SOP Document

Accessing the SOP/instructions doc for the  first time

The SOP instruction doc is aimed at providing guidance on how to effectively manage and update the website.

For any questions or need for additional support, contact mail@shoreacres.ca.

Adding/editing/managing/ approving users/members

• To add/edit/manage/approve user/members, click the Users menu on the WP dashboard.

Click on the Add New button to create a new user.
Ensure to add in the important details of the user such as:

• Username
• First name
• Last name
• Email address and
• Password
• Role and Ultimate Member Role*

*You can select the users role from either the Role or Ultimate Member Role section

Click on the Add New User button to save the new users information.

• To edit/approve/update a users/members details and user role, hover over the user you would like to and select the Edit option.

The Edit page allows you to change/update the users details and user role/access if you have the assigned access to ie administrator.

Include the users details such as Address, Phone, Membership Related Notes and General Notes in the User Notes section.

Click on the Update User button to save the changes.

Approving/editing/deleting public participants

• To edit/approve/delete a public participants information, hover over the user you would like to and select the Edit option.

The Edit page allows you to change/update the users details and user role/access if you have the assigned access to ie administrator.

Select the Role dropdown menu to change/assign a role to the user

Accessing, adding, editting,removing documents including minutes and board docs

When logged in, visit the SANCA Meeting minutes page and SANCA Board Documents page to access, add, edit and remove documents including minutes and board docs on the website.

The SaNCa documents are stored in the documents folder – public_html/documents.

Select the upload icon to upload a new document/ meeting minute.

To modify/create new folders in the folder, right-click to see all options.

Right-click on a folder to make see all options to update/move/delete or add files to the folder

Adding/Editing directory item

To add a new directory item, click on the +New in the WordPress toolbar and select Listing.

Add the Directory Listing Title and Description

Scroll down the page to add additional information about the Listing. Add in all relevant information about the listing.

Add in social media links and the Business opening and closing hours if applicable.

On the left side of the Listing page, you can select the Listing category and add in the Listing featured image.

Select the Publish button to save the new listing.

To edit the listing, click on Edit Listing in the WordPress toolbar.

Adding/Editing news item

To add a news item, click on the +New and Post.

The new post page allows you to add all details of the news item including the news title, description, featured image, and category and to schedule the post. Click on Publish to save the new news item.

Click on the News item you would like to edit and click, the Edit Post button in the WordPress toolbar.

Disabling email notifications for a post

To access and disable the email notifications for new posts, click on the Mailpoet > Emails. The email notifications for posts are in the Post Notifications section. Click on the Status Button to turn on/off the email notifications for new posts.

Accessing email (webmail)

The webmail emails can be accessed by clicking the SANCA Email link on the SANCA Board Documents page and entering the username and password provided below.

You can also use the Email link here: https://rachel.whc.ca:2096/ to login with the username and password details below.

Username: mail@shoreacresbc.ca
Password: sparky9829!

Adding social media posts

When logged into the Shoreacres BC Facebook page, click in the Write Something section to create a new social media post.

Social media best practices (moderation)

• Clear Community Guidelines: Set clear rules for acceptable behavior and content.
• Consistent Monitoring: Regularly review and address violations promptly.
• Swift and Fair Enforcement: Enforce guidelines consistently and fairly.
• Encourage User Reporting: Provide easy ways for users to report inappropriate content.
• Human Moderation and Automation: Use a mix of human and automated moderation for efficient management.

Approving Facebook member

1. Review Membership Request:
   • Go to the group’s membership requests section, where you can see a list of people who have requested to join the group.
2. Check Profile Information:
   • Click on the profile of the person who wants to join the group.
   • Review their profile information, including their name, profile picture, and any public posts they have made.
3. Evaluate Profile Alignment:
   • Check if the person’s interests, background, or posts align with the group’s purpose and subject matter.
   • Consider whether their presence would add value to the community and contribute positively to discussions.
4. Assess Engagement Level:
   • Look at their recent activity on Facebook to see if they are active users and engage positively with others.
   • Consider whether they have been involved in other groups or communities and if their engagement aligns with the group’s values.
5. Review Previous Group Memberships:
   • Check if the person is a member of other Facebook groups, especially those related to similar topics.
   • Assess how they interact with other groups to gauge their behavior and level of respect in online communities.
6. Verify Authenticity:
   • Look for any red flags that might indicate a fake profile, such as a lack of personal information, suspicious links, or a recent creation date.
   • Consider whether their profile appears genuine and trustworthy.

Deleting Facebook member

1. Open Facebook Group: Go to the Facebook group you manage or moderate.
2. Locate the Member: Locate the member you want to remove from the group. You can find them in the list of group members or by using the search function within the group.
3. Click on the Member’s Name: Click on the name of the member you wish to remove. This will take you to their profile within the group.
4. Access Member Options: On the member’s profile within the group, click on the three-dot menu (ellipsis) located next to their name or profile picture.
5. Remove From Group: From the dropdown menu, select “Remove from Group.” A confirmation prompt will appear to confirm the action.
6. Confirm Removal: Click “Confirm” to remove the member from the group. Once confirmed, the member will no longer be part of the group and will lose access to group content and discussions.

Sending members email

To send emails to users/members, click on the MailPoet menu in the WP dashboard and select New Email

Accessing wp backend/admin account

To access the WP backend/admin account, visit the wordpress login page here: https://www.shoreacresbc.ca/wp-login.php

If logged in already, hover over the website link on the wordpress admin bar and click on Dashboard from the menu to be directed to the WP backend.

Dealing with common wordpress issues and management (updates, etc.)

To avoid common issues the may arise, ensure to carry out the following tasks:

• Regularly update the plugins and theme when available
• Ensure that any new plugin that is to be installed has been reviewed and has adequate support provided by the plugin creator.

Contact the host provider here for any website issues.

How to add IMAP to email clients

1. Open the Email Client: Launch your email client application. Common email clients include Microsoft Outlook, Mozilla Thunderbird, Apple Mail, and various mobile email apps.
2. Create a New Account: If you haven’t set up any email accounts yet, you’ll typically be prompted to add a new account. Otherwise, look for an option to add a new account, which is usually found in the settings or preferences section.
3. Choose IMAP as the Account Type: When prompted to select the account type, choose “IMAP” or “Internet Message Access Protocol.” Some clients might ask you to specify the email provider (e.g., Gmail, Outlook.com, Yahoo, etc.) – select the appropriate one if asked.
4. Enter Your Email Account Details:
   • Your Name: Enter your full name or the name you want to be displayed as the sender.
   • Email Address: Your full email address (e.g., yourname@example.com).
   • Password: The password for your email account.
5. Incoming Mail Server (IMAP) Settings:
   • Server Address: This is the IMAP server address provided by your email provider. It usually looks like “imap.example.com” or “imap.yourprovider.com.”
   • Port: The default IMAP port is usually 143. If your email provider uses a different port, they will provide this information.
   • Security Type/Encryption: Choose “SSL/TLS” or “STARTTLS” for secure encrypted connections. Most email providers require secure connections.
6. Outgoing Mail Server (SMTP) Settings:
   • Server Address: This is the SMTP server address provided by your email provider. It usually looks like “smtp.example.com” or “smtp.yourprovider.com.”
   • Port: The default SMTP port is usually 587 or 465. Again, your email provider will provide this information.
   • Security Type/Encryption: Choose “SSL/TLS” or “STARTTLS” for secure encrypted connections. Most email providers require secure connections.
7. Authentication: Make sure your email client is set to authenticate with the server using your email address and password.
8. Test the Connection: Some email clients will automatically test the connection after you’ve entered all the details. If not, you can manually initiate a test to check if the settings are correct and the connection to the server can be established.
9. Complete the Setup: Once the test is successful, complete the account setup process. Your email client will now start synchronizing your emails using the IMAP protocol.

Basic server management – credentials, login, etc.

1. Secure Credentials and Access Management:
   • Use strong passwords for all user accounts on the server, including the root/administrator account.
   • Implement a policy to change passwords regularly and encourage the use of password managers to create and store complex passwords.
   • Avoid using default or easily guessable usernames and passwords for server logins.
2. Regular Software Updates and Patching:
   • Keep the server’s plugin up to date with the latest security patches and updates.
   • Enable automatic updates where possible to ensure critical security fixes are applied promptly.
   • Regularly review and update safety rules and security settings to protect against known vulnerabilities.

Security – how to keep the site secure (best practices)

To keep the site secure, carry out the following tasks:

• Regularly update plugins and themes.
• Renew the SSL certificate when it expires.
• Use secure wp-admin login credentials.
• Enable two-factor authentication.
• Update WordPress Version Regularly

Note on member privacy and how to manage (i.e. account management, email management, info deletion requests)

• User Registration and Account Management:
  • Allow users to create accounts with strong passwords and use a secure registration process.
  • Provide options for users to review and update their account information, such as profile settings and contact details.
  • Implement two-factor authentication (2FA) to add an extra layer of security to user accounts.
• Privacy Policy and Consent:
  • Obtain explicit consent from users before collecting any personal data, especially sensitive information like payment details.
• Email Management and Communication:
  • Respect users’ email preferences and promptly process unsubscribe requests.
• Data Deletion and Portability Requests:
  • Allow users to request the deletion of their personal data from your system.
  • Implement a process to verify the identity of users making data deletion requests to prevent unauthorized access.
  • Offer data portability, allowing users to download their data in a common format, such as CSV or JSON.
• Secure Data Storage and Encryption:
  • Use encryption to protect sensitive user data, such as passwords and payment details.
  • Regularly back up user data and implement strong security measures to prevent data breaches.
  • Store user data on secure servers and limit access only to authorized personnel.

How to export user/member lists to CSV and then open in excel (webtofee plugin)

To export users/members list using the WebToffee Import Export plugin. Click on the Export menu and follow the 5 steps to export the user list in an excel format.

Step 1 – Choose the post type you would like to export.

Step 2 – Select the Advanced export option for more customized options when exporting the post or select the Quick export to have a generic post exported.

Step 3 – In the Advanced export selection, here you can select specific data of the post you’d like exported.

Step 4 – Select the columns and fields to included in the export.

Step 5 – Choose the export number per page, the separators and export the post.