Society Profile Training

Society Profile Training • In this how to guide: • Background • Logging In • Your Account • Editing your Personal Profile • Editing your Contact Details • Viewing your Purchase History • Admin Tools • Editing Details • Using the WYSIWYG • Editing News • Editing Events

Background Why society profiles: Analytics show us that consistently the most viewed page on the EUSA website is the society listing page. Society A-Z Listing

The EUSA Website We wanted to cash in on this opportunity to give societies as much promotion as possible. Each society has web-space at www.eusa.ed.ac.uk/societies/listings where Freshers, prospective members and external companies look for your society first. The way your society presents itself here has a real impact on people’s opinion of your society. Freshers in 2011 said they dismissed societies quickly who did not look engaging and friendly on their profile. Every student can securely log in to www.eusa.ed.ac.uk in the top right hand corner using their EASE account. Non-students can create a guest log in. Log in screen

Control Panel If you are a member of a society, the control panel tab will appear at the top right corner of the screen. This tab shows you what you can do on the page you are on. It will therefore only give you options on pages that you are Admin. Control Panel

Account Tab Begin by viewing your account. Everyone who logs in will see this tab and the Account is personal to the individual. Account Tab

Editing Your Profile Edit Your Personal Profile It is advisable, as a committee member, to edit your Profile, uploading a picture and some fun facts about yourself. This makes your society committee seem open, friendly and easy to contact. Edit Your Profile

Contact Details Our website uses EASE as login for students which means you will always be emailed by EUSA on your SMS account and you will email your society members through their SMS account. Should anyone wish emails to go to a different account they can edit their contact details in Account, setting multiple email addresses and picking a default. Editing Your Contact Details

Purchase History Your Purchase History is also viewable through your account. Displayed here are the memberships and products you have bought with their date and location. You may have society membership, society hoodies purchased online, or tour/events tickets purchased. Purchase History

Admin Panel Click your Admin button and select the name of your society. The Admin Panel will appear. These admin tools allow you to set up information that can be pulled through to your Society Profile/Website Pages. Admin Panel

Edit Details Society profiles are set up on templates. Edit Details allows you to complete the information that can be pulled through to your Society Profile/Website Pages. The Description offers you space each year to update your sales pitch, this text is used in the Society Guide. The Description is written in a WYSIWYG (what you see is (kinda) what you get!) editor. You can use the toolbar at the top to spice up any plain text with images, links, bold, italics, youtube videos, etc. Edit Details

Top WYSIWYG tips Don't paste text directly from Word Paste it from Notepad to clear problematic formatting Start by giving your page a Title using heading two (looks best) Good practice not to say ‘link here’ Have a word and click the link button above to make it a link so that the link is summed up in one term Highlight a word, click link button, paste in url to any link Remove link button if you need to stop the link Images Put cursor where you want it to go Click image button Browse computer for image Change the width and height Template page is 600 pixels wide Align image left or right of text Can click image and make it a link Insert document same way as link Type a word which sums it up, highlight, click link button, browse server and search your computer for the document, Word. PDF. Ppt. Members can save, print, download documents, and you can edit privacy so only the committee can view documents Videos 1) YouTube button, paste embed code from YouTube (get that from video on YouTube which you find when you click share) 2) insert flash, browse and upload video file from your computer For a full guide from MSL see http://www.ukmsl.com/organisations/websitepages/introtoediting/

News Want to ensure that your members return to your profile regularly? Make it a committee member’s responsibility to update the news weekly. Some societies have been posting about their country’s Olympic success, deadlines for academic work and graduate schemes, world news that relates to their society and blogs/pictures to make their members chuckle. You can see current, expired, future and deleted articles by applying a filter. Writing articles in advance with a date for them to go live takes the stress out of doing this at the time of your event/exams/holidays! The order that news appears on your profile can be edited by dragging the articles into a new order. News

Write A News Article Select Add New Article and fill in the form. Enter a title which includes your society name or acronym. Your news articles sync with the main societies’ news. Coming across interesting articles by accident is one of the many ways prospective members may find your society. Leader – provide a basic description Chose to allow non-members or members only to read your article Chose to allow comments, enable sharing and ratings Tag your article to allow it to be found by search engines, think of all the different ways someone may search for your news/event and be specific Browse your computer for an image and caption if you want Write the body of the article in the WISWIG Editor. See above for hints and tips. Don’t want to write an article, but have found an interesting one someone else has written? Put the URL in the box and save to allow the article to forward to this page. News article

Add Events: With over 270 societies putting on several events a month it really hard to make sure your event stands out. For rules on Poster Policies and Marketing Tips check out www.eusa.ed.ac.uk/societies/run/advertising Online marketing is a fantastic FREE way to promote your society to the masses. As with News, begin the Event Name with the name of your society. Your Events sync with the main societies’ calendar. Coming across interesting articles by accident is one of the many ways prospective members may find your society. Be accurate in the tabs you tick as Events are searchable by category. Add Events

Messages: Think of your Society Profile as the management centre and constantly developing handover pack from your committee. Through the message centre you can send emails from your main society address and have them returned to your preferred address. You can email your members simply and see the messages sent to your members by your fellow committee members. Spent ages working out the perfect wording to market that annual event? The text will be there for years to come so next year’s committee only have to alter the date! New Email

Members: This area is the best bit of your society profile! Anyone can create a webpage but this membership management area is unique. From 2012 Societies are moving to this cashless system to ensure transparency in society accounts and ultimately to protect the safety of committee members from carrying cash. When someone joins your society either online through your profile or at a EUSA box office, they are immediately added to your membership list viewed here. You can utilise stats on your society members allowing you to market more directly and see how many PostGrad, International, 1st years, etc You can order your members in group, and email them in groups. Default membership is set to student and non-student. The prices are taken from the annual society re-registration form. If you want new memberships added or changed email anne.elder@eusa.ed.ac.uk Membership Groups Membership Groups

Membership and Groups:You can order your members in group, and email them in groups. Default membership is set to student and non-student. The prices are taken from the annual society re-registration form. If you want new memberships added or changed email anne.elder@eusa.ed.ac.ukYou cannot add members to your society manually as this would require you to have access to the student database. Refer to ways to join a society (http://www.eusa.ed.ac.uk/news/article/societies/385/) There is no need to handle cash or keep a separate membership list, the society profile does this for you. Sort your members into groups. Create new group, select type, office bearers are those in your society committee and anyone you add to this group will have Admin rights over your profile. Create group, Click on name, shows members of your society, chose the member you want to add. Edit Groups

Sign ups: Societies who have best used the Sign Up Widget have used it as one level above a facebook event. They state that their members who Sign Up on the profile are considered to have confirmed their attendance of the event/trip rather than clicking attending on facebook and not necessarily meaning it. Fill in the Sign Up form as you would a News Article form. Add New Sign Up Add New Sing Up

Add New Poll Your society profile will look its best when it is full of interesting and interactive content. Work to bring your members regularly back to your page, checking out what is new. Polls are a great way of doing this and can be used to decide what colour hoodies to order, where to go on your next trip or the them of your next social. New Poll

Sales Report: This is a fantastic tool allowing you to analyse when members are joinng your society. You can assess the impact of marketing pushes, Freshers’ Week, Re-freshers Week, etc. Select the dates you wish to search between. Sales report will provide you with information of all products your society has sold online which may include membership, hoodies, tour tickets, event tickets. Purchasers Report shows you everyone who has bought the products. What years are your members in? When are they most likely to join? If you want to sell tickets through your profile contact nick.roberts@eusa.ed.ac.uk It costs EUSA 10p per ticket to sell your ticket online, this fee is passed on to you, and most societies incorporate it in the upfront cost of their ticket to the public. Sales Report

Adding Resources Think of your Society Profile as the management centre and constantly developing handover pack from your committee. Upload your 5 year plans, your society wish list, your society aims, child protection policies, voting procedures and the like to make them available for future committee members. Edit the permissions so only committee can view them. Think of your Society Profile as the management centre and constantly developing handover pack from your committee. Resources

Webpages Tick the box of the page you want to edit. You will have a homepage and you can create as many child pages beneath this as you need. The best way to plan your micro site is to get post it notes and work out all the pages you think you will need. These might include: How to Join Members Only AreaCommittee Area Events Page Current Projects Arrange the post it notes until you are happy with what pages would click through to what information. Read hints and tips on design including, readers don’t read, they scan http://uxdesign.smashingmagazine.com/2008/01/31/10-principles-of-effective-web-design/ Webpages

Widgets Now that you have provided the information to the backend of the Society Profiles you will want to display the news, calendar, etc on your webpages. View page you wish to add widget to. Control panel, edit page, WYSIWYG will appear. Click Widget tab. View current widgets or Add New Widget. Select the widget you want under Organisation Widgets. Be careful as the personal widgets show info about the person who is viewing the page. Give the widget a sensible name. Save new widget. Go back to WYSIWYG editor. Go to widget drop down and chose widget you want. This will show in a curly bracket. This means there is a widget on your page. Preview or save and publish to view the information pulled through by the widget. Widgets

Hints As a minimum you must have the following up on your profile: Join Widget http://www.eusa.ed.ac.uk/news/article/examplesociety/279/allowing people to join online and cashlessly at Society Fair and throughout the year. Society Blurb http://www.eusa.ed.ac.uk/news/article/societies/Be-in-the-Society-Guide-2012/- required for your society to be included in the Society Guidehttp://www.eusa.ed.ac.uk/news/article/examplesociety/How-to-update-your-society-description/ Current Committee/contacts http://www.eusa.ed.ac.uk/news/article/examplesociety/312/ Meeting place/time You can also add photos, twitter, facebook and youtube videos to present your society in its best light! Upload your Society Constitution (make sure you have the new compulsory clauses http://eusa.ed.ac.uk/societies-faq/index.php/Society_Constitution Remember this space is yours – make it shine! See some of these fantastic examples: Harry Potter Society http://www.eusa.ed.ac.uk/societies/society/HarryPotterSociety/ Business Society http://www.eusa.ed.ac.uk/societies/society/bizsoc/ Biomedical Society http://www.eusa.ed.ac.uk/societies/society/biomedical-society/ Lang Soc http://www.eusa.ed.ac.uk/societies/society/langsoc/ Essex Sub Aqua Group using the same MSL website http://http://www.essexstudent.com/sport/subaqua/ For further help contact Lizzie EUSA on facebook or lizzie.brough@eusa.ed.ac.uk

Society Profile Training