Programs & Events

Table of Contents

1. Images
2. Add New Event
3. Duplicate from template
4. Managing RSVPs
5. User roles
6. Pre-publication Workflow
7. Screen Options

Images

To create an event image, please use our template.

Save JPGs from Photoshop using File → Export → Save for Web (Legacy) at 60% quality.

Please use the following naming convention for programs and events: lowercase names with dashes between words. IE “intro-to-archery”, “virtual-balloflex”.

If no image is available, use either approved placeholder image.

• FPO Image option 1
• FPO Image option 2

Add New Event

Add New Event

1. Add title – The title determines the event name, visible in the event listing and single page. It’s also used as the page title and appears on Google’s search results page.
2. Description – Rich text editor for enhanced content. The text styles default to paragraphs, but it’s also possible to select different headings, bold, italic, ordered lists, and include images.

---

3.

Publish

This panel has different options to control the event according to each user role.
Some of the labels might be different, but the controls are very similar.

• Save Draft – Save draft with all the changes applied to the page.
• Preview – Open a new tab to preview the changes in progress.
• Publish – Publish the event live or move it forward to the next steps for internal review.

---

4.

The Events Calendar

Time & Date

• Start/End – Used to control the event start and end date, including time and time zone (if applicable).
• Recurring Event (optional) – Used to record a single event that occurs at different frequencies. Useful for events that may occur on multiple dates or frequencies, to avoid duplicating and filling in all the information again.
  • Happens – once / daily / weekly / monthly / yearly
  • On – select date – OR –
  • Every X – frequency selected
  • Ends – on / after / never
• Add more events – creates a separate section to control the recurring event frequency
• Event will not occur – Add an exception for a specific date or frequency
  • Not – once / daily / weekly / monthly / yearly
  • Every X – frequency selected

---

Location

• Venue – Select an option for the event location. There are a few locations available, but you can edit or add a new one, so it’s always reusable for other events.
  
  To add a new Venue, click Programs & Events → Venues.

Add New Venue

• Address
• City
• Country
• State or Province
• Postal Code
• Phone (optional)
• Website (optional)

The screenshot below has the LP/Nature Center venue selected. The information can be seen on the event’s single page, with the venue name under the event name and the venue address under the venue metadata, which may also include a map.

---

Organizers

• Organizer (optional) – Select an option for the event organizer. There are a few organizers available, but you can edit or add a new one, so it’s always reusable for other events.

To add a new Organizer, click Programs & Events → Organizers.

Add New Organizer

• Phone
• Website
• E-mail

---

Event website

• URL (optional) – event link if applicable

---

Additional Event Fields

• Age Group – Adults / All Ages / Preschool (Ages 0-6) / Seniors / Teens (Ages 13-18) / Youth (Ages 7-12)
• Virtual or In Person – Virtual / In Person
• Registration Required – Text field
• This has been updated to a dropdown field with 3 options:
  • None
  • To register, call 330-865-8065.
  • To register, visit https://330tix.com/organizations/summit-metro-parks.
• Spree Credit – None / Spree For All / Fall Hiking Spree
• Volunteers Needed – Text field – visible in Reports but not in the event single page
• Volunteers Duties – Text field – visible in Reports but not in the event single page
• Park – Select one of the parks available – used to create the Location side filter in the listing page

---

Event Settings

This section lives outside the previous section due to an integration with external Parks and Pages.
Please scroll down to find it before the Excerpt section on the event page.

• Additional Field – Select between Parks or Pages to change the selector
• Additional Field Title (optional) – Used to override the Park: label visible in the event single page.
• Park – Select one of the parks available – used to create a link between a park post type.
• Page – Select one of the pages available – used to create a link between a page post type.
• Custom Label (optional) – Used to override the link label for something other than the page name

This will be visible as the last field under the metadata in the event single page.

Note about Park fields

We intentionally have different Park fields due to limitations between our theme and plugins, we need both to be assigned for it to work properly. Here are the possible scenarios depending on how we assign them:

• Assign Park additional field but not the Park event setting → The Park section won’t be visible in the event single page
• Assign Park event setting but not Park additional field → The Location side filter won’t include this event when filtering by park
• Assign Park additional field AND the Park event setting → The Location side filter will include this event when filtering by park AND the Park section will be visible in the event single page with a link to the park page.
• Don’t assign Park additional field neither the Park event setting → The Location side filter won’t include this event when filtering by park AND the Park section won’t be visible in the event single page with a link to the park page.

---

5.

Tags

This section is optional but allows for more granular categorization of an event beyond categories.
Tags will be visible on the event’s single page and will automatically create a separate, shareable filter.

---

6.

Event Categories

Select an option for the event category. There are a few available, but you can edit or add a new one, so it’s always reusable for other events.

The selected category will be used to show related events in the Related Programs and Events section.

Please note: SMP Admins are able to add new event categories while in the P&E module. However, the category will not appear on the front end of the site until a program has been added to that category.

Duplicate from template

All events have a Duplicate option when hovered over, which does a few things:

• Creates a copy of the event with the same title and slug with a number appended (example below)
• The remaining information like description, category, image, or additional event fields remains the same
• The default status will always be Draft, which means you can make as many revisions as you need before Publishing

A major issue with duplicating an event is keeping the title and slug the same, which would create issues in search engine optimization, due to duplicated content. It’s really important to rename the new event accordingly and double-check the name before publishing.

Tip: It’s also possible to click Edit in the Permalink section, clear the text, and click OK to generate the slug automatically.

Managing RSVPs

The RSVP section is located in the Tickets panel, below the Events Calendar section:

User roles

	Naturalist	Community Engagement Manager	Community Engagement Specialist	SMP Admin
Programs & Events	✓	✓	✓	✓
Add New	✓	✓	✓	✓
Event Categories	✓	✓	✓	✓
Venues	✓	✓	✓	✓
Organizers	✓	✓	✓	✓
Save as Draft	✓	✓	✓	✓
Submit to Review	✓	✓	✓	✓
Custom Reports	✓	✓	✓	✓
Submit to Approval	X	✓	✓	✓
Publish	X	X	✓	✓
Users management	X	X	✓	✓
Rest of the site	X	X	X	✓

Pre-publication Workflow

Naturalist

• Always creates events with Draft status
• Can edit events with Draft status created by other roles
• Can submit events to review
• Can’t edit events after submitting to review

---

Community Engagement Manager

• Same as Naturalist
• Can edit events after submitting to review
• Can submit events for approval
• Can’t edit events after submitting for approval

---

Marketing & PR Manager

• Same as Community Engagement Manager
• Can publish events live

Screen Options

The Programs and Events listing page has some default columns that can be hidden for a better experience while editing.

Click Screen Options → Unselect the Columns according to the image below and click Apply.

The final view should look like this, to be cleaner and with only the information you need to see.