What is the difference between the WBE and Official Events Calendar vs the Community Events Calendar?
WBE and Official Events Calendar
WBE's Newby office maintains the Official Events calendar, reflecting when the community centers and other park amenities are booked for events. Our Bulletin includes that official calendar; however, it also includes more activities that don't necessarily involve the manager's office.
Community Events Calendar
Our website provides an interactive calendar that will remind members weekly of upcoming events, and as activity Leaders are responsible for using that calendar, they should be aware that this website page is one of the most frequently viewed.
This events calendar records special, often one-time events that appear on or off the Official Events Calendar, and benefit from the weekly reminder function of the website. Your Website's Events Calendar is multifaceted and interactive, and all activity leaders can have authority to record Calendar Events and send Blast emails to their group or the residents at large. Activity Leaders can also send Blast emails outside of the Calendar event process.
Leaders can easily record and subsequently edit planned activities:
Click on “Bulletin, Events Calendar, Obits" then click on Events Calendar”
Click on “Create New Event” and complete the self explanatory details that can be daily, weekly,etc. Certain sections must be completed to process the event record.
Leaders can record whatever message they want residents to see when they click on the event link in the calendar,including ticket info.
Leaders can use the RSVP option where it seems appropriate, or select “no”. At this point in our evolution, RSVPs are probably better suited for smaller groups. Any leader wanting to consider this option is encouraged to consult with the webmaster first.
Leaders have two options when completing the posting of the event:
Do not send a Blast email: Leave all boxes unticked. Residents can see the message by simply clicking on the event in the Calendar and they will get a reminder before the event.
Send a “Blast” email of that same message to a specific group of members, or all residents, by ticking the appropriate box.
Click on Create!
Sending a Blast Email about the Calendar event is an Option, Not a Requirement
Whether or not the Blast option is used, the website community is sent a reminder of the event on the Monday before the event is held.
Blast Email or Discussion Topic?
A Discussion Forum facilitates a two-way, multi-resident, open discussion about a specific topic, and goes to all residents with an option for them to respond if they wish. A Blast email differs as a one-way communication to all, or a specific group of recipients. While our Discussion Forum significantly reduces the numbers of emails sent to residents, Blasts eliminate response emails.
Blast emails, whether event calendar related or not, can be sent to specific groups of residents, avoiding the inboxes of all the other residents who may not have any interest in the email topic. For example, if a leader wants to send a message about a Harmoniers engagement, they should likely use the Blast function that sends the message only to the Harmoniers group, not the entire community. This focused approach is appreciated by most if not all residents.
In order to keep relevant the emails reaching in-boxes of our residents, Leaders must carefully consider if there is a need to send a Blast email at all related to the calendar event posting. If the weekly notice and home page notice of upcoming events is sufficient, do not tick any of the group boxes.
If a Blast is wanted, then the Leader must consider who the intended target audience is before selecting a group to receive it. For example, if the Blast concerns a specific activity such as a Shuffle tournament, or Bowling event, then the leader should likely Blast the Shuffle Group or Bowling Group instead of “All Residents”. However, if the Shuffle or Bowling club wanted to reach all residents with their message, then “All Residents” would be the appropriate Blast choice and the content of the message should be obvious why. Generally speaking this function is not monitored for appropriate use, but the webmaster will notify a Leader if complaints are received or a better alternative can be suggested for future consideration in the spirit of training.
Non-calendar related method of sending Blast Emails
When logged in, those with Blast authority will notice the "Admin Control" box at the top of the home page. Click on that box then click on the "communications" link that will take you to a self explanatory Blast email page link that, when clicked on, takes you to the Blast email page. When you create your message, start by indicating who you are sending it to, ie All residents, Shuffleboard Group, etc. At the end of the message type your name so we know who sent the Blast. You can add pictures by clicking on the add file option. Please note you will not see a thumb nail of the picture. You can add hyperlinks using Markdown. Two series of brackets create the hyperlink, one on the hot word, the other around the URL link. for Example:
To view a shuffleboard video click [here](https://www.youtube.com/watch?v=R74yolowFPs)
You can send yourself a test Blast before designating the group, to ensure the email looks like you want it to look.