Pinewood South Condominiums
Admin Functions – Overview & Instructions

Activate Registrations

• This function is to manage new user registrations.
• Clicking this link will display a list of user registrations that have not yet been activated.
• Each request in the list can be edited to make the account active.
• When an account is changed to Active, the user will receive an email notifying them that their account is active, and they can log in.

Manage & Create Posts

• This function allows for the management and creation of posts to the website.
• Click on this link to view previously created posts (just ones created by the currently logged in admin) for viewing, editing or deleting and to create new posts. Note that deleting a Post will remove it totally from the site. Generally, all Posts should remain on the site for archive and searching purposes.
• For new posts, leave the “Show Signature?” box checked to display the current admin user’s signature directly following the Post content (no need to manually enter a signature at the bottom of your content). If the box is unchecked, no automatic signature will be added to the Post. Admin signatures can be changed by editing your user profile. Select one or more categories for the post and select a status for the Post. Use only Draft or Published. If Draft, the Post will be available for editing and viewing by the Admin but will not appear on the website or be e-mailed to subscribed users. When you mark the Post “Published” and Update, the Post will appear on the website and be e-mailed to subscribers. Any subsequent edits to the Post will NOT be emailed to subscribers but the changes will be reflected on the website.
• Enter a title for the post
• Type in the post content. Content can be pasted from Word or Outlook but will usually require some additional formatting. For best results, only paste pure text or use the “T” icon (paste as text) before pasting content and then use the post editor for formatting the content. You can use the “X” icon to make the editor use full screen for a larger editing space. Use the same icon to return to the form.
• You can provide up to two attachments (PDF files only) for each Post. For each attachment, enter the name in the Attachment Title box and select the file to be uploaded using the “Choose File” button. The attachment(s) will be displayed at the end of your content as links.
• Use the Featured Image “Choose File” button to upload an image for the post. The image will be automatically resized and inserted to the left of the content.

Manage Board Members

• This function allows for the full management of board of directors displayed on the website.
• Clicking this link will display a list of all entered board members and allow for creating and editing of all board member data.including board position, name, email, image and bio.
• The list is displayed in in the order entered.
• The board form also allows for optional board introduction and board charter information.
• The form can also be used to enter any number of board related documents. Enter a document name for each document and upload the file. Click the “add” button to enter additional documents. These documents will appear on the Board Members page

Manage Forms & Documents

• This function manages all of the forms and documents that appear in the Forms and Documents section of the website.
• Clicking this function will display a list of all the current forms and documents in the database for editing or deleting.
• Clicking the “Upload a New Form or Document” link will allow the uploading of a new document or form. Status should be set to Active or Inactive to determine if it is to show in the list. Choose the type of the file to be uploaded and select the visibility. Items with Visible to set to “Everyone” will display in the public Real Estate portion of the website. The document date is optional but can be used for the official date of the document. Create the title for the document and then choose the file to be uploaded. Press submit to upload the file and information.

Manage Important Notices

• This function is to create and manage notices that appear on the website home page as well as the main homeowners page (red block at the top of the page).
• Currently active notices will be displayed on the page for editing or deleting.
• For each notice created, check the “Active?” box if the notice is to appear on the pages.
• You can indicate the order of display if there is more than one notice active (lowest numbers will appear first).
• Input the notice message in the “Notice” box and select the “Auto Expire Date” for that notice. After that date is past, the notice will not be displayed.

Manage Photo Albums

• This function manages all of the website photo albums, including the community album.
• Clicking on the link displays all of the albums on the site (newest first) for editing or deleting.
• There is also a form to create a new album. Each album should have a Name and description and one cover image for the album. There is also an upload field that allows for multiple image selections to create the contents of the album.
• All album creations, except for the community album, are managed by a volunteer and/or an admin and not available to the users for creating. The single community album allows homeowners to upload one image at a time for displaying in the album.
• There is a link for the community album that will display all current images in the database for editing and deleting. There is also a form here to add an image to the community album.

Manage Resource Links

• This function allows for the management of resource links that appear on the Members page..
• Clicking this link will display a list of all existing resource links.
• Existing links can be edited or deleted and clicking the “Add New Link” will allow for the entry of a new link..
• Each resource link requires a title and a URL to the link. The URL must be the complete link including the http:// or https:// portion of the link.
• If the link is on a different website, be sure to check the “Open in a New Tab” box so the page will open in a new window or tab.
• If you would like the resource to have a small red “New” item next to it, check the “Mark Item as New?” box. The “New” designation will appear on the display until the box is unchecked.

Manage Service Requests

• This function manages service Work Orders (requests) from registered users.
• All submitted Work Orders are displayed (most recent first) with the Work Order # & Date, Current Status, and other basic information. Each Work Order can be viewed, printed, edited or deleted from the admin. Work Orders are submitted by users and they can see on the website their Work Orders
• The Work Oder list can be filtered by Resident Name or Work Order #.
• The management of these work orders is determined by the current boards and staff and subject to periodic changes in process.

Manage Site Content

• This function is used to change content in certain areas of the website.
• Clicking on this link opens a page that describes the content that can be changed and provides a link to a form that holds all of the current content for these areas.
• Edit the form as needed to change any of the existing content and then click on Update. The updated content will appear immediately on the site.
• Always review the changes on the website to ensure accuracy.

Manage Staff

• This function allows for the full management of staff displayed on the website.
• Clicking this link will display a list of all entered staff and allow for creating and editing of all staff data.including name, position, email, image, phone numbers and description.
• The list is displayed in in the order identified for each staff member.
• The form below the list can be used to add a new staff member or edit an existing one.

Manage Website Users

• This function allows for the full management of all registered users of the website.
• Clicking this link will display a list of all registered users and allow for editing of all user data except for their password. Password changes can be made directly by the user.
• The list is displayed in name order but all users that are renters are displayed first.
• A red “inactive” in the status column indicates that the user is registered but has not been approved for website access and will not be able to log in until the status is changed.
• The Lease Exp column will display the date in red if the lease period has expired. This generally indicates that the user should be deleted, or their status changed to “inactive” until a lease extension is verified.