Posting Your Own Hikes and Making Changes to these Hike Listings POSTING YOUR OWN HIKES Welcome to Posting Your Own Hikes on the Calgary Weekenders Hikers website. This document will walk you through posting your own hike. To be able to post your own hikes, the Hike Planning Coordinator must first change your status within the website. You will need the following information about the hike: Hike roundtrip distance (kms) Hike elevation gain (meters) Difficulty rating This information can be found on the website for many hikes. Near the bottom of the index on the website, there is a category called Other with a link to an area called Documents. When you click on Documents you get a list of items which includes Possible Choices for Additional Hikes. When you open this document, it gives you information on all of the hikes the CWH have done in the last number of years. This is an excellent reference to obtain information regarding your potential hike, including hike distance, elevation gain and difficulty rating. Once you have all of the information you need regarding your hike you are ready to register it on the website. Once that change has been made, the first item that you will notice is a new index that will appear on the left hand side of the website upon your initial sign-on. This will look like this: Posting Your Own Hikes March 2015, Rev 3. Page 1
CREATING YOUR OWN HIKES To create your own hike, you must click on the Add/Edit Future link in the index. Upon clicking on this link you will get the following screen: To create a new event you must click on the Add New CWH Event link located near the top of the page. Upon clicking on this link the hike registration page will open up. This page looks like this: There are a number of boxes (drop down boxes) to be completed. Title: Location: Start Time: Insert the name of the Hike/Destination On the right hand side, there is a drop down box that gives you the general location of the hike Enter the time you plan to meet either at the carpool location or the trail head whichever is applicable. (i.e.: 7:30 AM) Registration Opens: This is the time that the hike is open to registration on line. Posting Your Own Hikes March 2015, Rev 3. Page 2
Registration cut off: This is the cut off time to register for the hike. This is usually 6:00 PM the day prior to the hike. Total Return Distance: Total return distance of the hike (kms). Total Elevation Gain: Total elevation gain (meters). Event Coordinator: You need to scroll down and click on your name. If you have more than one Coordinator you can select the first Coordinator, and then hold down the Control key and click on your second Coordinator. Type: Select from drop down list the type of hike. (Midweek, Saturday hike etc.) Difficulty Rating: Select from drop down list the difficulty rating of the hike. Who s Invited: Defaults to Members & Guests. You can restrict the hike to members only, which does not allow for the registration of any guests. Maximum Group Size: In this box you can set the number of hikers. (minimum of 4) Maximum Guest Size: Total number of guests that can be registered on the hike. Minimum Group Size: Defaults automatically to 4 per CWH Club policy. Maximum # of Guests per Member: Number of guests a member can bring on the hike. Defaults to 1. Event/Hike Itinerary: You can place additional information regarding the hike in this box. (i.e.: cumulative elevation gain if it is significantly more than the total elevation gain, pace of the hike, bring water shoes as there is a small creek to cross, etc.) Has Event Meeting Place/Event Meeting Place: This area works in conjunction with an area further down dealing with the Carpool Meeting Location. Depending on which box you have ticked in these two areas, it will provide information on the event meeting location or carpool location. If you were planning to meet at the trail head of a hike you would ensure this box is checked and the Carpool box was unchecked. In that instance you would then fill in next box, Event Meeting Place and type in Meeting at Trail Head. If you plan to carpool, you would leave this box unchecked. * Event /Hike Directions: In this box you can provide specific instructions regarding meeting at the trail head, etc. (i.e.: Meet in southwest corner of parking lot). * Required Items to Bring: You can specify items that individuals are required to bring. (i.e.: all participants must have bear spray / deterrent, etc). * Recommended Items to Bring: You can make suggestions as to any items you would recommend people bring. * If nothing is entered into these 3 boxes, these boxes will not appear on the hike information Posting Your Own Hikes March 2015, Rev 3. Page 3
Has Carpool: This box must be checked for the Carpool information to appear. If you are not planning a carpool and are meeting at the trail head, you would uncheck this box. Carpool Depart Time: This is the departure time from the carpool area. This should be the same time as start time that was entered earlier in the program. Meet at the Trail Head: By default this box is Checked. With this box checked, individuals registering for the hike can select the option of Meeting at the Trail Head. This will tell the Coordinator that these individuals will not be at carpool location. We normally allow the option to meet at the trail head. Carpool Location: There is a drop down box that has all of the usual carpool locations that can be selected. You can also type in another location if you wish. Carpool directions: Special directions/instructions can be placed in this area regarding carpooling. *If nothing is placed in this box, nothing will appear in the hike details. Carpool Question: Usually left blank. *If nothing is placed in this box, nothing will appear in the hike details. Additional Notes: Another area where information can be added. Usually left blank. * If nothing is placed in this box, nothing will appear in the hike details. Cancellation or Partial Attendance Statement: Used when a hike is cancelled. Save Event (or Changes): You can save the hike as a draft or post it to the live system. If posting to the live system, you also have the option of having an e-mail sent to all members who wish to be notified of new events. Once you have saved your event you are almost done. Another screen is brought up that looks like this: You must complete this page to register yourself as one of the hike participants. Your user name is already populated together with the name of your event. You must fill in the dropdown boxes regarding your Level of Experience and Travel Plans. To finish this page, click on Save. Congratulations, your hike is now listed on the system showing you as the Hike Coordinator. You can check all of the information by clicking on your hike within the calendar. Posting Your Own Hikes March 2015, Rev 3. Page 4
MAKING CHANGES TO HIKE LISTINGS If you have made an error while registering the hike, you will have to go back into the document to correct the errors. You do that by clicking the Add/Edit Future button and you will get the following page: In this example, the hike we just completed was barry test 3. In the above document you can see that under the Edit column, you have a blue Edit link. If you click on that link, it will bring up your original hike information. You can go into the information and make the necessary changes to the document. There is a minor change when you go to post the document to the website. At the end of the document, you get a drop down box that give you some options. It looks like this: Selecting Active-Show on Calendar will update the information and post it to the website. This area also allows you to cancel a hike with the option of either removing it from the calendar or leaving it up on the calendar and showing it as cancelled. If you cancel a hike using this method, you must go into the hike and remove all of the registered Members. You must also follow the procedure for cancelling a hike as outlined in the Hike Coordinators Guidelines. Removing members from a hike is covered in the Managing your Hike as a Hike Coordinator. You can also save it as an Inactive Draft Form. Do Not Show on Calendar. If you save it as a draft, you can later using the Add/Edit Future go back into the hike and list it as Active Show On Calendar. Posting Your Own Hikes March 2015, Rev 3. Page 5