Staff Help

Documentation for the software we use:

Divi Builder (web page editor and WordPress theme)

How to Add an Event

The best method is to clone an existing Event Product, then modify the copy. The advantage is most of the settings needed for events are already set!

In WordPress Dashboard in the black column at left click Products > All Products.

Atop the list in “Select a category” box choose a category and click the Filter button to show a list of products in your category.

In the product list, search for a similar product to clone, hover over its title and in the popup menu click Duplicate.

The Edit Product window will now open with a copy of that product, which is not yet published online. Do the following:

  1. At very top, change the product title.  Our event titles always must include  the date and time at the end like this: A Taste of Australia ~ d’Arenberg Wine Tasting ~ 3/12/2019 6:30pm
  2. In the title it is important for Google’s sake to always include either “Wine Tasting” or “Wine Dinner” or “Special Dinner” etc. This also helps customers know what kind of event it is.
  3. Highlight the title, copy it, and then just below the title in Permalink click the Edit button, delete the old permalink text, and paste in your new product title, and click OK button. The permalink is the URL (web address) that browsers will use to reach this page.

Right Column Settings. Before we add the event description, first work in the right column to make these settings.

  1. In the Publish box, click Save Draft. This will save your work so far. It is a good idea while you are working to periodically Save Draft so you don’t lose your work. When you are ready for this event to go online  so customers see it on, you will click the blue Publish button after setting the Publish on: date as explained in detail below. 
  2. Scroll down to Product categories box. Within it always check Events and also either Wine Tastings or Special Dinners. This controls where the event displays on the website.
  3. In Post Expirator box, check Enable Post Expiration and then enter the date and time of this event. Set How to expire to Category: Replace and in Expiration Categories check Past Events. This will stop displaying the event to any website visitors once the event begins.
  4. in Mailster box check Wine Tasting/Dinner Attendees. This will subscribe anyone who purchases this event to that mailing list.
  5. In Sharing box check Show sharing buttons to let customers share a link to this event on Facebook, Twitter, etc.
  6. In Product Image add the main image for the event. This is the first image that will display large for the event, and also the image shown on our home page and events page.
  7. In Product gallery box you optionally can add 2-4 additional images.

Add the event description: there are two ways to enter the description in the left column.  Simple events that only next text can use the WordPress Standard Editor, or you can use the Divi Builder to make elaborate layouts involving images, slider (slide shows), buttons (to visit a winery website), columns, or other Divi modules.

If you copied another event product, it may already have a Divi layout and show a layout grid (blue sections, green rows, and grey modules) or it may be using the Standard Editor.

To use the standard editor, just type text into the single text editor box, using the editing tools shown above the box to edit your text.

To use the Divi Builder, you can learn how to use Divi by watching training videos here:

The Divi Builder is good for fancier layouts, like Wine Dinners that need to display a dinner menu or many photos. Of course, rather than build a new layout, you can simply clone an older Wine Dinner product and just replace the content.

Standard Closing at the end of every Wine Tasting we say:

Wine tasting starts at 6:30 pm sharp. Please arrive in time to be seated.

Your wine tasting will be a seated tasting hosted on our temperature controlled patio. You may optionally order dinner or small plates to enjoy with your wine experience!

You must purchase this event above on this web page. You cannot use OpenTable.

Add the product data: below the description box go the the Product data box and enter…

  1. Set product data to Simple product.
  2. The Virtual box should be checked. This means this product isn’t delivered to customers.
  3. In the General section enter in Regular price the event price. Usually this is without tax included.
  4. Set the Tax status box to Taxable and Tax class to Standard. This will add tax to the Regular price.
  5. If your event price is inclusive including tax and gratuity, then set Tax status to None and Tax class to Zero rate. Make your Regular price to include tax and gratuity, and add a note to the end of the price: scroll down the page and in the Custom Fields section within the Add New Custom Field area select price_description and in the Value box type “includes gratuity + tax” or whatever is included in your Regular price.
  6. Back in the Product data section click Inventory. You can leave SKU blank (it’s the stock #). In Stock quantity enter the number of tickets to sell. Leave Allow backorders to Do not allow. When the inventory reaches 0 the product will display a “SOLD OUT” message and not allow anyone else to purchase. You can later add more if you decide to increase the attendance.
  7. At bottom in Max Quantity Per Order leave 6, meaning a customer can purchase 6 tickets in one order, or change if your event has a different policy.

Ready to publish?

Before you click the blue Publish button you must set the Publish on date. This date has nothing to do with the date of the event, but does affect in what order this event appears relative to other events. The website display first the event published first.

  1. If you publish using today’s date, then this will be the most recently-published event and it will appear LAST in the display of events.
  2. If you want this event to appear earlier in the event display, set Publish on to a past date that is between two events.
  • Example:
  • French Wine Tasting was published on 3/23.
  • Australian Wine Tasting was published on 3/28.
  1. If you change publish on date to 3/24 to 3/27, it will appear between the other two.
  2. If you publish on 3/22, it will appear first.
  3. If you publish yon 4/1, it will appear last.

More about the Publish settings…

The Publicize setting if enabled will automatically put a new article on Murphy’s Facebook and also onto Twitter with a link to his event page.

The Status can be edited to change a Published event back to Draft to not display it on the website, perhaps to let you revise it, or if the event is cancelled. Of course, you could leave a cancelled event online and just set the Stock Quantity to 0 which then display’s “Sold Out.”

Please know that we do not want to ever Trash any old or sold-out event.  If an event is sold out, the product will display that message, so customers who click in an E-Blast link to reserve this event see it’s too late. If we Trash the product, then the customer gets an error saying the page won’t display and they will call you to book tickets.

We never trash past events because leaving them online lets Google still see them, and the more wine tastings and wine dinners in our library, the more Google is impressed to rank us as the leader in Atlanta for having so many events. Also, it’s nice to have past events to copy next year, such as cloning last year’s Summerfest so we don’t have to create it this year from scratch.

How to Manage Customers Purchasing Events or Products

A list of customers who purchase any product is displayed in WordPress Dashboard on the bottom of that product’s page in the Customers who bought this product box.

At the bottom right of the box is a Total which is the total sold, which for an event is the total number of attendees, which of course is more than the number who placed orders, since customers often buy more than 1 ticket.

Set the Show box to All to see all the customer orders (not just 10 by default.)

The Search box lets you find one customer by name or email.

Clicking Order # column will take you to a customer’s order where there is a Refund button to cancel the purchase and credit their credit card.

The toolbar lets you copy, print, or export the list as an Excel sheet, CSV (comma separated file), or a PDF.

At bottom the Email all customers button lets you send a simple email to these customers.  Email selected customers lets you email one or a few.

It is also possible to use a CSV file to import customers into a Mailster Newsletter list created to do future campaigns to customers who purchased one product. For instance, we can continue to send email campaigns to those who attended a particular Shafer Wine Dinner.