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Angeles Chapter Campfire Events How-To as of 12-16-17 1

Angeles Chapter Campfire Events How-To This document may undergo revisions, so check back and watch for emails about updates. Thanks for using the new Campfire Events Tool! Campfire Events (CE) will let you create an event that is then displayed throughout the Club’s online pages. This will include showing up on sierraclub.org, and Chapter/Group webpage calendars just as with its predecessor, OARS. A newer venue for attracting participants is AddUp (see end of this doc about AddUp), We have reconfigured the old events tool (OARS) to make it more compatible with our new constituent system (Salesforce). Campfire Events will have a help page. For all Angeles-specific issues or general help, see our contacts at the end of this document. If you still have problems, email [email protected]. Example of a published Event page with registration:

Campfire Events is at: https://campfire.sierraclub.org This training module is designed to help leaders and outings chairs (OCs) learn how to use CE to create outings or non-outings such as meetings, activist or fundraising events. For leaders: after you have gained access by permission of the OC of your Group/Section/Committee (GSC), you will be able to enter your own outings in the system. Then, your OC can handle the approval and you are good to go. OC’s: use this training to learn CE or refresh your own knowledge and then share with those leaders that you want to allow access to Campfire Events for your entity. But first, some background…


Outings Leaders: as a leader for the Angeles Chapter, you are in the Sierra Club online database currently known as LEADERS. Only OCs and those in records management positions (OMC Chair, LTC Admin, Safety Committee and a few others) have editing access to this database that is used to update your certifications (FA, OLT), check membership and other contact information. OCs: refer to LEADERS training (a separate FAQ) for reminders on maintaining records. LEADERS is also used by the Leadership Training Committee (LTC), to track your provisional status on your way to an Angeles Chapter rating. Provisional leaders: you will need to be in touch with LTC Admin as well as your OC so they can set you on the correct path to success. Recommended browsers include: Chrome, Firefox, Safari (mac). THREE KEY STEPS TO CREATING AN OUTING IN CAMPFIRE EVENTS

1. Prior Approval: If you are a leader, your OC must first give you permission in LEADERS to use CE. You can be affiliated with more than one entity, but each OC must update LEADERS with that permission. An OC will also check that your leader requirements (FA, OLT) are current as of the date of any outing you wish to lead. If you are an OC, your status is entered into WILD, the master entity database.

2. Input the Write-up: Enter an outing in Campfire Events following the steps in this FAQ. 3. Submit write-up to your OC: Once you are satisfied with the description and specifics

of your write-up, select ‘Pending Approval’ (not ‘Active’), which prompts the system to send an automatic message to your OC. At this point, your OC might ask you for more information. Satisfied, they will make the activity ‘Active’ at which point an email is sent to the Safety Committee for a last check. If Safety finds anything amiss, they will contact the OC.

Note: non-outings (meetings, fundraising activities, etc.) do not need OC or Safety approval to make Active. You can select Active as the status for these events. If in doubt about whether your event is a not an outing, select “Pending Approval” and your OC can decide, or ask Angeles contacts at the end of this doc. IMPORTANT:

● Leaders: if you need to make changes after an outing is Active (for example, reschedule or cancel the outing or add a leader), you must change the status from Active back to Pending Approval. The OC will get an automatic email notification about the change and will review it for approval and submit it to the Safety Committee. If you change a write-up after approval, you cannot lead the outing until the OC has approved the revised write-up.

● OCs: Every entry that you approve, including a revision for any reason, must be sent to the usual safecomm email address (see last page for Resources). You can note the change and reason.

● OCs: Do not delete an activity from Campfire Events after it has taken place. We keep past events in the system as backup.

How the public sees your events: Just as with “OARS,” events in Campfire are accessed by the public via the “Get Outdoors” pages on the Angeles Chapter website and via entity websites.


If you are new to CE, first look at how outings appear in the websites. There are several “views”: List, Map and Calendar. Click on other outings to compare; you may see entries that include photos. Remember: Angeles Chapter outings rules differ from National especially for ratings and leaders. Refer to the current Angeles Chapter Leaders Reference Book (LRB), and other resources such as Refreshing Your Rating links on last page of this doc. CAMPFIRE EVENTS ACCESS: How do I get access to Campfire Events? If you are an OC, the procedure is similar to OARS, but you need to register as if you are new. If you are an outings leader but not an OC, your first step is to contact your OC. Everyone is automatically affiliated with a geographic group, but to enter outings - or social activities - with a Section or Committee, you must first be listed by your OC (in LEADERS) as associated with your GSC. If you don’t know who your OC is, please see Angeles contacts at end of this doc. Note that you may lead for more than one GSC. Now you are ready to create an account; get a password and then log in.

Registering for Campfire Go here: https://campfire.sierraclub.org Registering for the first time. If you are new to Campfire, you need to register first. IMPORTANT! Past OARS users: note that your OARS or LEADERS login is not related to Campfire. You need to start fresh. You can register for CE if you meet the following:

1. You hold some kind of leadership position with the Sierra Club (chair, outings chair, outings leader, treasurer, excom, staff, records manager, etc) that is reflected in our volunteer leader system.

2. Your email is associated with your leadership position. To register for the first time, click on “Register for Campfire” on the login page below.

You will be asked to enter your email address. Use the email address that you normally use with the Sierra Club and click the “Look me up” button.


You will be presented with your information and asked if you want to create a profile. Click on that box.

Once you click Create New User, you will be sent an email with instructions. IMPORTANT: If your email address is associated with two leadership records (maybe you and your partner), then you must select which one you are.

After you choose a record, you will be prompted to create a new user. If you get the angry red box that says “Email address not found”, you should check with either the Chair or Outings Chair of your Chapter/Group.


This message means that either we can’t find you in our records as holding a leadership position or we don’t have your email address on your record. Your Chair or Outings Chair can fix either one of these problems.

Once in, you will see this screen:

Ø SALESFORCE USERS! If you are a Sierra Club Salesforce user, you must enter Campfire through Salesforce. Pleaase contact the Chapter office / George Watland for more information on accessing via Salesforce.

Step-By-Step: How Do I Create An Outing? There are fields and drop-down menus throughout with choices to make. Always keep in mind chapter rules regarding outings. Consult your OC for your entity’s specific guidelines. HERE ARE THE STEPS TO CREATING A NEW ACTIVITY

Event Details Tab: Event Information The first part of creating a new event are the fields under the first tab, Event Details. These include fields like the Event name, Begin Date, what type of Event, etc. Only the fields beginning with a red line are required for every activity. The rest of the fields are optional – unless the event is an outing, or you do not need registration, etc.. If your event is social or club support, you may not have to fill out all of the fields if you don’t need them. CLUB ENTITY And SPONSOR DESCRIPTION: Select your entity from the dropdown menu. Very important to make your selection here.


ANGELES CHAPTER USERS PLEASE NOTE: If you forget, the default is “0400 Angeles Chapter” which sends the entry to the OMC Chair who then gets to figure out what entity is the right sponsor… which takes time. CO-SPONSORING procedures appear later in this document. Event Name: e.g. “O: Tuesday Conditioning Hike.” Note that for an outing, you should include the rating of the outing in the title. This makes it immediately easier to identify an outing in a list. Your OC should catch this if you forget to do it. There is an 80 character limit. Begins / Ends (Dates & Time:). A calendar pops up; select the date and the time you can select to make Time Tentative. Event ends is optional. Event Category: There are four choices: Activist, Club Support, Outing and Social. All Outings require OC approval and Chapter rules apply. Event Type: There is a large selection among the menu choices. Most Angeles outings are hikes or backpacks. But the list covers other types of outings, training events and more. If “Outing” is selected as the event category, two additional fields will display

• LEVEL: Choices are: Easy, Moderate or Strenuous. • ENTITY SPECIFIC LEVEL: this is a free-form field where you enter the chapter rating (e.g.

O, O-2, I, etc.) of the outing (also in the title). This rating must not exceed the rating that you can lead for the chapter.

Is Club Activity? Uncheck only if creating an event for a partner organization or similar.

Waiver Required: is automatically checked and grayed out if outing is the category

Registrations Accepted: Check this if you want people to register for this event. This is a separate topic.

Short Description: This field has several uses. In addition to displaying on the Club calendars / sites, it also serves as the default text when the Event RSVP page is shared on social media or AddUp. Additionally, the short description will be used on the RSVP page if no value (or just an image) is entered in the Full Description (separate tab on top).

TIPS TO MAKE OUR LIVES EASIER • Keep Your Short Description Short. Too much information in the short description will not

display nicely. Use the Full Description tab on top row to add all those extra details. • DO NOT USE QUOTE / APOSTROPHE SYMBOL: If you are adding any elevation

information, do NOT USE the ‘ symbol (i.e. single quote) for feet. Instead, please use “ft” after the number. Use “ft” also when you enter gain. Reason: single quotes are currently incompatible with the tracking feature in CE. Example 1): Mt. Humphreys (13,986’) Preferred: Mt. Humphreys (13,986 ft) or Mt. Humphreys (13,986). Example 2): 3 miles RT and 2100’ gain. Preferred: 2100 ft gain.

Additional Info URL / URL Description: Optionally include a URL to a page with more information about your Event, its location, etc.


STATUS: The drop-down menu will show these choices, same as in OARS. • In Development - The activity is being created. You will be able to view how it will

display using Preview but it will not show up in an online schedule until set to ‘Active’ by your OC. Be sure to save as you go. You can tinker to your heart’s delight, but when you are ready to get it out there, you must choose “Pending Approval.” Note: once an outing has been made Active, this choice is no longer available.

● Pending Approval – Choose this when you are ready to have your OC approve. Hit ‘save’ and Campfire Events will trigger an automatic email to your OC who can use the Preview Function to view and approve the entry making it ‘Active’

● Active – Making an outing ‘Active’ should be done only by your outings chair. Leaders: do not do this. When your OC chooses ‘Active’, they ensure that an email is sent with the DIRECT LINK to the Safety Committee at [email protected].

Additional Status Choices : same as with OARS - these are less used.

● Changes Required - The person approving (e.g. the OC, or an outings reviewer from the Safety Committee) does not think the activity is ready for publication. You or your OC will then know there are some parts that need to be changed or updated.

● Disapproved - If the person approving the activity (e.g. the Safety Committee) does not think this is a valid or approved activity, they can set the status to "Disapproved," and the activity will not be published. Your OC may do this if asked to by Safety.

● At Capacity – This choice applies to activities for which a limit is set, and/or may involve registration. The maximum number of attendees has been reached. The activity will appear on the main Activity List page, but will be noted as At Capacity.

● Cancelled - The activity is no longer taking place. It will appear on the main Activity List page, but noted as Cancelled. Cancellations can be done by the OC, or at the request of the Safety Committee if the outing does not meet their approval. For example, an outing description that exceeds the level of the rating. Or, an easily corrected problem with leadership requirement status. Or, simply an outing that is no longer going. The outing leader may also cancel the outing but must notify the OC who then notifies Safecomm.

Rescheduling an outing: if a leader needs to reschedule a trip for any reason, the leader should send the OC an email with the direct link to the new CE entry, indicating the old and new dates for the outing and the reason for the change. Whether the leader or the OC reschedules an outing, the OC must send the rescheduled outing to Safecomm. Deleting an Event: if the event includes registration, the red “DELETE” button will not appear in your club events list. To delete an event that has Registration, first you must go to the Status menu and choose “Cancelled” and then enter a reason (duplicate event or weather, or changed mind, etc.) in the free form field next to Status. Then Save the event (Save and Return to List at the top). The List will now show a red DELETE BUTTON next to the event; then you could delete. HOWEVER, we advise that an outing that is cancelled due to factors other than a mistake or a test, should remain in the database for future reference. More Event Details Goodies Marketing Interest: dropdown menu refers to campaigns.


Cost: You may add the cost here, but be careful that any payments follow banking rules and rules of your entity. (Campfire cannot process payments.) Signup Restrictions: Are there specific criteria for attending this event? Example: Leader wants a resume from a participant before acceptance on the trip.

Signup Instructions: Are there additional steps to sign up beyond submitting an RSVP? Similar example: Contact leader for more information, request for phone number, etc.

Bring: What do participants need to bring with them to the event?

Additional Directions: A link with directions is provided if you complete the Location fields, below. What else do participants need to know about getting to the event?

Carpool: Per Club policy, we do not organize carpools, but participants may self-organize if you provide details here. Example: a rideshare point.

Cancellation Policy – automatic list: ○ Any rain cancels ○ Steady rain cancels ○ Heavy rain cancels ○ Activity is held rain or shine, but may be altered due to inclement weather ○ Other (to describe in the Full Description; e.g. snow and rain or extreme heat)

Unpublished Notes: Any notes entered here will only be visible to Campfire users with access to this event (usually Outings chairs, chapter staff and other leaders of the Event.)

Repeats Repeats is how you can create recurring events in Campfire Events. If you have an event that is weekly, monthly, every third Thursday, etc, you can create a starting event, specify the dates you want the events to repeat and when you save the event, those subsequent events will automatically be created. A separate doc is available for this function. Reporting Attributes For events that are held in support of an issue campaign. Using Reporting Attributes will help with reports and to see where participation is occurring and how successful campaigns are. Included in Repeats doc.

Location To specify the location of your event. Uncheck “Show on Map?” if you do not want to specify the exact location. Show on map? We recommend using this feature as people will have an easier time finding. If the location is “to be determined” and you will not be specifying a location and using latitude/longitude, you need to uncheck the “Show on Map” option.

“Map It” button – use this to find the latitude/longitude which pinpoints the location.


Location Description: Describe where the event will be held. This will be filled automatically if you use the map it tool. You can change it if you want.

Latitude/Longitude: Use the “Map It” button to determine this information via a Google Maps interface.

Publication Specifies when the event will appear on web calendars.

Do not show on website calendars: If you want this event to be private and not appear on any calendar at all, check this box BEFORE YOU SAVE your event. You will not be able to make this private after you save. The button will disappear. This is a good option to use if you are holding an event and only want specific people to ever be able to know about it.

Begin Publication: The date the event will begin appearing in Campfire Events listings on calendars and web pages. This will default to the current date when the Event is saved if no value is entered.

Limit Publication to Sponsoring Entity: Check to hide your event from calendars other than your own that appear throughout Sierra Club websites and AddUp. Some events and some entities prefer not to have a wider audience.

Display Method: ● Construct page from entered information on tabs: This is the default and will build a

promotional and/or RSVP page with the information you provided.

● Use external URL: If checked, an External URL field will appear. No RSVP page will be generated, and CE listings will link directly to the external URL. Note that you cannot accept registrations if you use this option. You should not used External URL unless you want to direct people to a third party site (community site, other organization, etc).


• URL to Share: When you save an Event with Active status, this field will be populated with a URL link to the event you created. This is one way to share a link with others or send to Safety Committee.

DISPLAYING PUBLISHED EVENTS ON ENTITIES’ WEBSITES NOTE: The method that webmasters currently use to display events (List / Calendar) will not change with Campfire Events. Webmasters can address their technical questions to their usual resources.

Ø New venue: see AddUp at the end of this doc.

Leaders This is a very important section. You will need to assign at least a Primary Leader before you can save the activity even while ‘In Development’.

Attention Angeles Chapter Outings Leaders: In order to publish, the Angeles Chapter Safety Policy requires that every chapter outing list at least two rated leaders, at or above the level of the outing (O,I,M,E). List two for every write-up that you enter. You can select yourself and a co-leader from “Add Leader” dropdowns. TWO WAYS TO ADD A LEADER

• Find Existing Leader: Use this button to look up a leader currently in our system. You can search for name, address, email, and/or phone. If you receive too many results, try adding a city or state (spelled out), or enclosing the full name in quotes. We recommend trying an email address first.

• Add Leader: Use this button to add a leader not currently in our system. Note that this information does not add the leader into our system.

PLEASE NOTE: Leader information added or changed within the table displayed here will not update the leader’s record within our system. And, only Existing Leaders who can log into Campfire Events will be able to take attendance (see later in this doc).

CO-SPONSORED ACTIVITIES: How do I handle a co-sponsored outing? Example: You have asked the OC of two or more different entities to co-sponsor your activity. Your OC can help you set this up. The advantage is that you will have a larger pool of participants. Co-sponsoring can work especially well for provisionals. If you are a provisional leader, be sure to ask your OC and LTC Admin for advice.


Ø CO-SPONSORING RULES: OC’s for both entities must be aware and agree to co-

sponsor before publishing, with one entity taking the “lead” as primary sponsor. If you enter your own outing, be sure to get approval from the secondary sponsor. After the outing, send the original sign-in sheets to the primary sponsor with a copy to the secondary sponsor.

STEPS: In Campfire Events, the drop-down “Entity” menu only allows you to select one entity as primary sponsor. However, in the adjacent free-form Sponsor Description field you can add the second sponsor by typing “and” after the default entity, followed by the name of the secondary. NOTE: Some entities may have different strategies for co-sponsored wording and procedures. Your OC can advise you and/or will make changes to the Sponsor Description field to conform. Another method for entities to show co-listings on their sites This works with an event that is already Active. Example: co-listing - 0451 Desert Peaks with 0452 HPS.

● Login to Campfire (if you are not already in it) and then go to the "Events" page ● Click on "Administration" button ● Click on "Other Entity Events" button ● Select the other entity from pulldown menu (ex. "0451 Angeles Chp Desert Peaks”) ● Click on "Add Events" button ● Enter the other entity ("0451") into Sponsoring Entity ● To narrow your search, you can select an Earliest Date and Latest Date ● Click "Search" - then find the trip you are looking for and, click the checkbox at the right

the trip and then click select "Add Selected Events" ● Now note that both outings are listed and note that the page you're on is the Other Entity

Events to Display (in this ex. 0451) page. Now change the Sponsoring Entity in the pull down to "0452 Angeles Chp Hundred Peaks" - note that the outings listed are different. This page is a "landing zone" for any trips that are going to be co-listed by an entity with another. First add the trip to this page, and then from this page it will get co-listed with others.

● With 0452 HPS selected as the Sponsoring Entity, click on the "Add Events" button ● Enter "0451" as the Sponsoring Entity, then Feb 4 as the Earliest and Latest dates, click

on "Search" ● Click the checkbox to the left of the East Ord trip, then click on the "Add Selected

Events" button ● Now note that on the 0452 Other Entity Events to Display page, there are three events,

including the Feb 3 East Ord trip ● Click on "Return to Menu", "Return to Events List"

We will continue to provide more details on this type of co-listing methodology.

Full Description This is the description (along with the “short” one) that will be shown to users on the published Event details page. It’s how you can really attract participants,


Click on the Full Description tab next to Event Details tab. Similar in concept to the OARS “Long Description,” this tab opens up a more robust WYSIWYG editor, which allow you to apply formatting, bullet points, etc. to your text, as well as to add a photo (see below). Remember to keep your “Short Description” simple enough and use the Full Description to add more detail. An appealing and clear short description is the first thing that a prospective participant will see in the Schedule of Activities (online or print). Anyone interested can then click on the outing title and see more, including a photo and registration options. WYSIWYG editor toolbar

Buttons from L to R:

● Undo ● Redo ● Bold ● Italics ● Underline ● Strikethrough

● Insert link ● Insert image ● Justify (left, center, right) ● Bullet points ● Outline ● Indent / Remove indent

ATTACHING A PHOTO: How do I make my write-up more attractive?

The Full Description window includes the ability to add a photo. clickable image icon on top bar provides a pop-up window. See illustrations below to find out how to upload an image. Maximum image file size is 1 MB, but 500Kb is preferred size, so do scale down your big photos for use here. Best will be a dynamic shot that highlights the destination.

Shameless plug for the LTC Seminar example:

Important note on Pasting into the WYSIWYG If you paste text into the WYSIWYG editor from a Word document, webpage, or other pre-formatted source, that formatting will be retained. You can use CTRL+SHIFT+V to “paste as plain text” which will remove formatting. Please note that there is no option to edit HTML.

Comment [1]: Comment [js2R1]:


Registration Options For Your Events: If you decide to allow registration, here are some steps:

Registration Cutoff: Choose a date after which the option to RSVP for the Event will be removed. (Optional) Send RSVP notifications to Leader: If selected, the Leader(s) will receive an email anytime a participant registers for the Event. Phone / ZIP / Address / Mobile / Additional Attendees: Choose which pieces of information you want to ask the user for. You can also make these fields required.

Comment [js3R1]:


Registered Participants

Add Participant: This button will take you to the RSVP page, where you can register a participant manually for the Event by completing the form. Use this feature when you want to restrict the participants (ex. based on conditioning or experience, etc.) and have noted that in “signup restrictions” field. Refresh List: Press this to update the list with new registrants. Download: Download the list of registered participants as a CSV file. This file also includes all the information submitted by the participant on the RSVP form.

● Note: this is an easy way to get a list of email addresses for your participants! Send Email: You can use this tool to send a quick email to the people who have registered to your event. Signin Sheet: This lets you download a sign in sheet. (National is adding fields such as early sign out and emergency contact) PLEASE NOTE: the sign-up sheet that is generated by the system is undergoing corrections as of mid-December 2017, such as the addition of Early Sign-Out and Emergency Contact fields. These will appear by mid-January 2018 Status:

● Registered: The default status when a participant completes the RSVP form

● Attended: Can be set after the event to keep track of attendance

● Canceled: For cancellations, no-shows, or participants not accepted to an Event

Note that you can click on the participant’s name in the table to see a full list of all of their responses.

Taking Attendance and Electronic Waiver See separate doc about this new capability. Meanwhile, here is a glimpse: At your event, you can tag each registrant as attended or no show and easily see who has signed an electronic waiver when they registered. You can also enter new registrants and have them sign an electronic waiver. This can help reduce the sign-in sheets and piles of waivers.


Registrants to your events have the option of registering and signing an electronic waiver (if it is required). You will be able to see the list of registrants and see if they have signed an electronic waiver. If a registrant has completed an electronic waiver, there is no need to have them sign a paper waiver. This should make every outings leader’s life just a bit easier. You can also take attendance at your event. Campfire Events allows you to track attendance and waiver status on your smartphone at your event. If you don’t have connectivity, you can download your registration list on this function when you are at home with internet, track attendance when you are at your site and then save the data to be uploaded when you again have internet access. Of course, you can also add attendees through the Add Participant function under Registered Participants. This function behaves differently based on the requirement of a waiver. If the event is an outing, a waiver is required. (See Event Details.) If a waiver is not required, it is skipped on attendance tracking Campfire Events Attendance Tracking can be used on any cell phone or tablet. Here is how it looks on mobile:

LOOK FOR MORE ON E-WAIVERS AND TAKING ATTENDANCE (separate doc)


CONTACTS: Campfire Events technical help: [email protected] Angeles Contacts: Jane Simpson, OARS/Campfire Liaison - [email protected] Brian Decker, OMC Chair - [email protected] Ron Campbell, Safety Committee Chair - [email protected] Safety Committee at [email protected] George Watland, Sr. Director, Angeles Chapter - [email protected]

WILD: the entity database that anyone can access go to clubhouse.sierraclub.org/wild The username for everyone is wilduser, password is chorizo

ANGELES OUTINGS LEADERSHIP RESOURCES Refreshing YOur Rating: https://angeles.sierraclub.org/ltc_refresh_your_rating For Outings Chairs https://angeles.sierraclub.org/ltc_outings_chairs Forms & Guidelines https://angeles.sierraclub.org/ltc_forms_and_policies Leadership Training https://angeles.sierraclub.org/ltc_become_a_leader

AddUP https://www.addup.org/events AddUp is the Sierra Club’s online action-taking platform that is both designed to provide a better and more personalized experience for our supporters and which has unique benefits for Chapters & Groups. As opposed to trying to get engagement on individual petitions, donations, events, or other actions in disparate places, AddUp hosts many of your actions, at once, on a single long-running campaign homepage. This way a single email can produce up to five separate actions on your campaign per person, while enabling them to become ‘Supporters’ of your campaign and eligible to receive automatically-sent Campaign Updates. Similar to Netflix, AddUp has a recommendation engine running in the background, so folks arriving at AddUp on behalf of National and a full-list email may get recommended to your campaign afterwards if it’s in their state or pertaining to an issue they’ve taken action before. You effectively get to syphon off some of National’s promotional efforts for free! This, and the built-in social media features, can add anywhere from 10-30% more actions than you’d get otherwise using a Salesforce alert as a Chapter or Group. You can also pull in any events you’ve created in Campfire into your AddUp campaign! Angeles outings: AddUp may yet be useful for outings, e.g. those with an educational component. In any case, outings show up in AddUp already. Just enter your event (and use the Map It feature to show where it is taking place). AddUp Community Manager Ryan Dunfee


([email protected]) hosts weekly trainings in AddUp and is able to provide unlimited staff & volunteer access to AddUp for Chapters & Groups.

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