Website Guide (Monthly Organisers)

How to use the admin area of the codebar website (for monthly organisers)

Intro

Now that you’ve been given admin access on the codebar website you’ll be able to see some extra options on the left side menu — mainly the ability to create new monthly events.

admin navigation

Creating a monthly event

If it’s a new sponsor, make sure that a sponsor has been created first. If you need to change the student/coach number for the workshop, visit https://codebar.io/admin/sponsors, find your sponsor and edit it.

  1. Go to the Admin tab in the top menu.
  2. Select New Monthly.
  3. Fill out the form:
    • Name: e.g. February Monthly
    • Slug: a unique slug, e.g. monthly-feb-2020
    • Date: select the event date
    • Time: normally 6:30PM start
    • Description: this is Markdown. It’s easiest to copy an older monthly description and update the details/speakers.
    • Space: the number of people the host can accommodate
    • Venue: select the host from the dropdown
    • Organisers: add organisers for the event
    • Chapter: select the chapter this monthly is for
    • Inviteable: check/uncheck depending on whether the event is open for RSVP yet
      (You may want to list the event but not open RSVP right away.)

Monthly admin area

Once your monthly event has been created you can edit it at any point.

Each monthly event you create has its own admin page. It’s where you manage the event and attendees.

monthly admin area

Top buttons

  • Invite — invite members of your chapter to the workshop. You can choose Students, Coaches or Everybody (usually Everybody).
  • Edit — edit event details.
  • Emails — view attendee emails. If you mass email, make sure you BCC everyone.
  • Labels — download a CSV of attendees (useful if a host asks for a list beforehand).

You’ll also see key event info (venue, date, address, organisers, number of spaces), and the event description (often speaker info).

Attendee list

monthly attendee list

  • a) At the top you can see how many people have RSVP’d.
  • b) You may see a dropdown to manually add someone (who has been email-invited) from your chapter.
  • c) You’ll see the attendee list:
    • The minus symbol next to someone’s name removes them from the event (commonly used when someone emails to cancel).
    • At the start time of your workshop the minus symbol changes to a checkbox so you can check people in.
    • Each attendee is a link to their member admin area.

Waitlist

Once spaces are filled up, a waitlist link appears. The waitlist is kept in Airtable. As people drop out, email someone from the waitlist to offer them a spot.

Member admin area

Every member of the codebar community has an admin area. You can view personal info, remove chapter subscriptions, see attendance history, send attendance/eligibility emails, leave notes, and ban members.

Actions

  • Ban — ban someone (e.g. bad attendance or code of conduct issues). You can choose the ban duration.
  • Note — add a note to someone’s profile (eligibility, behaviour, etc.).
  • Eligibility — send an eligibility email if you’re unsure whether a student is eligible.
    Note: a member who is only subscribed as a coach won’t have this button.
  • Attendance — send an attendance email if someone repeatedly RSVPs and doesn’t show up.

What you’ll see on the page

  1. Action buttons (Ban / Note / Eligibility / Attendance)
  2. Personal information
  3. Chapters the member subscribes to (remove a subscription using the X next to the chapter)
  4. RSVP vs attended counts (useful when deciding whether to send an attendance email)
  5. List of workshops/events they RSVP’d to:
    • A tick indicates they attended
    • A ! indicates they RSVP’d but didn’t show up
    • Monthlies attended may be listed underneath too

Updating sponsor information

You can update sponsor information at any time. Specially useful if workshop numbers change, the company updates their logo or moves office. To do this :

  1. Go to https://codebar.io/admin/sponsors
  2. Find your sponsor and click Edit
  3. Make changes and click Save

FAQ

I want to update some information about the host/sponsor?

Edit it via https://codebar.io/admin/sponsors → Edit.
You can change student/coach number, address, contact details, etc., then click Save.

What does it mean when a workshop is “invitable”?

It means members of your chapter can RSVP to the event.

If I send out email invites again what will happen?

Only people who subscribed since the last invite will receive it. It can be worth sending again if you know a bunch of people subscribed recently.