsb-mt.us, or bsb.mt.gov are all valid web addresses for the BSB site. Note: It is recommended that you use a recent version of Chrome or Firefox when editing or uploading files to the website. The site has displayed some problems with Internet Explorer – you likely can edit with Internet Explorer, but may experience significant slowdowns, load times, or other issues. If you do not currently have Chrome or Firefox, the latest versions can be downloaded at the links below: • http://www.google.com/chrome • http://www.mozilla.org/en-US/firefox/new/ If installing Chrome or Firefox on your computer, make sure that you DO NOT set Chrome or Firefox as your default browser. Some Butte-Silver Bow employees use applications that only run through Internet Explorer, and setting Chrome or Firefox as your default browser may create problems with other applications. If you experience any such issues, or for assistance installing Chrome or Firefox on your computer, please contact the MIS Department. Step 2 – Sign-in: To manage requests or other modify other parts of the website, we first need to sign in to the site. To do this, click the ‘Sign In’ button at the top right of the screen, as shown below. You will be prompted for a username and password. For most web applications, including the Facilities module, the login info you should use is: Username: first initial + last name (example: jringsak) Password: password (unless you previously changed your password!) Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 2 ---PAGE BREAK--- For future reference, the email address associated with your user account is your BSB email address (example: [EMAIL REDACTED]). If you are having problems in later steps, it may also help to check the ‘Keep me signed in’ box beneath the username and password fields, as shown below. Step 3 – Accept Privacy Policy/Terms and Conditions: If this is your first time signing on to the website, and on some other occasions when the site structure has been updated, you will be prompted to accept the site’s Privacy Policy and Terms and Conditions immediately after signing in. The prompt displays automatically in the sign-in pop-up window, as shown on the next page. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 3 ---PAGE BREAK--- To proceed, simply scroll to the bottom of the pop-up window and click the ‘I agree’ button, as shown below. The pop-up window will automatically close, and the website will reload. To confirm that you are signed in, after the site reloads, look at the top blue bar, and you will see some new menu options, and your username and a ‘Help’ menu at the far right, as shown on the next page. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 4 ---PAGE BREAK--- Step 4 – Change Your Password: If your standard user account password is still set to the default ‘password’, you should change it after signing in to ensure site security. To change your password, begin by clicking on your username at the top right. This will open a short dropdown menu. Click ‘Settings’ in this menu, as shown below. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 5 ---PAGE BREAK--- You should now see the Profile Settings page, as shown below. To change your password, type a new password in both the ‘Password’ and ‘Confirm Password’ fields, then scroll down and click on the ‘Save’ button, as shown below. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 6 ---PAGE BREAK--- Step 5 – Navigate to the Backend Facilities Module: Now that we are signed in, we need to navigate to what is called the ‘backend’ or ‘admin’ area of the website, to the Facilities module. Start by clicking on ‘Modules’ in the blue menu bar at the top of the screen. This will open a dropdown menu, as shown below. Note: You may see a different number of options in your Modules dropdown menu, depending on your level of site access and the tasks you typically perform on the website. In this dropdown menu, click on ‘Facilities’. This will load the Facilities module in the backend, as shown below. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 7 ---PAGE BREAK--- Section 2: Using the Facilities Module The Facilities module allows Butte-Silver Bow staff to manage facility listings that are stored on the website and used for a variety of purposes. The Facilities module is very powerful in that it can affect other areas of the website (mainly the Calendar module). This document focuses on managing the Facilities module for the purposes of public reservations of Parks facilities. Facilities included in this module are tied in to the Calendar module – any saved facility can be selected as the location for a public meeting or other calendar event. The schedule for a specific facility is stored on the website, and the Calendar module will automatically prevent multiple events from being scheduled at a facility at the same time. Reservations of Parks facilities work in a similar manner, but public users with a website account can submit reservations for a Parks facility through the frontend of the website. In this section, we will begin by exploring how the public can submit and view Parks facilities reservations on the frontend of the site, then proceed to learn about managing Parks facilities reservation in the backend Facilities module. Note that additional facilities, including additional Parks facilities and, if desired, other public facilities, may be made available for public reservations in the future. Section 2.1: How the Public Views Facilities and Submits Reservations At the time of this writing, public website users are able to view Parks facilities reservations and availability, and, if the user has created a free website account, they are also able to submit reservations, which, when approved by a Butte- Silver Bow website staff user, are automatically included in the schedule for that specific facility on the website frontend and backend. Additional facilities, including additional Parks facilities and, if desired, other public facilities, may be made available for public reservations in the future. To view or submit a Parks facility reservation, a public user must navigate to the Parks & Recreation page (available under the Services and Community tabs; under Government > Departments; and through several other direct text links on the site), then click on ‘Reserve Park Pavilions & Picnic Shelters’ in the submenu on the left of the Parks & Recreation main page, as shown below. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 8 ---PAGE BREAK--- Clicking on this link will open the Reserve Park Pavilions & Picnic Shelters screen shown below. The area outlined in red includes direct links to the specific Parks facilities that area available for reservations at the time of this writing. Alternatively, some users may navigate to a reserve-able Parks facility through the Parks Directory, which is also located in the Parks & Recreation submenu on the left side of the screen. The first screen of the Parks Directory is shown on the next page. Note that some users will be prompted to share their location, which the Facility module uses to provide more accurate mapping to facilities, as shown in the prompt at the top left in the screen on the next page. Also note that facilities which are available for reservations are clearly indicated as such in the parks facilities listing, notated by the text ‘Available for Reservations’ which appears to the right of applicable facilities, such as Basin Creek Park in the screen shown on the next page. Users can also click on the ‘Reservable’ tab on the left side of the screen to list only facilities available for public reservation requests. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 9 ---PAGE BREAK--- Whether a user navigates to a parks facility via the direct text links on the Reserve Park Pavilions & Picnic Shelters page or by clicking on a facility that is available for reservations in the parks facilities list, they will be taken to the same screen for that location, as shown below. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 10 ---PAGE BREAK--- For any facility that is available for reservations, the Request Reservation button, as outlined in red above, will be shown, and the hardcopy Reservation Request Form (should someone wish to complete and return it to Parks and Recreation in person rather than using the web system) is also linked in the descriptive text. Clicking on the Request Reservation button will open the pop-up window shown below. Users should enter the date and time they would like to reserve, then click on the Check Availability and Continue button. This will cause the website system to check to ensure that no other event or reservation already exists for that date and time. For the example shown on the next page, we will attempt to reserve Basin Creek Park on August 1, 2014 from 5:00 to 7:00 p.m. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 11 ---PAGE BREAK--- Now that we have entered our event date and time, we click Check Availability and Continue. In this example, we had not previously signed on to the website with a public user account – at this stage in the reservation process, the system will prompt the user to sign in if they have not already done so. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 12 ---PAGE BREAK--- After signing in, the user will be taken directly to the online facility reservation form, as shown below. Fields indicated by a red asterisk are required – all other fields are optional. Some fields (first name, last name, and email address) will auto-populate with the information from the user’s account. A completed form, finished using the info from our Basin Creek Park example, is shown on the screens below and on the following page. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 13 ---PAGE BREAK--- After completing the form and clicking the Submit button, the user will see a confirmation screen like the one shown below. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 14 ---PAGE BREAK--- At this point, the reservation request has been submitted to the website system, and the user is done, pending a response to their request. An email notification about the new request will be automatically sent to any relevant Butte- Silver Bow staff – at the time of this writing, parks facilities reservation requests direct to [EMAIL REDACTED] (which in turn directs to Jay Ellington and Kelly Dennehy, Parks & Recreation Department) and [EMAIL REDACTED] (Justin Ringsak, MIS Department). New email addresses can be added to receive automatic notifications of new reservation requests, as described in this document in Sections 2.22 and 2.32. An automatic email notification will also be sent to the submitter to inform them that their reservation request was submitted successfully and is awaiting review for approval. An example email is shown below. After they have been approved, facility reservation dates and times are shown on the calendar for that facility, so that other users requesting reservations can see what times are unavailable. The calendar for Basin Creek Park is shown on the next page, with our approved event listed. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 15 ---PAGE BREAK--- Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 16 ---PAGE BREAK--- Section 2.2: Navigating Around the Backend Facilities Module Navigating around the backend Facilities module works somewhat differently than navigating in other areas of the Butte-Silver Bow website. This section explains the basics. When you first open the Facilities module in the website backend, you will be viewing the list of all Facility Categories, as shown below. Section 2.21: Approving or Denying Submitted Reservation Requests For the time being, Butte-Silver Bow is only accepting online public reservations for a limited selection of Parks-related facilities, so we should click on the Parks & Facilities category. This will open the full list of Parks facilities, as shown on the screen on the next page. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 17 ---PAGE BREAK--- To view pending reservation requests, from either the categories screen or the parks facilities list, click on the Reservations tab at the top of the screen. This will open the screen shown on the next page. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 18 ---PAGE BREAK--- Note that this screen lists all facilities reservations, not just those for parks facilities. This includes any previously created Calendar module events where a site from the Facilities system was selected as the event location. Most of the reservations fall into this category. For the purposes of confirming or denying parks reservation requests, we can disregard these. Clicking on the ‘View Options’ tab near the top of the screen under the Reservations tab will give us options to narrow down this list to only pending reservations for parks facilities. The View Options are shown on the screen on the next page. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 19 ---PAGE BREAK--- To see only submitted reservation requests that are in need of approval (or denial), the easiest method is to set the checkboxes at the left under ‘Display Reservations’ to only ‘Submitted.’ Alternatively, the dropdown list under ‘Display Facility’ can be used to view reservations for only that specific location. After selecting your options, be sure to click the Apply button on the right. After setting only Submitted requests to display, in our example we see the screen shown below, as there is currently only one pending, submitted reservation request in the system. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 20 ---PAGE BREAK--- To resolve any pending submitted reservation requests, simply click on the gear wheel icon at the far right of the specific request (next to the green Submitted stamp), then select Approve or Decline, as shown on the screen below. The submitter will then receive an automatic email notification, like the one shown on the screen below, informing them of the status of their reservation. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 21 ---PAGE BREAK--- Section 2.22: Adding or Modifying a Facility or Subfacility New facilities or subfacilities may be added by any properly authorized backend user. Authorized users may also modify or edit existing facilities or subfacilities. Subfacilities work just like main facilities, but they are listed beneath their parent facility. For example, the many pavilions in Clark Park are all each individually available for reservations, so each is listed as its own subfacility, as shown on the screenshots below for both the frontend and backend views. Subfacilities are displayed under their parent on the frontend. Note that in the example above, as in most cases, the parent facility (Clark Park) is not available for reservations, but the subfacilities are. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 22 ---PAGE BREAK--- On the backend, subfacilities appear under their parent facility in the listings. To add a subfacility, in the backend Facilities module, navigate into the appropriate category (for our example we are using the Parks & Facilities category), then click on the green Add Facility or Add Subfacility button on the upper right. The options for a new facility or subfacility are almost identical. For our example, we will add a subfacility to Clark Park. After clicking Add Facility or Add Subfacility, you will see a blank Facility Information screen like the one shown on the next page. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 23 ---PAGE BREAK--- Fields indicated by a red asterisk must be completed. All others are optional; you should complete as much information as you can. The screens on the following pages show a fully completed Facility Information screen using our Clark Park subfacility example. Most fields are self-explanatory – the rest are explained along with the screens below. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 24 ---PAGE BREAK--- Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 25 ---PAGE BREAK--- The Select Features pop up list is shown below. Simply check applicable facility features then click Save. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 26 ---PAGE BREAK--- Next, the Additional Information area, as shown on the screen on the next page, is entirely optional. You will often want to add an image or images to your facility using the Add Images button next to Create Slideshow, and you should typically add a Description. In this area, you can also link to a related video, select relevant documents to attach to the facility listing, or add a link to another page on the website or to another website related to the facility. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 27 ---PAGE BREAK--- The last fields on the Facility Information screen are all optional. They control how the calendar for this facility will display, how directions to the facility will display, and a date range can be set if you only want the facility to display on the website for a certain time period. The next step to add our new facility or subfacility to the site is to click the green ‘Save and Submit’ button (NOT Save – it is important that you ‘Save and Submit’ or ‘Save and Publish’) on the upper right of the screen. Note: Some users, depending upon their access level, will see ‘Save and Publish’ instead of ‘Save and Submit’. In this case, you should click ‘Save and Publish’. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 28 ---PAGE BREAK--- Clicking ‘Save and Submit’ will place your new facility listing into a queue for administrator approval prior to publication. This status will be indicated in the list by a ‘submitted’ text stamp that appears next to your facility in the facility list. The admin will be automatically notified that your facility is in the queue. You should not need to take any further action – an admin will review and publish your facility, or contact you if any further action is required. Clicking ‘Save and Publish’ will list your facility on the public website immediately. There is one last step we need to complete. After saving and submitting/publishing the new facility, the reservation form will open in the standard website form editing interface, as shown on the screen below. This form is based on the default reservation form (described in Section 2.31), but any changes you make to the form here will apply to this facility only. For details on the form editing interface, refer to the document Instructions for Using the Forms Center on the Butte-Silver Bow Website. In most cases, you should not need to make any adjustments to this form, but you should in all cases add one or more email address to the ‘Submit To’ area. Those addresses will receive an automatic notification whenever a new reservation request has been submitted for this facility. At the time of this writing, all parks-related facilities should submit to [EMAIL REDACTED] and to the Online Administrator ([EMAIL REDACTED]). Enter both addresses in the Submit To field, separated by a comma. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 29 ---PAGE BREAK--- Section 2.23: Features & Properties As discussed above, each facility or subfacility may also optionally include a list of Features available at that site, such as pavilions, restrooms, sports facilities, etc. Available features can be managed by clicking on the Features tab near the top of the Facilities module screen, which will open the features management screen as shown below where you can modify existing features or add new ones. To add a new feature to the list, begin by clicking the green Add Feature button at the upper right. This will open a small pop up window where you can add your new feature, as shown below. All that is needed is a name/title for your new feature. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 30 ---PAGE BREAK--- After typing in the name of your new feature, click Save. The pop up will close and you will now see your new feature in the features list, as shown below. To edit an existing feature’s name/title, simply click on it in the list, make your changes, then save. The Facilities module Properties, accessed by clicking the Properties tab near the top of the Facilities module screen, will open the properties management screen as shown on the next page where you change can some module functions and adjust the Default Reservation Form (explained in Section 2.31). Caution! Only advanced users with a thorough understanding of the Butte-Silver Bow website content management system should make adjustments to Facilities module Properties! Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 31 ---PAGE BREAK--- Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 32 ---PAGE BREAK--- Section 2.3: Managing Reservation Forms At the time of this writing, the reservation forms that users complete to request a reservation have been standardized and reflect the hardcopy paper form used by the Parks & Recreation Department. No adjustments to these forms should be necessary in the near future, but may be needed in the future as more facilities are made available for reservations, and if specific departments require the collection of more user information in order to process reservation requests. The process for adjusting both the Default Reservation Form (used automatically for all new facilities and subfacilities) and for adjusting forms specific to one facility or subfacility is explained in the following subsections. Section 2.31: The Default Reservation Form under Properties To make changes to the default reservation form, begin by clicking the Properties tab at the top of the Facilities module, then click the Default Reservation Form button near the top of the screen, as shown below. This screen displays the default reservation form in the standard website form editing interface. For details on the form editing interface, refer to the document Instructions for Using the Forms Center on the Butte-Silver Bow Website. Section 2.32: Modifying a Reservation Form for a Specific Facility While changes to the default registration form will affect most facilities and subfacilities, you can also make edits to the registration form that apply only to one specific facility To make changes to the reservation form for a specific, begin on the main Facilities module screen (or click on the Main tab near the top of the Facilities module), then select the category with the facility for which you want to edit the reservation form. For our example, we will again use the Parks & Facilities category. Next, in the list of facilities and subfacilities, find the specific item you want to edit, then click on the gear wheel icon to the right of that item to open the actions dropdown menu, and in that menu select Reservation Form, as shown on the screen on the next page. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 33 ---PAGE BREAK--- This will open the reservation form for this facility only in the standard website form editing interface, as shown on the screen below. For details on the form editing interface, refer to the document Instructions for Using the Forms Center on the Butte-Silver Bow Website. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 34 ---PAGE BREAK--- Section 3: Facilities Integration with the Calendar Module The Facilities module integrates with the event Location dropdown menu in the Calendar Module. This dropdown menu is used when adding a new event to specify its location quickly and easily, as shown below. The selected facility will automatically populate the address info for the calendar item. The items in this dropdown list are pulled directly from the Facilities module. For more information, refer to the Instructions for Adding and Managing Calendar Events on the Butte-Silver Bow Website document. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 35 ---PAGE BREAK--- Section 4: Signing Out When finished, you should always sign out of the website to maintain security best practices. You can sign out from any screen – simply click on your name in the top right corner to open a short dropdown menu, then select ‘Sign Out’, as shown below. Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 36 ---PAGE BREAK--- Appendix A: Civic Plus Facilities Manual Instructions for Using the Facilities Module for Parks Reservations on the Butte-Silver Bow Website 37 ---PAGE BREAK--- Facilities 1 Table of Contents Section 1: Adding a 1 Fig. 1 Section 2: Adding an Fig. 2 Section 3: Adding a Fig. 3 Fig. 3 Section 4: Publishing a Fig. 4 Section 5: Adding a 4 Fig. 4 Fig. 5 Section 6: Modifying (Changing) a Fig. 7 Section 7: Deleting a 7 Fig. 7 Section 8: Delete a 8 Section 9: Deleting an Section 10: Adding a 8 ---PAGE BREAK--- Facilities 2 Section 1: Adding a City Note: Only System Admins have rights to add cities. Cities tab can be removed if you only want to have one city (Must contact CivicPlus) Access the Facilities Module 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Select the Cities tab. 4. Choose the Add City button on the upper-left (Fig. 1-1). Fig. 1-1 5. Add the City name. 6. Select the State from the drop-down box provided. 7. Cancel – Will delete the work you have done 8. Save – Will add the City to the Facilities Module for later use 9. Repeat this process for all cities that contain facilities you will be listing on the website. ---PAGE BREAK--- Facilities 3 Section 2: Adding an Amenity Note: Only System Admins have rights to add amenities Access the Facilities Module 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Select the Amenities tab. 4. Choose the Add Amenity button in the upper left (Fig. 2-1). Fig. 2-1 5. Add the Amenity that will be offered at the Facility. 6. Cancel – Will delete the work you have done 7. Save – Will add the City to the Facilities Module for later use 8. Repeat this process for all Amenities that will be offered with the Facilities. ---PAGE BREAK--- Facilities 4 Section 3: Adding a Category Note: Only System Administrators and Owners can add Facilities Categories. Access the Facilities Module 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Mouse over Facility Types. Mouse over Add in the blue option box that appears. 4. Choose to Add Sub-Category First. The next screen will be similar to Fig. 3-1. Fig. 3-1 5. Category Name – A red asterisk indicates this is a mandatory field. 6. Visibility – Determines if the Category will appear on the public side of the site 7. Permissions – Settting permissions at the category level is suggested. View – May view the live side only Author – Submit new items, modify / delete unpublished items Publisher – Publish new items, modify / delete unpublished items, modify published items, accept / reject submitted items Owner – Publish new items, modify / delete unpublished items, modify / delete published items, accept / reject submitted items, create / modify sub-categories, assign category permissions System Administrator – Automatically has rights to all of the above 8. Select Options to complete Adding / Creating a category (Fig. 3-2) Cancel – Will delete what you’ve done Save – Will save the work as an unpublished draft Save & Submit – Will save the work as an unpublished draft and notify a publisher / owner / system administrator that it is ready for review (Viewable by Authors only) Save & Publish – Will save the work and publish it for viewing Fig. 3-2 ---PAGE BREAK--- Facilities 5 Section 4: Publishing a Category Access the Facilities Module 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Select and mouse over a category that is currently unpublished. 4. Select Publish from the blue option box that appears (Fig. 4-1). Fig. 4-1 5. The Facility Category will now be viewable on the public side of the website. Section 5: Adding a Facility Access the Facilities Module 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Choose the category in which you want to add the Facility to and mouse over it. 4. Select Add Item First from the blue option box (Fig. 5-1). Fig. 5-1 ---PAGE BREAK--- Facilities 6 5. Fill in the appropriate information. The following screen will look like Fig. 5-2. Fig. 5-2 6. Title – The name of the Facility that the viewers will see on the public side of the website 7. Address 1 – This field should house the physical or street address of the Facility. 8. Address 2 – This field should house secondary addresses such as Room # or Field 9. City, State – Select the correct city and state from the list. 10. Zip – Enter the appropriate zip code. 11. Use Map – Yes or No; If Yes, links will be automatically provided for the viewer to use to see a map of the facility through Google Maps, Yahoo, Map Quest or MSN. 12. Amenities – Select the included Amenities from the list; you can choose multiple Amenities by holding the CTRL key and clicking on your selections. 13.Description – Provide a description of the Facility if needed. 14. Hours – List hours the Facility is open for use. ---PAGE BREAK--- Facilities 7 15. Contact Phone – List a contact phone number for inquiries on the Facility. 16. Admission – List admission cost if applicable. 17. ADA – Provide accessibility notice. 18. Featured – Yes or No; If Yes, the Facility will show as a Featured Facility in the Facilities Module (Fig. A5-5). 19. Has Calendar – Yes or No; If Yes, a calendar will be created that will be named after the Facility and allow viewers to see reservations that have been approved. 20. Available for Public Request – Yes or No; If Yes, a link will be crated that will allow the viewer to request a reservation through a form provided on the website. Request Form – When this form is submitted it will send an email to the Owner and publisher of the Facility Category and it will also send a confirmation email to the person requesting the reservation using the email they provide on the form. 21. Default Reservation Cleanup Time – Time allowed between reservations for the Facility to be cleaned up. The default is 60 minutes but can be changed if needed. 22.Link – Provide a link to an interior page, document, photo or exterior website. 23. Link Text – How the link will appear on the public side of the website 24.E-Commerce Link – If applicable, you can provide a link to an e-commerce site for payment of Facility rental. 25.Photograph – Upload a photo to show when a viewer chooses to look at the details of the Facility. 26.Select Options to complete Adding a Facility: Cancel – Will delete what you’ve done Save – Will save the work as an unpublished draft Save & Submit – Will save the work as an unpublished draft and notify a publisher / owner / system admin that it is ready for review (Viewable by Authors only) Save & Publish – Will save the work and publish it for viewing ---PAGE BREAK--- Facilities 8 Section 6: Modifying (Changing) a Category Access the Facilities Module 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Mouse over the category you wish to modify. 4. Select Modify from the blue option box for your chosen category (Fig. 6-1). Fig. 6-1 5. Refer to Section 3, steps 5-9 to complete modifying a category. Section 7: Deleting a Facility Access the Facilities Module 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Choose the Facility that you wish to delete. 4. Mouse over the Facility. 5. Select Delete from the blue option box (Fig. 7-1). Fig. 7-1 ---PAGE BREAK--- Facilities 9 Section 8: Delete a City Access the Facilities Module 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Select the Cities tab. 4. Select Choose an Action > Delete for the City you wish to delete OR 5. Place a check mark in the box to the right of every City you wish to delete. 6. Select the Delete Marked button below . Section 9: Deleting an Amenity Access the Facilities Module 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Select the Amenities tab. 4. Select Choose an Action > Delete for the amenity you wish to delete OR 5. Place a check mark in the box to the right of every Amenity you wish to delete. 6. Select the Delete Marked button below. Section 10: Adding a Reservation 1. Log in to the admin side of the website. 2. Select Modules > Modules > Facilities. 3. Find the facility you wish to add a reservation too and hover over it. 4. Select View the Reservations List on the pop-up window. 5. Click Add Reservation button in upper left of the screen 6. Fill out information on this page (Red Asterisk denotes a required field).