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Bedework Staff Training Manual

Use Trello board to track and repeat all steps outlined, every quarter: https://trello.com/b/Ubl0FEDg/quarterly-events-process-bedework

Request Changes from Managers

Post to NPL Announcements.

SUBJECT: Bedework Events Calendar Orientation. MMM ##, YYYY

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<html>
<div class="ExternalClass7DC1C0BACADD4B1CA08D39A3E049850F">
   <p>Managers,</p>
   <p> We are getting ready to add events for the Spring, 2025 quarter to the events calendar. In preparation, we want to provide Bedework calendar training for anyone at your location who needs an introduction or refresher. </p>
   <p>Please send to 
      <a href="mailto:kyle.cook@nashville.gov" title="email Kyle Cook" target="_blank">Kyle Cook</a> the names of employees who should attend online Bedework Orientation; and reserve off-desk time for them for one of these online sessions. Once practice assignments are complete, they will be added to your location&#39;s approval queue. </p>
   <ul>
      <li> Wednesday, Jan 29, 2025. 10:00 AM CST </li>
      <li> Thursday, Jan 30, 2025. 2:00 PM CST </li>
   </ul>
   <p> Due to vacancies and transfers, we are not removing anyone based on depth this quarter. Please notify Kyle Cook if you have any staff who 
   </p>
   <ul>
      <li> are a new submitter at your location.</li>
      <li> are no longer at your location; he will change/evoke their access.<br/> </li>
      <li> would like to attend calendar training sessions, as a refresher. </li>
   </ul>
   <p> Use submitters list below, for reference. I will notify individuals and managers with calendar invite for the WebEx training sessions. Choose one. Please contact Kyle Cook with any questions. </p>
   <h2> 
      <a href="/:l:/s/NPLWebDevelopment/FHX2jii9-xRMgZYJPwQmtwUB0dRdzKBnBxjwqXpMWlIM9A" target="_blank">Bedework Calendar Staff Submitters</a><br/> </h2>
</div>

Move/Delete/Add Submitters (Update Based on Managers Response)

  1. Add usernames to Bedework Users, Groups.
  2. Remove usernames in Bedework Users, Groups.
  3. Update the Bedework Submitters List with current list staff locations.
  4. Note staff who need training in the Training list.

Schedule Quarterly Training Event Dates

  1. Email the branch managers to confirm the list of Bedework submitters for a location (above).
  2. Move users to new Bedework groups based on response from managers.
  3. Post notice to Intranet for all library staff.
SUBJECT: Please Begin Adding Events for Next Quarter to Library Calendar (Bedework)

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  <div class="ExternalClass5DDFF1CE298349F6A5219376C0D9B336">
   <p>​Please add all confirmed events for the Winter (DEC-JAN-FEB) 2024 quarter.  Please add within the three month increments (Dec Jan Feb / Mar Apr May / Jun Jul Aug / Sep Oct Nov). 
      <span>
         <br/></span></p>
   <p> Add regular recurring programs as early as possible. We use this process to confirm whether events series are continuing into the next quarter. This also allows MarComm adequate notice for publicity. 
      <br/>
      <br/>
      <span style="text-decoration: underline;">Events Calendar Admin Login </span>
      <a href="https://events.library.nashville.org/caladmin" target="_blank">
         <br style="text-decoration: underline;"/>https://events.library.nashville.org/caladmin</a><br/><br/><span style="text-decoration: underline;">Bedework User Guide</span><br style="text-decoration: underline;"/><a href="https://nashville-public-library.github.io/bedework-docs/" target="_blank">https://nashville-public-library.github.io/bedework-docs/<br/></a>Guide combines all directions you need to fill out the &#39;Add Events&#39; form<br/></p>
   <p>
      <span style="text-decoration: underline;">Copy an Event </span>
      <a href="https://nashville-public-library.github.io/bedework-docs/orientation/copy-event/" target="_blank">
         <br style="text-decoration: underline;"/>https://nashville-public-library.github.io/bedework-docs/orientation/copy-event/</a> 
      <br/>Instructions for repurposing existing event for next quarter</p>
   <p>
      <span style="text-decoration: underline;">Important</span><br/></p>
   <ul>
      <li>
         <strong>Remove recurring events that fall on library </strong>
         <a href="https://events.library.nashville.org/cal/main/listEvents.do?b=de&amp;listMode=true&amp;setappvar=bwFilters%28%7c%7c%7cbwNav3-useragrpcalsuiteMainCampusSeriesClosed%29&amp;setappvar=bwQuery%28%29" target="_blank">
            <strong>Closed Dates.</strong></a></li>
      <li>
         <span><span>Do not add events scheduled more than six months ahead.</span></span></li>
      <li>
         <span><span><span><span><span><span>Do not list any events on social media  before they are added to the events calendar.</span></span></span></span></span></span></li>
      <li>
         <span><span><span><span><span><span>Alert Kyle Cook and Jenny Ellis, if your event is planned within the next two weeks; they will expedite approval.</span></span></span></span></span></span><br/></li>
   </ul>
   <p>Please check your location’s information on the following webpages. Email Kyle Cook any changes to these static listings.<br/><br/><span style="text-decoration: underline;">Story Time</span><br style="text-decoration: underline;"/><a href="https://library.nashville.org/event/story-time" target="_blank">https://library.nashville.org/event/story-time</a>&#160;&#160;</p>
   <p>
      <span style="text-decoration: underline;">Book Clubs </span>
      <br style="text-decoration: underline;"/>
      <a href="https://library.nashville.org/event/book-clubs" target="_blank">https://library.nashville.org/event/book-clubs </a></p>
   <p>
      <span style="text-decoration: underline;">Studio NPL </span>
      <br style="text-decoration: underline;"/>
      <a href="https://library.nashville.org/events/studio-npl" target="_blank">https://library.nashville.org/events/studio-npl</a></p>
   <span>
      <p>Email Kyle Cook, if you would like to attend a 30-minute Bedework Calendar orientation as a new submitter, or as a refresher. 
         <br/>
         <br/>He will send you an invite to our upcoming WebEx demonstrations on Friday, Nov,  15; Monday, Nov 18, 2024.</p></span></div>

Plan Quarterly Training

  1. Choose orientation date/time
  2. Arrange for meeting room or online space.
  3. Send a Calendar meeting request to all students, with location or login instructions.
  4. Make new user accounts in hawtadmin and Bedework users (see Bedework Manual)
  5. Create New Users in Bedework
  6. Add them to Web services group, to use for practice
  7. Log new user accounts in
https://metronashville.sharepoint.com/:l:/s/NPLWebDevelopment/FHX2jii9-xRMgZYJPwQmtwUB0dRdzKBnBxjwqXpMWlIM9A

Prepare for Quarterly Training

  1. Make example entries for the trainees to add to Bedework using examples in the saved Word Document, Bedework Events Calendar Entry Worksheet
  2. Prepare any handouts or follow-up emails (usernames, passwd)
  3. Make any notes you see that need to be updated
  4. Prepare orientation Notes

Perform Orientation