Change your email preferences
Changing your email preferences is easy! Just log-in with the credentials provided when you requested an account, and then click the Member Info button on the top-left of the page. There you will see two tables: one indicates what type of events about which you want to be notified, and the other is events from which sections. Make your choice, then hit "Save Member Data".
Join an event
If you see an event that you want to join then click on the link for the event to be taken to the details page. If you are allowed to join the event, then at the bottom of the page there should be a "Go to sign-up form" button. If the registration deadline has passed, or you have a guest account and have attended more than 6 events in the past 12 months, then you may not sign up for the event. Once you are at the sign-up form fill out your information, read through and agree to both the trip etiquette and acceptance of risk guidelines, and then click "Add to Waitlist". The page will reload and you will be added to the event either as a participant or as being on the wait-list, depending on how the trip organizer has set up the event. If you need to change information on the sign-up form, you can always return to this page, adjust your information, and then click "Save information" at the bottom of the page.
Organize an event
The website currently hosts two types of events: section events which are reviewed by and sanctioned by the committee, and member events which are not. Any current member of the NZAC can organize member events using the "New Member Event" button at the top-left of the page. Only those members who have been approved by the committee to lead section events will see a "New Section Event" button in the same location. If you are interested in leading section events, see the trip policies page. Once you have decided on the type of event to organize, click on the appropriate button.
On the first page you will be prompted to give your event a name: make it a good, descriptive name, but don't worry too much about it now as you can change it later. Click the "Create Event" button. This will create an event on the server, but it won't submit it to the calendar yet, so you will have a change to finalize information before sharing it with other people. If you don't want to organize all the information in one sitting, you can also save it and come back later. Just go to the member information page and find your event under "Events that I am organizing". Click on the Edit button to be taken to the editing forms.
Edit event details
Once you've created the event you will be taken to a page where you can change the event details. Each field has a help button next to it, so you can get an idea of what to put in each field. Important things to note are:
- The type of event determines to whom notification emails are sent. Choose the type that best matches your event. Once the event has been submitted, you will be unable to change the event type!
- People will be unable to register after the registration cut-off date and time, so pick a time when you want to finalize trip details with participants.
- Who's Invited controls who is allowed to join the event. If it is "Members Only", then people with guest accounts will be barred from signing up.
- If you choose "Attendee Screening" as "pre-screened", then when people sign up for the event they will be placed on the wait-list. Otherwise, people will be placed immediately on the participants list and will expect to be able to participate.
- You can add other members as co-organizers if you know their email address.
Information is auto-saved every 2 minutes, but you can save it at any time by scrolling to the bottom of the page and clicking "Save Event Details." When you're happy with the details, click on the "Go to images" button at the bottom of the page - this will also save the event information.
You can upload up to 2 images to be displayed on the event details page for your trip. The maximum file size for each of these images is 2 MB, and they can be either JPG, PNG, or GIF formats. It is recommended that, if appropriate, one of these images be a route map or topo. To upload the images, simply click on the browse button, select an image, then click "Upload". Once the file is uploaded you can edit the caption. If you want to remove the image, click the "Delete" button.
To save the captions, click on the "Save Image Information" button. To save the captions and continue to making a sign-up form, click on the "Create sign-up form" button.
Create sign-up form
On this page, you can create a sign-up form that prospective attendees will have to fill out before they can join the event. If you have organized a previous event, you can copy the sign-up form from that event and modify it. You can also copy from a template to get going. The first few questions (greyed-out) are questions required by the section, and they amount to contact information, emergency contact information, age, and medical issues. You can add, insert, delete, and move around other questions as you wish. When done, click on the "Save sign-up form" button at the bottom of the page, or the "Review event information" - it will also save the sign-up form. You can change the sign-up form even after people have signed up for your event.
Review event information
On this page, you can review the event information as it will be displayed to the participants. When you are satisfied, scroll to the bottom and click "Submit trip". The event will be posted to the calendar and notification emails will be sent to those who have registered to receive emails about your event type.
Manage an event
Once an event has been submitted and approved, it will be visible to others on the website. You can edit most information about your event even after it has been posted by going to the event details page where there will be a link at the top taking you to the editing forms. When people sign up for your event, you will receive an email indicating that this has occurred. You can review the information provided by the prospective attendee by clicking on the "Add/Remove/View event participants" link at the top of the editing forms.
On this page you can view the information provided by the attendees either individually, by question, or in aggregate for all questions. You can also move attendees from the wait-list to the participants list and vice-versa. You can also remove attendees. Changes aren't made until you click the "Update participant information" button. When someone's status changes, they will receive an email notifying them of the change, so please don't move people around all over the place.