Adding and managing publishers
This document outlines the workflow and configuration options available when creating and managing publishers as a calendar coordinator in the admin area.
Workflow
Step 1: Email Verification
When adding a new publisher, the coordinator must first enter the publisher's email address in "Step 1". The system then checks this email against the global database.
Based on the status of the entered email, different actions occur:
- 1. Email does not exist: The coordinator is seamlessly forwarded to "Step 2" to enter all the personal details (Name, Gender, Congregation) for a completely new account.
- 2. Email already exists in the current calendar: The system displays an error message stating that the publisher is already part of this calendar. The coordinator can cancel or restart the process.
- 3. Email exists in another calendar: The system detects that the user already has an account elsewhere. Instead of creating a duplicate account, the coordinator is prompted to send an Invitation to the existing user. The user will receive an email and can connect to the new calendar without needing a new password.
Creating a Publisher Without an Email
If a publisher does not have an email address, the coordinator can bypass the initial email check by selecting "Create publisher without email".
- Legal Compliance: In this scenario, the coordinator is legally required to check the "Consent to data storage given" checkbox to confirm they have the person's offline permission to store their data.
- Login Restrictions: Publishers created without an email address cannot log into the system themselves. They can only be scheduled for shifts by the coordinator, and their names will simply appear on the calendar and printouts.
Setting Up a New Account
Once a new account with an email address is saved in "Step 2", the system automatically sends a welcome email containing a secure password generation link. This ensures the coordinator never sees or sets the publisher's initial password.
1. Basic Information
First name
Stores the given name of the publisher. Used as the primary identifier alongside the last name for human-readable lists.
Where it appears / Effect:
Shown in the admin dashboard publisher table, on the public calendar reservation grid when a shift is booked, and in the greeting of automated emails (e.g., shift reminders) sent to the publisher.
Last name
Stores the surname of the publisher.
Where it appears / Effect:
Displayed alongside the first name in the admin dashboard publisher list, on the PDF printout of schedules, and on the public calendar view when clicking a shift to see participants.
Gender
Defines the honorific/gender (Brother/Sister) for the publisher. This is used to properly address them or categorize them in reports.
Where it appears / Effect:
Affects the honorific prefixes displayed in automated emails sent to the publisher and can be seen in the publisher details overview in the admin dashboard.
Congregation
Links the publisher to a specific congregation within the system.
Where it appears / Effect:
Displayed in the publisher details section in the admin dashboard and used to filter publishers when generating PDF printout reports for specific congregations.
2. Contact Information
Publisher's email address
Acts as the login identifier and the primary channel for system notifications. It can be mandatory (Step 1) or optional (Step 2 if created without email).
Where it appears / Effect:
Used by the system to send confirmation emails, password reset links, and shift reminders to the publisher. Displayed in the admin dashboard publisher table for coordinators to see.
Phone number
Stores the landline phone number of the publisher, separated into country code and local number.
Where it appears / Effect:
Shown to other publishers on the public calendar view when clicking a shift (if privacy settings allow it) and in the publisher directory in the admin dashboard.
Mobile
Stores the mobile phone number. This option is only available if the calendar settings explicitly enable mobile numbers.
Where it appears / Effect:
Displayed on the public calendar view when clicking a shift so other participants can communicate via mobile or chat apps, and in the admin dashboard publisher list.
3. Privacy Settings
Consent to data storage given
A mandatory checkbox when creating a publisher without an email address, verifying that the coordinator has obtained offline consent to store the person's data.
Where it appears / Effect:
Shown only during the publisher creation process in the admin area when the 'without email' path is taken. It ensures legal compliance before the record is saved to the database.
4. Calendar Roles & Rights
Active in calendar
A toggle that determines whether the publisher is currently allowed to access and participate in the specific calendar.
Where it appears / Effect:
If disabled, the publisher is immediately prevented from logging into this calendar or seeing it in their calendar selection dropdown. Their past shifts remain on the PDF printout.
Roles in calendar
Assigns functional roles (e.g., Cart Setup, Driver) to the publisher, determining what types of shifts they are qualified to reserve.
Where it appears / Effect:
Restricts which shifts the publisher can click on the public calendar view. The roles are also displayed as badges next to the publisher's name in the admin dashboard publisher table.
Manage Publisher Tags
Allows coordinators to assign custom organizational tags to the publisher for easier grouping and filtering.
Where it appears / Effect:
Displayed in the admin dashboard filtering sidebar and on the publisher details view. Not visible to standard publishers on the public calendar.
User right
Determines the permission level of the publisher (e.g., Standard Publisher, Coordinator, Viewer).
Where it appears / Effect:
Affects the navigation menu. Coordinators will see the 'Admin' link in the top navigation bar, whereas standard publishers will only see the public calendar view.
End date
Optionally schedules an automatic removal of the publisher's access to the calendar on a specific date.
Where it appears / Effect:
Evaluated during the publisher's login attempt. Once the date passes, they will receive an error message on the login page and will no longer see the calendar in their dropdown.