Spotted Online Help
Spotted Administrator's Guide

Welcome to the Spotted Administrator's Guide. This guide was designed to help you administer your Spotted site by walking you through the steps required to perform the various administrative tasks.

Use the links below to administer your site.

For instructions on general site use, please review the User Guide.

What do you want to do?
Spotted Basics
Administer Users
Administer Images
Administer Events
Administer Settings
Spotted Overview

Spotted is a community-based, user-contributed photo site. The site has two main sections, "We Spotted" and "You Spotted".

"We Spotted" features photos taken by the site's staff at events throughout the community. These event pictures are then uploaded into an event gallery created by the site staff.

"You Spotted" photos are user contributed and grouped by user created collections and galleries. Registered users are free to create collections which house galleries, which in turn house photos.

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Spotted Dictionary

Here is a list of common spotted terms.

Avatar
A graphical image of a user, such as used in graphical instant messaging applications.
Collection
A collection is a user-defined group of galleries
Gallery
A gallery is a group of photos, which can be user created or staff created (events)
Photoblog
A photoblog (short for photo weblog) is a visual personal journal that is frequently updated and intended for general public consumption.
Scrapbook
A scrapbook is a user-defined collection of favorite photos. Scrapbook photos can be from other users’ photo collections as well.
Status Types
Active
The image or user is currently functioning without restriction.
Admin-Hold
The image or user has been restricted by an Administrator (Account Type: Admin). If an image or gallery is on Admin-Hold, that image or gallery is only visible to to the user who uploaded it and the Admin Staff. If the User is on Admin-Hold the user is able to upload images, however their material is not visible to anyone besides themselves and the admin staff.
Inactive
This status only applies to users. When a user account is set to a status of "Inactive" they no longer have access to the site with this account
Pending
A status of "Pending" places the user or image into a Que. There the user/image await approval by an Administrator (Account Type: Admin). Images or galleries created by a "pending" account inherit the "Pending" status.
We Spotted
Photos taken by our staff and grouped into galleries by event.
You Spotted
Photos, galleries and collections taken by users
User Types
Admin
Standard user privileges, plus ability to post to events as well as access to the Admin site
Intern
Standard user privileges, plus ability to post to events
Online Staff
Standard user privileges, plus ability to post to events
Photo Journalist
Standard user privileges, plus ability to post to events
Staff
Standard user privileges, plus ability to post to events
User
Standard user privileges, which allow for Collection and Gallery creation as well as ability to post photos to those Collections or Galleries, all of which are contained in the "You Spotted" section of the site.
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Login Into Spotted's Admin Site

Logging into Spotted's Admin Site requires your account to have the proper authorization to do so. If you do not have authorization, please contact your Site Administrator for access.

  1. From the main Spotted page, click the "Sign In" link
  2. Log in with your account name and password
  3. You will automatically be take to the "My Stuff" default page
  4. From the "My Stuff" default page, click the "Admin Page" link located at the bottom of the right side rail
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Finding a User Account

Logging into Spotted's Admin Site requires your account to have the proper authorization to do so. If you do not have authorization, please contact your Site Administrator for access.

  1. Login Into Spotted's Admin Site
  2. From the "Administration Pages" navigation bar, click on the "Users" link
  3. You can locate a specific user account in several ways:
    • Browse Alphabetical Listing
      • Simply select the letter of the alphabet the user account name starts with
    • Browse by User Account Status
      • Select the account status from the "User Status" drop down list
      • Click the "Search" button
    • Browse by User Account type
      • Select the account type from the "User Type" drop down list
      • Click the "Search" button
    • By User Account Name
      • Type in the user's account name into the the text field
      • Click the "Search" button
    • Or you can utilize any combination of the above searches. For example, you can search for an "Active" "Admin" account whose display name begins with "Sa"
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Changing User Status

A user's account status can be changed to allow for administration of their uploaded content.

To see a complete list of statuses, please review the Spotted Dictionary

  1. Find the user account you want to administer
  2. From the "Status" drop down menu select the new status you want to issue the user
  3. Click the "Update" button
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Changing User Type

A user's account type can be changed to allow access to various portion's of the Spotted site.

To see a complete list of account types, please review the Spotted Dictionary

  1. Find the user account you want to administer
  2. From the "Types" drop down menu select the new type you want to assign the user
  3. Click the "Update" button
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Resetting User Avatar

A user's avatar can be reset to the default image by an administrator at any time.

To reset a user's avatar:

  1. Find the user account you want to administer
  2. Click the link that says, "Reset Avatar"
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Changing Gallery Status

Administrators can alter a specific gallery's status to make it available for public viewing, or remove it from public viewing.

To see a complete list of status types, please review the Spotted Dictionary

  1. Find the account of the user who's gallery you want to administer
  2. Click on the user's avatar
  3. You will be taken to the Gallery Approval page for that user's galleries.
  4. Under the thumbnail image of each gallery there is a status drop-down menu
  5. Select the new status from the drop-down menu below the gallery you want to administer
  6. Click the "Submit" button
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Deleting a Gallery

Administrators can delete a specific gallery by:

  1. Find the account of the user who's gallery you want to delete
  2. Click on the user's avatar
  3. You will be taken to the Gallery Approval page for that user's galleries.
  4. Under the thumbnail image of each gallery there is a status drop-down menu
  5. Select "Delete" from the drop-down menu below the gallery you want to remove
  6. Click the "Submit" button
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Changing Photo Status

Administrators can alter a specific photo's status to make it available for public viewing, or remove it from public viewing.

To see a complete list of status types, please review the Spotted Dictionary

Please note that you cannot delete a photo, you can only set the image to inactive. You can however delete the gallery that image is in.

  1. Find the account of the user who's photo you want to administer
  2. Click on the user's avatar
  3. You will be taken to the Gallery Approval page for that user's galleries.
  4. Click on the thumbnail of the gallery that contains the photo you want to administer
  5. Click the check-box under the photo(s) you want to change the status of
  6. Select the new status you want to assign the photo(s) from the "Move all checked photos to:" drop down menu above
  7. Click the "Submit" button
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Creating Events

Administrators can add events to be covered in the "We Spotted" section by:

  1. Click the "Events" link from the Administration Pages navigation bar
  2. The default screen is set-up to allow you to add an event. Simply fill in:
    • Name - Event name
    • Type - This field is currently not utilized by Spotted
    • Date - Please use the YYYY-MM-DD format
    • Description - Use keywords to describe the event
  3. You may then assign photographers from the list who will cover the event and have access to upload images to the event galleries
  4. Click "Insert Event"
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Editing Events

Administrators can edit events to be covered in the "We Spotted" section by:

  1. Click the "Events" link from the Administration Pages navigation bar
  2. The default screen is set-up to allow you to add an event. However you can edit an existing event by clicking the event name in the "Upcoming Events" section to the right
  3. You can edit any of the following information by simply re-typing what is in the text field:
    • Name - Event name
    • Type - This field is currently not utilized by Spotted
    • Date - Please use the YYYY-MM-DD format
    • Description - Use keywords to describe the event
  4. You can assign additional photographers from the list to cover the event and have access to upload images to the event galleries
  5. You can remove a photographer previously assigned to an event, by clicking the "Remove" link beside their name
  6. Click "Update Event" when you are finished
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Deleting Events

Administrators can delete an events to be covered in the "We Spotted" section by:

  1. Click the "Events" link from the Administration Pages navigation bar
  2. The default screen is set-up to allow you to add an event. However you can delete an existing event by clicking the event name in the "Upcoming Events" section to the right
  3. Click "Delete this Event"
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Holding Photos, Comments and or Galleries for Approval

Administrators can configure Spotted so Comments, Photos and or Galleries can be held for approval upon upload before they are able to be viewed by all users or they can allow users to uploaded live to the site.

To hold any or all for approval:

  1. Click the "Settings" link from the Administration Pages navigation bar
  2. Click the checkbox beside the content you want to hold for approval
  3. Click "Update Settings" when you are finished
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