The Andwa calendar is a fully-featured event and member management web site which was developed with the intention that it be applicable to numerous operational models.  It was not designed to fit any one organization's processes specifically, and the diverse functionality of the calendar can be made to suit all of your needs.

 

The web site makes a distinction between being able to manage event data vs. actually coordinating the event. This is because some organizations want to be able to allow some individuals to COORDINATE an event without giving them the ability to UPDATE DATA in the database. For this reason, the screens for performing these two types of activities have been split onto separate areas. This makes it easy for the web site to allow those who are officially “on the team” to do both – manage their data, and coordinate their events, while restricting those who are not officially “on the team” to simply being able to gain access to the features which help them coordinate an event.

If you have the ability to edit your own event data, remember that you will have to look in two different places for managing your events:

• “Manage Events” (Future, Past and Cancelled) to UPDATE DATA relating to your events

• “Coordinate” (Upcoming and Past) to perform the duties related to actually coordinating your events
   

The “Manage Events” area is where you will want to go when you need to update data for your events.
For example, creating a new event or updating the details of an event if the event changes. Normally you will always select the “Manage Events (Future)” option.

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Note at the top of the screen there’s a link called “Show My Events”. If you are having trouble finding your events in the list, you can click this link so that the list shows ONLY the events that you are coordinating. To switch back, click “Show All Events” (which appears in place of “Show My Events” when the list is filtered).

 

If you want to create a brand new event from scratch, click the “Add New Event” item at the top of the screen, but note that there is a much easier way to create an event if something similar has been done before:
Use the “Copy” feature (see below).

 

If you need to make changes to an existing event, click the “Edit” link.
Note that unless you have special privileges, you will only be able to “Edit” your own events.
If you need to "Cancel" an event, you would do that by editing it and scrolling to the bottom to find the “Status” field which you can change to “Cancelled (Show on Calendar)”.

 

If you’ve made a mistake on an event, you can delete it as long as no one besides the event coordinator is registered, otherwise you’ll have an “N/A” instead of a “Del”.

 

You only have to worry about this screen if your event spans multiple dates. If it does (ie. if it’s an overnighter), use this screen to pick all the dates for the event. This will ensure that the event shows up on all of the dates on the calendar page.

 

If you wish to include a promotional photo for your event to make it more appealing for people considering registering, you may upload a photo on this screen and it will automatically appear on the top-right of your event.

Be careful not to upload a photo that is too large otherwise it can sully up the appearance of your event. It is recommended that your promo photo be no more than about 140 pixels tall by about 300 pixels wide.

 

You can copy an existing event and change only the relevant details:

• Coordinator: You will automatically be set up as the coordinator on the new event

• Date/Time

• Anything else that is different

You can access the “Copy” feature from in the “Manage Events” list, but note that there are other places you can access it from as well:

• Event Suggester:
  Select “Event Suggester” from the “Coordinate” menu to search through past events that meet certain criteria (ie. ride type, difficulty level).
  This screen is good for finding ideas.
  
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• Event Search: Search on a specific keyword (ie. Bragg) to find events which have that word in their title.
  
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• Event Details: When you are logged on to the web site, you will see a “Copy this event (volunteers only)” link at the top left:
  
  
   

The “Coordinate Events (Upcoming or Past)” area is where you will want to go when you need to plan and prepare for actually doing your event, or to finish up any required “housekeeping” items after your event.

 

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You will find several different registration lists on this screen which are useful for different purposes:

• “Reg”: A simple summary list of people who are registered for the event.
   

• “Upd Reg”: A detailed list screen which allows you to remove people from the event.
  Note that you cannot ADD people to an event here. To do that you’ll need to use the “Add Member to Event” page which you will find under the “Coordinate” menu.
   

• “Dtl List”: A detailed list providing the most information about the people registered for your event. You may decide to print this list if you need all of the information found on the “Summ List” plus the “Carpool List”, but if one of those lists gives you everything you need, it is best to use one of those to conserve paper.
   

• “Summ List”: A summary list providing contact and emergency contact information about the people registered for your event.
   

• “Carpool List”: A summary list providing information about who is willing to drive carpool for your event.
   

If your event has accumulated a waiting list, you may use this screen to:

• Add a person from the waiting list to the event (no, the web site doesn’t do this for you automatically)
   

• Delete a person from the waiting list (if they’ve informed you that they’re no longer interested).
  You should seldom need to use this as people have the ability to remove themselves from a waiting list.
   

• Send an e-mail to everyone on the waiting list (look for the link at the top, next to the event title).
   

If you need to send an e-mail out to all attendees, you can use this screen to do it without having to look up and copy everyone’s e-mail address.
Note that the web site creates a sample e-mail message for you from a standard template, but you are free to use as much, or as little, of this template as you wish.

 

If your event requires payment through the club, you can use this screen to see who has paid.
You can also use it to:

• Remove someone from the event if they haven’t paid on time
   

• Move someone from the waiting list onto the event if they’ve pre-paid
   

This is the event sign-up sheet that your event attendees will sign before the event.
If you prefer (and if you are expecting people who have not registered through the web site), you may use the “Blank Waiver” linked at the top of the screen instead.

 

A detailed list screen which allows you to remove people from the event, including registering a no-show if required.
Note that you cannot ADD people to an event here. To do that you’ll need to use the “Add Member to Event” page which you will find under the “Coordinate” menu.

 

If you wish to put a trip report on the web site after your event is over, use this screen to input it.

 

If you wish to post a photo album to your event on the web site, you can enter the URL (web address) of your photo album here.
Note that the web site does not have photo album uploads built into it – you would have to create your photo album on a separate service, for example, Yahoo photos, Picasa, Fotki. Once you’ve created the album, you can copy the web address of the album into this screen to attach it to your event on the club web site.

 

If you wish to send out a follow-up e-mail to the people who attended your event (ie. to let them know you’ve posted a trip report or a photo album), you can use this screen to do it without having to look up and copy everyone’s e-mail address.
Note that the web site creates a sample e-mail message for you from a standard template, but you are free to use as much, or as little, of this template as you wish.

 

If any members gave you their waiver to pass along to the club, you can use this screen to record it.
That way the club knows that you have the waiver and will be passing it along.

 

If any members gave you their member fees to pass along to the club, you can use this screen to record it.
That way the club knows that you have the money and will be passing it along.