User Guide: People and Teams

Basics

They way teams and people is set up initially looks complicated, but it is not really!

The key points to note are:

• Roles sit on teams/committees, not people
• Committees/Teams can have sub teams
• Sub teams are made up of roles
• Vacancies are treated differently, see instructions further down
• The County Team is slightly different to cater for the fact it is made up of team and individuals, and we wanted to display it differently
• President and Vice preisdent have their own option for updating
• District DoE Advisors are dealt with as a role only

Adding A New Person

If a new person has been appointed into a role, e.. Exec trustee, County Commissioner, ACC Beavers etc, then you will need to create a new person.  If they have been appointed to a newly created role, you will need to create this first (it may exist if it was on the website as ‘vacancy’)

1. Click on ‘People and Teams’ on the dashboard
2. Click on ‘Manage People’
3. Enter in their Forename (or known as name)
4. Enter in their Surname
5. Enter in their email – note this will enable members of the public to email them, so you may wish to ask permission first!
6. Enter in their phone
7. Enter in their address (optional)
8. Add a photo, using the ‘Get Photo’ button.  This will enable you to select a photo either from your mahcine or from existing website photos.  The photo selectd will show on the screen.
9. Click the ‘save’ button.

If the role was previously held by another person, remove that person from the role using the instructions further down.

Amending a Persons Details

If you need to amend any details of a person:

1. Click on ‘People and Teams’ on the dashboard
2. Click on ‘Manage People’
3. Scroll down until you find the person you wish to amend (they are in alphabetical surname order)
4. Click on the ‘Edit’ on the right hand side
5. Overtype any of the details that need changing
6. Click the ‘save’ button.

 

Adding a Person to a Team

If you need to remove a person from a role:

1. Click on ‘People and Teams’ on the dashboard
2. Click on ‘Manage Team Members’
3. Use the drop down to select Team
4. Use the drop down to select the person
5. Use the drop down to select Role
6. Click the ‘save’ button.

 

Removing a Person from a Team

If you need to remove a person from a role:

1. Click on ‘People and Teams’ on the dashboard
2. Click on ‘Manage Team Members’
3. Scroll down until you find the person you wish to remove (they are in alphabetical team then surname order)
4. Click on the ‘Delete’ on the right hand side
5. Click the ‘save’ button.
6. This will delete the person from the role, but leave the role associated to the team.

 

Amend a Team member

If the team member was accidentally put against the wrong team or vic versa:

1. Click on Page on the dashboard
2. Click on ‘People and Teams’ on the dashboard
3. Click on ‘Manage Team Members’
4. Scroll down until you find the team/role that you wish to change, and then press ‘edit’
5. Either change the team or team member using the drop down buttons
6. Press ‘Save’

 

Creating a New Role

If a new County role is agreed, this is how to add it to the webite.

1. Click on ‘People and Teams’ on the dashboard
2. Click on ‘Manage Roles’
3. Enter in the name of the new role
4. If the role will sit on the Senior Managemrnt Team, enter in a brief description.  To make it look bespoke to whomever the role holder will be, use in the text. e.g. undertakes the admin for the committee.  This will convert to the actual role holder’s name on the website.
5. If the role is NOT SMT, select No from the drop down (otherwise select Yes).
6. If the role is not a District lead, select No (otherwise select Yes)
7. If it is a District Lead, add the URL to the district website
8. If the role is a team lead, add the description
9. The ‘display order on webpage’  determines the order in which the new role will be displayed on the web page- e.g. County Lead Volunteer is 10, County Chair is 20, Team leaders are 30, sub team leaders are 50, team members 70.  This is critical to ensure they display in the right order.    If more than one role has the same number, the role holders will be displayed in alphabetical order within that.
10. Press the ‘Save’ button

 

To Amend a Team Role

Do not create a new role by amending an existing role, as the role will be assigned to team(s) and may have role holder(s)

1. Click on ‘People and Teams’ on the dashboard
2. Click on ‘Manage Roles’
3. Scroll down until you find the Role you wish to amend
4. Click on ‘Edit’ beside the role
5. Amend any of the details as required (see above)
6. Press ‘Save’ button

 

Creating a New Team

If a new County team is agreed, this is how to add it to the webite.

You will need to first create a new Page, then create the team:

1. Click on Page on the dashboard
2. Click on ‘Add new’
3. Enter the name of the new Team in the title
4. Scroll down (it may be on the right hand side), until you find a box called ‘Page Atttributes’.
5. Using the drop down buttion, select ‘Our People’ in the Parent box
6. Using the drop down button, select ‘Navy full width, no image’ into the Template box
7. Press the ‘Publish’ button, and after a few moments you will see ‘page published’ displayed near the top.
8. Click on ‘People and Teams’ on the dashboard
9. Click on ‘Manage Teams’
10. Enter in the name of the new team
11. Enter in the team description (use <br /> at the end of a sentence to start the next one as a new paragrph or new line.
12. Use the dop down box to find and select the Page you created in steps 1-7.
13. Scroll down to find the team under which you would like your new one to be dosplayed on the website, chekc the diplay order, and then enter a number larger that in the ‘display order on webpage’ box.  If you add 5 ot 10 to it, it will leave gaps that can be used later.
14. Press ‘Save’
15. Once you see the mesage ‘Team added sucessfully, scroll down until you find the team you have added.
16. Copy the entry in the first column (it will look like where 9 is the number of your new team)
17. Select Pages from the dashboard
18. Select All Pages
19. Scroll though until you find the Page you created in steps 1-7.
20. Click on ‘Edit (Classic editor)’
21. In the big white box that has a grey top with Paragraph, B, I and laods of symbols above, paste the entry from step 16 (or type in replacing the 9 with the number from your new team)
22. Press the blue ‘Update’ button
23. Phew, you are done!

 

Amending Team

If you need to change the name or description of a team:

1. Click on Page on the dashboard
2. Click on ‘People and Teams’ on the dashboard
3. Click on ‘Manage Teams’
4. Scroll down until you find the team you wish to amend
5. Click on the ‘edit’
6. Amend the name and/or description
7. Press ‘Save’

 

Adding Roles to Teams

If the team or role is new:

1. Click on Page on the dashboard
2. Click on ‘People and Teams’ on the dashboard
3. Click on ‘Manage Team Members’
4. Using the drop down button select the team you widh to add a new role to
5. Using the drop down add the person
6. Using the drop down button select the role you wish to add to the team
7. Press ‘Save’

 

Removing Roles from Teams

If a role no longer sits on a team, or has been added in error:

1. Click on Page on the dashboard
2. Click on ‘People and Teams’ on the dashboard
3. Click on ‘Manage Team Members’
4. Scroll down until you find the team/role that you wish to remove, and then press ‘delete’
5. Confirm that you do wish to delete the role/team combination

 

Amend a Team member

If the team member was accidentally put against the wrong team or vic versa:

1. Click on Page on the dashboard
2. Click on ‘People and Teams’ on the dashboard
3. Click on ‘Manage Team Members’
4. Scroll down until you find the team/role that you wish to change, and then press ‘edit’
5. Either change the team or team member using the drop down buttons
6. Press ‘Save’

 

Creating a New Sub Team

If a new County sub team to an existing County teamis agreed, this is how to add it to the webite.

You will need to first create a new Page, then create the sub team:

1. Click on Page on the dashboard
2. Click on ‘Add new’
3. Enter the name of the new Sub Team in the title
4. Scroll down (it may be on the right hand side), until you find a box called ‘Page Atttributes’.
5. Using the drop down buttion, select the County team that this new sub team reports to in the Parent box
6. Using the drop down button, select ‘Default Page (Full Width, No Featured Image) into the Template box
7. Press the ‘Publish’ button, and after a few moments you will see ‘page published’ displayed near the top.
8. Click on ‘People and Teams’ on the dashboard
9. Click on ‘Manage Sub Teams’
10. Enter in the name of the new sub team
11. Using the drop down, select the County team that this sub team reports to
12. Enter in the sub team description (use <br /> at the end of a sentence to start the next one as a new paragrph or new line.
13. Use the dop down box to find and select the Page you created in steps 1-7.
14. Scroll down to find the sub team under which you would like your new one to be displayed on the website, check the display order, and then enter a number larger that in the ‘display order on webpage’ box.  If you add 5 ot 10 to it, it will leave gaps that can be used later.
15. Press ‘Save’
16. Once you see the mesage ‘Sub Team added sucessfully, scroll down until you find the team you have added.
17. Copy the entry in the first column (it will look like where 9 is the number of your new sub team)
18. Select Pages from the dashboard
19. Select All Pages
20. Scroll though until you find the Page you created in steps 1-7.
21. Click on ‘Edit (Classic editor)’
22. In the big white box that has a grey top with Paragraph, B, I and loads of symbols above, paste the entry from step 16 (or type in replacing the 9 with the number from your new sub team)
23. Press the blue ‘Update’ button
24. Phew, you are done!

 

Amending a Sub Team

If you need to change the name or description of a sub team:

1. Click on Page on the dashboard
2. Click on ‘People and Teams’ on the dashboard
3. Click on ‘Manage Sub Teams’
4. Scroll down until you find the sub team you wish to amend
5. Click on the ‘edit’
6. Amend the name and/or description
7. Press ‘Save’

 

Adding Roles/People to Sub Teams

Sub teams are subtly different from teams, as the membership is not determined by role, but by the person.

If the team or role is new:

1. Click on Page on the dashboard
2. Click on ‘People and Teams’ on the dashboard
3. Click on ‘Manage Sub Team Members’
4. Using the drop down button select the sub team you wish to add a new person to
5. Using the drop down, select the person you wish to add to the sub team (the person must already be set up)
6. Using the drop down button select the role you wish to add to the sub team (optional)
7. Press ‘Save’

 

Vacancies

If a team has a vacancy, it is important that this role still displays within the team.  To do this a new person valled Vacant Role is available too be allocated to the vacant role.  The previous role holder will need to be removed.

1. Click on ‘People and Teams’ on the dashboard
2. Click on ‘Manage People’
3. Enter  ‘Vacant’ into  Forename
4. Enter ‘Role’ into Surname
5. Using the drop down option, select the role that is vacant
6. Click the ‘save’ button.

If the role was previously held by another person, remove that person from the role:

1. Click on ‘People and Teams’ on the dashboard
2. Click on ‘Manage People’
3. Scoll down to find the person who has left the role
4. Click ‘edit’
5. Using the drop down, set the role to ‘Not Set’
6. Press ‘Save’

 

Adding the Documents to a Team

If the county team publishes minutes etc, these can be added to the team page.  To enable this to happen, that team/commttee must have a Category within Documents.

1. On the dashboard, select Documents
2. Select ‘Document Categories’
3. Scroll down and check there is not an entry already for your new County team
4. If there is not, under the ‘Add new document category’;
   1. enter the name of the team/commitee – note this will be displayed on the ‘Useful Downloads’ web page
   2. do nto enter anything in the ‘slug’
   3. select ‘County’ from the drop down onParent Document Category
   4. Enter a brief description
   5. Click the blue ‘Add new socument category’ button
5. Select ‘People and Teams’ from the dashboard
6. Select ‘Manage Team Documents’
7. In the team box, use the drop down to select the team required
8. In the Document Category, use the drop down to select the new document category created in step 4 (or an existing one if there was one already)
9. Press ‘Save’
10. This will now display the team’s dociments on the team page.

 

 

 

Removing Roles from Sub Teams

If a role no longer sits on a team, or has been added in error:

1. Click on Page on the dashboard
2. Click on ‘People and Teams’ on the dashboard
3. Click on ‘Manage Sub Team Members’
4. Scroll down until you find the sub team/role that you wish to remove, and then press ‘delete’
5. Confirm that you do wish to delete the role/sub team combination

 

Amend a Sub Team member

If the team member was accidentally put against the wrong team or vice versa:

1. Click on Page on the dashboard
2. Click on ‘People and Teams’ on the dashboard
3. Click on ‘Manage Sub Team Members’
4. Scroll down until you find the sub team/role that you wish to change, and then press ‘edit’
5. Either change the sub team or sub team member using the drop down buttons
6. Press ‘Save’

 

 

The County Team

The County Team is made up of core teams and a few individuals that are not in the core teams such as the Media Manager.

Only those individuals NOT in one of the teams that make up the County Team (Exec, Programme, Adult support, District Commissioners should be added to the County Team by using Adding Roles to Teams above.

Adding a Team to the County team

If the core teams that make up The County Team change, use the ‘Manage County Team’ option under ‘People and Teams’ on the Dashboard.

1. On the Dashboard select People and Teams
2. Select ‘Manage County team’
3. If the new team is a full team, select it using the drop down box marked ‘Team’, leave the Sub Team as ‘not set’
4. If the new team to be added is a sub team, select it using the drop down box marked ‘Sub Team’, leave the Team as ‘not set’
5. Click on the ‘Save’ button
6. Scroll down and you will now see your new team/sub team allocated to the County team

 

Amending a County Team

If you need to change a team (very unlikely):

1. On the Dashboard select People and Teams
2. Select ‘Manage County team’
3. Scroll down until you find the team/sub team you wish to change, and click ‘edit’
4. If the replacement team is a full team, select it using the drop down box marked ‘Team’, leave the Sub Team as ‘not set’
5. If the replacement team to be added is a sub team, select it using the drop down box marked ‘Sub Team’, leave the Team as ‘not set’
6. Click on the ‘Save’ button
7. Scroll down and you will now see your amended team/sub team allocated to the County team

 

Deleting a team/sub team on the County Team

If you need to remove a team or sub team from The County team membership:

1. On the Dashboard select People and Teams
2. Select ‘Manage County team’
3. Scroll down until you find the team/sub team you wish to change, and click ‘delete’
4. Click on the ‘are you sure message’
5. Scroll down and you will see that team no longer appears

 

 

Adding a President or Vice President

There is a separate option under ‘People and Teams’ which is a single screen. All you need to do is to imput the name, a bio, add an image and select wether the person is a President or Vice Preisdent.

To remove a President/Vice president, just edit their recod and set both President an Vice President to No.

 

Updating the District DofE Advisor emails

The District DofE Advisor details are held under ‘Role’, as the only thing we need at County level is the role name and email.
To update the email,

1. Click on ‘People and Teams’ on the dashboard
2. Click on ‘Manage Roles’
3. Scroll down until you find the District DofE Advisor for the right district you wish to amend
4. Click on ‘Edit’ beside the role
5. update the email
6. Press ‘Save’ button