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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 DD, YYYY

Hello ​Managers,
We are ready to add events to the events calendar, for Fall and Winter YYYY quarters. In preparation, we want to provide Bedework calendar training for anyone at your location who needs an introduction.
Please send the names of any staff who would attend to [First Last]. Then, please reserve off-desk time for them for one of these online demonstrations. Once practice assignments are complete, they are added to your location's approval queue.
DD/MM/YYYY, 10:00 a.m. CDT
Additionally, please notify [First Last], if you have any staff who are no longer at your location.
would like to attend a calendar demonstration, as a refresher.
For your reference: Bedework Calendar Staff Submitters
I will notify individuals and managers with a calendar invite for these Bedework events calendar training sessions on [First Last]'s WebEx. Please contact me with any questions.

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)

Hi Event Programmers,

Please add all confirmed events for the Summer (JUN-JUL-AUG), fall (SEP-OCT-NOV) quarters, and begin adding winter 2025 (DEC-JAN-FEB) events.

Add regular recurring programs as early as possible. We use this process to confirm whether events series are continuing into the next quarter, or have been discontinued. This also allows MarCom adequate notice for publicity.

Please add images from the image library to recurring events and guests. Most series and partners have logos here. Let me know if you would like one added.

Events Calendar Admin Login

https://events.library.nashville.org/caladmin
Bedework User Guide

https://nashville-public-library.github.io/bedework-docs/
Guide combines all directions you need to fill out the 'Add Events' form.
Important

-   Remove recurring events that fall on library [Closed Dates](https://events.library.nashville.org/cal/main/listEvents.do?b=de&listMode=true&setappvar=bwFilters%28%7c%7c%7cbwNav3-useragrpcalsuiteMainCampusSeriesClosed%29&setappvar=bwQuery%28%29), including Labor Day, Veterans Day, Thanksgiving.
-   Use Recurrence Rules for all events that occur at a regular interval.
-   Do not add events scheduled more than six months ahead.
-   Do not list any events on social media before they are added to the events calendar.
-   Alert [First Last] and shared systems, if your event is planned within the next two weeks; they will expedite approval.
-   Please use series tags, and images, where appropriate.
   -    Hispanic Heritage Month
   -    Banned Books Week
   -    Artober

Static Web Page Checkup

Please check your location’s information on the following webpages. Email [First Last] any changes to these static listings.

- Story Time
   - https://library.nashville.org/events/story-time
- Book Clubs
   - https://library.nashville.org/events/book-clubs
- Studio NPL
   - https://library.nashville.org/events/studio-npl

Bedework Orientation

Email [First Last], if you would like to attend a 30-minute Bedework Calendar orientation as a new submitter, or as a refresher. I will send an invite to our upcoming WebEx demonstrations on Aug 6-7, 2025.

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