Admin SOPs
Squarespace
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To access the Admin Menu:
Click the invisible button right after the sevenridgesdesign.com link in the SCHA website’s footer. (Or type https://www.sonomaherbs.org/config into your browser)
Select “Pages”.
The Admin menu is on the left side of the page.
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Part one (the main post)
Select “Herb Exchange Updates” on the Admin Menu.
Select “Manage Posts”
Click the + sign.
Enter the post title and type the content into text area.
To add a photo:
Click outside of the text area.
Hover over the text area and click the blue + sign above the text area.
Select “Image” and add the image.
For no caption, change “Caption Below” to “Off”.
To make image expand when clicked, Click Design and toggle Lightbox.
To make the image smaller and have the text wrap around it, drag the image into the text area and let go.
When the post is complete
Click “Publish” on the top left Publish Dropdown.
Part two (the excerpt)
The excerpt and featured image must be added in order for the post to populate on the front page of the website.
on the menu on the left, click the three dots next to the post title and select “settings”.
Upload a featured image.
Add an excerpt.
Note: The excerpt is the text that shows up on Home page and the Herb Exchange page.
The excerpt text is usually cut and pasted from the beginning of the main post text.Save
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Part one (the main post)
Select “Herb Exchange Updates” on the Admin Menu.
Select “Manage Posts”
Click the + sign.
Enter the post title and type the content into text area.
To add a photo:
Click outside of the text area.
Hover over the text area and click the blue + sign above the text area.
Select “Image” and add the image.
For no caption, change “Caption Below” to “Off”.
To make image expand when clicked, Click Design and toggle Lightbox.
To make the image smaller and have the text wrap around it, drag the image into the text area and let go.
When the post is complete
Click “Publish” on the top left Publish Dropdown.
Part two (the excerpt)
The excerpt and featured image must be added in order for the post to populate on the front page of the website.
on the menu on the left, click the three dots next to the post title and select “settings”.
Upload a featured image.
Add an excerpt.
Note: The excerpt is the text that shows up on Home page. The excerpt text is usually cut and pasted from the beginning of the main post text.Save
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Part one (the main post)
Select “Events/Classes” on the Admin Menu.
Click the + Button
Enter Event Title, starting date/time, and ending date/time > Save
Type the content into the text area.
Click “Publish” on the top left Publish Dropdown.
Part two (the excerpt)Featured image must be added in order for the post to populate on the front page of the website.
on the menu on the left, click the three dots next to the post title and select “settings”.
Upload a featured image.
Save
In Person (Herb Exchange)
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When a customer wants/needs to become a member:
Encourage them to sign up online on their phone or the provided tablet, it only takes a minute or two. Point them to the posted QR code. If they prefer to join later, give them a card with the QR code and website info on it.
If they are not keen to sign themselves up, offer to do it for them. If possible, encourage them to pay with a card.
If needed, explain that if they use a card then renewal will be easier/automatic (they will get a notice 2 weeks before renewal so that it won’t be a surprise).Herbalist, Business, or Sponsoring Members who are paying full price with a card (or Paypal) can be signed up by simply using the Sign Up page on the website (using the same form that they would sign themselves up with). You can of course sign them up using Membershipworks if you prefer.
To sign up growers or anyone who is paying with cash/check or is getting a free or discounted first year free, you will need to use MembershipWorks.
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If someone comes in to renew and uses cash/check who’s billing type is Credit/Debit/Paypal:
DON’T change their billing type in their account. (Unless they request to stop auto renewals.)
Process their renewal using “timeline > create new entry” > Type = Renewal.
That way they will still be set up for auto renewal on their card yearly.
If someone comes in to renew who’s billing type is Cash/Check:
If possible, encourage them to pay with a card.
If needed, explain that if they use a card then renewal will be easier/automatic (they will get a notice 2 weeks before renewal so that it won’t be a surprise).
To renew them using their card:
Access their account and click “Membership Billing”
Click “Update”
Change their billing type to Credit/Debit/Paypal on their account.
Continue To Payment
Mailchimp
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Herb Exchange admin makes a Herb Exchange update blog post monthly that will display on the SCHA website (and will be linked to from the newsletter).
Herb Exchange admin copies content from blog post into Herb Exchange Update Mailchimp template for distribution to “Herb Exchange Update only” subscribers.
Herb Exchange admin informs Newsletter admin of the month’s new Business Members and Sponsors to be added to the “New Business Members/Sponsors” section of the newsletter.
Newsletter admin uses Mailchimp template monthly, replacing sections of text and photos with current info.
The newsletter will begin with a short summary of the Herb Exchange update and there will be a prominent link at the top of the email that says “The full (Month, Year) Herb Exchange Update is up on our website, Click Here to check it out!”
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In Mailchimp Campaigns:
Find "SCHA Newsletter, SCHE Update, or SCHA/E General campaign.
On drop down to the right of the campaign, select “Replicate”.
Edit Name and Subject Line.
Click Content > Edt Design.
Change month in template (3x in Newsletter, 1x in Update).
Replace content as appropriate (Delete unused event slots if not needed).
Save and Exit
Send Email (button on top right).
MembershipWorks
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Access Membership works at membershipworks.com/admin
Owner:
noah@noahdeitz.com
> All permissions including managing admin accountsTop level Admin:
sonomaherbs+toplevel@gmail.com
Password: schatoplevel
> Can add, manage and contact members, donors, and Volunteers.
Can see financial dashboard.Admin:
sonomaherbs+admin@gmail.com
Password: schaadmin
> Same as top level admin but cannot see financial dashboard.
(Best for everyday use and Intern access).
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Member Profiles
Members have a profile page on the website that they can log into to view and update their profile info, billing info, and newsletter/email preferences.
Admins can create and access member/donor/volunteer/grower profiles through MembershipWorks. The admin’s view of the Member profile also has a “Admin Notes” text area that is only viewable by admins.
Newsletter Preferences
Upon Signup, MembershipWorks automatically adds new members’ emails to a Mailchimp “Newsletter” email list.
The new member welcome email has instructions on how to opt out of the newsletter, or how to receive the Herb Exchange Updates instead.
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Herbalist, Business, or Sponsoring Members who are paying full price with a card (or Paypal) can be signed up using the Sign Up page on the website (using the same form that they would sign themselves up with).
Otherwise, to sign up growers or anyone who is paying with cash/check or is getting a free or discounted first year free, you will use MembershipWorks.
From MembershipWorks Members page:
Add (name, email, phone) > Add account
Membership Billing > Select membership type.
For Cash/Check
Select “Cash/Check”
Select “Send new member welcome email”.
Change “Payment due for current period” to zero or reduced amount if desired.
Save
Click Renew (not required if payment amount was zero).
Select “Send Payment Receipt welcome email”
Save
For Card/Paypal
Select billing type “One Year” or “Auto Renewing”
Change “Payment due for current period” to zero or reduced amount if desired.
Select “Send new member welcome email”.
Continue to payment.
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Check to see if they already have an account by searching their name on the Total (all) Accounts admin page (Dashboard > Current Stats, Total Accounts).
If they do not already have an account, click “Folders” on the admin main menu and select the appropriate folder, click “Add”, and enter info.
If they do already have an account, access their account and click the Add/Move tab to add them to the appropriate folder
When an intern is finished interning:
Access their account
Click the Add/Move tab
Add them to the “Past interns” folder and click OK.
Under their name (where it says “In Folders”) click “Interns (Current)” and select “Remove From Folder”.
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“Total (all) Accounts” listing page is reached through:
Access any member’s account, click “Profile”, scroll to the bottom of the page for the link.
or
Top Level Admins can also access it through:
Dashboard > Current stats > Click“ Total Accounts” link at the top of the page.
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Create Donor Account if needed.
Select the donor’s account.
Click “Create new entry” > Type=Payment > Description=(example:Cash Donation)
Select “Send payment receipt email” > Save
If they are not already in the Donor folder:
Click “Copy/Move” tab.
Add to folder > Donors > OK
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To use the MembershipWorks internal emailing system (quick contact):
Recommended for emails that are not Newsletters / Herb Exchange UpdatesFrom “Members” page (or “Donors” or “Volunteer” Folders or from “All Accounts” page): Search for desired recipients by using the search field.
Click “Email” tab, select “Include members who have opted out of email list” checkbox, compose email, preview, and send.
To use Mailchimp (branded template):
Recommended for Newsletters and Herb Exchange Updates.See “Sending Newsletter or Herb Exchange Update” Admin SOP on this page.
To use an external emailing system such as Gmail:
From “Members” page (or “Donors” or “Volunteer” Folders or from “All Accounts” page): Search for members or donors by selecting the applicable label(s) in the search field (“+ search criteria” link).
Click “Export” tab, select “email” field, and export (.CSV file).
Either cut and paste the emails from the exported .CSV file or upload the .CSV file into GMail.
Compose the email and send.
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When cancelling a member, we don’t remove their account entirely, we just cancel their membership and move them into the “Cancelled members” folder. This retains any records of payments and donations in our system and financial records.
From Members page:
Membership Billing > Update
Change dropdown to “Cancel My Membership”
Save
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Backups of member and financial data should be performed monthly in case of catastrophic failure of MembershipWorks databases.
Member info backup
From “Total Accounts” page (Dashboard > Current stats > “Total Accounts” link), select Export tab.
“Click here to select all fields” and Download.
Financial info download
Dashboard > Financial
Change “Display Activity” start date to March 2024.
Export chosen format.
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The admin account for everyday admin use and for Intern/Admins is:
Email: deezlee@googlemail.com
Password: passwordLocation of the link to the MembershipWorks Admin How-To Page for basic daily administration (Confirming memberships, Adding Members, Processing Renewals, Etc.):
Access any member’s account.
Click “Profile”.
Scroll to the bottom of the page for the link.
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The Special Member Membership level is a designation for people or organizations that don’t fit into the other membership types. For example large supporting sponsor/donors would be designated “Special Members”
These members are unique and should be contacted directly. They do not receive automated renewal notices.
Payments or donations can be added directly to their timeline and notes about their account can be found in their member profile information.