FWW WEB GUIDE (STAFF)

This doc requires updating following the 2020 site revamp. For queries, please contact Chris.

Get Involved 2 Subscriptions + Demo Account 3 Membership Enquiries: Example Responses 4 Kit Orders 6 Prepaid Kits 8 Finance 9 Points and Ranks 10 Forum and Blog Moderation 10 The Dashboard 13 Web Support Requests 13 ADMIN System Categories 14 Types of User 15 Create a New Parent (and Parent Manager) 16 Create a New Group (and Group Manager) 20 Group Parameters 24 How to create and add a bespoke datasheet 25 Change a Group Manager 27 Create a New User (Group Member) 28 Invite Member by Email 28 Add Member by Username 30 Teachers 31 Delete User 32 Search User 32 Masquerade as a User 34 Reset a Username/Password 35 Unblock a User Account 35

User Profiles 36

Events: Water Blitz 38 Create a Water Blitz 39

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GET INVOLVED Anyone interested in joining FWW should refer to the Get Involved pages of the website: https://freshwaterwatch.thewaterhub.org/get-involved

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SUBSCRIPTIONS

Members of the Public are encouraged to join a group or event. Acting alone, individuals are not likely to gather a lot of data or persist with the programme. As of May 2019, individual subscriptions are no longer available. For reference, subscription charges were £70 (£58.33 + £11.67 VAT). PayPal and credit card payments were accepted online and members received one full kit and access to the FWW portal for online training. https://freshwaterwatch.thewaterhub.org/shop/individual-subscription School Teachers can subscribe online for £70 (£58.33 + £11.67 VAT). PayPal and credit card payments are accepted online. They receive one full kit and access to the FWW portal for online training. Teachers can also create their own webpage to show/share their results. https://freshwaterwatch.thewaterhub.org/shop/schools-subscription Note that subscription costs are determined by region:

Product Delivery Total Notes

UK £70 £0 £70 Price includes VAT and delivery

EU (no VAT Reg. No.) £70 £6 £76 Flat fee for delivery, worldwide, using economy post. Allow time to arrive.

EU (with VAT Reg. No.) £58.33 £5 £63.33

International £58.33 £5 £63.33

When a user subscribes, a number of automated emails are sent:

• To User: “Account Details” + “Group Invitation” + “Order Confirmation”

• To Sword Scientific: “Order”

• To UK Finance Team: “Order Confirmation”

• The user will also receive an email from PayPal confirming their payment. New users need to create a password (using the link in their “Account Details” email) and log in to take the Research Test, download the app etc. Their kit will be delivered within 2 weeks. Volunteer Groups, Businesses and Universities/Research Organisations are directed to a contact form so that we can open a discussion and determine their requirements/interests.

• Offline: Setup costs are agreed with the client > invoices raised (30 days to pay)

• Online: FWW Staff create new groups/user accounts

• Online: FWW Staff can use the “Prepaid Kits” option to arrange delivery of kits

Demonstrations - these login details can be shared for demonstration purposes: Username: fwwdemo / Password: Aa.12345 Group page: https://freshwaterwatch.thewaterhub.org/group/demo-group Demo users should not upload any records but are free to view the “Upload a Record” screen.

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MEMBERSHIP ENQUIRIES: EXAMPLE RESPONSES Members of the public Thank you for your interest in FreshWater Watch. Our Citizen Scientists have been busy collecting freshwater data from sites around the world. More than [X thousand] samples have been uploaded to date. Unfortunately, we do not have funding to offer free testing kits to individuals. We encourage people to get involved (for free) as part of a community group, school or research institute. We have, for example, a growing number of UK Rivers Trusts that are participating. Maybe you know of a local group that would like to join? Please visit our Get Involved page for more details. You can also follow FreshWater Watch on Facebook and Twitter - learn about our latest research and help spread the word! OR There are a few ways people get involved in the FreshWater Watch programme

1. Group subscription: We have different levels of group membership available. This starts at [£XXX] which includes online access for [30] users and 5 full testing kits.

2. Testing as part of a community group: We are building a network of groups throughout the UK and try to direct as many individuals as possible to their local group as a more cost effective way of getting involved.

3. Events – we periodically run “Water Blitz” events, which are free to join. To explore all options please visit our Get Involved page. Children eg Scouts Please seek advice from the Programme Manager if necessary. Regarding participants under 18, there are two issues: data quality and liability. Ideally, both of these challenges are met if there is an adult (parent/scout leader) to take the samples and upload the data, with the children assisting in the measurements and observations.

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Groups FIRST RESPONSE Thank you for your interest. We would be very happy to support your [catchment initiative, wild swimming club, river trust]. We are already working with a number of similar organisations and scientists in projects across the UK (and globally) with great success. In the first instance, it would be useful for us to know more about your specific goals [monitoring, restoration, engagement] so we can understand how best to work together. Also, it would be helpful to understand how many teams of participants you are likely to be working with, and how they are trained to make accurate and safe measurements (online or on-site). Please let me know if you want to have a quick call, thank you again for your interest and I hope that we can work together. FOLLOW UP RESPONSE: COSTS and VARIABLES Regarding the FreshWater Watch kit, standard measurements include methods for determining nutrient pollution (nitrate and phosphate), particulate (sediment) concentrations, algal blooms, bank vegetation, local land use and basic ecosystem conditions. In some areas with specific concerns, we have added other variables (e.g. conductivity, faecal coliforms, pH) to determine local conditions. Here is part of our training video related to nutrient measurements: https://freshwaterwatch.thewaterhub.org/nutrients-video The costs of joining FreshWater Watch are related to online training (to allow each participant to perform accurate and safe measurements) and the supply of testing kits. Each participant team has registered users, which allow us to quality check and provide feedback to specific teams. Earthwatch cofunds each project to keep the costs as low as possible, which for small trusts is [£XXX] to cover the online database, online training, continuous learning and the costs of registering (up to) [30] participants. This also includes [5] water testing kits. In most cases, teams share kits, but you may want to do something different, so let me know what sounds best for you. I hope this information helps, please let me know if you have any questions.

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KIT ORDERS

Kits are supplied and distributed by an external company: Charlotte Whitehead c.whitehead@sword-scientific.com Sword Scientific 01926 498203 Unit 1 Benford Court, Lower Cape Warwick CV34 5DA Charlotte sends a monthly invoice to EW Finance. The price per order is a sum of product costs and delivery fees incl: £2.10 kit assembly + £0.05 for each N/P pack that they label. Charlotte can be contacted to help with international delivery costs but all orders should be placed through the website. If unsure, consult with FWW Admin.

Full Kit £24 (£20 + £4 VAT) 1 Secchi tube, rubber gloves, instructions 1 pack of 5 nitrate testing tubes 1 pack of 5 phosphate testing tubes 1 sample cup to use with testing tubes Nitrate and phosphate colour charts

Nitrate & Phosphate Packs £12 (£10 + £2 VAT) 1 pack of 5 nitrate testing tubes 1 pack of 5 phosphate testing tubes Each pack has a 6 month use by date

Sample Cup & Cards £1.80 (£1.50 + £0.30 VAT) 1 sample cup to use with testing tubes Nitrate and phosphate colour charts Can only be purchased with a Full Kit or N&P Packs

Note that kit costs are determined by region, eg:

NP Pack Delivery Total Notes

UK £12 £0 £12 Price includes VAT and delivery

EU (no VAT Reg. No.) £12 £6 £18 Flat fee for delivery, worldwide, using economy post. Allow time to arrive.

EU (with VAT Reg. No.) £10 £5 £15

International £10 £5 £15

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Individuals, Teachers and Group Members

• Can order replacement kits (1 Full Kit and up to 3 NP Packs) from their profile page https://freshwaterwatch.thewaterhub.org/shop

UK Group Managers

• Can order up to 50 full kits and 100 NP packs from their profile

• PayPal and credit card payments are accepted or Bank Transfer with 30 days to pay https://freshwaterwatch.thewaterhub.org/shop-groups

Bank Transfers An automated email is sent to the customer containing our bank details for the transfer. An invoice is not sent. If needed, fill out an Invoice Request Form and send to EW Finance. Once authorised, Finance will email the invoice back to you > forward it to the customer.

Non-UK Group Managers

• At the time of writing, pricing for international orders needs to be handled offline

• Group Managers should email water@earthwatch.org.uk with kit enquiries

• Offline: FWW Staff determine cost (for kits + delivery) > invoice raised (30 days to pay)

• Online: FWW Staff can use the “Prepaid Kits” option to arrange delivery Corporate Partners: Shell and Saudi Aramco These users are allowed free, replacement Nitrate/Phosphate packs:

i) User submits an email request via “Order Kit (N/P)” on their profile page ii) An email is sent to water@earthwatch.org.uk iii) FWW Staff submit a “Prepaid Kit” request (applying the relevant Activity Code) iv) Sword Scientific send a pack to the user

Extra information Clients need to allow 2 weeks for kit build and distribution (the system does not allow customers to enter a delivery date <2wks from the date of order). Clients are informed when ordering that they are expected to pay any customs charges. If Earthwatch has agreed to pay these charges, a tick box needs selecting on the group’s “info” tab.

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KIT ORDERS: STAFF Regional Programme Managers RPMs should contact the Oxford Office to order and arrange deliveries for regional offices. Overseas delivery costs may be high and customs charges may be involved. If a Regional Office wants to purchase kits and have them delivered to a group, the RPM should contact the Oxford Office with product quantities and delivery details. Please state if Earthwatch will be paying any customs charges. FWW Staff will use the “Prepaid Kits” option to arrange delivery and the UK Finance Team will later issue a recharge invoice to the Regional Office. India: Deliveries must be restricted to boxes of 25 NP Packs (to avoid being held at customs). Eg: 100 packs would need to be treated as 4 orders of 25. Prepaid Kits FWW Staff can arrange delivery of an unlimited number of “prepaid kits” (for sending to regional offices, partners, groups, event venues etc.)

1. My Profile: click “Options for FWW Staff”

2. Select “Prepaid Kits”

3. Click “Prepaid Kits”

4. Select product(s) and enter quantity Enter recipient’s name, telephone, email and delivery address Enter the relevant Activity Code Submit

What happens next?

A delivery request is emailed to Charlotte Whitehead at Sword Scientific A confirmation email is sent to Chris Deeney (as Manager of the Staff Group) Charlotte arranges delivery Charlotte includes order details in her monthly invoice to EW Finance EW Finance use the supplied Activity Codes when processing payments

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Promotions Prepaid Kits can be used in marketing promotions. For example, an advert was placed in a Wild Swimming magazine offering “free membership” for the first 10 swimming groups to contact us. FWW Staff created new groups and used the “Prepaid Kit” function to arrange delivery of kits. Finance A “Finance” account was created to allow the Finance Team to monitor payments.

1. My Profile: click “Options for FWW Staff”

2. Select “Web Orders”

BUDGET CODES 2021/22 Regions FWW: EARFWW EWA (Australia) H2020 (Monocle): HTTMON EWHK (Hong Kong) MICS: EURMICS EWI (India) EWJ (Japan) EWUS (USA)

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POINTS AND RANKS User activity is rewarded with points. This is an example of gamification to incentivise people to remain engaged with the programme. Points are earned for completing certain tasks (as below).

CATEGORY POINTS

Communication Give a presentation Write a blog Start a discussion (a new forum topic) Comment on a blog or forum

50 5 5 2

Science Upload FWW results

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Skills Complete a quiz (1 point for each correct answer) Complete the Water Footprint Calculator Water Footprint lower than national average Reduce Water Footprint (after repeating calculator)

(Variable) 10 10 10

As users accrue more points they advance from Rookie through to Professor: Rookie 0-199 Sampler 200-399 Technician 400-599 Scientist 600-899 Professor 900+ Ranks are shown here: https://freshwaterwatch.thewaterhub.org/content/ranks

FORUM AND BLOG MODERATION Forums and blogs were originally moderated by the HSBC Water Programme Communications Team who would proactively create and comment on posts. Administrators, Managers and Staff are able to amend forum topics and blog posts. However, at the time of writing, there is little staff capacity to support these features.

Blogs are user-friendly so FreshWater Watchers contribute posts relatively frequently Forums are outdated and unused

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FORUMS The Forums page lists all forums that visitors can browse. A user account is required to post content. If someone posts in a forum, an email notification is sent to everyone else who is subscribed to that forum:

How to post in a forum You can start a new topic:

OR Contribute to an existing conversation by selecting a topic and scrolling down to add a comment. Private Messages If you would like to contact another forum member privately, you can send them a Private Message by clicking on “Send PM” under their profile picture:

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BLOGS To add a blog, select Blogs from the Discuss menu and click “Create a new blog”:

OR add a blog from your profile page:

GUIDELINES A document titled “Social Media Guidelines” is available to all users from their profile page. Click on the “Support Pack” to find it:

Remember: your posts are public and can be viewed by anyone visiting the website.

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THE DASHBOARD The dashboard gives a useful overview of the site e.g. who is online, new users and recent content. Select Dashboard from the Manager Dashboard screen:

Please do not customise the dashboard as any changes are applied universally.

WEB SUPPORT REQUESTS Staff should use the Earthwatch Helpdesk to raise a support ticket (for example, to flag broken links or to notify the web developer of system errors): https://earthwatch.freshservice.com/support/home Other members (and the general public) can use the Web Support form on the Contact Us page of the FreshWater Watch website.

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SITE ADMIN

The remaining pages are a resource for Site Administrators and Managers. Do not attempt any amends unless trained to do so. If in doubt, please contact a Site Admin (see the “Web Support Requests” section for details).

SYSTEM CATEGORIES

GROUPS Every user belongs to a group.

• Individuals who subscribe to FWW are automatically added to the General Public group

• Teachers who subscribe to FWW are automatically added to the Schools group

• Staff can create new groups for volunteer orgs, businesses, research orgs etc. PARENTS Every group has a parent.

• A parent is a collection of related groups

• Staff can create new parents (for organisations that need to have several groups) Eg HSBC UK and HSBC India are 2 groups that belong to the HSBC parent Eg Hampshire Open Water Swimmers belong to the Wild Swimmers parent

• Independent groups should be added to the Single Groups parent Eg Willow Brook Group, Flen Eco Village, POSEIDOMM

FAMILIES Every parent has a family.

• Families represent the different ways that people can join FWW: Public |Vol Group | School | University/Research | Business | Staff

• This is a top-level classification used only by FWW Administrators

• Staff cannot create new families

View all groups and parents in the Staff Dashboard (My Profile: “Options for FWW Staff” button)

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TYPES OF USER Administrators Site administrators have full access to all website functionality. This user-type is therefore limited to the web developer and a few members of staff.

Managers Have access to the Manager Dashboard (Main Menu: “Manager Tools” next to “Contact Us”)

Masquerade as other users Search/create/import users Search/export data

Staff Have access to the Staff Dashboard (My Profile: “Options for FWW Staff” button)

View/create/edit parent organisations and groups Arrange delivery of prepaid kits Review kit orders Search/create/import users (Select “People” from the black toolbar, top of screen)

…………………………………………..

Parent Managers (PM) Every parent has a manager. Only one manager is allowed per parent (log in details can be shared if the PM wants to share their duties with another person).

Edit their organisation’s webpage on the FWW website Arrange delivery of prepaid kits to their groups Buy kit (up to 50 Full Kits/100 NP Packs) Create groups Email/export all members Export group data

Group Managers (GM) Every group has a manager. Group members can be promoted to admins if required.

Edit their group’s webpage on the FWW website Buy kit (up to 50 Full Kits/100 NP Packs) Invite/email/export members Export group data

Group Admins Group admins have the same permissions as the GM. Each group can have several admins. Group Members Group members have access to a variety of online resources including videos, quizzes and links to the FWW app/datasheets. Members can edit their username/password and can buy their own kit.

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CREATE A NEW PARENT (AND PARENT MANAGER)

This requires a user account with Administrator or Manager roles. Follow these instructions to create a new organisation that needs multiple groups eg CaBA. If an organisation only requires one single group, see HOW TO CREATE A NEW GROUP.

1. Create a Parent Organisation

My Profile > Options for FWW Staff > Add a New Organisation (Or from the Toolbar: Content > Add Content > 1.2 Manage System: Parents)

Info Tab: Select language Enter organisation name Enter your username as the Manager (this will be changed later) Select family eg Volunteer Group Select Activity Code eg EARFWW17 PO Number and Invoice No. are optional Kits are optional (use if client has paid for extra kits that they want delivered at a later date) Earthwatch pay the customs charge: default is unticked Event Permission: default is unticked (Tick for Blitz Managers) Webpage Setup Tab: URL: enter only the organisation name without spaces eg oxford-high-school Location Map Tab: Select location of group Uploads Tab: Upload a logo and cover image if available (the Parent Manager can complete these fields) Publish Tab Visibility: default is Public (change if necessary) Select to make your web page live: set to Published if desired Authoring information Scroll down to Authoring information and set Authored by to the Parent’s username Save

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2. Create a New Group My Profile: My Organisation > Create New Group Info Tab: Select language Enter group name (do not use the ‘&’ symbol - it breaks the group selection button) Webpage Setup Tab: URL: enter only the organisation name without spaces eg oxford-high-school Location Map Tab: Select location of group Uploads Tab: Upload a logo and cover image (the Group Manager can complete these fields) Publish Tab Visibility: default is Public (change if necessary) Select to make your web page live: set to Published if desired Staff Use: Profile Tab These are standard, default settings. Any changes will only be applied to this group.

Staff Use: Parameters Tab Add 7 parameters: 4 Ecological + 2 Hydrological + Turbidity (See page 24 for details) Save

3. Determine the URL of the group’s registration page Profile page > Manage Groups section > hover over the new group and note the group ID

In the above example, the group ID is 35959 so the URL of the group’s registration page is: https://freshwaterwatch.thewaterhub.org/join-group?edit[field_ms_join_group][und][0][value]=35959 Click on the link to check that you are taken to the correct page:

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4. Email the client and attach the ‘Web Guide for Organisation Managers’* [Name of organisation] has been added to the FreshWater Watch portal. Next steps:

1. Click here to register (using the link described above) 2. Submit the form and check your email for log in details 3. Sign in to read our How To Guide and take the Research Test

Please let me know when you have registered. I will then promote your account from ‘Member’ to ‘Admin’. I have attached a web guide that gives information on editing your group page, inviting members etc. However, this functionality will not be available until I have upgraded your account.

For reference, here is a link to your group’s page: https://freshwaterwatch.thewaterhub.org/group/demo-group *POTA > 2Outputs > Citizen Science Projects > Freshwater Watch > Web > Web Staff

5. When the client confirms they have registered

i. Go to their account and tick ‘Parents Manager’ and ‘Group Manager’ > Save

ii. Go to the Staff Dashboard and click edit next to the relevant Parent

- Enter the client’s username as Manager - Scroll down and enter the client’s username as ‘Authored by’ - Save

iii. Go to the relevant Group to promote the client from ‘Member’ to ‘Admin’:

Click edit (next to the client’s username) > tick Roles: Admin > Update membership

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The user will be sent an automated email ‘You have been invited to manage a group’

iv. Click ‘Edit Webpage’ > scroll down > enter client’s username as ‘Authored by’ > Save

The email address of the ‘Author’ is used for ‘contact us’ on the group’s homepage.

v. Masquerade to check that ‘My Organisation’ and ‘Manage Group’ show on their profile page

Check that ‘Next Steps’ are visible (click to select their group)

6. Have kits been sent?

FWW Staff can use the “Prepaid Kits” option to request delivery.

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CREATE A NEW GROUP (AND GROUP MANAGER)

This requires a user account with Admin or Manager roles. These instructions are for creating a single, independent group. If a new organisation needs to have multiple groups, see HOW TO CREATE A NEW PARENT.

1. Create a New Group My Profile > Options for FWW Staff > scroll down to the Parents List > e.g. Single Groups > Create New Group (Or My Profile: My Organisation(s) > Create New Group) Info Tab: Select language Enter group name (do not use the ‘&’ symbol - it breaks the group selection button) Webpage Setup Tab: URL: enter only the organisation name without spaces eg oxford-high-school Location Map Tab: Select location of group Uploads Tab: Upload a logo and cover image (the Group Manager can complete these fields) Publish Tab Visibility: default is Public (change if necessary) Select to make your web page live: set to Published if desired Staff Use: Profile Tab These are standard, default settings. Any changes will only be applied to this group.

Staff Use: Parameters Tab Add 7 parameters: 4 Ecological + 2 Hydrological + Turbidity (See page 24 for details) Save

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2. Determine the URL of the group’s registration page Profile page > Manage Groups section > hover over the new group and note the group ID

In the above example, the group ID is 35959 so the URL of the group’s registration page is: https://freshwaterwatch.thewaterhub.org/join-group?edit[field_ms_join_group][und][0][value]=35959 Click on the link to check that you are taken to the correct page:

3. Email the client and attach the ‘Web Guide for Group Managers’* [Name of group] has been added to the FreshWater Watch portal. Next steps:

1. Click here to register (using the link described above) 2. Submit the form and check your email for log in details 3. Sign in to read our How To Guide and take the Research Test

Please let me know when you have registered. I will then promote your account from ‘Member’ to ‘Admin’. I have attached a web guide that gives information on editing your group page, inviting members etc. However, this functionality will not be available until I have upgraded your account.

For reference, here is a link to your group’s page: https://freshwaterwatch.thewaterhub.org/group/demo-group *POTA > 2Outputs > Citizen Science Projects > Freshwater Watch > Web > Web Staff

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4. When the client confirms they have registered

i. Go to their account and tick ‘Group Manager’ > Save

ii. Go to their group and promote them from ‘Member’ to ‘Admin’: Click edit (next to their username) > tick Roles: Admin > Update membership

The user will be sent an automated email ‘You have been invited to manage a group’

iii. Click ‘Edit Webpage’ > scroll down > enter client’s username as ‘Authored by’ > Save

The email address of the ‘Author’ is used for ‘contact us’ on the group’s homepage.

iv. Masquerade to check that ‘Manage Groups’ shows on their profile page

Check that ‘Next Steps’ are visible (click to select their group)

5. Have kits been sent?

FWW Staff can use the “Prepaid Kits” option to request delivery.

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ADDITIONAL INFORMATION General Public

• Individuals subscribe online and are automatically added to the General Public group

• To manually add a user, go to the Gen. Public group > add by username or invite by email Schools

• Teachers subscribe online and are automatically added to the Schools group

• To manually add a teacher, go to the Schools group > add by username or invite by email

• We recommend that a teacher’s username is their school name eg Oxford High School Universities and Research Organisations

• My Profile > Options for FWW Staff

• Scroll down to the Parents list > University/Research > Create New Group Staff Use: Profile Settings

The universal, default settings can only be changed with a FWW Admin account: Structure > Content Types > 1.3 Manage System: Groups > Manage Fields Staff Use: Parameters

Important: When a Parent Manager creates a new group, they cannot see the Profile/Parameter tabs. An automated alert is sent to cdeeney@earthwatch.org.uk. Chris uses the Parameters tab to select additional parameters for the group (see over).

To change the email recipient from Chris to someone else, go here: https://freshwaterwatch.thewaterhub.org/admin/config/workflow/rules/reaction/manage/237

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All groups are created with these parameter settings: Ecological Freshwater body type What is the land use in the immediate surroundings? What is the bank vegetation? Is there any of the following on the water surface? Chemical Nitrate Phosphate Optical Estimate the water colour Important! Most new groups will need these 7 additional parameters: Optical Water Quality Secchi Tube (Turbidity) Ecological Are there any pollution sources in the immediate surroundings? Can you see evidence of the following water uses? Is the algae What aquatic life is there evidence of? Hydrological Estimate the water level Estimate the water flow If we need to create a new parameter, the following details are required:

• Category eg Chemical, Optical, Ecological etc.

• Question eg Is Himalayan Balsam present?

• Field type eg radio button or text field (for alphanumeric characters)

• If relevant: Method (kit/equipment) & unit of measurement (eg Horiba U-50 meter: mS/cm)

Raise a ticket asking the Web Developer to create the new parameter (and ask for the new parameter to appear in the data export spreadsheet)

Test that the new parameter is displayed on web and app uploads, and appears as a new column in the data export.

List of all standard and optional parameters: water-quality-parameters.xls and MS_Groups.xls Anubis > POTA > 2Outputs > Freshwater programme > 6. IT platforms > FWW > parameters List of all methods: GlobalMethods.xls and GlobalMethods.pdf Anubis > POTA > 2Outputs > Freshwater programme > 3. General FreshWater Watch > Research > QA&QC > Methods

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How to create and add a bespoke datasheet If a group requires additional parameters, we need to create a bespoke datasheet for them. (This is in addition to asking the Web Developer to create a new parameter, as described above.) 1. Create and upload a new datasheet PDF

• Make a copy of the standard datasheet (Word Doc) (POTA > 2Outputs > Citizen Science Projects > FreshWater Watch > Web > Datasheets)

• Rename it eg datasheet-welland-rivers-trust

• Add the new parameters and save the Word Doc

• Convert and save as a PDF

• Upload the PDF Menu: Content > Add Content > File Title eg “Datasheet Welland Rivers Trust (ammonia, pH, water temp)” Browse > Locate > Upload the PDF Save Make a note of the PDF’s URL eg: https://freshwaterwatch.thewaterhub.org/sites/default/files/datasheet-welland-rivers-trust.pdf

2. Create a new Basic Page to display the datasheet Open an existing page for reference: Menu: Content > where type is: Basic page > Apply > click ‘edit’ next to a relevant page eg “Download the app or datasheet Backdrop” Open a new Browser tab to create your new Basic page:

• Menu: Content > Add content > Basic page

• Title eg “Download the app or datasheet Welland Rivers Trust”

• Language eg English

• Body: Set the text format to “Raw HTML” > copy and paste the Raw code from the other Basic page that you have open

• Amend the code (in two places) with the URL of your new PDF eg: https://freshwaterwatch.thewaterhub.org/sites/default/files/datasheet-welland-rivers-trust.pdf

• Save

• Make a note of the Basic page’s URL eg: https://freshwaterwatch.thewaterhub.org/content/download-app-or-datasheet-welland-rivers-trust

3. Create a new Step Open an existing step for reference: Menu: Content > where type is: Step > Apply > click ‘edit’ next to a relevant step eg “FreshWater Watch App or Datasheet (Backdrop)” Open a new Browser tab to create your new step:

• Menu: Content > Add content > Step

• Title eg “FreshWater Watch App or Datasheet (Welland Rivers Trust)”

• Copy the Description from the other Step that you have open

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• Order step: 63

• Link: paste the link to your Basic Page eg: https://freshwaterwatch.thewaterhub.org/content/download-app-or-datasheet-welland-rivers-trust

• Use to MS: tick the box

• Save 4. Add your new Step to the relevant Group Go to the group > edit webpage > tab: “Staff Use: Profile” > tick the relevant checkbox under “Next Steps” > Save 5. Final checks

The new step is correctly displayed under “My Next Steps” (select the group from your profile page OR masquerade as a group member)

Links on the download page work (click on the pdf link and the pdf image)

The parameter(s) appear when uploading a record via the website

The parameter(s) appear when uploading a record via the app

The parameter(s) appear in the data export (masquerade as the Group Manager) To edit your new Step

• Click here: https://freshwaterwatch.thewaterhub.org/user-profile-page-steps

• Select “Use to MS: 1” to view the active content

• Scroll down to number 63 to see the existing “FreshWater Watch App or Datasheet” steps

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Change a Group Manager To change the manager of a group, visit the Staff Dashboard (My Profile: “Options for FWW Staff”) and click edit:

Scroll down to ‘Authoring information’ and enter the relevant new username:

Save

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CREATE A NEW USER (GROUP MEMBER)

Please note that CSV uploads are no longer supported. This follows General Data Protection Regulations (GDPR) introduced in May 2018. Rather than create accounts automatically, we now direct users to a registration form, as described below. Invite Member by Email (OPTION 1: Automatic)

1. Go to your profile page and click “Options for FWW Staff”

2. Scroll down to the Group section, find a group and click “Dashboard”

If adding a new member of Earthwatch staff, select “FreshWater Watch” as the group.

3. Select “Invite Member by Email”

4. Enter a first name and email address then click submit. The invitee will receive an email containing a link to a registration page. FreshWater Watch: Group Invitation

When the registration form is submitted, the user will be added to the group and they will receive a welcome email containing their log in details.

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FreshWater Watch: Account Details:

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A confirmation email is also sent. FreshWater Watch: Group Confirmation

New users receive both emails, as above. Existing users only receive the Group Confirmation email.

Invite Member by Email (OPTION 2: Send manually) You may want to send a personalised email containing a link to a group’s registration form. For example: “Click here to register for the FreshWater Watch Group” To do this, you will need to find the ID Number for the relevant group:

1. Go to your profile page and click “Options for FWW Staff”

2. Scroll down to the Group section and hover over “Dashboard” to see the group ID

3. Use the group ID in the link eg https://freshwaterwatch.thewaterhub.org/join-group?edit%5bfield_ms_join_group%5d%5bund%5d%5b0%5d%5bvalue%5d=34528

Important: ask the recipient not to share the link. It is for their use only.

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Add Member by Username If you know the username of someone who would like to join your group, add it here. The user will be added to your group and they will receive an automated email. FreshWater Watch: Group Confirmation

TEACHERS

Teachers are able to subscribe via the Get Involved pages (£70). See below if you need to create a free teacher account (for example, for schools participating in the Earthwatch Teach Earth programme).

i. If you are an Admin of the FWW Schools group, use ‘Invite Member’ as described above.

ii. Alternatively, you can share this URL with teachers*: https://freshwaterwatch.thewaterhub.org/join-group?edit[field_ms_join_group][und][0][value]=34369

Tip: the URL can be linked to text, eg please click here to register.

*Please check that the link is correct before sending. It should lead to a registration page mentioning Schools:

When the form is submitted the teacher will automatically be added to the ‘Schools’ group and they will receive a welcome email containing their log in details.

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DELETE USER

1. Select “Manage/Create User” from the Manager Dashboard (Main Menu: “Manager Tools”)

2. Select “Cancel Account” next to the relevant user

3. Cancel Account: If the user has uploaded records that we wish to keep, choose the option highlighted below (their data will still be associated with a group with a username of ‘Anonymous’)

SEARCH USER

Select “Search Users” from the Manager Dashboard

OR “Manage/Create User”

Optional: filter by email address, role etc.

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ADVANCED SEARCH + SEND EMAIL

1. Select “Search Users” from the Manager Dashboard (Main Menu: “Manager Tools”)

2. Select any filters (e.g. Roles) and click “Apply”

3. Select users

4. Select “Send e-mail” from the Operations drop-down and click Execute

5. Type [user:mail] in the Recipient field > enter a Subject > enter a Message

Emails are sent from “freshwaterwatch@thewaterhub.org” and use the FWW template:

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MASQUERADE AS A USER

This feature is only available to Administrators and Managers. 1) Visit the Manager Dashboard (Main Menu: “Manager Tools”) 2) Enter the desired username and click “Go”

3) You will be taken to the user’s profile page:

Tip: to find the username of an individual, select “Search Users” from the Manager Dashboard

Search, for example, by email:

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RESET A USERNAME/PASSWORD Users can change their username and/or password by clicking ‘Edit profile’ on their profile page. Staff can do this using: Toolbar > People > edit OR Manager Dashboard > Search Users > edit

Enter a new username or password, scroll down and save.

UNBLOCK A USER ACCOUNT

Go to the user account > select Status: Active > scroll down and click Save

If a user continued to enter incorrect details, the system may have blocked their i.p. address. Site Administrators can use the link below to clear the “Flood Table”:

https://freshwaterwatch.thewaterhub.org/admin/config/system/flood-unblock

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USER PROFILES Every user has a profile page that displays Next Steps, My Content and Resources. These elements can be tailored for each group (and were selected when the group was created).

To change the profile selections of a group:

1. Log in and select “Options for FWW Staff”

2. Scroll down to the Groups list and click “edit” next to the relevant group

3. Select the “Staff Use: Profile” tab

4. Make the relevant changes and click Save

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To create a new Step (or Resource): This can only be done by an Administrator or Manager. If creating for a new language, it is important to first create the Step with “Language: English”. Then translate the Step.

1. Content > Add Content > Step (or Task)

2. Complete the fields and save - Refer to the Steps (or Task) Dashboard (links below) when choosing an order number

Eg to position a new step between Waiver and How to Guide, set “Order step” as 12

- Tick “Use to MS” (this will identify the step as active)

3. Edit a group to check if your new Step (or Resource) is displayed under “Staff Use: Profile”. To amend the description (or order) of a particular Step (or Resource) My Next Steps Dashboard: https://freshwaterwatch.thewaterhub.org/user-profile-page-steps My Content: Changes can only be made by the Web Developer. Resources (Task) Dashboard: https://freshwaterwatch.thewaterhub.org/user-profile-page-task If using either of the above dashboards, select “Use to MS: 1” to view the active content:

Site Admin: Default profile settings are shown in the “groups-and-profiles” spreadsheet.

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EVENTS: WATER BLITZ

A Blitz is a mass participation event held over 1 or 2 days. The aim is to obtain as many samples as possible for a specified location/catchment area. There are 2 types of Blitz

1. Standard eg Thames WaterBlitz - Open to the public with online registrations and online training (no in-person training) - May be hosted by an external organisation who distribute kit

2. Trained eg KPMG, PwC

- Open to corporates and held by FWW Staff at established EW training venues - Fixed sample locations visited by different teams throughout the year - Create a new group and share a link to the group registration page - It is NOT necessary to create an event, participants simply upload samples to their group

STANDARD BLITZ: IMPORTANT CHECKLIST FOR CHRIS

Events should have a timeline eg: Z:\POTA - DO NOT DELETE\2Outputs\Freshwater Programme\5. WaterBlitz Events\2021 Thames, Dublin, Luxembourg, Paris (May 7th-10th)\0. Timeline\WaterBlitz Timeline May 2021.xlsx

In 2021, a Google Shared Folder was created for RBC PIs (Dublin, Paris, Luxembourg events): https://drive.google.com/drive/folders/1o2xufgq6nsexetPbrTIosz9QSfewS3PK?usp=sharing BEFORE REGISTRATIONS OPEN Create test events well in advance (to allow time to identify and fix any bugs). For each test event, check:

• Register as an anonymous user (using registration form) • Register as a non-group member (using link on profile page) • Register as a group member (direct from profile page) • Try registering as an existing member using the contact form anonymously i.e. not logged in:

should see message to sign in > be taken to login page > returned to registration form • Manage Events screen: are test users showing in table? • Manage Events screen: are test users showing in csv export? • Test uploading a record using the website • Test uploading a record using the app • Delete all test records • Delete all test users (from the event, group and database)

Then…

1. Create event (determine any registration limits and closing date/time) Tip: Unpublish the event until it is needed (scroll down to the bottom of page to do this) Tip: Keep a record of the event’s url eg /node/110476/edit (needed to publish when ready)

2. When fully tested: share reg form URL with Comms Team (Important: ensure the URLs for any non-English event forms include the relevant language eg ...org/fr/...)

3. Mock-up content for the WB page

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4. Mock-up homepage banner 5. Prepare Google Ads (if additional marketing/promotion is required) 6. Group Steps: If ticked, remove the 'Results'' step (this will be reselected after the event)

Other items…

• Determine if Express Interest forms will be needed when registrations close - if yes, test: https://earthwatch.org.uk/thames-waterblitz-interest https://earthwatch.org.uk/dublin-waterblitz-interest https://earthwatch.org.uk/paris-waterblitz-interest https://earthwatch.org.uk/luxembourg-waterblitz-interest

• Discuss the results map - need CEH to create? - if yes, test

• Inform Seb not to run Drupal updates until events have finished (discuss any critical updates if necessary; test registrations and uploads if an update is applied)

ON THE DAY REGISTRATIONS OPEN

• Publish the event (test > delete test users from the event, group and database)

• Update WB page content

• Add homepage banner (keep a copy of the original code to paste back in after the event)

• Publish Google Ads (if required)

• Copy homepage banner + WB page html for future reference > Save doc in WB folder on OneDrive

ON THE DAY REGISTRATIONS CLOSE

• Ensure that registrations show as ‘closed’ (profile + group page) when deadline is reached

• WB page: remove link to registration form (replace with Express Interest forms &/or EWers)

• Check if the homepage banner needs updating

• Ensure Liz has removed any links to the registration form (replace with Express Interest forms &/or EWers)

• Add a 301 Redirect from the registration form to a relevant page eg Express Interest form or group homepage or Earthwatch event page (to prevent any more submissions) Configuration > Search & Metadata > URL redirects> (Filter: ‘event’)> + Add redirect

BEFORE THE EVENT STARTS If linking to an external (CEH) map: ensure that clicks can be tracked i.e. Google Tag Manager installed and tested WHEN THE EVENT STARTS

• Check that records are showing on the data map

• Monitor the water@ inbox for enquiries AFTER THE EVENT

• Day after: remove homepage banner (revert to previous, generic banner)

• Add the event dates to OneDrive 'blitz dates' doc (for future reference)

• Update the WB results page (Website menu > Our data)

• Group Steps: reselect the 'Results'' step (linking to the WB results page)

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• When the report is ready to be published: update the WB results page (ensure that views can be tracked i.e. put the report on its own web page or have Google Tag Manager installed to track link clicks)

• Link to the report on the relevant Blitz group webpage eg https://freshwaterwatch.thewaterhub.org/fr/group/luxembourg-water-blitz

CREATE A STANDARD WATER BLITZ

Requires Admin or Manager roles. To create an event for an existing Blitz, see Step 2.

1. Create New Group

My Profile > Options for FWW Staff

Scroll down to the Parents List > Water Blitz > Create New Group Info Tab: Select language Enter the blitz name (do not use the ‘&’ symbol - it breaks the group selection button) Tick “Event Permission” Ignore Activity Code and CSL Training Day Webpage Setup Tab: URL: enter only the blitz name without spaces eg oxford-waterblitz Intro Text: enter information about the event Additional Text: enter contact details and FAQ Example content: https://freshwaterwatch.thewaterhub.org/group/demo-blitz Location Map Tab: Select location of blitz Uploads Tab: Upload logo, gallery images etc (the Group Manager can also complete these fields) Publish Tab Visibility: default is Public Select to make your web page live: set to Published

Staff Use: Profile Tab

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- An Administrator/Manager may need to create a new step eg “Blitz Results (Mersey)”

Refer to the “User Profiles” section for instructions The step should link to the blitz page (or to a specific URL with a results map)

Staff Use: Parameters Tab Ignore: no additional parameters are needed for Standard Blitz events

2. Create Event Click Manage Group:

Click “Manage Events”:

Click “Create an event”:

Enter a title + summary eg Closing date for applications: Friday, 1 June 2017 + date(s) + closing date/time - This will create a registration box on the Group’s homepage - A “registrations closed” message appears when the closing date/time has passed - The registration box disappears after the event

If the Blitz is being hosted by an external organisation, continue with the steps below:

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3. Determine the URL of the group’s registration page

Profile page > Manage Groups section > hover over the new group and note the group ID

In the above example, the group ID is 34987 so the URL of the group’s registration page is: https://freshwaterwatch.thewaterhub.org/join-group?edit[field_ms_join_group][und][0][value]=34987 Click on the link to check that you are taken to the correct page:

4. Email the client and attach the ‘Web Guide for Blitz Managers’* A Water Blitz has been created for you on the FreshWater Watch site. Next steps:

1. Click here to create an account (using the link described above) 2. Submit the form and check your email for log in details

Please let me know when you have registered. I will then promote your account from ‘Member’ to ‘Admin’. I have attached a web guide that gives information on editing your Blitz page, approving registrations etc. However, this functionality will not be available until I have upgraded your account.

For reference, here is a link to your Blitz page: https://freshwaterwatch.thewaterhub.org/group/demo-blitz *POTA > 2Outputs > Citizen Science Projects > Freshwater Watch > Web > Web Staff

5. When the client confirms they have registered

v. Go to their account and tick ‘Group Manager’ > Save

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vi. Go to their group and promote them from ‘Member’ to ‘Admin’:

Click edit (next to their username) > tick Roles: Admin > Update membership

The user will be sent an automated email ‘You have been invited to manage a group’

vii. Click ‘Edit Webpage’ > scroll down > enter client’s username as ‘Authored by’ > Save

The email address of the ‘Author’ is used for ‘contact us’ on the group’s homepage.

viii. Masquerade to check that ‘Manage Groups’ shows on their profile page

Check that ‘Next Steps’ are visible (click to select their group)