ISAG Event Management System
Documentation

Admin Registration

All Admin user registrations will need to be created by an existing administrator via the CMS (Users -> Add New)

Add New user

ISAG Registration

ISAG Registrations happen via https://middlesbrough-events.co.uk/isag-registration/

Organiser Registration

Organiser Registrations happen via https://middlesbrough-events.co.uk/organiser-registration/

Login

All users (Admin, ISAG & Organiser) will login via https://middlesbrough-events.co.uk/wp-admin/ and then be re-directed to their respective 'Account Portal'

Add New user

Admin CMS

By default administrators will be re-directed to the CMS for managing the system, pages, features and users all of which is covered in the 'Admin CMS' tab

WordPress CMS

Admin Portal

The front-end Admin Portal allows administrators to manage:

  • Event Notifications - (stage 1)
  • Event Management Plans - (stage 2)
  • Venue Bookings
Admin Portal

Administrators will see all 3 of the above features but ISAG users will only be able to view Event Management Plans as the other 2 are for the councils only.

ISAG User Portal

ISAG Admin Portal

Organiser Portal

The Organiser Portal allows organisers to edit their details whilst managing their Event Notifications, Event Management and Venue Bookings and is covered fully in the Organiser Portal tab:

Organiser Portal

Events

Add Event

The Event Custom Content Type (CCT) is used for adding new council events to the front-end, falling within the display tabs, depending upon whether they've been set to 'Featured' and 'Free' or occur during the defined time period (today, tomorrow, this week, this weekend) as well as being available within the event search.

Event Search Results

Add Event

Title: The event title

Content: WYSIWYG editor to add full description for the details of the event.

Banner: Appears at the top of the event page as well as the event search pages.

Gallery: Multiple images appearing beneath the content on the event page.

Venue: Venues are pulled in from Event Venue CCT which is covered below. If you want a new Venue then it will need adding as a new Event Venue

Event Duration:

  • 'Single Day' - presents a start date as well as a start and end time
  • 'Multiple Days' - shows a start date and end date
Any specific times for multiple day events can go in the content field.

Pricing Structure:

  • 'Free' - No entey fee
  • 'Single Price' - one entry fee for all
  • 'Multiple prices' - differing entry fees e.g. under 16, adult, over 65

Button text and URL: This allows for the addition of a button to link to an external source e.g. registration, purchase tickets.

Categories: Available on the right hand side of the screen to allow a category to be set including 'Featured'.

Categories

Promo Bookings

Promo Bookings are available to view on the front-end via the Admin Portal but can also be viewed, edited and deleted using this tab.

Promo Bookings

Events Stage 1 & 2

Events Stage 1 refers to "Event Notifications" and Events Stage 2 refers to "Event Management". Both of these are available to manage via the front-end Admin Portal but can be viewed, edited and deleted via these tabs.

Event Stages 1 & 2

Event Venues

The Event Venue CCT is a reusable venue location that can be attached when creating events. By adding event venues here it saves the admin from inputting all of the venue details each time. Instead they simply select from a list and the venue details are imported for use on the event page on the front-end of the website.

Event Venues

Event Venue Locator

When adding a venue admin should click into the search box and type in the postcode. If the map pin isn't exactly where they want they can drag and drop directly on the map. The address box below the map can also be edited as this will be displayed on the front end. I would recommend removing the United Kingdom part and tidy the address up.

Event Venues

Event Spaces

The Event Space CCT is used to create spaces for hire for promotions and events within the city centre (https://middlesbrough-events.co.uk/hire-a-space).

Event Spaces

Add Event Space

Title: The event space name

Content: WYSIWYG editor to add full description for the details of the event space.

Banner: Appears at the top of the event page as well as the event search pages.

Venue Images: Multiple images appearing beneath the content on the event space page which can be used to demo the space, it's facilities or past events.

Space Type:

  • 'Event Space' - for larger spaces which can hold events
  • 'Promo Space' - for smaller spaces which hold promotions

Space Size: physical area available to be used e.g. 10m2

Power Avaiable: electrciity outlets available at the event space

Power Type: what power type is available e.g. 13A

Facilities: List of available facilities at the event space

Costs: These differ depending on space type

Event Space Daily Costs

  • 'Event Setup Daily Cost' - non event running days daily cost used for setting up and dismantling the event
  • 'Event Delivery Daily Cost' - event running days daily cost used for delivering the actual event

Promo Space Daily/Weekly Costs

  • 'Charity Daily Cost' - daily cost to run promo with money going to charity
  • 'Charity Weekly Cost' - weekly cost to run promo with money going to charity
  • 'Commercial Daily Cost' - daily cost to run a commercial promo
  • 'Commercial Weekly Cost' - weekly cost to run a commercial promo
  • 'Product Daily Cost' - daily cost to run a product promo
  • 'Product Weekly Cost' - weekly cost to run a product promo
  • 'Location' - search and drop pin on map and update address to sleaker format if required.

Featured Banners

The Featured Banner CCT is used to create sliding banner which can be attached to pages and appear at the top of that page. There's no limit to the amount of slides but I'd recommend no more than 3.

Featured Banners

Add Featured Banner

Title: Title for the Featured banner collection. Normally which page it will go on or if it advertises a specific event e.g. Homepage or Mela

Blue Add Banner button: Adds an extra slide.

Image: Full screen image for background of the slide (w: 1920px h: 860px).

Title: Large title for the slide.

Content: Paragraph text appearing underneath the title.

Button text: Text for red button.

Button link: Page link for the button to go to when clicked.

Featured Banner Example

Add Featured Banner to Page

Every page has the option to add the created Featured Banners to the top of the page using the below option:

Featured Banner Add to Page

Featured Tiles

The Featured Tiles CCT is used to create in page tile links from top page to children pages often replicating the left hand menu structure. It can be especially useful for mobile display as the tiles appear after the content in large format.

Featured tiles

Add Featured Tiles

Title: Title for the Featured tile collection. Normally which page it will go on or if it advertises a specific event e.g. Event Guidance

Blue Add Tile button: Adds an extra tile.

Title: Title for tile (shown in red below).

Summary: Paragraph text appearing underneath the title.

Page link: Page link for the tile to go to when clicked.

Font Awesome Icon: Large icon to be shown for tile as shown below above the red title.

Columns Desktop: The number of tiles to show on 1 line on desktop view (3 or 4 is recommended).

Columns Mobile: The number of tiles to show on 1 line on mobile view (1 or 2 is recommended).

Featured Tiles Example

Add Featured Tiles to Page

Every page has the option to add the created Featured Tiles to the bottom of the page using the below option:

Featured Banner Add to Page

Email Messages

The Email Message CCT is used to create preset emails for use in the Admin Portal when communicating with Organisers during the 2 event application stages and is discussed further in the "Admin Portal" section of the documentation.

Email Messages Email Messages Contact Organiser

Admin Portal

The front-end Admin Portal allows administrators to manage:

  • Event Notifications - (stage 1)
  • Event Management Plans - (stage 2)
  • Venue Bookings
Admin Portal

Administrators will see all 3 of the above features but ISAG users will only be able to view Event Management Plans as the other 2 are for the councils only.

ISAG User Portal

ISAG Admin Portal

Event Notifications

Event Notifications are accessed using the top tab and by default this is where the page loads. You will see current (upcoming) Events and if you wish to see past events use the "Past Event Notifications" button at the bottom of the list.

Event Status

An event notification can have 4 statuses:

  • Pending - The status after a user has submitted an event to be reviewed either intiially or after admin feedback.
  • Review - The status after the event has been reviewed and sent back to the organiser to look over in the form of "To-dos" which will be discussed later in this document.
  • Accepted - The status once the Event Notification has been accepted by the admin meaning it can proceed to Stage 2 - Event Management.
  • Rejected - Event has been rejected

Event Details Screen

By clicking on the event title the event details and admin tools screen will load:

Event Details

The event details are shown on the right hand side and the content changes when a new section is clicked

Back to Admin

Back to Admin Portal screen link

Sections

Complete list of the sections from the Event Notification form.

Tools

The Admin Portal currently has 4 tools at it's disposal.

Print

The "Print" button will open a new window and strip away everything except the main event details ready for print.

PDF

The "PDF" button will open a new window and strip away everything except the main event details with the addition of front page ready to save as a PDF.

View Documents

The "View Documents" button will open a pop-up window listing all uploaded documents throughout the Event Notification form and list them with links to download them.

Event Notes

The "Event Notes" button will open a pop-up window with 4 further tabs:

View Notes

The view notes tab will show all previously added tabs and whether the organiser has completed it as a to-do or if it's still outstanding. The title of the note will either be in the format "section - question" or a standard note not sepcific to one question. This is covered further in the "Add Notes" section beneath.

Add Notes

The admin has 2 options for adding notes: standard note or section specific

The "Standard Note" will present a blank title and notes box:

The "Section Specific" will present a list of sections from the Event Notification form which when selected will populate the list of Sub-Sections in the box below:

Adding notes to an organisers entry will add a to-do list to their submissions, which will be visible within the Organsiers Portal and they will be alerted to review using the "Event Status" and "Contact Organsier" tabs covered below.

Event Status

The admin can update the status of the submission. If notes have been added and the organiser needs to review, set the event status to "User to Review" and then move on to "Contact Organiser" tab.

Contact Organiser

The admin can email the organiser direct from this tab, either with a custom message (subject & body) or one of the preset essages created using the Email Messages CCT. Preset messages are useful for repetitive tasks such as "your event notification has been accepted". This preset message is particularly important as it generates an access code for stage 2 - event management. Organisers can then log onto their portal and using this code can not only access the event management form but the info from stage 1 will automaically be pulled in and used to populate matching fields in stage 2.

Organiser Portal

Organiser Portal

User Details

Section to allow users to update their personal details:

Organiser Portal User Details

Stage 1 - Event Notification

This button will launch the Event Notification form:

Organiser Portal Stage 1

Stage 2 - Event Management

This button will launch the Event Management access modal, however this button will only show if organisers have a stage 1 event at the accepted stage. Organisers will have received their access code for stage 2 after their event was accepted and admin sent the preset email message "your event notification has been accepted". Once their access code is verified the event management form will load and all of the relevant data from their stage 1 entry will be pre-populated e.g. title, description and duration.

Organiser Portal Stage 2 Modal

Access Code Fail

Access Code Fail

Access Code Success

Access Code Success

Event Management Form

Organiser Portal Stage 2

My Events

This tile is used to list all events (stage 1 & 2) an organiser is currently managing. If the admin have reviewed an event and added notes they will be shown on the tile as to-dos.

Organiser Portal To-Dos

My Events - List

Events are sorted by stages and listed in tables along with their statuses.

Organiser Portal My Events

My Events - Edit Event

If an event can be edited it will show a green pencil in the actions column. Events can be edited if they have been saved for "Draft" or been sent to "Review" by the admin. Once an event has been sent to the admin for review by the organiser it can't be edited. Clicking on the green pencil edit action will launch the event form with all of the saved fields.

Organiser Portal Can Edit

My Events - To-Dos

If an event has any "to-dos" attached the blue eye icon will show in the actions column. Clicking on the blue eye icon will launch the to-do modal popup for that event. If a user is editing the event they can launch the to-do list using the blue "To-Do Checklist" button in the top right corner of the page. Once the organiser has viewed the notes and made the requestee changes they will click "Mark as Completed" which will be reflected in the 'Admin Portal". Users will then send the event back for review at which point the admin can verify the changes have been completed and either come back with further reviews or mark the event as accepted.

Organiser Portal To Do Organiser Portal To Do Modal Organiser Portal To Do Checklist Mark as Completed

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