Barbershop Harmony NZ HarmonySite User's Manual
Last revised October 2018

Barbershop Harmony NZ HarmonySite User’s Manual


Table  of Contents

Introduction

Section 1 - For Chorus Members

Accessing Your Music

Viewing Sheet Music

Downloading Sheet Music

Playing Learning Media (“mp3s”)

Downloading Learning Media

Performance Attendance

Checking who else is going

Section 2 - For Chorus Administrators

Music Management

Adding a Song

Uploading learning tracks

Uploading Sheet Music

Section 3 - For Chorus Geeks

Before You Start

The Web Page Editor

Working in the Editor’s HTML Mode

Including “Snippets”

Backing up Page Sources

Creating and Editing Content

Creating a New Page

Add an image to a page

Add a file link to a page

Creating a Menu Item (Navigation Link)

Editing a Menu Item

Removing A Menu Item

Embedding Google Docs into Your Website

Setting up the “Have a Listen!” Page Under the “About” Menu

Setting up Your Executive Committee

Managing Your Membership List

The information that the system requires to manage a member

Membership Details

Adding a new member

What to do when a member leaves

What to do when a member dies

Logins

Add a login for a member

Change a member’s login or password

Add a login that is not linked to a member

Assigning Logins in Bulk

Website Configuration

Changing the Website Theme

Updating your Chorus Logo

Adding Menu Entries

Main Menu

News and Newsletters

Add a News Item

Add a Newsletter

Updating Database Tables

Before you Start

Preparing Your Data

A Real-World Example

Export and Import Notes

Date Formats

“Not Enough Columns in File” Error when importing.

The Importance of Song and File Names


Introduction

This document is intended as a resource both for chorus website administrators and the general membership.  It is divided into three sections:

  1. Topics relevant to the general membership, such as updating your personal details, changing your password, accessing your music, responding to invitations to perform (“ticklists”) etc.
  2. Topics that deal with the maintenance of the HarmonySite functions that the general membership will need to use - mainly updating the music library, chorus events, mailing lists, and membership functions. This section will be of use to the chorus executive, and membership and music teams.
  3. Topics of interest to the chorus geek who will be authoring and maintaining your public-facing website, if you the chosen to have one under the HarmonySite umbrella.

Material that is specific to the person designated by your chorus as the “resident geek” will be clearly indicated.

HarmonySite is a complicated beast, as it can perform a wide range of chorus-related functions.  Some of these will not be used by your chorus.  Many of the tasks we undertook took a bit of searching and trying things out before we were finally able to figure out how to do it. Generally, when something was not immediately obvious to us we have made an effort to document the steps required in this guide, to save you some of the pain.

You will have received a link to a web page on your chorus website that allows you to browse this document and also print it or download it as a PDF, but note that this is intended to be a living document.  As we learn more, and author more stuff, it will be added to/amended/hopefully made less confusing.  You won’t need to do anything as the copy available on your website will automagically update itself and always be current.

Charles Oram

Ross McMillan


Section 1 - For Chorus Members

Accessing Your Music

To view the list of songs, select “Songs” from the “Members” menu or click on “Members” and then click on the “Song Library” button in the Member Options area on the left of the Members Area page.

You can sort or group the songs by clicking on the different “Show separate groups for:” radio buttons.

To view the details for a particular song, click on the song title.

Viewing Sheet Music

Click on the PDF icon for the sheet music, which is below the red “SHEET MUSIC/NOTATION” bar. The PDF should display in a PDF viewer window in your browser.

Downloading Sheet Music

You can either download the sheet music PDF from the PDF viewer window in your web browser (after clicking on the PDF icon to view the PDF, move your mouse towards the top of the page and the bar at the top of the Adobe PDF viewer will appear, then click on the down arrow download icon), or you can right-click on the PDF icon in the song details view and select “Save link as …”.

Playing Learning Media (“mp3s”)

From within HarmonySite you can play a song using the built-in music player on the song details page (to the right of “GENERAL SONG DETAILS”, select a track to play it)

Downloading Learning Media

Click on the “Download” button for the track you want to download (below the  “LEARNING TRACKS/VIDEOS” bar).

Performance Attendance

Checking who else is going

If you login to HarmonySite and click on the “Attendance” icon underneath “Members options”

You will get a screen that shows the details for a particular event.  Just which event is displayed is indicated by the drop-down shown in magenta colour:

Using this drop-down allows you to select all of the future events one-by-one and say whether you will be attending or not.

If you click on View availability report (indicated with blue above), you will get a screen that shows what everyone else has indicated for that event (useful if you are thinking about carpooling, or worried that you might be the only baritone, and really need to lean on another baritone or two):


Section 2 - For Chorus Administrators

Music Management

This section will be of interest to the person in your chorus charged with maintaining the music library - mainly uploading sheet music and learning tracks, and managing the chorus calendar events.

Adding a Song

Go to the list of songs (select “Songs” from the “Members” menu or click on “Members” and then click on the “Song Library” button in the Member Options area on the left of the Members Area page).

Click on the “Add new song” button at the top right of the song table.

Enter the details for the song and make sure that you set the “Access level required” on the Admin table.

Uploading learning tracks

Select the song from the song list, then click on “Add a set of learning tracks” under “Files/Resources”. Click on “Choose file” for each track and select the learning track MP3 files on your computer, then click on “Add” to upload them all to the site.

Note: You can also add a single learning track using  “Add new file/resource”, but remember to set the “Type” to “Learning Tracks/Videos”.

Uploading Sheet Music

Select the song from the song list, then click on “Add new file/resource” under “Files/Resources”. Set the Type to “Sheet Music/Notation”, give the file a short description under “Name” and click on “Choose file” to  select the PDF file from your computer. Then set the Access Level required and click on Save.

Mailing Lists

One of the features of HarmonySite is the provision of Mailing Lists.  These look like ordinary email addresses, but when you send to them the message goes to a list of recipients.  Your installation of HarmonySite will have several predefined addresses, such as members@YourChorusName.co.nz, leads@.., basses@.. etc.


Section 3 - For Chorus Geeks

IMPORTANT This section deals in part with the issues involved in authoring and changing website content.  In order to do this you will need Webmaster” access to your HarmonySite.

As always, along with freedom comes responsibility, and also the chance of making a complete hash of things if you are not careful.  Please  read the first section below before you start!

Before You Start

This section starts with a description of how HarmonySite generates your web content, and how you prepare that content.  The great majority of your chorus website requirements can be served without having to write very much yourself at all, but in the occasional event that you or your resident tame chorus geek might need to author some content you should read the next few paragraphs.

The Web Page Editor

Working in the Editor’s HTML Mode

Including “Snippets”

Backing Up Your Page Sources

Creating and Editing Content

Creating a New Page

Go to the members page (click on the “Members” menu item) and then select “Website pages”  the Administration drop-down list.

Click on the “Add new page” button at the top right corner of the table of web pages.

Add an image to a page

While editing the page click on the Image icon then select the "Upload" tab. Click on “Choose File” and select the image file on your computer, then click on "Send to Server". This will upload the image file to HarmonySite and switch you to the “Image Info” tab to finish setting up the image. You can adjust the size of the image and then click on OK.

Note that the WYSIWYG editor doesn’t always do a good job of rendering the image as it will appear in the final web page.  Sometimes it’s  better to just box on and see what the page looks like, rather than mess with the editor trying to get it displayed correctly there.

Add a file link to a page

While editing the page click on the Link icon then select the "Upload" tab. Click on “Choose File” and select the file (e.g. a PDF) on your computer, then click on "Send to Server". This will upload the file to HarmonySite and switch you to the “Link Info” tab to finish setting up the link. You can set the text to be displayed for the link and then click on OK.

Creating a Menu Item (Navigation Link)

Go to the members page (click on the “Members” menu item) and then select “Navigation Links”  the Administration drop-down list.

Click on the “Add new navigation link” button at the top right corner of the table of navigation links.

“Text to display” is the text that will show for the menu item.

“Parent” allows you to put this menu item under one of the main menu items

Don’t forget to set the “Level required” to the correct access level.

Note: You can also create a navigation link/menu item by ticking the “I would now like to create a link to this page in the website's main navigation menu” option when you create a new web page.

Editing a Menu Item

Go to the members page (click on the “Members” menu item) and then select “Navigation Links”  the Administration drop-down list. Find the menu item in the table of navigation links and click on the update icon (little page with a pencil).

Removing A Menu Item

Go to the members page (click on the “Members” menu item) and then select “Navigation Links”  the Administration drop-down list. Find the menu item in the table of navigation links and click on the red X.

If you have a web page that HarmonySite provides, but you currently don’t need that page, deleting the navigation link to that page is a good way to remove it from your web site and still be able to easily add it back in if needed.

Embedding Google Docs into Your Website

<To be completed>

Setting up the “Have a Listen!” Page Under the “About” Menu

This page will automatically display, and allow the public to listen to, mp3 recordings of shows or rehearsals that you add to the web site, if they are configured to appear here. To add a recording you need to add the mp3 to a song in your song database and mark the type of the mp3 file/resource as “Public demos”.

For example, if you had a nice recording of your chorus singing “My Wild Irish Rose” in a performance and you want this to appear on your Have a Listen! Page, then you could do the following:

  1. Log on to HarmonySIte and go to your Song Library.
  2. Find My Wild Irish Rose in the song list and click on it/
  3. Click on “Add new file/resource”. This is a link just below the “Files/Resources” heading, below the General Song Details.
  4. Set the Type to ‘Public Demos” on the General tab. Fill in all the required fields and select the mp3 file in the “File/Resource” section on the General tab.
  5. Click on Save

If the recording is of a song you no longer sing you can just add the song and mark it as archived so that it doesn’t appear in repertoire lists.

Setting up Your Executive Committee

  1. Login to your chorus's HarmonySite
  2. Select "Officers" from the "About" main menu at the top.
  3. For some choruses you will see a list of your executive team (e.g President, Secretary and Treasurer).

If this is the case for your chorus, please check that the positions are assigned to the correct person.

Otherwise see step 4.

If any of the assignments are wrong you can remove the current assignment by clicking on the red X to the right of the person's name and then select the correct person in the "Assign member to position..." box and click on "Assign". If a position is not assigned to anyone you can select the correct person in the "Assign member to position..." box and click on "Assign".

  1. If the "Officers" page shows no list of exec team members then you first need to add the positions to the system and then assign members to the positions. For example, to add the President, click on "Position" to the right of "Create new" near the top of the page. For the Position name type in "President"

For the Category tick "Executive Committee"

Make sure "Active?" is ticked

Set the Access Level to "Public Access" if you want the public to see who your President is when they go to your website.

Set the Display ranking to 10 (this determines the order in which positions get displayed, I have been making them 10, 20 and 30)

Click on "Save"

The Officers page should now list President as one of your Executive Committee members and you can then select the correct person in the "Assign member to position..." box and click on "Assign"

  1. You can now go and add the Secretary and Treasurer (and also other committee members) if you wish.
  2. Click on Members in the main menus and then click on "Website Setup and Configuration" below ADMINISTRATION
  3. Click on the little cog icon at the right end of the row that has a Type of Chapter.
  4. Click the "People" tab.  Then ensure that the "President" position is selected from the drop-down list under "President".

Managing Your Membership List

To view the list of chorus members, select “Members List” from the “Members” menu, or click on “Member Database” on the Members Area page.

You can use the “Search” box at the top right of the table to search for a member by name and you can click on the member’s surname to view and edit their details.

The information that the system requires to manage a member

The system stores 4 types of information about each person in the membership list:

  1. Personal details, e.g. name, address, phone number. This is referred to as “Member Details”.
  2. Membership details. This describes their membership of the chorus - see the next section.
  3. Participation details. This records the singer’s involvement with the chorus and any quartets, e.g. what part the member sings with the chorus and (if appropriate) what quartets they are in and what part they sing in those quartets. A chorus or quartet is referred to as an ensemble in the system.
  4. Login details. A member also has a username and password to allow them to login the the system and access learning tracks, calendars, attendance tick lists etc.

Membership Details

“Type/role” specifies whether they are a member of the chorus or have some other relationship with the chorus (e.g. Supporter), which could be used for your “Friends of the Chorus” list.

“Level” specifies their level of membership, where “Full” would be a regular member and “Prospective” would be a guy who has come along to rehearsal a couple of times.

“Status” is set to “Active” to indicate that a member is still actively singing with the chorus. It is better to set the Status to something other than Active, rather than delete a member when they leave the chorus.

“Fees payable” indicates the membership subscription category that the member will be charged by the chorus and can be used by the treasurer to invoice members’ annual subscriptions.. Note that this information is used for BHNZ to charge choruses their 6 monthly affiliation fees. Full and Senior members are both considered as being in the BHNZ membership class of “Full Member”, whereas the other Fees payable types match the BHNZ member classes.

Adding a new member

Click on the “Add new member” button above the top right corner of the membership list.

The system first gets you to do a search to see if the member is already in the database and then takes you through a number of steps to set up the member’s information

The steps correspond to the 4 types of information described in the section above “The information that the system requires to manage a member”.

What to do when a member leaves

Rather than delete the member, keep them in the system and mark their membership “Status” with the chorus as

“Leave of Absence”, “Former” or “Deceased”. That allows you to keep an ongoing record of members who leave and then return. You may also want to change the “Type/role” of a member who leaves to “Supporter” so that they are moved onto your friends of the chorus list.

What to do when a member dies

Please mark their “Status” in “Membership Details” for the chapter as “Deceased”. DO NOT mark them as “Former”, because that will put their email address on the chorus and BHNZ former members email lists.

Logins

Add a login for a member

1. Login to your HarmonySite

2. Click on Members in the main menus along the top

3. Select "Logins" from the drop down list under ADMINISTRATION.

4. Give the new login a user name.

5. Select the member next to "this is a login for"

6. Set access level

7. Click on Generate Random Password

7. Tick “Email new login details to member?”

8. Click on Save

The member will receive an email with their login name and password.

Change a member’s login or password

1. Login to your HarmonySite

2. Click on Members in the main menus along the top

3. Select "Logins" from the drop down list under ADMINISTRATION.

4. Find the member in the list and click on the edit (Update) icon by their name

6. Click on Generate Random Password

7. Tick the "Email new login details to member" option

8. Click on Save and if the member's email address is correct they will receive an email with the login details

Add a login that is not linked to a member

1. Login to your HarmonySite

2. Click on Members in the main menus along the top

3. Select "Logins" from the drop down list under ADMINISTRATION.

4. Give the new login a name.

5. Leave "this is a login for" as "Not specified"

6. Set access level

7. Click on Generate Random Password and make a note of the password displayed

8. Click on Save

Assigning Logins in Bulk

If you have more than a few logins to create, it is possible to do this more efficiently than creating them one at a time.

The first method makes use of a bulk update page which you fill in, and then submit.

The second method is by importing a CSV (comma-separated variables) file, and is really only warranted if you have a large number of members’ records to update, or you are creating the majority of the logins for the first time.

WARNING Importing a CSV file incorrectly can cause unintended damage to data.  Make sure you follow the instructions below, and don’t leave out any steps. See the section Updating Database Tables for more information.

Website Configuration

If your chorus has a “public-facing” website - i.e. one that is visible on the World Wide Web - hosted with HarmonySite, there are numerous options for tweaking the appearance and behaviour of the website.

Changing the Website Theme

Updating your Chorus Logo

HarmonySite uses an image as the chorus logo, and displays this on the top-left corner of the main menu bar.  In order to preserve the metrics of your pages, there are some restrictions placed on the size of the logo file.  In the case of the Stockholm theme, the image optimum height is 100 pixels.  Any less than this and you run the risk of losing detail in your image - any more than 100 pixels it will likely upset the alignment and balance of other screen items.

The image can be any of the common types - JPG, GIF or PNG.  We recommend PNG, as PNG image files support transparency well and suffer less image degradation when scaled than other formats.

To update the logo…

Adding Menu Entries

Main Menu

The main menu is the list of items that displays at the top of most pages, with items such as “Home”, “About”, etc.  You can add or remove items from this main menu, and also change the makeup of the drop-down menus that open when you click on the main menu item.

News and Newsletters

HarmonySite allows you to add news items to your “Latest News” page and then combine those news items together in a newsletter that can be emailed. You can also add Events to a Newsletter.

Also see https://www.harmonysite.com/guides/newsletters.htm

Add a News Item

Go to the “News & Events” menu and select “Latest  News”.

Click on  "Add new news item" and you can enter a new news item.

The News Items can also be managed from Administration/ Posts

Add a Newsletter

Go to Administration Newsletters

Click Add new newsletter

Add the title and some introductory text. Setup all the other details and click Save.

You then get a page that allows you to add sections and select news items for each section.

It doesn't seem possible to go back and easily add more sections to a newsletter, but you can manually do that

in Administration/Newsletter Items. If you look at an existing Newsletter Item you will see that it has an “Item” field and you need to know the magic "Item" ID if you create one manually. You can get that ID by going to the Latest News page and clicking on Update for a news item and the ID will be in the URL for the update page as id=XXXX (use the XXXX number as the “Item” field).

Updating Database Tables

HarmonySite’s functionality is largely structured around database tables, and the majority of the on-screen forms that you enter data into end up as the contents of fields in a database table or other.

When you have a large number of records to update, it can be quicker to perform the update by importing a CSV (comma-separated-values) file.

WARNING Importing a CSV file incorrectly can cause unintended damage to data.  Make sure you follow the instructions below.

Before you Start

Your first step should be to export the existing data from the table.  This serves two purposes:

Preparing Your Data

You will need to prepare a text CSV file with your data.  The CSV format is reasonably strict, and you must adhere to the following rules:

Only comma-separated files with a file extension of .TXT or .CSV) will be accepted.

The first line of the file must contain the field (column) names, and the table's internal field names are the only ones allowed.  The easiest way to make sure you get the field names right is to perform an export of the relevant table before you start.

You can use the CSV file import to either add new records or perform a mass update on existing ones - or both.

A record will be updated if:

  - There is a column called id in the file, and

  - an id value is specified for that line in the file.

A record will be created if:

  - There is a column called id in the file, and

  - an id value is not specified for that line in the file, or

  - There is no column called id in the file.

If no id column is present in the file, all lines in the file will be added as new records.

A field will be updated if:

  - There is a column called id in the file, and

  - an id value is specified for that line in the file, and

  - a column exists with the field name to be updated, and

  - the line in the file has a value specified in that column.

Not all fields need to be present in the CSV file. If a field is not present, a blank value will be used (when adding), or the existing value in the system will be used -i.e. the existing value will be preserved (when updating).

No validation is performed on the values in the file (except what is listed above). Please ensure that every field in the file is of the correct format.

This is easiest to do with a spreadsheet program such as Excel or Google Sheets.  If you start off by reading an exported CSV file into your spreadsheet program, you are guaranteed to have all the fields with the correct spelling.

A Real-World Example

Export and Import Notes

This section has been added to provide (hopefully) helpful  hints to any HarmonySite administrators who need to interact with HarmonySite through the medium of CSV file imports and exports.  All of the experiences detailed here are using Excel 2003, which was the last version before Microsoft started to lose the plot.  Your mileage may vary.

Date Formats        

“Not Enough Columns in File” Error when importing.

The Importance of Song and File Names