Events Module

Introduction

The Websys Events module is designed to help manage organised events, such as rallies. It provides information web pages and optional online booking systems with payments for them.

Event Files

When you create a new event you give it a name with no spaces. For Tandem club events this is normally of the form "tci2018". The "i" indicate international, "e" is for Easter and "n" is for national. As well as being used as the internal event name it is used as the email address and group for people attending the rally.

A directory is created: "files/events/tci2018" where all of the events files are stored. The following base files and directories are created:

index.html Overall event information HTML file that can be edited online to describe the event and pictures added etc.
report.html After the event this report is available to users.
members This is a directory holding information for people attending the event. This is only viewable by TC members and contains event specific information like timetables of social events, places of interest etc.
members/info.html This contains detailed information on the rally like social events, rides, site information etc. It also lists any other files in the members direction such as PDF information sheets etc. It can be edited as wanted.
non_members_<random> This is a special symbolic link to the members directory. It has a random component and is used to give overseas non members access to the event information. This can be sent as a URL in emails. The name of this is listed in the event objects "NonMemberAccess" field and can be viewed with the overall event information.
 

When a new event is created the sub directory "members" is now created with an initial "info.html" file. The info.html file can be edited as desired and additional files can be placed in this members directory. The system will show the contents of the info.html file followed by a directory listing. Only members who are logged in can access the files under the "members" directory. The initial info.html file contains websys scripts to show all of the rides for events group as well as food places and places of interest centered on map corordinates that will need to be edited.

There is also a symbolic link of the form "non_members_<random string>" that links to the "members" directory. The random part is created when you create an event and is shown in the event editor. Non members can access the files in the members directory by this route. The intention is that the URL to this is provided in emails to overseas rally goers. This would be of the form: https://tandem-club.org.uk/events/tce2018/non_members_<random string>/info.html".

The Rides

The events system is now linked with the TC Rides system. This system allows GPX route files and ride directions sheets to be uploaded and attached to the rally. As well as allowing people to download these, general information on the ride can be given and places of interest marked. The rides are then viewable on the TC system with a map showing the route with a height profile etc. The list of rides can be automatically shown on the members information page as a list using an embedded script. This is setup by default in the default info.html file.

Add the rides using the "Add rides" left hand menu item on the events page or directly in the TC rides system. Some notes on adding rides:

  1. The rides "group" should be the same as the rally. This links the ride to the rally and only allows rally goers to access the ride.
  2. The rides "PrivateToGroup" checkbox should be ticked so only members of the rides group can access them. After the rally this checkbox should be un-ticked.
  3. The rides "Published" field can be unticked while information is being edited. Only the ride administrators or owners can then see this ride. Once all is ready the "Published" field can be ticked so it is viewable.

Note the rides icon/image in the list of rides comes from the first picture0 if available. If not it will come from the Map picture that can be created using the "Upload Map Picture" bottom green button while viewing the ride. If neither of these are present then a standard icon is used.

See the TC Rides system help for more information.

Detailed Event Information Access

For rides access the event goer needs to be logged in and have the events group name in their "Groups of Interest". This can be set for all rally goers using the left hand menu's "Set users groups" function. So this should be used occasionally after bookings are changed. Eventually this will be automatic.

Tandem club members can access the members directory on each event. In this directory there is an info.html file that can be edited to contain detailed event information for the attendees. The default <websys> functions provide a list of the rides with links to download them and show them on a map together as well as a list of the local places of interest.