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Owner’s Manual

Table of Contents

Last Updated: November 2nd, 2020

Let’s take a step-by-step tour through your WordPress site and see how the different functions work and how to make your new site your own. During the first part of this tutorial, please don’t change anything within the program unless it is part of the tutorial. After following these steps, you’ll soon be changing everything.

Accessing Your Website

Follow the steps below to access the dashboard of your WordPress website and begin managing your website.

Log Into Your Website

Begin by logging into the “administration area” or the back end of your website. Visit your site’s login page by placing “wp-admin” after your domain name (e.g. https://college.acaai.org/wp-admin).

If for whatever reason you do not remember your username and password, you can recover this information by clicking Lost your password? in the login prompt screen.

Two-Factor Authentication

Two-factor authentication adds another layer of security to your site that requires not only a password and username when logging in but also a passcode that you can only generate on your smartphone. Using a username and password together with a piece of information that only you can access makes it harder for potential hackers to gain access to your website.

For more information on two-factor authentication, check out the entry in the WordPress Codex.

Enabling Two-Factor Authentication

Navigate to your profile page to enable two-factor authentication, as well as sync their account with the Google Authenticator app. Scroll to the bottom and click Enable.

You’ll then see this screen:

Follow the steps by downloading Google Authenticator for your phone, scanning the barcode, and entering the six digit passcode that the Authenticator app generates.

Click Verify and you’re all done!

Using Two-Factor Authentication

Next time you log into your website after you enter your username and password, you’ll be asked to enter a passcode. Just fire up the Google Authenticator app on your phone and enter the passcode.

Media Library Basics

The Media Library is where you can upload and manage your images and other documents all in one place. PDFs, Word documents, and graphics are all added to the media library for use throughout your entire website.

Uploading + Link to Media

If you would like to upload a graphic, such as adding a picture to your post, then you must first upload the content to the Media Library. Once there, upload your image by clicking Add New, by choosing Select Files, or by dragging and dropping an image into the browser window.

Once the file uploads completely to the list below, select the recently added thumbnail to reveal the image's full options. For SEO and accessibility purposes, it is highly recommended that you provide a descriptive Alt Text for the image. This text tells search engines and users using screen readers a bit more about the image's contents.

You can use the URL provided in the top-right corner of the media settings on any other page throughout the site.

Editing Images

This section will describe how to use WordPress’s built-in image editor. If an image is saved in the media library and already in use, do not update this image. This may update it in other sections of the site. Add a duplicate and alter from there.

Go to the Media Library section in the left sidebar. Click on an image in the list to view its settings. Just below the image click the Edit Image button.

From left to right, you have options to crop, rotate to the left, rotate to the right, flip vertically, flip horizontally, undo, and redo changes to your image. If you wish to crop, drag your cursor over the image, to the proportions you would like visible, then click the crop button in the top left. If you do not like the change you have made, click the back or forward arrows.

If you would like to change the size of the image, update the New Dimensions in the right column under Scale Image. This will automatically scale your image proportionally and you cannot scale images up, only down.

Managing Content

Preview Content and Tagging

Preview content typically includes a featured image, title, excerpt, and possibly some detailed text about the author and publication date.  This content is important because it is your visitor's first impression when they see your content on social channels, search engines, and even feeds within your own website. For more SEO tips and tricks, go to the SEO with Yoast section.

Add An Excerpt

At the very bottom of any piece of content, you should see a field called Excerpt. If you do not, you can find Screen Options in the very top right corner of your editing window. These options enable you to hide or show fields that may or may not be relevant to you. Ensure the Excerpt fields is checked. Excerpts are typically 150 to 160 characters in length to align with SEO (Search Engine Optimization) best practices.

Tagging Content

In any content type, you should see several taxonomies including, but not limited to, Categories, Tags, Resource Types, and Featured Areas. These can be found in the right sidebar under publishing options. There are many different reasons to tag content, but typically they are used to narrow down content that is filterable or dynamically generated.

  • Categories are typically available for any content type and act as a general bucket for any miscellaneous use-case.
  • Topics are specifically used to enable users to filter content based on a particular area of conversation. Example: Education, Healthcare, etc.
  • Resource Types are specific to Resources and are used to filter content by the kind of media. Example: Infographics, Videos, Reports, etc.
  • Featured Areas are used to featured specific content throughout your site and are not used to enable users to filter your content. Please note that you may need to uncheck previously added features in order to allow the correct content to appear in the featured block. Example: Feature on the homepage, Feature in navigation.
  • Tags are the exception to the rule. They are strictly used for SEO purposes and are not used to filter content. Add tags or keywords to a post so search engines can get a better understanding of your content.

Blog Posts

Posts allow you to manage and edit your Advocacy and Publications content. All the posts and resources tied to the Advocacy and Publications live here. Click Posts in the left sidebar of your dashboard and then Add New to create a new blog post.

First, add a page title. This will be the main title of your blog post and will be used to generate a link to the content. Then, add your main body content using the WYSIWYG (What You See Is What You Get) editor. For more information about the WYSIWYG, check out this in-depth breakdown of the WordPress WYSIWYG. Finally, select any categories/taxonomies that apply to the post and upload a featured image. The featured image is the graphic that is used when the post is shared on social channels and in filterable lists throughout the site. The ideal image size is 1200px wide and 630px tall.

Review the descriptions of any other fields to enhance your content.

Publishing A Blog Post

Once you are ready to review your updates, you can click the Preview button in the top right corner of the screen, under your publishing options. This will allow you to see what the page will look like before publishing.

When you are ready to publish your content, you can click the blue Publish button to post the content immediately or select a date and time to schedule your post. Please note that times are set in military time, so if you would like a blog post to publish at 3pm, you would need to set the time to 1500.

Events

Events allow you to manage and edit your conferences, webinars, and more. Click Events in the left sidebar of your dashboard and then Add New to create a new event.

First, add an event title. This will be the main title of your event and will be used to generate a link to the content. Then, add your main body content describing the event using the WYSIWYG (What You See Is What You Get) editor. For more information about the WYSIWYG, check out this in-depth breakdown of the WordPress WYSIWYG. Finally, select any categories/taxonomies that apply to the event and upload a featured image. The featured image is the graphic that is used when the post is shared on social channels and in filterable lists throughout the site. The ideal image size is 1200px wide and 630px tall.

Scheduling Your Event

Scroll down to find the Scheduling Options section that allows you to add a start date, end date, start time, end time, location, and timezone. Using these options allows past events to be removed from any upcoming events feeds on your site automatically. If you would prefer that past events are removed from your site completely after the ever, you can schedule an expiration date under Publishing Options.

Review the descriptions of any other fields to enhance your content.

Publishing An Event

Once you are ready to review your updates, you can click the Preview button in the top right corner of the screen, under your publishing options. This will allow you to see what the page will look like before publishing.

When you are ready to publish your content, you can click the blue Publish button to post the content immediately or select a date and time to schedule your post. Please note that times are set in military time, so if you would like a blog post to publish at 3pm, you would need to set the time to 1500.

Resources

Resources allow you to manage and edit your interactive tools, PDFs, and more. All the tools and resources tied to Toolkits live here. Click Resources in the left sidebar of your dashboard and then Add New to create a new resource.

First, add a title. This will be the main title of your resource and will be used to generate a link to the content. Similar to Pages, you also have Heading Options features. More information about Heading Options can be found here.

Given the high number of resources and resources with unique layouts, in order to provide the most flexibility, the main body content can be structured in two ways. For simple content, the WYSIWYG (What You See Is What You Get) editor is recommended. For more information about the WYSIWYG, check out this in-depth breakdown of the WordPress WYSIWYG. For more complex content like images, accordions, boxed content, multiple columns, Swift Page Builder is best. Information about Swift Page Builder can be found in this section.

Next, select any categories/taxonomies that apply to the resource, especially Toolkit Topics and Resource Types. These two categories help query the right resources on toolkits. If the resource is an external link, include the URL under Redirect Options. Uploading a featured image is next. The featured image is the graphic that is used when the resource is shared on social channels and in filterable lists throughout the site. The ideal image size is 1200px wide and 630px tall.

Upload a Downloadable PDF

You can upload a PDF or other media. This is specific to the resource content type and can be managed in the Resource File Meta section. A download resource button will appear in the header of the resource and will force download when clicked.

Review the descriptions of any other fields to enhance your content.

Publishing A Resource

Once you are ready to review your updates, you can click the Preview button in the top right corner of the screen, under your publishing options. This will allow you to see what the page will look like before publishing.

When you are ready to publish your content, you can click the blue Publish button to post the content immediately or select a date and time to schedule your post. Please note that times are set in military time, so if you would like a blog post to publish at 3 pm, you would need to set the time to 1500. All published resources will default to private—meaning only members can access the content.

Setting a Resource back to Draft

Once a resource has been published, it will automatically be set to private. If you want to set it back to draft, set Visibility to Public. Afterward, you will be able to set the Status to Draft.

Podcasts

Podcasts allow you to manage the content on the AllergyTalk page. Click Podcasts on the left sidebar of your dashboard and then Add New to add a new podcast.

First add a title, which should be the name of the podcast. Then, add your body content using the WYSIWYG (What You See Is What You Get) editor. For more information about the WYSIWYG, check out this in-depth breakdown of the WordPress WYSIWYG. This should include the podcast embed from Podbean as well as the show notes. Next, on the right sidebar, select AllergyTalk under Publications. Select any categories/taxonomies that apply to the podcast.

Under Podcast Fields, add in the episode label. If there are additional episodes you would like to highlight on this page, you can select the podcast here. You can choose up to three. We strongly recommend adding an Excerpt here so it displays in the feed. Excerpts are typically 150 to 160 characters in length. Lastly, upload a featured imagewe recommend uploading the branded AllergyTalk image.

FAQs

FAQs allow you to manage your Question and Answer topics. You can add multiple Q&As to a single FAQ. Click FAQs on the left sidebar of your dashboard and then Add New to add a new FAQ.

First, give the FAQ a title. Under Question/Answer Set, click Add Row. Then, add your Question and Answer content using the WYSIWYG (What You See Is What You Get) editor. To add another Q&A set, you can simply click Add Row. Select any categories/taxonomies that apply to the podcast, especially FAQ Categories. Select Ask the Expert if you would like this FAQ to appear on the Ask the Expert page. Similarly, select Toolkit Resource to have it appear on the FAQ resource page.

When you are ready to publish your content, you can click the blue Publish button to post the content immediately. All published FAQs will default to privatemeaning only members can access the content.

Committees

Committees allow you to manage your list of councils, committees, and subcommittee. Click Committees on the left sidebar of your dashboard and then Add New to add a committee.

First, add a title, which should be the name of the committee. On the right sidebar, under Categories, identify whether this is councils, committees, or subcommittee. Add a description of the committee in the WYSIWYG (What You See Is What You Get) editor. For more information about the WYSIWYG, check out this in-depth breakdown of the WordPress WYSIWYG. Under Committee Fields, add the Basecamp URL and Committee Code. The list of members will query from the iMIS integration base on the committee code. Lastly, if the committee has subcommittees tied to it, you can select them under the Sub Committee List.

When you are ready to publish your content, you can click the blue Publish button to post the content immediately. All published committees will default to privatemeaning only members can access the content.

Toolkits

Toolkits allow you to manage your toolkit content. Click Toolkits on the left sidebar of your dashboard and then Add New to add a new toolkit. However, before making a new toolkit, a Toolkit Topic must first be created.

Creating a Toolkit Topic

The interactive tools and resources for a toolkit are managed in Resources. How toolkits are able to display the correct resources is by a taxonomy called Toolkit Topic. In Toolkit Topic, insert the name of the new toolkit and hit Add New. This toolkit topic name should match the title of the new toolkit. Any resources that are tagged with this toolkit topic will display on the toolkit page. Now back to toolkits.

First, add a title. The name of this toolkit should match the Toolkit topic that was just created. On the right sidebar, select any categories/taxonomies that apply to the toolkit.

Toolkit Fields

The Toolkit Fields except for the 101 section are structured as a tab element so you can easily navigate through the 4 sections: Toolkit Settings, Interactive Tools, Resources, and Partners.

Toolkit Settings

For the Toolkit Icon, please reach out to Social Driver to help you create one. The recommended image file format is SVG. Insert a description of the toolkit under Toolkit Subtitle. Similarly, insert a similar but shorter description in the Excerpt section at the bottom of the toolkit. Excerpts are usually 150-160 characters long. The excerpt will display in the feeds, like the one on the Practice Management page. Next, insert a contribution line to highlight what organizations made this toolkit possible. Lastly, select the new toolkit topic that was just created. This is a required field, which is why the initial step was to create a Toolkit Topic. This will query all the resources associated with this toolkit.

The 101

Given the unique and lengthy content in the 101 section, Swift Page Builder is activated for this section. Information about Swift Page Builder can be found in this section. Swift Page Builder will allow you to add complex content like images, accordions, boxed content, etc.

In addition, in-page sidebar navigation is applied to all Toolkits so users can easily navigate through the content. In the 101 section, any H3 tags will become an anchor link in the sidebar nav.

Interactive Tools

If applicable, add a title and description. Under the Interactive Tool list, select the tools associated with this toolkit.

Resources

If applicable, add a title and description. If no title is given, it will default to display Related Resources. Since there are way too many resources for you to individually select, this is set up as a resource type category filter. We recommend you select all the ones that are not interactive tools categories (External Interactive Tool, FAQ, Letter Generator, and Quiz). Make sure to scroll down the list - there are over 12 categories. Resources that are tagged with this toolkit topic and resource type will display on the toolkit page.

Partners

Under Logo Section, which is set up as a repeater field, click Add Row. Add a title - the recommended text is "In partnership with" or "Supported by". Additional content can be added to the Description. Logos can be added under Logo Repeater, which is also set up as a repeater field. Click Add Row and then upload an image.

The logo should be a minimum of 300px wide by 100px tall. Some white space around the logo is okay, but too much white will make the logo appear small on the page. You can use WordPress’s built-in image editor in the Media Library to crop the images to remove the white space. More information about the Media Library and Editing Images can be found here.

The Partnership Disclaimer section is also here. This is already setup to display ACAAI's default statement. If you would like to make any text changes here and apply them to all the toolkits, please reach out to Social Driver for assistance.

When you are ready to publish your content, you can click the blue Publish button to post the content immediately. All published toolkits will default to private—meaning only members can access the content.

Setting a Toolkit back to Draft

Once a toolkit has been published, it will automatically be set to private. If you want to set it back to draft, set Visibility to Public. Afterward, you will be able to set the Status to Draft.

Pages

Pages are built using Elementor, a very popular front-end website builder. Check out the section below to learn more about Elementor. However, the page headers, subtitle content, and background image are updated under Heading Options. If you would like to include a button in the header, make sure to include both the button URL and button text. If the page is a subpage on the main navigation menu, make sure to click on the breadcrumbs checkbox so breadcrumbs display on the front end.

Lastly, to help organize the pages like a table of contents, if the new page has a parent page, please select that Parent page under Page Attributes. It will update the URL with the correct permalink structure and also organize all the Pages as parent-child relationships.

 

Elementor Page Builder

For more information about Elementor components and how to use them, subscribe to Elementor's YouTube channel. There are a lot of resources there, to help you get started, watch this introductory video that will go over building pages, using editing tools, using page templates, and creating your first section.

Saved templates can be found in your site's Asset Board.

SEO with Yoast

SEO is an extremely important aspect of your site and something to consider whenever you update or add any new site content. We’ve installed a tool called “Yoast SEO” which will help guide you towards matching your site content with important keywords.

Using Yoast SEO

Content (Tab that looks like a traffic light)
  1. The Snippet Editor previews what your page looks like in a Google search result. Click “Edit Snippet” to update the SEO title, slug (also known as the URL), and the meta description.
  2. Focus keyword: chose the main keyword or phrase that matches the content on the page.
  3. Meta keywords: additional keywords that pertain to the page content
  4. Content analysis: Based on your focus keyword, the content analysis will analyze the page content based on a benchmark of checks to ensure the focus keyword makes sense. This includes an appearance in the URL, meta description, title length, etc.
Social  (Tab that looks like sideways “v”)

This section enables you to personalize the social media title, description and image representation for Facebook and Twitter should you choose. For images, be sure to pay attention to the recommended sizes listed in the descriptions.

On-page Optimization

Title Tag
  • Avoid duplicate title tags
  • Keep title tags at 55 characters or less in length, including spaces.
  • Your title tag should be written like this: Primary Keyword – Secondary Keyword | Brand Name
  • Use a dash in between your keyword phrases and a pipe at the end before your brand name
Meta Description
  • Write compelling meta descriptions (for CTR)
  • 150 to 160 characters is the recommended length
  • Avoid duplicate meta descriptions
  • Do not use quotes or any non-alpha characters
  • Use target keywords in the description
H1, H2, H3
  • Use H1 Tag for Page title
  • Use your keyword phrase once in your H1 tag
  • Use H2, H3 tags for subheadings if there are multiple sections
Anchor Text
  • When linking to another page on the same site from within content, select good anchor text (keywords) to use in the actual link and do this often. For example: “We offer *target keywords* services,” rather than “Click here.”
Image ALT tags and filenames
  • Include your keyword phrase in the name of your image. Name all of your images in a way that describes what they are.
  • Do not use non-alpha characters in your image or file names (no %, &, $, etc)

Footer Content

You can update the footer content by navigating to Widgets. Use the dropdowns under the "Footer Content" widget to find the content you would like to update. Once you have made the necessary updates, click Save.

Swift Page Builder

We’ve installed a feature called Swift Page Builder into your WordPress site. This will allow you to easily create design “elements” for any page. Elements can be thought of like building blocks - stack and customize them how it fits your needs. For more information on how these elements can be used in branded components, use the Asset Board for reference.

Swift Page Builder Basics

Click Pages in the left sidebar of your dashboard and then Add New to create a new page. Once you are on a page, click on the blue Swift Page Builder button to switch the editing view. Please note that the WYSIWYG should be in Visual, not Text mode when switching to Swift Page Builder.

Page Layouts

The first step before adding any content will be to create your layout by adding a row or column element to the page. These elements allow you to add spacing and group other elements together. You will have the ability to drag and drop text areas, buttons, dividers, and more into these layout areas.

Adjusting the width of an element

When hovering over any element except for rows, you will see five icons. From left to right these are trash, save, duplicate, edit, and resize. To resize any element into columns, you simply click the resize handle and drag the element to where you need it to be.

Saving Elements

Individual element settings, rows, columns, and even full-page layouts can be saved for use across your entire site. Make sure to title the element to be as specific as possible so other content contributors know what it is. You can access your team's full list of saved elements and pages by clicking the Saved Items button in your Swift Pagebuilder toolbar.

Publishing Content

Once you are ready to review your updates, you can click the Preview button in the top right corner of the screen, under your publishing options. This will allow you to see what the page will look like before publishing.

When you are ready to publish your content, you can click the blue Publish button to post the content immediately or select a date and time to schedule your post. Please note that times are set in military time, so if you would like a blog post to publish at 3pm, you would need to set the time to 1500.

Accordions and Toggles

Accordions and toggles are used to reduce the length of your page by hiding content until users choose to see it. The only difference between the two is that accordions are meant to hold several groups while toggles only hold one group. View functional examples at Social Driver's page builder codex for Accordions, Toggles, and Tabs.

Once you add an element, you can use the edit icons to rename the sections. Similar to rows and columns, you can add any other page builder element inside of an accordion or toggle group.

Blank Spacers

Blank spacers allow you to add space in between elements horizontally. You can easily customize the space size across multiple screen sizes. Spacers that are set to use a global scope will use the standard website setting. Customize the space of this specific spacer by selecting local.

Buttons

Buttons are flexible and have several different customization options. For any media such as PDFs and images, be sure to add that to the Media Library to retrieve a URL. View functional examples at Social Driver's page builder codex for Buttons.

Contact Forms

Contact Forms are added through the Gravity Forms plugins. You can manage these forms through the Forms tab in the left sidebar of the WordPress dashboard. Below you can find several resources to help you create a form. Once a form is created, you can add it to any page using the page builder element. View a functional example at Social Driver's page builder codex for Contact Forms.

Gravity Forms Resources

Watch the tutorial below to get acclimated to Gravity Form building basics. For more advanced tutorials, check out Gravity Forms Video Tutorials.

Tutorial Agenda:

  1. 2:42 - 7:10 - creating a form
  2. 7:10 - 9:56 - basic form settings
  3. 9:56 - 11:00 - creating a dropdown field
  4. 13:33 - 14:38 - form confirmation settings
  5. 14:38 - 18:29  - form notification settings

Content Feeds

Content feeds are very powerful. They allow you to load dynamic content onto a page that can be filtered by many different facets. General options allow you to filter down the content that your visitors have the option to see. For example, if you select Posts from the Post Type dropdown, your feed will only contain blog post content. Visitors will not be able to see any other content type in that feed. View functional examples at Social Driver's page builder codex for Content Feeds.

The Filters tab allows you to specify how your site visitors filter your content. You can choose simply keyword search or any taxonomy to display as a dropdown.

The Display tab offers different options for your content feed's post previews. You can hide or show different content to offer the best user experience for your visitors.

Dividers

The divider element is fairly simple. You can use it to add a line between areas. It is one of many ways you can separate sections on your page.

Icon Boxes

Icon boxes allow you to add a variety of icons and emojis to your content to make it more engaging. View functional examples at Social Driver's page builder codex for Icon Boxes.

Image Blocks

Image blocks enable you to make your images a bit more engaging with captions and hover states. View functional examples at Social Driver's page builder codex for Images.

Raw HTML and JavaScript

Raw HTML & JS elements allow you to add embed codes to your website.

Search Bars

The Search Bar component adds a field to the page that when a user enters a search term and submits, will be brought to the site's general site search with that keyword filtered.

Submit site search

Video Players

YouTube and Vimeo content can be embedded into your site by simply copying the URL that you find in your browser window when viewing the video and placing into the video player page builder element.

Widget Areas

The Widget Area element lets you add any widget element anywhere on the page. Widgets can be found under Appearance in the left sidebar of the WordPress dashboard. Often this is where your footer content and sidebars are if you have them.

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