Website Maintenance

Table of Contents

Website

The Occupy Berkshires website has tons of info about our group, what we’ve done, and what we’re doing. We also use it to send out the weekly newsletter, and lots more.

The site runs on WordPress, which is popular website software. This page will outline how we’ve been using the software, but if you run into problems, there’s a good chance a web search for WordPress help will quickly give you the correct answer.

Users

There are a handful of people who have access to the website. You should know if you do or not because you were emailed a username and password. Here are some notes on how to login and edit the site.

Login

  1. Click the LOG IN link at the top of any page, or go to https://www.occupyberkshires.com/wp-admin
  2. Enter your username and password
  3. If this is your first time logging in, please change your password

Changing Password
In the email you first got, you got a temporary password. Please change it the first time you log in. After logging in, there will be a box in the top right that says “Howdy, ” then your username. Click that, then scroll to the bottom of your “Profile”. There you will be able to change your password.

Add New Users
Info for adding new users can be found here on the WordPress help page. The role you want to set for the new user is probably “Editor.” If the new user needs to be able to send out a newsletter, their role needs to be “Administrator.”

Adding Content

Generally, there are three ways you might want to add content to the website: a Page, a Post, or an Event.

Events
An event is exactly what it sounds like. A meeting, a rally, a lecture — anything scheduled with a time and place. When you add an event, it shows up on the calendar on the Events Page. It also shows up on the right side of the screen on most pages under the title “Next Events”. To add an event:

  1. Once logged in, select Events from the left column of Dashboard
  2. Select New Event
  3. Enter all the details you want. Title, description, time, place, etc.
  4. Finally, “Publish” the event.

Note that you can also set up a “Recurring Event.” So, for something like a regular meeting where the details don’t change (Especially something like the GA), you can do the same things listed above, except for steps 1 and 2, select Events > Recurring Events > Add Recurring Events.

Pages
This is for mostly static information that you do not think will be updated or added to very frequently. This could be something like a Workgroup mission statement, contact information, How-To’s, or a page of links to helpful materials. Each workgroup already has at least one Page for itself. This thing you are reading is a Page. Another example is a page for the list of our workgroups. The Educational Workgroup has a page for Educational Resources. Another example is our Statement of Principles page. These Pages display information that does not change often.

To create a new Page:

  1. Once logged in click “Pages” from the left column, then “Add New.”
  2. Give the new page a helpful title and add whatever material you want
  3. If the new Page is for a specific Workgroup, make sure you change the “Parent” option. In the “Page Attributes” box in the right column, there is an option called “Parent.” From that drop down menu, select your workgroup.
  4. Click the blue button “Publish”

To edit an existing Page.

  1. Once logged in, click “Pages” from the left column
  2. From the list, find the page you want to edit. There are lots of pages at this point, so you might use the “Search” function in the top right. Click the title of the page you want to edit.
  3. Add to or edit the information
  4. Click the blue button “Update.” Your changes will be saved and published.

Posts
This option is for information that will get regularly added to. For example, the main part of the Homepage is a list of posts. At the top is the most recent post, and as you scroll down, you see past posts. We also do this for things like General Assembly Agenda. At the top you see the most recent agenda, and as you scroll down, you see past agendas. Each workgroup has their own list like that, too. (Here’s Facilitation’s).  It’s really easy to add a post to any of these webpages.

  1. Once logged in, click “Posts” from the left column, then “Add New.”
  2. Give the new post a clear title, and add whatever information you want.
  3. IMPORTANT – You’ll need to select “Category,” and that option is found in the right column. If this is for a workgroup, select that workgroup as a category. Then it will end up on that page. If this is for General Assembly Agenda, select that. If it is left uncategorized, it will end up on the Homepage and will be the first thing everyone sees.
  4. Finally, click the blue button “Publish.” The information you published will now be view-able on your workgroup’s “Updates” page.

Newsletter

Send Weekly Newsletter
We now use the website to manage our weekly newsletter. If you have the right kind of access to the website, you should be able to easily follow these steps to put together your message and send it out to everyone

  1. Once logged in, click “Newsletter” from the left column, near the bottom.
  2. (optional) Under “Newsletter”, select “Main Configuration” and add your email to the list of “Generic Test Subscribers,” then save. This lets you send your email to a few people, including yourself, before you send it to everyone.
  3. Under “Newsletter” in the left column, select “Emails.” From the page that appears, click the “New Message” button up top.
  4. For the theme, select “OccBerks” then click the adjacent “Change” button.
  5. Fill out the subject line, and add your text to the message
  6. (optional) If you did step 2, you can click “Save and Test” at the bottom of the page. This will send your message to just the small handful of test subscribers, including you. Check your email and make sure it is exactly how you want it to look.
  7. Once everything is set, click “Send.” Your message will start going out to everyone on the list. The whole process should take about half an hour. To see how many emails have been sent out so far, you can check at “Newsletter” > “Emails.”

Add New Email Address
Adding one new person to the weekly newsletter list is simple. From the left side of the Dashboard select Newsletter > Subscribers. At the top of that page is a button “Create new user.” All you need to add is Email, First Name, and Last Name, and leave the rest blank. The “Save” button is way at the bottom.

Add Multiple Email Addresses
After a rally or big event, we might have dozens of emails on a sign up sheet. There is an easier way to add all those name.

  1. Open any text editor like Word, LibreOffice Writer, Notepad, or TextEdit.
  2. Write out all the email addresses and names, one line per person in the format email,Firstame,Lastname. That’s commas between pieces of information, no spaces between commas and names, and no comma at the end of the line. So, for example:
    Johnny22@example.com,John,Yossarian
    lil.skylark@example.com,Nora,Helmer
    jr@example.com,Jurgis,Rudkus
  3. Save that text file. You will use it for this newsletter, but you can also use it to invite people the the Google Group mailing list.
  4. Logged in to the OccupyBerkshires website, select Newsletter from the left column, then “Import/Export.” Copy and paste all that stuff you typed out into the box “CSV Text.” Right above that, make sure that the “Seperator” is set to Comma.
  5. At the bottom of the page, click the button “Import”. All those names and addresses will be added in one go.

Google Groups Mailing Lists

Overview

We use Google Group mailing lists to be able to communicate with each other through the week. The idea is that people can subscribe to a list, and that lets them get emails from that group. It also let’s them send emails to the group. So, for example, we have a main mailing list: occupy-berkshires@googlegroups.com. People can put their email address on that list, then will get a copy of every email sent to the list. Also, people who have put their email on that list can send an email to that central address, and their message will get sent out to everyone (a couple hundred folks).

We also have a mailing list set up for each Workgroup so they can work while not bothering everyone else. They work the same way. A person subscribes by putting their email on the list. Then get get all the messages for that working group, and they can also send messages to everyone in that working group. The current workgroup mailing lists are:

facilitation—occupy-berkshries@googlegroups.com
electoral-issues—occupyberkshires@googlegroups.com
finance—occupy-berkshire@googlegroups.com
communications—occupy-berkshires@googlegroups.com
outreach—occupy-berkshires@googlegroups.com
education—occupy-berkshires@googlegroups.com
direct-action—occupy-berkshires@googlegroups.com
environment—occupy-berkshires@googlegroups.com
principles—occupy-berkshires@googlegroups.com

Mailing Lists Administration

This is standard Google Groups, so people can mostly handle things themselves. They can join, post, and unsubscribe, and there are many guides around the web to help people navigate Google Groups. However, it can be confusing, so it’s helpful to have administrators guide people along when there are issues.

Unfortunately, to help administer the mailing lists, you really need a Google account. If you have a Google account, that account can be made an administrator for a mailing list. That allows you to change all sorts of options, including adding and removing subscribers.

Logging In
Anyone with a Google Account can log in to Google Groups at groups.google.com. There is a column called “My Groups” which should show all the groups you are subscribed to. If you are going to be an administrator for Occupy Berkshires, hopefully that means you see the main mailing list “Occupy Berkshires,” plus the nine working groups.

Add Subscribers
From the “My Groups” list, click the mailing list you want to add people to. Then, if you are a registered Admin for that mailing list, you should see an option in the right column called “Invite Members.” List the email addresses you want to add, put in a message, and click “Invite Members.” If you have typed out your list of new members as mentioned above, you can copy and paste that same text here and it should work fine.

Remove Subscribers
From the “My Groups” list, click the mailing list you want to remove subscribers from.hen, if you are a registered Admin for that mailing list, you should see an option in the right column called “Managment Tasts.” At the bottom of the page is search box that lets you “Find Members.” Find the one you need to remove, then set the “Membership Type” to “unsubscribe.”}