How To Manage Website Content

 

To add or edit a calendar event on the HBC website you must have a Content Editor account at Squarespace -- our website platform. The HBC Webmaster can invite you to create a Content Editor account. You will create your own Squarespace username and password, which you will use to log in and manage the calendar.

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Logging in to Squarespace + Club Admin

  1. Go to www.squarespace.com.

  2. Click Log In.

  3. Enter your username and password. If you do not have it, or need help, contact the HBC Webmaster.

  4. On the screen shown to the left, choose the Harpeth Bike Club site from your list of sites. You will enter the administrative panel for the site.

About Recurring Events and “Placeholders”

Note from Aaron: My one complaint about Squarespace is that it does not provide a recurring events feature. This means events that happen over and over again (e.g., the Pancake Ride) have to be duplicated each week in order to be created. For events that happen at the same time every week but have unique details in each instance (e.g., the Saturday ride), we can duplicate a “placeholder” (ie, an event that shows on the calendar but has a generic title + description) and then edit each week’s details as details become available.

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I’ve also created a pattern of Calendar Event images that make the calendar on the website clean and attractive. I’ve added them to current events. To keep them in use for future events, it’s easiest to duplicate the old events as mentioned above, so that the images carry along. On the right you’ll an example of the calendar with the recurring Event Images >>>>>

This is all very easy, but it requires a lot of clicking. It takes about 5 minutes to duplicate all the standard events out for a month’s worth of the calendar.

Here’s our agreed way to manage recurring events:

  1. The Webmaster (Aaron) will take responsibility to duplicate out all the placeholder events onto the calendar a year out at the beginning of the year.

  2. Any big marquee events (Kickoff Ride, HRR, area events, etc) that fall outside the normal schedule will be added to the calendar by the webmaster whenever they’re scheduled.

  3. Content editors then log in and edit details on placeholder events (like the Saturday rides) as necessary. 

Once that’s done, keep in mind: if a recurring events has a permanent change of details (ie, we decide to change the starting location of the Pancake Ride) we have to change ALL the future duplicated instances of that event — which means someone needs to delete all the future instances, edit the first one in the new sequence, and duplicate it out into the future.

Access the Calendar Management Section

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  1. Log in at www.squarespace.com with your username and password. If you do not have a username/password for Squarespace, contact the HBC Webmaster.

  2. Choose the Harpeth Bike Club site from your list of sites.

  3. Click Pages on the left menu. (shown in the image on the left.)

  4. Click Calendar under the Primary Navigation header on the left menu, as shown in the image below.


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Editing a Calendar Item

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Remember from earlier in this document: because placeholder events will be in place for almost all dates on which the club has rides, it’s rare that a new event will be adde. Instead, calendar maintenance will primarily be editing placeholder events to add details.

To begin, select a calendar event to edit it. There are two ways to do this:

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  1. Click an event from the left side menu of the Calendar page (under the “Upcoming Events” header. Note that you can scroll this to find the specific date you want to edit. It should be ordered by date, with the most imminent date events first.

  2. On the right side, where you can preview the calendar, click on any event in the calendar. Note that you can use the arrows on either side of the Month header to view previous or future events. Clicking the event opens the event detail page as shown in the image on the left.

    • From the event details, hover your cursor over the content you wish to edit and click the Edit button that appears, as shown on the left.

Once you have selected an event, a tabbed window will open where you can edit details of the event via the four tabs across the top of the window (Content, Options, Location, and Social).

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The Content Editor view will appear. It defaults to the Content tab as shown on the right.

The Content tab:

Use this tab to change the primary details of the event, including:

  1. The event title (shown as “Cool Springs Ride” in the image on the right). Click the field to change the event title.

  2. The Start and End date/time. Click the underlined dates + times below the event title to make changes to the pre-populated values.

  3. The detailed description of the event. Click the large text box to edit the event description. When editing this field, a dark control bar will appear above the content — use it to format the content as needed.

    Note: If you want to add a link or an attachment (file) to the detailed description, jump below to “Attaching Links and Files to Calendar Events”

The Options tab:

The Options Tab

Click the Options tab at the top of the open window. Nothing here should change — the images are pre-set since they are duplicated from previous events.

The Locations tab:

The Locations Tab

The Locations Tab

Click the Location tab at the top. To change the location and map for the event, delete any existing information out of the fields. The top line is the name of the location — give it a sensible and descriptive name. In the second field, enter the address for the event. The site will search real map data — select the appropriate location as it narrows in on results.

The Social Tab.

The Social Tab.

The Social tab:

If you wish to push the event to the HBC social channels (Facebook and Twitter), click the Social tab at the top, the flip the toggle switch on the two connected social accounts. (Yes, the Facebook account is “Aaron Briggs” — that’s fine. Aaron Briggs is an administrator of the Facebook Harpeth Bike Club group, so when you select this option the event will post correctly.) When the event is saved, a link to the event will automatically share to these social channels.

Save the Edited Event:

Click Save to save at the bottom of the window to save your updated event. If you wish to discard your edits, click Cancel.


Attaching Links and Files to Calendar Events

When adding or editing a calendar event, it is common to add a link (for example, to a Ride With GPS route) or attach a file (a PDF cue sheet) to the description of the event. Squarespace makes this easy. From the event edit screen, you’ll use the control bar in the content editing area, as shown below.

The content editing toolbar, with the link icon highlighted.

The content editing toolbar, with the link icon highlighted.

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  1. Highlight the text you would like to make a link or a file attachment.

  2. Click the paperclip icon in the tool bar (circle in red, above). A window will open.

  3. Do one of the following, depending on the type of link you’re intending to add:

    1. If you’re linking to a webpage, enter the web address to which you would like to link in the URL field, and click Add Link.

    2. If you’re linking to a file, click Files in the top right of this window. Click Add File and select a file to upload from your computer. Once it has uploaded, click Add Link.




Deleting a Calendar Event

If an event is no longer applicable and needs to be removed from the calendar:

  1. Select a calendar event to edit it. There are two ways to do this:

    1. Click an event from the left side menu of the Calendar page.

    2. On the right side, where you can preview the site, click on any event in the calendar. Then, when viewing the event details, hover your cursor over the content you wish to edit and click the Edit button that appears.

  2. Click the Delete button at the bottom of the window.

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Adding a Calendar Event

As outlined in the first section of this document — most events will be managed by editing placeholders that are duplicated out well into advance for the year at the outset of a calendar year. However, there may be occasions where we want to add events.

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If you want to add an event and use the placeholder calendar images, the easiest way to accomplish this is to duplicate a calendar event. (See “Duplicating a Calendar Event” below).

However, to add an event without one of these images, follow these steps:

  1. Click the + icon on the top left of the main Events page, as shown on the right. The tabbed Event window will open.

  2. As outlined in “Editing a Calendar Event” above, add all the necessary event information. Note that on the Options tab, you can search for a free image to use if you’d like — this is highly recommended since the site is optimized to show images with events.

  3. Click Save to save at the bottom of the window to save your updated event. If you wish to discard your edits, click Cancel.

If you need help here, reach out to the HBC Webmaster.





About Publishing Statuses

We can use publishing statuses to create Events but leave them unposted until ready to make public. To do so:

  1. Add or edit a Calendar Event as described above.

  2. On the Content tab, click the status on the lower right of the window, above the Save button. In most cases, this will say “Published” but it could say Draft, Scheduled, or Needs Review based on the status it’s in.

  3. Change the status as needed:

    1. Change it to Draft if you want to save the event, but not publish it yet. Once something is moved to Draft, users can’t see it, but any administrator can make changes or move it to Published. Use this if you want to create an event in advance, but only publish when/if you’re ready.

    2. Click Scheduled if you want to set a date in the future for the event to auto-publish itself. Once selected, you can click the underlined date to select a date/time for the content to publish itself. Use this if you want to write content well in advance and auto-publish at a specific time.

    3. Don’t bother with Needs Review since we don’t have a formal multiperson review process.

    4. Change it to Published if you want to save it and make it live on the site right now.

  4. Click Save.

The publishing status is indicated on the bottom of the window, above the  Save  button.

The publishing status is indicated on the bottom of the window, above the Save button.






Duplicating a Calendar Event

Duplicating a Calendar Event is the fastest way to re-use certain event details in new events. This is a useful shortcut for certain aspects, including:

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  1. Re-using the custom calendar images created for our site.

  2. Re-suing event details, like recurring or previous rides.

To duplicate an event:

  1. Select a calendar event to edit it. There are two ways to do this:

    1. Click an event from the left side menu of the Calendar page.

    2. On the right side, where you can preview the site, click on any event in the calendar. Then, when viewing the event details, hover your cursor over the content you wish to edit and click the Edit button that appears.

  2. On the Content tab, click the Duplicate button in the bottom row of buttons.

  3. The window will refresh with the new event copy. Note that the title now begins with “Copy of…” Before you save, you’ll want to update a few key details:

    1. Change the title, unless you really want people to see this event called “Copy of…”

    2. Update the start and end date/time, since we should assume you don’t want two identical events at the same time.

  4. Click Save to save at the bottom of the window to save your updated event. If you wish to discard your edits, click Cancel.



Deleting a Calendar Event

If an event is no longer applicable and needs to be removed from the calendar:

  1. Select a calendar event to edit it. There are two ways to do this:

    1. Click an event from the left side menu of the Calendar page.

    2. On the right side, where you can preview the site, click on any event in the calendar. Then, when viewing the event details, hover your cursor over the content you wish to edit and click the Edit button that appears.

  2. Click the Delete button at the bottom of the window.

 
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