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ClubRunner for Newbies

General Tip

For convenience, I’m going to refer to “AdminView” when you are logged in, and “UserView” when referring to the look of the page when not logged in.

ClubRunner can be frustrating in that what you see and do in AdminView can look different than it will appear in the UserView.

When making changes, I find it helpful to have two tabs of the website - one in AdminView and one in UserView. That way, when I make changes while logged in (AdminView), I can switch to the second tab and see what those changes look like on the actual page (UserView). Use the F5 button to refresh the UserView page so those changes appear.

Login

The login link is located on the right side of the title bar, just under the banner. Click the link.

Enter your username and password. If you don’t know what those are, ask your club Secretary.

You will notice all of the tabs along the title bar. We will start with the first one - Administration.

Notice also the left column under the heading “Help”. There are useful resources for you as you explore ClubRunner.

Access Levels

When you log into ClubRunner, there are different levels of access. The five access levels are:

30 Site Administrator

40 Club President & Secretary

50 Club Officers & Committee Chairs

60 Editor

70 Member

To see what each Level allow the user to access see this page:

To define (or change) a member's access level, under the Membership Manager section (top right column), click on Active Member List (you can also access this using the fourth tab on the title bar - Membership - then Members List).

You will see a list of members with the existing access level. To change, click the member's name to go to their profile page. Click the Settings tab, then click the Edit button. Use the drop down menu to select the correct Club Access Level, then click the Save button.

Note: while you are in the Member Profile section, you can also change other information about the member (such as their contact information) by clicking one of the tabs and using the edit button.

Administration Page

Back to the Administration Page: click the first tab on the title bar - Admin - then on the next sub-bar, click Admin again.

The first section - My ClubRunner - allows you to do things like make changes to your profile page and view a club directory. This section is available to anyone with access level 70 or better. This section includes an Email Message Center that lets you send emails to club members - but we’ll get back to that later.

We will be spending some time exploring the second section - the Website Manager - where you have a lot of functionality options for the website. But first a quick look at the other sections. This section is primarily used by members administrating the website.

The Club Bulletin section is for creation of an electronic bulletin.

The Club Secretary will make most use of the next two sections - Membership Manager and Meeting Services.

The final section - Administrator - will be used by the website admin person.

Website Manager

This second section of the Admin page is used for the creation of stories and content for the website, as well as the design of the website itself.

To create or edit stories, you will use the second link, Story Management. The first link (Home Page Stories) can be used to change the order that the stories are shown on the website.

The other links in this section that are of note (but for later) are the Website Designer and Site Pages Management.

But first, lets learn about Story Management.

Telling Your Rotary Stories

Before we go further, remember to have two tabs open - one with the logged in AdminView and one with the ActualView so you can see the changes that you will make when you create your story.

First, look at a story on the club website in the ActualView. You will see that there is a blue text description at the top left of the story. This is the “Title”. The section below is the “Brief” which contains text (or pictures or video). Clicking on the Title text will bring you to a new page with the “Content”.

Keep that in mind as we switch to the tab with the AdminView. You should be in the Admin section. Click the link “Story Management”. You can edit the stories in this section, but let’s practice by creating a new story by clicking the button in the top right “Add New Story”.

You will see the three boxes “Title”, “Brief” & “Content”. We’ll discuss the additional items below them shortly.

In the “Title” box type a name for your story. It should be a descriptive title to allow you to identify the story.

In the “Brief” box, you can enter text, add a photo or insert a YouTube video, or a combination of them. For this exercise, let’s add all three.

Text Me

Typing text would seem easy, but here’s some tips you’ll want to know and remember.

TIP: When you begin typing, the text is in tiny Tahoma font. For a regular font, I recommend Tahoma size 3. So when you finish typing your text, drag and highlight it, then use the dropboxes to choose 3.

TIP: To make a new paragraph, hold the Shift key when hitting Enter. That will keep the space between paragraphs even.

Photo Me

To add a photo, click the button on the bottom of the Brief box, cleverly called “Add Image”. A dialogue box will pop up. Click the browse button so that you can navigate to the picture you want to include.

TIP: viewers love pictures and video more than text. If you don’t have a picture, consider looking for one on the internet. A handy way to find photos is Google’s image page.

TIP: using Photoshop or a picture editing program to create or modify pictures. You can also download the Rotary logos to add them to photos.

You can resize the photo once you upload it. Unfortunately, the picture doesn’t automatically maintain its proportions when you resize it, so you may have to play with it. Double unfortunately, the picture doesn’t always look the same in ActualView as it does in AdminView. More on that later.

YouTube Me

To add a YouTube video, you will click the button “Embed Video From YouTube”. But first, let’s get the video link.

Find a video that you want to use. You can start with Rotary’s YouTube channel: . Click the blue title to go to the actual video page.

Below the video you will see the thumbs up/down. To the right of that click on “Share”, then “Embed”. Copy the text that appears in the dialogue box (hold the Ctrl + C keys) then go back to the AdminView, click the “Embed Video From YouTube” button. Click inside the dialogue box that pops up and paste the text (Ctrl + V or right click mouse button). Click “Save”.

You may need to resize the video to properly fit the ActualView. As with photos, single click the video, then drag the corner to adjust. Fortunately, it resizes proportionately.

Content Me

For the purpose of this example, let’s also add some text in the “Content” box. Type something.

Preview Me

We’ll come back to edit, but first let’s see how what you’ve done so far will look on the website.

Scroll down the page below the “Content” box (we’ll review the options here later) and click “Update”. You will be returned to the “Manage Stories” page.

Tab over to the ActualView page to see the website. You need to refresh the page so that the changes will show. The easiest way is to click the F5 button on your keyboard. If for some odd reason you are a mouse person, on the Menu, click View and Refresh. But F5 is way easier.

You will probably notice (now or next time) that there is a formatting problem with whatever you have just added. Here’s where you will go back and forth between AdminView and ActualView, resizing, editing and F5'ing, until it looks right on the website.

Link Me

Before we return to AdminView, let’s take a look at your new story. You will see everything that you entered in the “Brief” box, but nothing from the “Content” box.

Notice that nothing happens if you click on the text or picture of the story (the exception is if you have a video - click it and it plays). To access the “Content” box, you need to click the “Title” text. Let’s change that.

Click on the “Title” box and you will be taken to a new page showing the Brief and Content boxes. We want to save the web address of this page so we can link it. Click the F6 key and the website title bar will be highlighted. Click “Ctrl” + “C” to copy it (or mouse if you must).

TIP: one of the annoyances of ClubRunner is that you can’t get back to the home page from a story page by clicking the “Home” button in the top left of the page. Instead you have to click the circular white button with the gray picture of a house just below it. Weird and annoying, but there you are.

Edit Me

Return to AdminView. Find your story. It will be at the bottom of the list because you have not yet added a date for the story. Once you date the story (more on that later) it will show at the top of this list.

You will see the various stories are divided into columns. The last column, Actions, shows four icons. You will use the third icon showing the file folder icon. You will be back to the “Edit Story” page.

Here’s how you can create a link for your story so that the viewer can click the text or picture in the ActualView and go to the story page, instead of having to figure out that they have to click the Title text:

Highlight the text or picture. At the top of the “Brief” box you will see a menu bar with many icons, starting with the scissors for ‘cut’. Look just over half way for the icon with the globe and a chain. Click it. This is the hyperlink button where you can add the website address (geek term - URL). Delete the text in the URL box and paste the link information that you copied in the previous section. Click OK.

To test what you’ve done, go to the end of this “Edit Story” page, click “Update” then tab to the ActualView, hit F5 to refresh the website page. Click on the text or picture and it will now take you to the story page.

Edit, Check, Repeat

Spend some time playing around in Edit Story on AdminView and seeing what it looks like in ActualView.

Let’s look at the options at the bottom of that page, under the “Contents” box.

Image lets you add a thumbnail (small picture) to your story. My suggestion is ignore this and instead add a picture in the “Brief” box. It’s bigger and looks better.

The default Editor is you. If you want to credit the story to someone else, use “Club” to select your club, wait for the page to re-load, and then select the member’s name.

Show In let’s you choose where you want the story to appear. When you want to remove a story from the home page, you can choose “No” for Home Page instead of deleting it.

Story Date allows you to do what it says. If you will be updating stories regularly, you can add the date. If you don’t expect the website to be updated often, you may want to leave this blank and write your story so that it is generic and won’t look old in a short period of time.

Let’s go back to the “Story Management” page. Click either Update to save your changes, or Cancel.

Story Management Page Options

Note that above the story titles, in the box titled “Show”, the default option is “Showing On Home Page”. If you changed the “Show In” option to choose “No” for Home Page and want to find your story, click the option for “All Stories”.

If you have a lot of stories and have trouble finding the one you want, on the browser menu options, click Edit, the Find On This Page (or keyboard users can do Ctrl + F).

You can move stories up or down the list by clicking the up or down arrows in the first column.

Change The Order Of Stories On The Website

In the right column of the Website Stories page, click the link for “Home Page Stories”.

You can use the up and down arrows to change the order of the stories on your website. So if you want the story which you just created to be after the previous story, click the down arrow beside your new story to bump it down the list.

When you have the stories in the order that you want them, click the button “Publish Changes to Home Page”.

You can also use this page to delete the story completely by clicking the trash can icon on the right side. Be sure you want to do this, because when it’s gone, it’s really gone.

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