Intro
Welcome to your site's documentation! Should you have any further questions please don't hesitate to Email me.
Understanding your site
Your site is composed of multiple applications that all talk to each other through custom API integrations. Each of these applications serve a different purpose in handling your site's data. While it may look like a lot at first glance, your site has custom automations that cut down on the need to jump between applications and when something updates in one location it will usually update in all locations across applications.
CURRENT APPLICATIONS:
- Webflow - Site Design, Hosting, and Content Management
- Airtable - Visual Database of the information your site takes in (ie. Members, Students, Class registration, etc.)
- Stripe - Payment processing application
- Memberstack - Provides membership functionality.
- Make - Handles all site automations and passes the necessary information between all applications.
Webflow
Webflow is the application used to build, host and manage the content of your site. With your current access to the editor, you have the power to update static content such as text, photos, videos, and embedded elements, while also giving you the power to manage new classes, products, events, and the many other collection lists used.
Additional Resources:
Pricing - (Current Plan - Business; charged annually)
Intro To The Editor
In this section, we'll cover a brief overview of the Webflow Editor, the pages tab which gives you access to each page on your website, and the collections tab where you can organize your website databases such as classes, products, and various other content
1. Getting Started
A brief overview of the Webflow Editor — log in and change or add content at any time.
2. Pages Tab/Page Settings
Use the Pages tab to edit each page, optimize site search settings, and set passwords for specific pages.
3. Collections Tab
Collections are like databases — use them to organize classes, products, and other content.
Working With Collection Lists
In the following sections, we will discuss how to work with your collection lists. These lists (or databases) are responsible for handling the content delivered to your site users. While most of these lists may seem pretty straightforward, some may include important steps that need to be taken in order for your site to work properly. Other lists you may never touch at all and are handled completely by the custom automation implemented into your site. Should you have any further questions after viewing this documentation please don't hesitate to Email me.
Cart Items
* You should never need to edit anything in this list! *
Let's start simple. The Cart Items List is handled completely by custom automations developed for this site. This list contains the cart items that different users create when registering a student for a class. Each item contains multiple reference IDs that allow the different applications used to talk with each other (ie Stripe, Airtable, Memberstack). Once a user completes their checkout, these items are automatically deleted. Also, After 1 week, an additional automation will clear any abandoned items to prevent waste of storage space.
History
The History List is a pretty straight forward set-up that gives you control over the content and display order of the history page items.
How To:
- Name - Used as the title for this item on the history page
- Slug - *You can Ignore this field*
- First Item? - Turn this on to over ride the "Sort by year" function and display the item first on the page. Could be used for an introductory section to start the page.
- Year - Displayed on item and used for sorting history items on the page
- Image - Image displayed. You should be able to upload any image orientation to this field and the site will auto fit the item to its section.
- Description - Add the text you wish to describe each item. It can be as long as you want as all history items on the page allow for users to scroll through the description. Because this is a rich text field you you can add additional images, video links, and embedded content to this section.
Members
* You should never need to edit anything in this list! *
The Members List is another list that is handled completely by site automations. When a user creates their account a new item is added to this list with all the important information needed. This data is then automatically added to your Airtable Base in the "Site Members" table. Should a Site Member update their profile, again, the information is automatically updated in Airtable.
What if I want to update their profile?
Should you need to manually update information to a user's profile (ie. missing birthday, phone number, etc.) Simply update the user's info from the Site Members Table in Airtable and then click the button "Sync with website".
Products
The Products List is responsible for setting the price of the different items you sell across your site. These items will then be used as a reference when working with other collections (ie. Classes, Events, Virtual Programming).
*IMPORTANT*
This list is synced with your Stripe account so you don't need to add the same item in two different locations. Because of this, certain fields cannot be left empty...even when saving as a draft!
How To:
- Name - Used as the Line Item title on customer's receipt from Stripe
- Slug - Ignore this field
- Price - Enter the price of your item
- Short Description - *THIS FIELD IS REQUIRED EVEN WHEN SAVING AS A DRAFT* Type something short that describes the item (ie. Class Tuition, Registration Fee, Virtual Programming). Never leave this field blank. It must be text (even if its just a "-").
- Stripe ID - Ignore this field - This will automatically update with important information from Stripe. IF EDITING A PRODUCT ALREADY CREATED, DO NOT CHANGE THE REFERENCE ID YOU SEE IN THIS FIELD
- Price ID - Ignore this field - This will automatically update with important information from Stripe. IF EDITING A PRODUCT ALREADY CREATED, DO NOT CHANGE THE REFERENCE ID YOU SEE IN THIS FIELD
Did it work?
To make sure the items you've created are working properly navigate to The Products Tab of your Stripe Dashboard. As you create new items in the Webflow Editor you should seem them appear in Stripe! If you don't see the product added in Stripe, give it a second, and then refresh the page.
Profiles
Profiles are found throughout your site (ie. Staff, Board Members, Company Members) and from the Profiles List you can control how these items look and where they are displayed on your site.
How To:
- Name - Used as the title for their profile card.
- Slug - *You can Ignore this field*
- Last Name - Used to organize items alphabetically by last name.
- Category - Used to organize items into their correct location.
- Headshot - Image used on profile card.
- Position Title - ie. Education Director, Marketing Director, etc.
- Sentence Bio - Used as the preview text when hovering over profile card.
- Full Bio - Enter full bio here. Because this is a rich text field, you may add photos, videos, links, and embeddable content here as well.
- Social Media Links - The remaining fields may be used to display social profiles on bio pop-up. If left blank, no links will appear.
Repertoire
The Repertoire list is responsible for the different performances you offer. It also delegates where these performances live on the site; whether it's Book a production, Our Repitoir, or Outreach. Each repertoire item is also given its own page.
How To:
- Name - Used as the title for the page, card, and when shared on social media
- Slug - inherited by the name of item. You only need to edit this if you want the URL used to be more specific. the slug is the last part of the page link (ie. kalanidhi.org/repertoire/this-is-the-slug). *DO NOT CHANGE A SLUG AFTER SHARING A PAGE WITH USERS*
- Category - Delegates whether the item is repertoire or outreach.
- Currently Presenting? - Turn on to add item to the currently presenting page.
- Main Image - Image used on template page, card, and when shared on social media.
- Trailer - YouTube or Vimeo link
- Title Translation - This text will appear under the title on the template page and card.
- Run Time - In Minutes (ie. 15 - 30, 60, 90). Do not add "min" to the end of text.
- Number of dancers - Basic text field (ie. 9 dancers)
- Short Description - Used as the preview text when hovering over a profile card and when shared on social media
- Main Description - Type as much as you'd like! This is a rich text field. You may add photos, videos, links, and other embeddable content
- Gallery - Upload up to 25 production stills or other images.
Reviews/Testimonials
This list controls the the reviews and testimonials listed on your site and is pretty straight forward.
How To:
- Name - Used as the title for the card.
- Slug - ignore this field.
- Category - Delegates whether the item should be added to reviews or testimonials
- Logo/Image - This is the image that appears next to the title of the card.
- Review - Enter review text here. This is not a rich text field. You can only add basic text.
SCHOOL - Bullet Points
This list controls the carousel of images with info about the school on The School Page.
How To:
- Name - Used as the title for the card.
- Slug - Ignore this field.
- Image - Background image of the card
- Text - Plain text goes here
- Sort Order - Sorts items on page and displays next to title.
SCHOOL - Classes
This list controls the classes offered on The Registration Page. Additionally, each class item created is given its own individual page upon publishing. These pages can be shared on social media and are where your users can register their students.
*IMPORTANT*
This list includes automation that syncs data with Airtable and Stripe. This list also includes reference fields that inform Stripe how to charge customers.
How To:
- Name - Used as the title for the card, template page, and when shared on social media.
- Slug - Inherited by the name of item. You only need to edit this if you want the URL used to be more specific. the slug is the last part of the page link (ie. kalanidhi.org/classes/fundamentals-level-1).
- Allow Registration? - Toggle the "Register Here" button On or Off.
- Class Category - Categorizes the items on the registration page.
- Class Level - Categorizes the items on the registration page under there correct category.
- Tuition Price - Displays this cost of class on template page.
- Fee Price - Displays registration fee price in various cases.
- Product - Select the product item affiliated with this class.
- Fee Product - Select the fee product item affiliated with this class.
- Card Image - Background image for class cards.
- Main Image - Background image of the template page hero section as well as image used when shared on social media.
- Bold Heading - Text displayed at top of the details section of the class's page (see image below). This can be specific to each class level. Its good to add descriptive text to help Search engines better understand your site.
- Short Card Description - Used as the preview text when hovering over a class card and when shared on social media.
- Main Description - Type all the details of your class here. This is a rich text field so you can add photos, videos, links, and embeddable content here. I'd get as descriptive as possible here. The more you can type here that describes the class in great detail will help your search engine ranking.
- Instructors - Select the profile items in the order you wish them to display in the "Meet your Instructors" section of the class's page.
- Airtable ID - *DO NOT TOUCH* This field is handled by automation and will automatically populate. If you should ever accidentally delete or change this field you can find the ID in the "Classes" table from your Airtable Account.
SCHOOL - Class Categories
This list controls the the different class categories listed on The Registration Page.
How To:
- Name - Name of category (ie. Fundamentals, Intermediate, Advanced, etc).
- Slug - Ignore this field.
- Sort Order - Orders the categories on the registration page.
- Description - Plain text goes here. This text displays under the category title on the registration page
- Classes Offered - Select the class item's in the order you wish for them to display on the registration page under their designated category.
SCHOOL - Trimester
This list controls the carousel of images with info on The Academic Calendar Page.
How To:
- Name - Name of Trimester. Displays as title of image card.
- Slug - Ignore this field.
- Current Trimester? - Set's item to be the first displayed on the academic calendar page
- Image - Background image of card
- Start/End Date - Select the dates the trimester begins and ends.
- Details - Rich text field to type something short. If too much text is added the card will get very crowded.
Social Media Links
This list controls the the social media links displayed across your site.
How To:
- Name - Name of social site
- Slug - Ignore this field.
- Icon - .png file. Must be black, with transparent background. Search for new icons here.
- Link - Link to social profile
Students
You should never need to edit anything in this list!
The Students List is another list that is handled completely by site automations. When a user creates their account a new item is added to this list with all the important information needed. This data is then automatically added to your Airtable Base in the "Student Profiles" table. Should a Site Member update their student's profile, again, the information is automatically updated in Airtable.
What if I want to update their profile?
Should you need to manually update information to a student's profile (ie. missing birthday, phone number, etc.) Simply update the students info from the Student Profiles Table in Airtable and then click the button "Sync with website".
Subscriptions
You should never need to edit anything in this list!
The Subscription List is another list that is handled completely by site automations. When a site member creates a recurring donation a subscription item is created containing important information necessary for the other applications (Stripe, Airtable, Memberstack). The subscription item is displayed on the user's dashboard and gives them the option to cancel the subscription.
Where can I see these subscriptions?
All donations are automatically added to your Airtable base under the "Donations" table. If the donation is a subscription it will appear with the tag "Monthly" or "Annual" under the "Type" field.
Is a subscription considered a sale?
Yes, any donation made (one-time or recurring) is also added to the "Sales" table of your Airtable Base.
SUPPORT - Benefits
This list controls the the different benefits added to each support program/program level. These benefits are displayed on the support level's template page.
How To:
- Name - Name of Benefit. Doesn't display anywhere so you can name this whatever works best for you.
- Slug - Ignore this field.
- Description - Plain text describing the benefit.
SUPPORT - Levels
This list controls the the different levels that may be added to a support program (ie. Dimond, Platinum, Gold etc.). When levels are added to a support program the benefits section of the page will add a tab for each level referenced.
How To:
- Name - Name of Level. Displays on the tab added to the benefits section of item's corresponding support program.
- Slug - Ignore this field.
- Price - Donation amount necessary to qualify for this level. Displays on tab under the name.
- Benefits - Select the benefit items that correspond with this level in the order you wish for them to appear.
SUPPORT - Programs
This list controls the the different Programs listed on The Support Programs Page. Each program is given its own individual page.
How To:
- Name - Name of Program. Displays as the title on card, template page, and when shared on social media.
- Slug - Inherited by the name of item. You only need to edit this if you want the URL used to be more specific. the slug is the last part of the page link (ie. kalanidhi.org/support-programs/founding-partner).
- Sort Order - Sort's programs where listed
- Card Image - Background image of card
- Main Image - Background image of hero section of program's template page.
- Price Description - Plain text describing what it takes to join program (ie. $10,000 for 3 years).
- Bold Heading - Text displayed at top of the details section of the program's page. This can be specific to each program. Its good to add descriptive text to help Search engines better understand your site.
- Main Description - Type all the details of your class here. This is a rich text field so you can add photos, videos, links, and embeddable content here. I'd get as descriptive as possible here. The more you can type here that describes the class in great detail will help your search engine ranking.
- Short Description - Used as the preview text when hovering over a program's card and when shared on social media.
- Benefits - If this program does not have different levels select the benefits in the order you wish displayed. No tabs will be added when using this option.
- Program Levels - If this program has different levels select the levels in the order you wish for them to appear. Benefits displayed should be set in the "SUPPORT - Levels collection list".
SUPPORT - Supporters
This list controls the the supporters listed on the Our Supporters Page.
How To:
- Name - Name of Supporter. Only displays if no logo is set.
- Slug - Ignore this field.
- Logo - Image file of logo.
Upcoming Events
This list controls the Events offered on The Upcoming Events Page. Additionally, each Event item created is given its own individual page upon publishing. These pages can be shared on social media and are where your users can purchase tickets.
*IMPORTANT*
This list includes automation that syncs data with Airtable and Stripe. This list also includes reference fields that inform Stripe how to charge customers.
How To:
- Name - Used as the title for the card, template page, and when shared on social media.
- Slug - Inherited by the name of item. You only need to edit this if you want the URL used to be more specific. the slug is the last part of the page link (ie. kalanidhi.org/classes/fundamentals-level-1).
- Hide Ticket Button? - Toggle the "Get Tickets" button On or Off.
- Archive Event?- If On, event will be added to past events section.
- Main Image - background image for card and hero section of event's page.
- Date & Time - Date and Time of Event.
- Run Time (in Min) - Displays run time of event.
- Products - Select the ticket products you created for this event (ie. Senior, General Admission, etc.) in the order you wish for them to appear in the ticket dropdown.
- External Registration Link - If this link is set, it will navigate users to the location you wish for them to purchase tickets from.
- Sentence Description - Used as the preview text when hovering over an event's card and when page is shared on social media.
- Main Description - Type all the details of your event here. This is a rich text field so you can add photos, videos, links, and embeddable content here. I'd get as descriptive as possible. The more you can type here that describes the event will help your search engine ranking.
- Location - Embed the google map code in this rich text field
- Airtable ID - *DO NOT TOUCH* This field is handled by automation and will automatically populate. If you should ever accidentally delete or change this field you can find the ID in the "Events" table from your Airtable Base.
VIRTUAL PROGRAMMING - Productions
This list controls the various virtual productions you offer. Each production lives under a programming series and contains a programming video.
How To:
- Name - Title of production. Displays on card, and when shared on social media.
- Slug - Inherited by the name of item. You only need to edit this if you want the URL used to be more specific. the slug is the last part of the page link (ie. kalanidhi.org/virtual-programming/chandalika).
- Free? - Toggle Stripe paywall on or off.
- Price - Displays on card and template page.
- Main Image - Background image of card, and hero section of template page.
- Video Page Link - This is the page url of the "Virtual Programming - Video" item associated with this production. You can find this link from the Virtual Programming - Video Item you created for this production (see image below). Make sure to add "HTTPS://" To beginning of link (ie. https://www.kalanidhi.org/virtual-programming-videos/bhagmati)
- Trailer Link - Youtube or vimeo link with preview of performance.
- Title Translation - Displays under the title of production
- Product - Select the product item you've created for this production. If the event is free, ignore this field.
- Dancers - Select the dancer profiles in the order you wish for them to appear.
- Gallery - Upload up to 25 production or related images.
- Webflow ID - *IMPORTANT* This is NOT handled by automation. To complete this step, save the current item you're creating then re-open the item. Scroll to the bottom and you'll see the "Item ID" (see image). Copy and past or manually enter this string into the Webflow ID field.
VIRTUAL PROGRAMMING - Series
This list controls the the different series listed on the Virtual Programing Page. Each series contains the Virtual Programming - Productions Items you have created.
How To:
- Name - Name of Series. Displays as title for both card and template page.
- Slug - Inherited by the name of item. You only need to edit this if you want the URL used to be more specific. the slug is the last part of the page link (ie. https://www.kalanidhi.org/virtual-programming-seasons/eternal-spring).
- Main Image- Background image for both the card and hero section of template page. Also displays when serie's page is shared on social media.
- Productions - Select the productions affiliated with this item in the order you'd like them to display.
VIRTUAL PROGRAMMING - Videos
This list controls the the different videos that you will designate to their appropriate production item. Videos are guarded by a Stripe paywall if their corresponding production item is not set as "free" and contains a product item.
How To:
- Name - Name of Video. Displays as title on video viewing page.
- Slug - Inherited by the name of item. You only need to edit this if you want the URL used to be more specific. the slug is the last part of the page link (ie. https://www.kalanidhi.org/virtual-programming-videos/bhagmati). *IMPORTANT* This URL will be needed when connecting a video item to its corresponding production item.
- Video Link - Vimeo link of production.
Airtable
Airtable is an easy-to-use online platform for creating and sharing relational databases. The user interface is simple, colorful, friendly, and allows anyone to spin up a database in minutes. It also comes with a mobile app!
Understanding Your Airtable Account
Your Airtable account currently contains a Workspace where your "Bases" live. A "Base" is essentially a database and contains different "tables" of information within them. When viewing your site's information from the base view you will be presented with an interface that is similar to that of a spreadsheet.
Your Airtable account also contains an Interface currently labeled "Kalanidhi.org". This is a more visual display of your site's data and some staff may find it easier to work with.
Expanding your organization with Airtable
You are welcome to use your new Airtable account to manage additional aspects of your organization. It is a very powerful tool and since you have it now, why not use it? You can learn more about all you can do with Airtable here.
*IMPORTANT READ ME*
Do not edit or reformat the Kalanidhi.org Base. This base has automation built in and reformatting a table's structure within this base could break your site. If you plan on using Airtable for other purposes within your organization please create a new base.
Additional Resources:
Pricing - (Current Plan - Free)
Working With Your Base
In this section, we will discuss how to work with your site's Airtable Base. The base currently labeled "Kalanidhi.org" is where the information your site collects is stored. This base is made up of 9 tables. Each table is where you'll find specific records. You may download, sort, filter, and update any records within your Airtable bases.
*IMPORTANT*
You may update and work with your records but DO NOT reformat the structure of this base or any of its tables. If you wish to use Airtable for other aspects of your organization please create a new base in your workspace.
Current Tables in Kalanidhi.org Base:
- Site Members
- Student Profiles
- Classes
- Events
- Donations
- Form Submissions
- Sales
- Sales-line Items
- Tickets
Site Members
This table contains all the current accounts created on your site. It will automatically add a new record when a user creates their account. Should you ever need to manually update an account's information simply edit the record as you would on a spreadsheet and be sure to click the "Sync with website" button when finished. Should a user ever update their profile from their dashboard, the information will automatically update in Airtable.
Student Profiles
This table contains all the current Student Profiles users have added to their account. It will automatically add a new record when a user creates a student profile. Should you ever need to manually update a profile's information simply edit the record as you would on a spreadsheet and be sure to click the "Sync with website" button when finished. Should a user ever update a student's profile from their dashboard, the information will automatically update in Airtable.
Classes
This table contains all the classes currently listed on your website. It will automatically add a new record when you create a new class item from the Webflow Editor. When a user completes their checkout session for student registration the Student Profile Records are added to the class Record.
*IMPORTANT*
When a new trimester begins and student registration is re-opened. Make sure to clear all students referenced in the "Students Registered" field.
Events
This table contains all the Events currently listed on your website. It will automatically add a new record when you create a new Event item from the Webflow Editor. When a user completes their checkout session the tickets they purchased are added to the corresponding Event's Record.
How will attendees present their tickets?
When a user purchases a ticket they are sent an email confirming the order and asking them to present the email upon arrival. All you need to do to double-check a purchase is search the last name of the person who bought the tickets. Airtable will display the records confirming the ticket purchase was made.
Donations
This table contains all the donations made on your website. It will automatically add a new record when a user completes a donation checkout Session.
Is a donation considered a sale?
Yes, any donation made has a corresponding sales record.
How can I view payment details?
You can find the Sales Record for a donation in the "Sale Record" field of the Donations table. You can select the item in this field to expand its information. From the expanded Sale Record you can access the Stripe information by clicking the "View in Stripe" button.
You may also find a donation's sale record by navigating to the Sales table of your base.
Form Submissions
This table contains all the Form Submissions made on your website. It will automatically add a new record when a user submits a form on your site. In addition to saving the form's content in this table, all form submissions are also emailed to info@kalanidhi.org
Sales
This table contains all the completed sales made from your website. It will automatically add a new record whenever a checkout session is completed. Each record contains a "View in Stripe" button that will link you directly to the payment processing information Stripe collected. Additionally, users can see any sale records pertaining to them from their dashboard.
* If you manually send an invoice, subscription, or payment link a new record will not be created automatically
Sales - Line Items
This table is a database of all the different line items users have purchased. This table is used as a reference for the Sales Table. You probably won't need to touch anything in this base. It is handled by automation.
Tickets
This table is a database of all the different tickets purchased on your site. When users check-in for a performance this table can be used to look up purchases.
*It may be easier to work with this table from the "Interfaces" layout*
Stripe
Millions of companies of all sizes—from startups to Fortune 500s—use Stripe’s software and APIs to accept payments, send payouts, and manage their businesses online.
Stripe offers a discounted fee for Non-profits so, if you haven't already, I'd reach out to them about getting that in place. More info Here.
What is Stripe?
Stripe is the application used to process all payments made on your site. Additionally, it gives you the power to manually create invoices, subscriptions, and payment links for quick transactions should you need them. All data in stripe is exportable and should make for easy accounting.
Your Stripe Automations
- New Site Member - When a user creates an account on your website, a customer profile is automatically created in Stripe that is linked with that user's account.
- Products - When you create a new Product Item in the Webflow Editor, a new product with the same information is added to your Stripe account. Stripe then sends the necessary information needed back to your Webflow Item.
- Checkout Sessions - Whenever a user is redirected to a checkout page where payment information is collected.
Additional Resources:
Creating Coupons
Redeemable coupons may be created from your stripe account. These coupons may be entered at checkout by users to apply a discount to their purchase.
- Coupons can be found in the sidebar menu under the "Products tab" of your Stripe Dashboard
- To create a new coupon select "+ New"
- Fill out the Coupon form with your desired discount specifications
- Be Sure to activate customer-facing coupons and set accordingly
- To finish, click "Create Coupon"
Memberstack
Memberstack is a platform that allows you to add user authentication, gated content, and payments to your website with a single line of code.
- User Authentication: Add secure and encrypted user authentication functionality to your website.
- Stripe Integration: Start accepting payments immediately with our easy Stripe integration.
- Beautiful UIs: Use our plug-and-play modals (signup, login, checkout, profile management) or connect our functionality to a front-end platform of your choice for a 100% customized solution.
- Gated content for specific members: Provide value to your members by providing access to specific pages on your website, or dynamically hide/show web elements based on membership tiers.
You shouldn't need to edit anything in Memberstack at this current time. Should you have any further questions please don't hesitate to Email me.
Additional Resources:
Pricing (Current Plan - Basic; charged annually)
Make
This application creates neural networks used to share information between thousands of apps to boost sales potential and improve customers' experience. Make is responsible for keeping all your data synced between applications.
You shouldn't need to edit anything in Make at this current time. Should you have any further questions please don't hesitate to Email me.
Additional Resources:
Pricing (Current plan - Core; charged annually)
