Navigating WA's public and admin menus

Public View menus

When Board Members, Office Staff, ASURA committee Chairs * Liaisons, and  Wild Apricot Administrators log onto Wild Apricot they are given access to one menu not seen by other ASURA members. The additional menu is Temporary and as its name implies is simply a menu to hold links to Wild Apricot projects under construction.

Admin View menus

In order to manage events, send emails, adjust the website stetting, etc., members need various types of administrative privileges. Typically these privileges are assigned as follows.

• The Technology and Business Managers are given Full access
• The Office Staff are given Event manager authority, 
• Event chairs are given Event manager authority, 
• Membership & Obituary chairs are given Membership manager authority,
• The Board Secretary is given, Event manager, Member manager, and Limited Web access authority so they can access the files,
• The "Prime Times" editor is given Membership manager authority,
• The E-News editor is given Email manager authority,
• Presidents are given Membership manager and Events manager authority; if they want more so they can access the files stored in Wild Apricot they need to contact the Technology Manager.

To accomplish the various tasks these administrators are expected to do they must be in the "Admin view". The "Admin view" has a whole new set of menus which can at first be a bit overwhelming. The following material should help first time users get comfortable navigating these "Admin view" menus. Specifically the following topics are addressed:. 

• "Admin view" Access
• "main (admin) menu" Structure
• "main (admin) menu" Items - What Can You Do?
• "website (admin) menu"

"Admin view" access

When an administrator logs onto Wild Apricot they are in the “Public view” and they need to get into “Admin view”. To access the “Admin view” click on the “Admin view” button in the upper right of the screen. This will bring up what Wild Apricot calls its “main (admin) menu” with "Dashboard" highlighted in the left vertical menu bar. There is a second "Admin view" menu, the "website (admin) menu", which can be accessed by clicking on "Website" in the "main (admin) menu". Most administrative work in done in the "main (admin) menu"

"Main (admin) menu" structure

The “main (admin) menu” has two gray menu bars, one vertical and one horizontal. The vertical menu bar is the top-level menu; the horizontal menu shows the menu options associated with whatever item has been selected in the vertical menu. What menu items appear in these two bars depends on what type of administrative access the user has been given. There are twelve items in the vertical menu but only someone with full access privileges will see all twelve. The table below shows which menu items are visible for each administrative type. If you have multiple access privileges the visibility is the union of the visibility for each privilege. Below the table is a brief overview of what administrative actions are possible if the menu item is selected.

"main (admin) menu" Items Visible for Various Administrative Access Types

"Main (admin) menu" items - what can you do?

• Dashboard – an overview of the database
• Contacts – used to search the database for member information; there are five menu options but only the first three are ones a President might use.
  • List – this option allows the President to search the database for members. Enter a name or part of a name in the search box and a list of members meeting the search text will appear and you can select the member of interest.
  • Advance search – this option allows the President to create a special search. For example, they could search the database for all members who lived in Arizona and had indicated an interest in being on the Travel Committee.
  • Saved searches – these are predefined advanced searches and there are a boatload of them. Most of these searches are used to maintain the integrity of the database but there are some that are used for distribution of material to our members.
• Members – similar to Contacts but the searching is limited to Members
• Events – used to create events. There are three options for creating an event
  
  • Click on "Create new event" button
  • Search for an old event using the Search box. Once the event is found you can either
    • click on the "Duplicate" button or
    • click on the event.
• Store – not used since ASURA does not have a store with stuff for sale
• Donations – used to handle donations
• Finances – not used since ASURA does not use Wild Apricot to keep track of who has paid membership or event fees / renewals / donations
• Email – used to compose and send emails to selected members; there is a separate document that explains how to send e-mails.
• Settings – used to adjust website settings; it is possible to gain access to the Wild Apricot file menu if you have Limited Web access.
• Website – takes you to the "Admin view's" "website (admin) view" menu. administrative “Web view”. This “Admin view” shows all the web pages and allows the user to edit the pages, provided they have permission. To get back to the “main (admin) menu” click on the house button at the left of the gray horizontal menu bar.
• Account – used to view your account information and logout
• Help center – used to access Wild Apricot’s help materials.

"Main (admin-website) menu" items - what can you do?

This is the "Admin view" that is used to edit pages, change the website theme, etc. Aside from the ASURA Secretary and those editing the site pages, administrators have no need to visit this menu view. The menu items are displayed in a gray horizontal bar. What is shown in the left column depends on which menu item has been selected. When you select "Files" to see the file structure for the various documents / pictures that have been uploaded to Wild Apricot. o get back to the “main (admin) menu” click on the house button at the left of the gray horizontal menu bar.

Updated 9 Jan 2021 by Barry McNeill