Website Events Admin

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. The features it provides are:

  • Web pages providing information on the event to members and non members (index.html). This can be edited and can contain pictures etc. The default page contains blocks created by the system for news on the event etc.
  • Attendees web pages (info/info.html). These pages will only be accessible to those actually booked to go on the rally. The default page contains blocks created by the system for news on the event, the rides and places of interest etc.
  • News system. The system has a Facebook like, news system that website users can add questions or information on the rally. The news are under the group with the same name as the rally. The News system also provides the ability to email the News item to all those going to the rally and so is a useful way of communication information before and during the event.
  • Email system. The system provides the ability to email those going to the rally, either through the News system or directly (Left hand admin menu).
  • Rides: The events system is linked to the TC rides system to provide information on the rides. The rides have a group of the same name as the event, and are by default, private to the people attending the rally. After the rally they can be set as public.
  • Places of interest: The Rides system places of interest will be shown on the Attendees web page. These will come from the database based on the events GPS location.
  • Booking system: The system supports a live booking system that allows website users (TC members and others) to book for the rally and take payments by credit card. A booking form needs to be created by terry (written in PHP code but based on a standard template booking form) for the rally. The booking system provides a website form entry that can be tailored to the particular event (extra fields as needed), validation of the booking (form fields, number of pitches etc.), calculations of price in Pounds or Euros, database storage of forms with editing features, email of booking information to those attending, taking of money by credit card or BACS, management of the bookings (list of bookings, who have paid/not paid, numbers of different accomodation types etc.) and the ability to download the bookings in a spreadsheet CSV format. It also provides the ability to print a set of labels for those attending (perhaps for envelopes containing badges).

Website General View

Normally TC members and non members can view the events web pages via the systems top main menu, normally under "Events". From this they will see the main rallies web page with information on the rally.

If the rally has a web booking form, and they have booked for the rally, they will also be able to access a "Attendees Event Information" page (info/info.html). This provides more detailed information on the actual event that is hidden from those not going to the rally. It normally contains lists of Rides in GPX form and places of interest based on the TC's Rides module system.

Events Admin

In order to be able to admin events the person needs a TC website login account. Once setup, a TC admin person with the "adminUsers" role can add the "adminEvents" role to the user. There is also a "viewEvents" role that allows other rally organisers to view but not edit the info.

For all website admin, there is a separate, per module, menu that can be popped up on the left hand side. The Top menus button can toggle this menu on and off. On this left hand menu are the admin functions for the module in question.

Adding a New Event

You can access the overall events management system at: https://tandem-club.org.uk/events. On this page there is an "Event Edit List" function in the left hand menu and a "Event Add" function. When you use the "Event Add" function it will present a form to setup the event. The events name should be like "tcn2025, tce2025, tci2025" and contain no spaces. The description should be short and will appear in the template index.html event information page. The main items to enter are the name and title for the event, a short description, the email address to use and the StartDate and Enddate.

Normally the email address is something like tcn2025@tandem-club.org.uk. this is normally setup 9separately) as an email forward and one of the TC's admin people will need to set this up with the email addresses to forward to.

Also a group with the same name as the event should be setup by a TC admin user. The group is used for the News items for the rally and the GPX Rides list for the rally.

When you click the Save button the event will be created along with a template webpage for the event.

The "Event Edit List" function can be used to edit any existing events overall information.

Editing and managing an Event

Once an event is created you can go to the events own webpage, using the "Event Edit List" function or directly (like https://tandem-club.org.uk/events/tce2025). The left hand menu now provides a list of the functions available. The first main function will likely be the "Edit page" function to edit the events web page.

On initial event creation the events "Active" flag is off. This means the event is not yet visible to users. Once the event has been setup and the main web pages deemed good to go, the "Active" flag can be set. At this point someone with Website admin ability can add the event to the systems "Events" main menu.

If the booking system is used make sure the "Booking Start date" and "Booking End date" are sett accordingly and the start date is after the booking form itself will be ready.

When anyone makes a booking, the events organisers will receive an email to say someone has booked and the booking will be visible in the "Event List Bookings" function. The booking can be viewed and if necessary edited. There is also the ability to email the attendee if needed.

The left hand admin menu functions are:

Event List Totals This lists the overall event totals, like number of bookings, adults, children, accomodation/pitch numbers etc.
Event List Bookings A listing of the main fields of the current bookings.
Event List Bookings Full A listing of all of the fields of the current bookings.
Event List Bookings Spreadsheet A listing of all of the fields of the current bookings downloaded into a CSV spreadsheet
Event List PDF Labels Downloads a PDF file with the names of all attendees which can be printed onto a labels sheet for things like evnvolopes containg badges and paper info.
Email all Sends an email to all those going to the rally
Email list Sends an email to a list of email addresses.
Edit events Shows a list of all the events in the systm where they can be viewed and edited.
Edit event info Edits the core information on the event including its name, title and dates etc.
Edit page Edits the main events web page that everyone can see
Add page Adds an extra web page that can be edited. A link is added to the main rally page. The main rally page can then be edited and the link moved to wherever.
Attendees area This takes you to the Attendees area (info/info.html). The "Edit page" function will now allow editing of this page.
FileManager Shows all of the web page and image files for the event. This allows pictures and documents to be uploaded.
Rides Shows all of the rides under this events group and allows you to add and/or edit them.
Add to What;s On Adds an entry the the What's On system for this event.
Edit report Each rally can have a final report. This can be edited to give post rally information which users can see after the rally.
Create database table Used by the booking system implemented to create the database table for the events bookings
Set Users groups Sets the "interested in" group for the website users going to the rally. This allows them to access the Attendees information and the GPX rides.
Clear Rides private Once the event is complete, this function can be used to clear the "PrivateTogroup" setting on all of the rides so all TC members can see them.
Help Some help info

 

More TBD!

Booking Forms

The TC Website uses the Beam Websys content management system, which is written in PHP by Terry Barnaby. This software runs on the TC's virtual Linux server residing at Ionios.

The TC's Websys system provides:

  • Manages the website.
  • Presents HTML web pages to users.
  • Provides login accounts and security.
  • Provides the ability to edit the content using a WYSIWYG on-line word processor like editor.
  • A set of software modules for various functions, like Membership records, groups, Rides, Events etc.

In order to add a booking form, a special PHP script/program needs to be created for the specific event. This has to be edited to match the specifics of the particular event, like camping pitches, prices, special items etc. We now have a basic template booking form that does the core work for a standard TC event. We now only need to code the differences to a standard event. this makes it easier and quicker to add an events booking form as well as reduce the errors and testing work thus required.

So if a booking form is require, then a basic events list of items needs to be decided and that should be presented to Terry Barnaby who can code this booking form. Note you should leave at least 1 month to allow Terry to find the time todo this. Once added a database table will be created for the system to hold the bookings for the event.

It is best to look at one of the previous rally booking forms to see what is needed. The standard booking form has most of the fields defined, like the names of people attending, their contact details etc. The main information needed to create a booking form is:

Accommodation types There are the standard types: "Tent", "TrailerTent", "Caravan", "Campervan", "Motorhome", "CycleCamping", "Off site". If others are needed for rooms, mobile homes etc, we need the names for these.
Pitch type The types of pitches for camping. Normal ones are: "None", "Camping with electricity", "Camping without electricity".
<others> Extra items like T-Shirts, visits, gazebo costs etc.
Maximum numbers  Max number of bookings, camping pitches of the different types and any others.
   
   
Prices
Rally fee price Normally for 19+
Pitch price Price of each pitch type and if it is per night, person per night, per rally, prices for different ages and the ages these change at etc.
Other items prices  

On the prices, these can be provided in either GBP, Euros or both. If provided in just GBP or Euors the system can apply a configured exchange rate to calculate the amounts in the other currency. These calculated prices will be rounded up.

One a first pass booking form has been created, it will need a degree of testing. This is best done by the various rally organisers/admins.

More TBD!