Frequently Asked Questions . . .


General FAQs

How to use the News section

WHAT FOR: Our News section is used to hold all the Posts across all the different Activities. It is additionally used by Newsletter Editors to build our Newsletter reditontent.

  • Note: We are trying to get all Activity Coordinators to Post their news in the News section, this will take a little time, please be patient (and bug your Activity Coordinator).

HOW ACCESS: From the top Menu choose the News link. This will take you to the default summary view which will show the Post’s Feature Image and the first few lines of the Post’s text. These are displayed with latest first.

NAVIGATION OPTIONS: There are three ways to navigate the many Posts in News.

  1. INDIVIDUAL POST: You can open a full Post details by clicking on the Post’s title or Read more link.
    1. Tip: To go back to Summary Posts, click on your internet browser’s back button or click on Menu > News.
  2. PAGES: From the summary page scroll to bottom of page and then click on the next page number to go to summary Posts further back in time.
  3. FILTERS: If you are only interested in i.e. Activity-Hiking then on right side of page in sidebar click on the Categories button, that will open a drop menu where you can choose a Category of interest to filter all Post summaries on the Page.
    • Tip #1: To remove the Category filter, just click News link on the top Menu.
    • Tip #2: To change your filter, click on the Category button again.
    • Tip #3: You can only filter the News on one Category at a time (unlike Events where you can select multiple).
How to use the Calendar

Our Calendar is used to hold Events across all the different Activities, it is accessible from the top Menu > Calendar link. We are trying to get all Activity Coordinators to use the Calendar, this will take a little time, please be patient (and bug your Activity Coordinator).

The default view on the Calendar page is Monthly with current month and today’s date in yellow.

Calendar navigation options:

  • Change from Monthly view by clicking on top right corner of the Calendar drop down box. Options are listed alphabetically Agenda, Day, Month, Week, there is no annual view.
  • Use the top left or bottom left time menu to move backward “<” or forward “>” a day or week or month (depending on view) in time.
  • Use the top left Categories drop down menu to filter the Events you see, useful when many Events and you are only interested in say Hiking. Options are Executive and all the Activity groups i.e. Hiking, Golf etc.
    • Tip #1: You can select more than one Category by Ctrl-Click on Windows PCs and Command-Click on MacBooks or clicking both on Tablets/SmartPhones.
    • Tip #2: Don’t forget to clear the Category filter (small X) otherwise you will think VRMNC only has i.e. Hiking Events!
  • You can open an Event by clicking on the event in Calendar or by clicking on the pop up.
    • Tip #1: Many Events have Google Map image, use “+/-” buttons to zoom, use Satellite button to get photo view, click on magnifying glass to View Full-Size Map in new browser tab.
How to leave Reply/Comment to a Post in News or an Event in Calendar

Users can leave a Reply/Comment to a News Post or Calendar Event if they are logged in, to do that just:

  1. Navigate to that Post or Event
  2. Below it will be a text box labelled Leave a Reply
  3. Type your text
  4. Click bottom Post Comment button

Examples

  • “Thanks for organizing, any info on where to park?”
  • “Great event, thanks ??? for organizing, really liked the . . .”
  • “Thanks for Minutes of Executive Meeting, I have a question on . . .”
  • “Great information, small suggestion to . . .”

Note: Replies are not enabled for website Pages, just Posts and Events.

How does the Newsletter system work?

VMNC’s Newsletter are digital and sent via email.

Your Newsletter Subscription is separate from your VMNC User Account, and it is managed by you via the Subscription widget (a small software program).

The widget looks like the image on right and it can be found on the right sidebar of web pages, it is labelled “SUBSCRIBE TO OUR NEWSLETTER!“.

  1. RECEIVING NEWSLETTERS – CONTINUE: If you are receiving Newsletters, and want them to continue, then you need take no action. If you try and signup for Newsletters using the widget with the same email address, then the widget will reply “Oops! You’re already subscribed“.
  2. RECEIVING NEWSLETTERS – STOP: If you are receiving Newsletters, and want them to stop, then at bottom of the emailed Newsletter, click “Unsubscribe”.
  3. NOT RECEIVING NEWSLETTERS: If you are not receiving VMNC Newsletters, then:
    1. First check your email’s Junk Email Folder, if found then select the email and change it to non-junk (different systems have different ways  to do that).
    2.  If not in your email’s Junk Email Folder, then signup for our Newsletters via the Subscription widget. Just:
      1. Fill in your First and Last Name and your Email address and click on the Subscribe button.
      2. The widget will reply “Check your inbox or spam folder to confirm your subscription“.
      3. Find the confirmation email (again check your junk email folder). Note: Some email systems are fast, and the email will arrive in 1 minute, others may take 1-2 hours.
      4. When you get your confirmation email, open it and click on the confirmation link.
    3. Congrats, you are done!

Any problems please contact Webmaster, contact details are here.

When to use Contact Us Form vs Contact List

From the top menu, there is a page labeled Contact Us which contains a form for potential new club Members to email VRMNC and ask for more details.

Enquiries from Members should use one of the email addresses listed in the Members Area > Contact List page.


Admin FAQs

What is a VMNC Member Account

A Member Account on VMNC website is what you get when you initially sign up on the website. It comes with a User ID and a Password.

  • Note: You can have a VMNC Member Account and not be paid up with your Annual Dues. Only Paid-Up VMNC Members have access to Members Area webpages.
How to reset your Member Account Password
  1. From the top menu, under Log In! choose Password Reset, this will take you to a small form.
  2. Enter either your Email address or your User Name by your account, then click Get New Password button.
  3. Check your email (including Junk Mail folder) for email sent by system, click on link and choose your new Password.
What happens if I don't pay my Annual Membership Fee

If your Membership fee expires, then you will no longer have access to the Members Area webpages (except Members Area > My Account pages). Your VMNC website Member Account will still be available for you to pay your Annual Dues, thus there is no need to create a new Member Account.

How to pay Annual Membership Fees
  1. Start Process
    1. Make sure you are logged in (top of screen black bar on right will say “Howdy, Your Name”. If not then from Menu choose Members Area > My Account > Login and Login to your Member Account. If forget Password then you will need to reset it, if still problems contact Webmaster.
    2. Go to Members Area > My Account > Membership Payment.
    3. Click on Select button (note, if the button will not let you renew, then choose Membership Checkout on right sidebar).
  2. VMNC Data Entry
    1. PERSONAL DATA: You should now be at the VMNC personal data entry screen, review your data and update Fields as required.
    2. WAIVER & PRIVACY POLICY: Read the Policy by scrolling down the text box, if agree, then tick the Agree Tickbox on bottom left of the text box.
      1. Tip #1: You will not be allowed to proceed and pay to continue to be a VMNC Member if you do not agree to our Policy, sorry.
      2. Tip #2: Clicking on the text name of the Policy will toggle the Tick Box on/off, the same as ticking the Box directly.
    3. PAYMENT: Click on yellow Paypal Checkout button to proceed to payment.
      1. Note #1: If system is not happy with all your Personal Data then you will get warning at top of page.
      2. Note #2: PayPal is our payments provider, you are not forced to pay by a PayPal Account, you can also use Visa or MasterCard Credit or Debit Cards.
  3. Payment
    1. PAYPAL’S OPTIONS SCREEN: Your web browser should now have been redirected to PayPal’s website for our club showing different ways to pay:
      1. Option #1: Click Login button if you already have a PayPal Account.
      2. Option #2: Click Setup Paypal Account button if you want to set up a PayPal Account.
      3. Option #3: Click Pay using your credit or debit card text at bottom if you want to pay by Visa/Mastercard Credit or Debit Card.
    2. PAYPAL’S PAYMENT SCREEN: Complete your payment details.
What and why are there different User Account Roles

VRMNC website User Accounts are assigned Roles which give them different Rights to editing our website, there are 4 Roles with increasing Rights:

  1. SUBSCRIBER: Is the default Role assigned for new and for most Members, it provides front of website access to Members Area pages, and to update personal details.
  2. AUTHOR: Has additional rights to add Posts in News, Events into Calendar, and build and send Newsletter emails and to edit/delete them.
  3. EDITOR: Has additional rights to edit/delete anyones Posts or Events or Newsletters.
  4. ADMIN: Has top/max level (Webmaster) right’s for add/edit/delete Pages, to install/configure/update WordPress and Plugins, and effectively to delete whole website (!).

Note #1: To change your Membership’s Role, please contact Admin, i.e. Webmaster.


FAQs for Authors & Editors (i.e. Activity Coodinators):

Email Best Practice

When sending out a bulk email to a group of Members, put only your own address in the “To:” line and everyone else in the “BCC” line. This is to:

  1. Minimize the chance of email addresses being harvested by computer robots and put on Junk Email mailing lists.
  2. To ensure that email addresses aren’t misused by others.
How to add a Post to the News section

You can only add/edit/delete Posts in the News section if your User ID Role level is Author or higher. To request this level contact Webmaster.

To start either from top of screen WordPress black line, select New > Post or from back of website Dashboard, choose Posts > Add New, both will take you to Add New Post input screen.

Main Screen Post Data

  1. NAME: Add your Post’s name.
    • Tip: Choose a descriptive and short name.
  2. TEXT: Now scroll back to top and type or paste your Post’s text in the Text Box.
    • Tip #1: To make editing simpler, make sure you stay in the Visual Editor Tab at top right of the Text Box.
    • Tip #2: Experiment with editor tool buttons i.e. Bold, Bulleted List, Insert/Edit Hyperlink etc. If you want more options click on the right Toolbar Toggle button to display a second row of editing tools.
    • Tip #3: A useful editing tool is the Paste as text tool which will paste without source formatting, after paste text you can then format as required.
    • Tip #4: So that News (& Newsletters) only display the beginning of your Post, after 1-2 sentences, you need to insert a Read More line, to do that place your cursor where you want the break, then click the Insert Read More Tag button on the tool bar.

Sidebar Widgets

  1. FORMAT: On right middle is the Format Widget, leave set on Standard (for text type of Posts).
  2. CATEGORY: Select your Activity so that readers can filter the News to better find your Activity.
  3. TAGS: Do not use (for key word searches, not used on our website).
  4. REQUIRE MEMBERSHIPS: Leave unchecked, as Executive has decided to make all Posts visible to guests.
  5. LAYOUT: Unused advanced feature settings, leave on Default/No.
  6. FEATURED IMAGE: Located at bottom of sidebar, click on Set featured Image and in white popup select an image from VRMNC’s Media Library and at bottom right click on blue Set featured image button or use the Upload Files tab to upload one from your PC via drag-and-drop or Select Files button.
    • Note: If you do not have an image, no need to use this Widget, and the software will automatically load the default for the Category you chose.
  7. PUBLISH: At top of right sidebar Publish section you have three choices 1) Save Draft for later edits, 2) Preview to check your work, or 3) when complete Publish so that front of website users and guests can view your Event.

Note: You can always edit/delete your Post after Published, just go to Dashboard > Post > All Posts and find yours!

How to add an Event to the Calendar

You can only add/edit/delete Events in the Calendar if your User ID Role level is Author or higher. To request this level contact Webmaster.

To start either from top of screen WordPress black line, select New > Event or from back of website Dashboard choose Event > Add New, both will take you to Add New Event input screen.

Main Screen Events Data

  1. NAME: Add short event name.
  2. WHEN: Click on Event Date and Time and enter data in screen.
  3. WHERE: Click on Event Location Details and enter data in screen. Tip #1: Address field is smart, you can enter a place name ie Government House, Victoria and it will search and find it, if not you can add address directly. Tip #2: Most Events will have a location so to help Members, click on Show Map tickbox to enable Google Maps.
  4. TICKETS: Click on Event Cost and Tickets and enter data in screen.
    • Tip #1: Leave radio button on No Tickets (we will try and enable paid tickets in future).
    • Tip #2: If Event has a fee, enter in Cost ie $10, this is for info only, you will still have to collect payments.
  5. CONTACT: Click on Organizer Contact Details and enter data in screen.
    • Tip #1: If Event location has a website ((ie Pub, Golf Course, etc), then paste it’s homepage address into Website URL field.
  6. TEXT: In large text box below Event Details, add text about your event, ie what to bring, wear, who will be speaking etc, format as required (ie bold, bullets, hyperlink.
  7. CUSTOM FIELDS: Next area down, no need to use.
  8. DISCUSSION: Next area down, no need to use, ensure Allow Comments is on.

Sidebar Widgets

  1. CATEGORY: Located on right middle of sidebar is the Categories Widget, select your Activity so that users can filter the Events Calendar to better find your Event.
  2. TAGS: Do not use (for key word searches, not used on our website).
  3. FEATURED IMAGE: Located at bottom of sidebar, click on Set featured Image and in white popup select an image from VRMNC’s Media Library and at bottom right click on blue Set featured image button or use the Upload Files tab to upload one from your PC via drag-and-drop or Select Files button.
    1. Note: If you don’t have a featured image, none will be shown with your Event (unlike Posts in News where if no Featured Image, a default image for the Category selected is shown).
  4. PUBLISH: At top of right sidebar Publish section you have three choices 1) Save Draft for later edits, 2) Preview to check your work, or 3) when complete Publish so that front of website users and guests can view your Event.

Note: You can always edit/delete your Event after Published, just go to Dashboard > Event > All Events and find yours!

How to start, build, and send a Newsletter

You can only build/edit/send/delete drafts of Newsletter emails if your User ID Role level is Author or higher. To request this level contact Webmaster.

PREPARATION: The MailPoet plugin software builds Newsletters in Blocks, with body being either images, text or Post summaries from the News section. Best Practice is to first Post your text images into News before building your Newsletter, this makes life much easier.

START: To access the MailPoet plugin software, from back of website Dashboard menu on left, choose MailPoet > Newsletters, this will display a table of all the Newsletters, the Status column should show most as Sent vs Not sent yet (drafts).

TEMPLATE: Find Webmasters Template Newsletter, hover mouse over the name and in pop up menu select Duplicate.

FIRST STEP: At this page, choose Standard (email Newsletter immediately when you request) or Automatic if you want to ship in future at fixed time, i.e. Sunday 4AM. In Subject line change the title by removing Webmasters notes up to VRMC etc and if standard Newsletter just change date to your shipping date (if special Newsletter then change as appropriate, i.e. Special Announcement, note ensure title is reasonably short). Leave Lists on Victoria Newcomers and click Next Step button.

SECOND STEP: At this page you will see your new Newsletter based on the Template with standard Header and Footer and on the right a table with optional Blocks. The system works on Drag and Drop into the draft Newsletter. In the template’s body there are three standard Blocks:

  1. An Image Block with How to add the Image directly below the Header, follow the directions.
  2. A Text Block with draft President’s Message, update text as appropriate.
  3. a Block labeled How To Add News Posts, follow the directions.

At bottom of Draft Newsletter you have option to send a Preview to the email of your choice, i.e. your personal email.

Below Preview choose Save button if want to work on it further another day, or Next Step or go Back.

FINAL STEP: Change an last settings and choose Send (publish) button.

Tip #1: System sends out the emails at rate of 70 per hour, if your personal email is last, you may not receive it for several hours!

Tip #2: If you Saved a draft, you can always edit/delete your Newsletter before it is Published, just go to Dashboard > MailPoet > Newsletters and find yours!


FAQs Under Construction!

How to edit your Member Account

Now that the new VMNC website is fully operational, we are adding PayPal to its features and are changing the method of annual dues payment to a fully on-line process.  This will integrate the liability waiver acceptance by members and the dues payment process.  At present, we are not using PayPal for anything but the annual dues, but may include lunches and other events at a later date.

How to start new Club Activity
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Best Practice for Emails
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Activity Coordinators Roles & Responsibilities Page
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