Local Greeter Website User Manual
The local GGN website user manual is a quick reference that allows you to quickly get familiar with your local website's functionalities and how you can manage your website.
Version 0 - 5/30/00
- User’s Manual Template and Checklist
Version 1 - 2016-03-04
- General update
Version 2 - 2016-08-25
- Section changed
- How to update your site (chapter 8)
- Remind me later
Version 3 - 2016-10-19
- Section changed
- Add a page to the menu
- About your Greeter city in the main structure of the website (chapter 9)
Version 4 - 2017-03-22
- Functionality/Page: Meet our Greeters
- Functionality/Page: Destination Highlights
Version 5 - 2017-04-28
- Functionality: Manual feedback
TABLE OF CONTENT PAGE
2.1 Local Administrators
3.1 Greeter Menu
3.2.3 Name of town
3.2.4 Name of country
3.2.5 Gallery title
3.2.6 BIO page
3.2.7 Highlights page
3.2.8 Adding your own menu item
3.3 Gallery (photos)
3.4 Social Media
3.5 Frequently Asked Questions (FAQs)
3.6 Testimonials – Feedback
3.10 Front page carousel
6.1 General Access
6.2 Local Admin
6.4 All Greets
6.5 Un-Assigned Greets
6.6 Assigned Greets
6.7 Finalised Greets
6.8 Archived Greets
7.2 Adding an EXCISING language to your site
7.3 Adding a NEW language
7.4 Translating email notifications
7.5 Translating the labels on the image carousel
7.7 Pages and Posts
7.8 FAQs and Testimonials
8.2 How to update
9.2 Add a page to your main structure
1. GENERAL INFORMATION
1.1 System Overview
The Global Greeter Network foundation “Local Website” system allows local Greeter organisations to setup and maintain their own website and manage their Greeters, bookings and Greets.
It utilises automated technology that matches Visitors with Greeters based on certain criteria such as:
- the Greeters availability to conduct the Greet at the requested date and time,
- the languages the Visitor and Greeter speak, and
- the special interest of both the Visitor and the Greeter .
The matching system is fully automated but can be overwritten by the local administrator / Destination Manager (DM) who can manually assign Greets to Greeters.
Greeters have the option of responding to automated notifications of new Greeter requests or manually assigning Greets to themselves directly from the local “notice board”.
Greeters are also able to manage Greets in terms of setting dates, times and meeting places. (DTPs).
1.2 Access Levels
Access to the system is restricted to defined users. The main users of the system include GGN Technical Support, Local Administrator (DMs) and Local Greeters and Visitors.
GGN Techs have access to the entire system depending on their status (which is outside the scope of this manual).
Destination Manager have access to the local site’s back-end where they can manage all local Greeters, local Greets and the local website itself.
Individual Greeters have access to the local noticeboard where they can assign any Greets to themselves, manage their own Greets and manage their profile.
Greeters can only access Greets and Visitor information that is assigned to them. Greeters can’t access or view other Greeter’s Greets or profiles.
2. GAINING ACCESS
2.1 Destination Manager
After you registered as a Local Greeter Organisation (LGO), you would have received some confirmation emails. One of these emails contains the login credentials to your Local Greeter website. These credentials include a:
- link (URL) to your new site
- link to your new site’s back-end login
- user ID, and
To log into your website’s back-end you simply follow the link provided, enter your user ID and password, click the Captcha tick box and click the “Log in” button.
After you have successfully logged in, you are ready to customise your website and start adding some Greeters.
2.2 Access to the system for Greeters
Greeters need to apply to become Greeters through their local website. Simply click on the “Become a Greeter” button on the home page and your Destination Manager will activate your profile as a Greeter.
Greeters can log in identically to Local Administrators above. The only difference is the source of the login details that are emailed to you. Greeter’s credentials will come from the local system and are issued by the DM. Other than that, the process is the same.
3.1 Greeter Menu
As a Local Administrator, your first action should be to “localise” your new site. The generic local website needs some customisation so it can be distinguished from all other local Greeter sites.
After you logged in, you simply look for the “Greeters” menu to the far left of your screen.
After you found it, click on it (or on the “Settings” sub-menu) and you will be taken to the main “Greeter Options” screen. You can now start your website’s customisation.
Here you will need to tell the system some of the things that will customise your local website.
3.2.1 Languages - The first thing you see on the screen is a list of languages. The website default language is English. If English is not your country’s first language then you may later consider translating your local website into your local language. However, you can do this later as we first want to set up your site’s variables.
3.2.2 Your Logo - you can upload your own logo.
We recommend that your logo is designed on a transparent background. For example, a .png or .gif image suits best but if you do not have a transparent background image then a .jpg on a white background should be OK.
Simply click on “Yes” and upload your image from your local computer. We strongly recommend that your image is 300 px wide by 50 px tall
If you do not have a logo or you are still developing one then that is OK too. The system will automatically create a logo for you which will look similar to this:
3.2.3 Name of Town - Next you need to fill in the name of your Town. The town you fill in here will be used extensively throughout the website including the logo above.
3.2.4 Name of Country - Next you need to fill in the name of your Country. The country you fill in here will be used extensively throughout the website including the logo above.
3.2.5 Gallery Title – this is where you will find the title right above the little pictures on your homepage. Once you have decided to have your website in other languages as well, you will need to translate this sentence. For now you can just leave it as it is.
3.2.6 Do you want to use a Greeter BIO page – the system offers you the possibility to add an extra line to the menu: "Meet our Greeters".
This option is turned off as default, by clicking the YES box you will enable this option.
- When using this option, a picture of each Greeter will be shown on this page, but only if they uploaded a picture in the "Become a Greeter" form – otherwise an AVATAR will be shown.
- A Greeter should write a short biography in their profile.
- The name and the interests of the Greeter will also automatically show.
3.2.7 Do you want to use the"Highlight" page – the system offers you a template where some of the highlights of your city will be shown in a defined grid.
This option is turned off by default, by clicking the YES box you will enable this option.
This option is connected to the front page carousel (the little pictures at the bottom and/or on the side of your webpages).
When you upload a picture for the carousel make sure you give the picture:
- A short title
- A short description
- Do so in all languages you have enabled
You then need to click the “Save Changes”.
3.2.8 Do you want to add your own menu item
The menus of your local website are hard-coded for consistency purposes because all menu items were officially translated in the current endorsed languages. However, you may add a menu item and customise some of the top menu.
First, lets go to where we can add a menu label to our top menu. In the left WordPress menu in the back-end of your website, you will find Greeters >> Menu as illustrated below.
This will take you to the menu input page where you need to add your menu label and the link (URL) of the label as illustrated below.
Enter what you want the label to read and enter the link you want the label to point to; then click "Save Changes".
Now check it the menu item appears on your local website. You may need to refresh your browser for you to see the changes...
There are a few restrictions.
- Your additional menu items can only be placed under the "About" header, and
- We strongly recommend that you translate your label into the official languages endorsed by the GGN Foundation or as a minimum, the languages you selected on your local website.
On the top tabs, you can now click on “Gallery” and the following screen should appear:
This is where you can edit the (big) banner on your homepage as well as the smaller photos that appear on both the homepage and other pages.
Here you need to upload you main banner image. It is recommended that this image represents your city (a picture tells a thousand words). It is also recommended that the photo is web maximised. This means that your photo should not be more than about 1 Mb. Your photo must be 2200 px by 500 px so you may need to crop your image before uploading.
Click ‘Insert to post’.
Don’t forget to “Save Changes”
Photos and pictures of you HIGHLIGHTS page
This is where you can upload the pictures that appear at the bottom of your homepage as well as on the side of other pages. The pictures will also be used if you choose the option "Do you want to use the "Highlights" page (see 3.2.8)
After clicking you will find a list of 6 or 7 pictures. Hovering over (e.g.) Your Town Sample 6 will give you the opportunity to click "Edit". Do so.
Click Remove featured image and the example picture will be gone.
Click Set featured image
And you will be asked either to UPLOAD FILE from your computer (‘click and drag’ will do) OR click MEDIA LIBRARY to choose any picture you have uploaded to your library
Example given: Upload a file from your computer:
- You select the data file where your picture is (on your computer)
- Click and drag the picture towards the centre of your screen
- Click "Set Feature Image.
Now all you need to do is give your picture a title, write a short description about the picture and finally click UPDATE
REMEMBER: you have to give your picture a title and description in every language you have enabled!
AND don’t forget – always save the changes you have made!
3.4 Social Media
Here you simply fill in your links (e.g. /The-Hague-greeters/) to the social media listed. If you do not have the social media listed then simply leave these blank. If you DO NOT want a specific type of Social Media, you need to remove the text that is only put in as an example.
Your social media will appear on the front page of your website on the top blue bar. Don’t forget to “Save Changes” and have a look at your site to see what it looks like. If you do, make sure you refresh your screen so the saved changes will be visible.
There are already some frequently asked questions listed on your new site. Add to them as they come to mind. Simply use the editor to add to the list.
Don’t forget to update your posts.
3.6.1 AUTOMATICALLY GENERATED FEEDBACK
Visitors automatically receive a feedback request by mail, app. 48 hours after the Greet has been finished. If the visitors fills out this form and submits it, you – as administrator – will receive a notification by mail. In this mail you will have a link to the back-end of your website where you can read the feedback and simply click PUBLISH if you are OK with the content. The feedback will then be published on the front end of your website.
3.6.2 MANUAL FEEDBACK
Sometimes visitors give their feedback to the Greeter by mail, or they send in feedback through the contact form on your website. You now may upload this feedback by using the MANUAL FEEDBACK opportunity, just follow these steps:
1) In the BACK END – DASHBOARD you click on MANUAL FEEDBACK
2) At the top of the page you will find the option to ADD NEW FEEDBACK, click this option.
3) You will now be forwarded to the FEEDBACK form in the front end of your website.
Fill out all the boxes as indicated and click SUBMIT
4) The feedback will now be listed in the back-end and all you have to do is click PUBLISH
5) The feedback should now be published in the FRONT END:
GGN offers NO advice on legal matters.
The GGN “Local Website” system allows for an unlimited number of languages to be deployed. The site can be multilingual for both the Visitors as well as the system’s back-end.
The system comes in some pre-installed languages and more are planned as more users come on-board. At this point in time, the system supports English (default), and eight other languages while we are working on other languages as well.
You can add additional languages if you like.
This is done in 2 stages. Stage one includes enabling the new language by ticking it on the main Greeter Options >> General tab. After you ticked the additional language box, make sure to save your new setting.
You then need to open the “Language” tab and look for the language in the dropdown box that you just enabled. This will bring up all the main entries you need to translate. This includes:
- Name of Town (enter the town’s name in the new language)
- Name of Country (enter the country’s name in the new language)
- Book a Greeter (for home page button)
- Become a Greeter (for home page button)
- All about (for home page button - also note you can leave the shortcode Global Greeter which will then automatically show the city in the appropriate language.
You have now translated the main website objects. However, stage 2 of the translation is more complex and is dealt with in LANGUAGES AND TRANSLATIONS
If you have some local sponsors then you can acknowledge them here. Sponsors can only be local business. Any international business sponsorship requires approval from the GGN-foundation. For example, your local bicycle hire place would be a good sponsor to get on board.
You can click on “Add New”, fill in a title and the link (URL) to your sponsor’s website and upload a 540 px by 195 px logo.
Your sponsor will then be part of a carousel on your front page
4. IMAGES – YOUR WEBSITE PICTURES
This is where you can add pictures to your website and give them a title. In the left hand menu you will find ‘IMAGES’.
To get you started we have already created 7 sample pictures - we have called them YOUR TOWN SAMPLE 1 to 7.
All you need to do is mouse over YOUR TOWN SAMPLE and a simple menu will appear. You choose edit and the image post will show as per the below graphic.
- Give your photo a title
- Upload your photo
- Give your photo a description - the story behind the photo
- Translate your title and description
- Update your post
You have two possibilities to upload files:
You can search your computer for pictures you want to upload.
Drop files anywhere you want
If you have a folder with your pictures in it, you can simply drag the pictures 1-by-1 to the indicated zone on your screen.
Don’t forget to save your pictures by clicking ‘Publish’!
Use the recommended size of the photos. for more information about your photos looking incorrect, please read this article "Aspect Ratios".
5. MANAGING GREETERS
5.1 Signing up a new Greeter
After you have customised your local website, you can invite (potential) Greeters to sign up to the system. The Greeter just needs to fill out the “Become a Greeter” form and submit it. This will both notify you that a new Greeter has registered and it also notifies the Greeter about login credentials where he/she can edit his/her profile.
To manage Greeters, the Local Admin must be logged in as the Administrator. This can sometimes be confusing because Local Administrators are often also Greeters so they wear 2 hats so to speak. So make sure you are logged in with the appropriate credentials.
After logging in, you need to access the “Manage Greeter” Interface. You find this in the Greeter menu as depicted below...
The system created the Greeter profile which contains all the information required for matching the Greeter to any new Greet requests
The information in the form / profile is important because it will form the basis of the automated matching system. The criteria for this is mainly based on:
- the availability of the Greeter
- the language(s) the Greeter speaks, and
- the Greeter’s interests
As a Local Admin, you do not have a lot of involvement in the maintenance of your Greeters. There are only a few functions you can perform, including:
- viewing the list of all Greeters,
- viewing individual Greeter profiles,
- editing individual profiles, and
- deleting individual profiles
6. MANAGING GREETS
Managing Greets is based on an automated process where the system looks at a new booking and tries to assign it to the most suitable Greeter. The automation is primarily done through email notification to the Visitor, the Greeter and the Local Admin.
When a Visitor books a Greet, the form they use contains a lot of questions about the Visitor’s preferences. This include Greet related information such as when the booking is for, the language spoken by the Visitor and their interests.
The system compares this data with the data it has stored about Greeters and subsequently tries to assign the Greet to the best suited Greeter.
It is important to note that Greeters only have access to the “Noticeboard” and their own assigned Greets as well as their own profile.
Greeters cannot view, edit or delete other Greeter’s Greets or profiles.
Below are the tabs a Greeter has access to...
6.3 Local Admin
As a Local Admin, you can manually overwrite this system by assigning Greets to Greeters you determine to be appropriate. The first thing you need to do is log in as the Local Admin, find the Greeter menu on the far left and click on “Manage Greets” as depicted below.
You will then get to a list of all the Greets in the system. You can see that all these Greets are also broken into their relevant sections including:
- Un-assigned Greets (the “Notice Board”),
- Assigned Greets,
- Finalised Greets, and
- Archived Greets.
Below are the tabs the Local Admin has access to...
For easy recognition, the above sections are also colour coded.
Greeters will have less access to data compared to the Local Admin.
6.5 All Greets
All Greets is just a list of all the Greets in the system. As a Local Admin you can quickly look up any specific Greets because you can sort the columns by clicking on the column headers.
Local Admin can:
- View Details,
- Assign / Unassign,
- Delete, and
- Archive Greets
6.6 Un-Assigned Greets
The un-assigned Greets are important because they contain Greet requests that are not yet matched to Greeters and therefore require timely action. As a Local Admin, you can assign Greets here manually. The main operations are:
- View Details,
- Finalise, and
- Delete Greets
As a local Admin, it would be prudent to look at the “Age of Request” column. You can sort the column by clicking on the header. This will quickly tell you which requests are older and need urgent action.
You can also click directly on the Visitor’s email if you need to correspond with them.
When you un-assign a Greet, it simply is moved back to the noticeboard for reassigning. This reassigning can be done by the Local Admin or any Greeter that looks at the Noticeboard.
6.7 Assigned Greets
After a Greet is assigned various emails will be send to notify all parties involved. The main action now is to create the Date, Time and Place (DTP) of the Greet. This is simply done by contacting the Visitor and arranging the DTP and subsequently putting these details in the system via the “Edit DTP operation”.
Here you fill out the actual date, time and meeting place of the Greet.
This information is then again emailed to the relevant parties with a follow up email just before the actual date of the Greet.
Under the “Assigned Greets” (Local Admin) or “My Greets” (Greeter) it is also possible to edit the DTP, View Details of the Greet as well as Finalise” the Greet.
Note that the "Meeting Place" must be an address as Google will show the Visitor on the map where the meeting place is. So try to avoid "In front of the big church" but rather state the full address of the church. For example, 1 Church Street My Town.
6.8 Finalised Greets
After the actual DTP has expired, the system will send several emails to the parties involved in the Greet. As a Greeter you will receive a reminder that you are required to “Finalise” your Greet.
All Finalised Greets will simply be listed under the “Finalised Greets” tab
6.9 Archived Greets
Sometimes Greets are not “Finalised” as per our normal interpretation of the word. Ie, The Greeter has done the Greet with the Visitor. Is some instances the Greet is just simply deleted which can occur when a Visitor cancelled the Greet or perhaps just not shows up.
In the above circumstances, the Greeter or Local Admin must pick the correct Finalisation category to ensure that statistic for all Greets are correct and accurate.
Only the Local Admin can Archive Greets.
7. LANGUAGES AND TRANSLATIONS
The GGN-foundation Local Website System’s default language is English. However, the standard package is already programmed in several different languages including German, French, Spanish, Italian, Swedish and Dutch.
If additional languages are required, then the GGN-foundation team can add these with the cooperation of a local administrator who is willing and able to translate the website’s contents. This makes the GGN Local Website System truly multi-lingual as the number of languages will grow.
7.2 Adding an existing language to your site
The first thing you need to do to add a language to your site is to enable the language in the back-end of your website. You can do this by looking in the left hand WP menu for Greeters >> Settings under the “General” tab.
There you will see the languages that are already translated or partly translated. All you need to do is simply tick the box in front of the language(s) you like to add and save the changes.
Your website is now available in the language(s) you enabled.
7.3 Adding a new language
The GGN Local Website System’s core contents is easily translated. These core snippets of data include things like your text buttons on the home page, your “Text Logo”, your city and country and other important information that is readily used throughout your website.
First tick the language you want to enable. If your specific language is not in the list then please contact the GGN team and they will add the language for you.
After you ticked the language, you need to open the “Language” tab where you see a drop-down box with all your enabled languages. From this box, pick the one you would like to translate.
Then proceed filling out the boxes translating the main contents snippets on your website.
When you come to translating “All about”, you can use the shortcode Global Greeter. This will place the contents on the “Name of Town” in place of the shortcode.
7.4 Translating email notifications
After engaging your new language, you need to translate the email notification. This is important because Visitors and Greeters will receive their emails in a language based on the selections they made when they made a booking or registered.
First go to “Greeters” >> “Settings” >> “Notifications” where you find the “Languages” tab. Here you find a drop-down box containing all languages that are enabled.
Pick the language from this drop-down box and proceed to enter the translations into the Subject and Body.
Please note that you can use the same shortcode we use in the default English translation.
Translate all email notifications and click “Save Changes” when finished.
7.5 Translating the labels on the image carousel
The front page has an image carousel that has labels / titles displayed in the centre of each photo. These labels can be easily translated by going to:
“Setting” >> “Images”
You then edit the image in the same way you edit posts or pages by hovering the mouse over the image title and clicking on “Edit”.
You are now looking at a very simple post that only has 2 elements including a feature image and a title. Here we just want to edit the title.
You then click on the language tab at the top of the post just above the “Title” and proceed to fill in the appropriate translated title.
Don’t forget to save your translation!
Forms can only be translated by the GGN technical team as the task is complex. Contact us for assistance but in the interim, start translating the questions and descriptions.
7.7 Pages and Posts
To translate pages and posts you simply open the relevant page or post. For example, let's start with the home page.
Simple go to the left hand WordPress menu and find “Pages”. Then find the “Home Page” and edit it.
Select the country tab above the title; so if you want to translate to German, make sure the German tab is selected. The selected tab is darker in colour compared to the others.
You then start translating the page ensuring that the shortcodes are not changed in any way. Remember that shortcodes are snippets of data that will show up on your pages as predefined text. For example, where ever you use the shortcode Global Greeter it will actually show your town's name you entered in paragraph XXXXXXX
7.8 FAQs and Testimonials
Frequently asks Questions and testimonials are also post and are translated in an identical manner as we just did under Pages and Posts above.
8. UPDATING YOUR WEBSITE
We are constantly further developing and improving your website. We might add another language, add additional functionality, have the forms improved etc...
These improvements are tested on our "development" website. That is why improvements are not active on your local website until you are running the latest update of the website.
If a new update is available you will receive an email from our back office where we will tell you what update is available and what improvements have been made. You need to update your website yourself, taking some simple actions as described below.
There are three different types of updates:
1) Plugin updates
A Plugin is some software that helps doing the website what it needs to do. An example is the BOOK A GREETER form. The form is a plug in, we have developed a tailor made version for you website.
2) WordPress updates
WordPress is the Content Management System (CMS) of your website. It now is one of the most popular CMS' around the world. Your local website is configured to update WordPress automatically for smaller updates but larger updates need to be done manually.
3) Theme updates
A Theme is the version of the website where different packages of software collaborate so the front end ‘does what it needs to do’. Your local website is configured to update your theme automatically so you will always run the latest version.
8.2 Installing updates
On all Updates you go to the back end of your website and click the two arrows on the top of your DASHBOARD page
This will automatically look for any update available, no matter if it is a plug in, a theme or a WordPress update.
1) Plugin updates
Just follow the steps as shown in the pictures
All your plug ins will now be updated.
2) WordPress updates
After you have clicked UPDATE NOW, you will get to a confirmation screen, something like the one below.
And you can continue to go working on your website.
3) Theme updates
And you can continue to go working on your website
9. WEBSITE STRUCTURE
At the top of the homepage of your website you will find the main structure or menu. This menu the same for every destination that uses this website and consists of four ‘buttons’, see the picture. This main structure will always be visible, no matter what page you are looking at. Please see illustration.
This button will take you take to the Homepage of your website
2) ABOUT YOUR CITY GREETERS
This is was called a ‘pull down menu’ and gives you the opportunity to select one of the following pages:
- About us
- What to expect
- Contact YOUR CITY Greeters
3) Global Greeter Network
This is also a ‘pull down menu’ and gives you the opportunity to select one of the following pages:
- GGN website
- Core values
- Other destinations
4) The Global Greeter Network logo also is a link. The logo will lead you to the official GGN website: www.GloblaGreeterNetwork.info
9.2 Add a page to the button ABOUT YOUR CITY GREETERS
It is possible to add a page in the drop down menu of ABOUT YOUR CITY GREETERS.
Just follow the steps indicated.
Step 1) You are in DASHBOARD and click PAGES – ALL PAGES (1) and next click ADD NEW (2)
Step 2) After you have clicked ADD NEW, this is what you do:
- Give your new page a name (Test page in the example)
- You need not edit the content of your page yet. Just some test text is just fine.
- Click PUBLISH
Step 3) COPY the permalink of your new page by selecting this with your mouse
Step 4) add the page to your menu
You are still in DASHBOARD and click in the left hand menu GREETERS – MENUS:
You now can actually add the page by
1) Click ADD MENU ITEM
2) Add NAVIGATION LABEL (this is the PAGE TITLE of the page you created)
3) Copy in the PERMALINK
4) Don’t forget to SAVE CHANGES!
The page you have just created (Test-page) will now appear in the structure under ABOUT YOUR CITY GREETERS
10. ABBREVIATIONS AND DEFINITIONS
- GGN - Global Greeter Network
- WP - WordPress
- LGO - Local Greeter Organisation
- DTP -The Date, Time and Place of the Greet
- FAQs -Frequently Asked Questions
- Visitor -The person experiencing the Greet (the guest)
- Destination Manager - Local Admin - The person responsible for the local Greeter organisation and in control of the local website.
- Greeter -The person delivering the Greet
- Greet -The process where a Greeter shows a Visitor some of the Greeter’s city
- Booking -The process where a Visitor requests a Greet
- Notice Board - The online list of Greets that will need to be assigned to Greeters