• Admin Tools index page

There is no access control on our Admin Tools index page, anyone can view it: https://fsgw2.org/tools.html

For the tools that require login, use your fsgw.org email address and password. Login uses the OAuth 2.0 protocol, so the actual login page is on fsgw.org, while the admin tools run on fsgw2.org. If login does not respond (the page stays empty) within 30 seconds after you click the 'Log in' button, the problem is probably that the login page had been displayed too long and so aged out. Back up to the login page (it has Email and Password fields) then reload it, such as by clicking your browser's circular arrow button (often near the top left), then try to login again.

Access to use the tools is given by setting “Group participation” on a Contact's “Membership” tab in Wild Apricot (WA) “Admin view”. The discussion below refers to Group names.

Because WA only supports groups for members yet we have needed to give tools access to non-members, we added the “Access Group” contact field, which can contain one group name, capitalized correctly. So far, “Access Group” is only used by/supported in the Event Counts and Income helper (https://fsgw2.org/eventcount.php ), ECD Schedule View Helper (https://fsgw2.org/ecd_events.php ), and E-Blast Helper (https://fsgw2.org/eblasthelper.php ) tools.

eventtools, eventadmin, and eventdev are the 3 levels of access supported in the tools that require login, especially in eventcount (https://fsgw2.org/eventcount.php, Event Counts and Income helper) and find_contacts (https://fsgw2.org/find_contacts.php, Find contacts and examine them).

• eventtools or Staff or Board Member groups allow one to use the tool and do basic things in it.
• eventadmin group allows seeing and doing some additional things that we think need a higher level of understanding/care. For example, in eventcount, anything that actually changes data in WA requires eventadmin or eventdev. The buttons to make changes are not even displayed unless the login has enough access.
• eventdev group also allows seeing and doing a few things that we think only a tool developer (Will for now) should or would want to see.

For the “Publicity Photo collection” tool (https://fsgw2.org/photo.php ), the groups giving access are Photos or Staff or Board Member.

In the more recent tools PHP source code, if you see a test of $allowed_level, that is checking the group level, where eventtools is 1, eventadmin is 2, and eventdev is 3. Older tools use a simpler, more hard coded test for access.

The path to Ticket Type happiness in the Event Counts and Income helper (eventcount), is to always use "volunteer" and "performer" Ticket Types, not some combination or alternative.  And use "open band" for Open Band members.  If you need to have multiple distinct Ticket Types for volunteers or performers, make sure that each Type starts with "volunteer" or "performer", followed by whatever words make each Ticket Type more specific.

All these string comparisons are case independent, so "volunteer", "VOLUNTEER", "volunteers", "VOLUNTEERS", "volunteerS", and "VOLUNTEERs" all match, etc.

Here are the ways that eventcount treats certain Ticket Types specially.

1) When listing registrants (or registrants & Invoices), any Ticket Types with $0 fee and starting with "volunteer", "performer", "talent/staff", or "open band" get different information displayed in what is normally the "Tender (Payment type)" column.

For "performer" and "talent/staff" Types (and for "volunteer" Type if there is no "performer" Type), the column heading is "W-9 Date / W-9 Name / Role".  The contacts W-9 Date and W-9 Name are displayed, and the Registrations Role is displayed as explained just below.

For the "open band" Type, the column heading is "W-9 Date / W-9 Name", and the contacts W-9 Date and W-9 Name are displayed, without any Role.

For the "volunteer" Type (when there is also a "performer" Type), the column heading is "Role", and just the Registrations Role is displayed.  The Role is whatever is in the Registrations Internal Notes field, with any vaccination status information removed.  The Roles that I record are "sound", "caller", "band", etc.  Roles should be short, 2 words at most.

2) The purpose of the "Paid or ∗Free∗" column in the "Registration type" (upper) table is to count registrants that dance presenters should pay the GEPPAC floor fee for.

The following Ticket Types are NOT included in the "Paid or ∗Free∗" column or Total, because GEPPAC does not require that the floor fee be paid for them:
Any that start with "volunteer"
Any that start with "performer"
Any that start with "talent/staff"
Any that contain the word "guest" anywhere

"talent/staff" is treated like "performer" because #Dance wanted to use it.  If you use "talent/staff", spell it exactly, do not add any spaces around the slash ("/").