An existing admin invites you by email. Open the website and click Sign In, then log in with the email address that was invited. If you never received an invite, ask the PTA President or web admin to send one from the user management area.

There are two staff roles. Admins have full access to every administrative page, including site settings and student data. Chairs have access to the staff pages they run, such as Cash for Cougars and Lost & Found. Regular visitors never see any admin pages.

After logging in, a gear icon appears in the top-right corner of the website (on a phone, tap the menu button first). Hover or tap it to see every admin page you have access to. This guide is also listed there.

Signed in as an admin, open the Admin Guide and click Edit Guide. Click Edit next to any step to reword it, or add a note to a section for extra context. Changes save immediately and appear on the page and in the downloaded PDF. Revert to default restores the original wording.

Nothing you do is permanent. Records can be edited or deleted, and anything unpublished is invisible to the public. Changes save as soon as you click a button, so if you make a mistake, just open the item again and fix it.

The homepage features a rotating hero carousel (admins manage the panels right on the homepage when signed in), upcoming and featured events, announcements, and quick links. It is the first thing most families see.

The About section tells the school's story, Leadership lists PTA officers and school leadership, and the Impact Report is a page-by-page digital report of the PTA's year, including the downloadable PDF.

A public calendar of everything coming up. Events automatically disappear from public pages once their end date passes. Families can subscribe to the calendar or add an event to Google Calendar.

Membership (join the PTA), Volunteer (browse and sign up for opportunities, plus the Volunteer Spotlight), and Leadership.

Donate (year-round general donations), Sponsorship (business and family sponsorship levels), Givebacks, Cash for Cougars (the fall fundraiser), and the Clothing Donation Bin.

The Blog, Lost & Found, Add to Home Screen instructions, and the Members Area for current PTA members. The Spirit Wear Store is the online shop. The magnifying glass icon in the header searches the whole site, and the Google Translate dropdown switches the entire site into another language.

Signed in as an admin, open the homepage and the promo panel manager appears at the top. Upload the panel image, add a short description, set where it links (any page on this site or a full web address), choose its order (lower numbers show first), and publish it. Panels rotate automatically every few seconds.

Make each panel image exactly 1200 x 675 pixels (16:9 landscape). The carousel is built to that ratio, so an image that size fills the space perfectly edge to edge; other shapes get letterboxed with empty space around them.

A promo is a billboard, not a flyer: one headline and one supporting line at most. Keep the text large enough to read comfortably on a phone as well as a desktop — check by viewing the homepage on your phone. If it is hard to read, cut words and enlarge the font rather than squeezing more in.

The bottom third of the panel sits behind the carousel's navigation dots and play/pause arrows. Put all text, logos, and anything important in the top two-thirds of the image so nothing essential is hidden behind the controls.

Include a clear button in the design, such as 'Register Now', 'Order Packages', or 'Donate Today'. A visible button invites the click, and the panel's link takes visitors straight to the related page.

From Admin Tools, choose Manage Events. You will see every event, including past ones. Use New Event to add one.

Give the event a title, date, and (optionally) an end date for multi-day events. Set start and end times, or mark it All Day. Add the location, a description, and a picture (landscape, roughly 1200x675). Pick a category so events sort nicely on the public calendar.

Turn on Attendee Registration to let families sign up. You can cap attendance, add your own custom questions (text, multiple choice, and more), or use time slots for appointment-style events like Family Portrait Night, limiting how many families pick each slot. Time-slot events require a mobile phone number.

Tick Volunteers Needed and the event can automatically create a matching volunteer opportunity for the Volunteer page. Shifts will still need to be built out on the Volunteer Admin page.

Mark the event published to make it public. Mark it Featured to highlight it on the homepage. Past events hide themselves automatically, reminders go out on their own, and new events sync to the PTA Google Calendar.

From Admin Tools, choose Event Registrations. Every registration from every event is listed here with the attendee names, email, phone, party size, student and teacher, time slot, and answers to custom questions.

You can cancel a registration if someone cancels, or look up a family's sign-up quickly on event night. Attendees automatically receive a confirmation email when they register and a reminder email 24 hours before the event.

In Volunteer Opportunities, click to add a new opportunity. Give it a title, description, category, and one or more shifts (a shift has a date, start and end time, and how many volunteers are needed). Opportunities can also be created automatically from an event marked Volunteers Needed.

Click the pencil on an opportunity to change its details, dates, or shifts. A checkbox lets you cancel existing volunteer sign-ups for that opportunity. Check it only if you want to remove all current sign-ups: those volunteers are emailed automatically and the sign-ups are deleted so they can sign up again. Leave it unchecked and every existing sign-up stays in place, even if you changed the date or time.

The Volunteer page shows families live remaining spots, so a shift never overbooks. In Volunteer Sign-ups, you can see exactly who signed up for what, search by name, and edit or cancel a sign-up.

When someone signs up, they receive a confirmation email with a personal manage link. They can cancel or change their own shifts from that link, no admin needed.

In Volunteer Opportunities you can also manage the Volunteer Spotlight, the photo and story feature shown on the public Volunteer page. Upload a photo, write the story, and publish it.

Volunteers automatically get a reminder email 24 hours before their shift, the school receives a daily volunteer report each morning, and past opportunities archive themselves.

The Cash for Cougars admin page has tabs across the top: Dashboard (the fundraising picture at a glance), Donations, Reports, Donation Report, and for admins, Students and Settings.

Not every family pays online. In the Donations tab, click Add Donation to record cash, check, or other payments (you can note the method, for example Venmo). The donation instantly counts toward the student, classroom, and campaign totals.

Each online donation with a valid email will be sent a thank-you email. You may download the Donor Thank You report to see who has not been thanked yet (paper/check or anonymous donors).

Only Cash for Cougars donations count toward the campaign total, thermometer, classroom standings, and student rewards. Year-round general donations (from the Donate page) are tracked separately — with one grandfather window: general donations made between September 10 and October 5, 2026 also count toward the campaign. The Donations and Donation Report tabs still list every donation of both kinds, so you can see everything in one place.

Admins can import the student roster, fix names, and merge duplicate students so prize reports are accurate. Use Merge after checking which is correct, since it combines their donation totals.

Admins can import the student roster, fix names, and merge duplicate students so prize reports are accurate. Use Merge after checking with the family, since it combines their donation totals.

In Settings you can change the fundraising goal, set a custom stretch goal, edit what donations support and the student reward levels, write the thank-you email, and set the message shown when the campaign ends. Turn off donation collection with the toggle, and the public page switches to your thank-you message automatically.

From Admin Tools, choose Approvals. New sponsorship submissions arrive here waiting for review. Nothing appears on the public Sponsors page until you approve it.

Check the name, level (Platinum, Gold, Silver, Bronze, or Blue), and business details, then click Approve. The sponsor immediately appears on the public Sponsors page in their level group. Always ensure that anyone listed as a "cash/check" entry has provided payment already before approving. We don't post on the site until the payment is made.

Paid by cash or check? Use Add Sponsor to enter them manually, including the payment method and check number. This keeps the public Sponsors page complete.

Fifth grade sponsorship packages (business packages, family donations, birthday marquee, and t-shirt names) appear in their own tab. Approve them to show them publicly. Fifth grade purchases automatically notify the fifth grade and treasurer email addresses and log to the tracking spreadsheet.

Community businesses that submit directory listings also wait here for approval, and approved sponsors flow into the Business Directory automatically.

In Store Products, each item has photos, a short and full description, a price, and variants: every color, size, and fabric combination with its own price and stock count. Publishing a product makes it visible in the public store.

The inventory view groups everything by size (Youth XS through Adult 3XL) so you can adjust stock quickly. Print the count sheet PDF, hand-count your inventory, and compare it to the system.

In Store Orders, every order shows the buyer, the student and teacher it belongs to (so orders can be delivered to classrooms), items, payment, and fulfillment status. Mark orders fulfilled as you hand them out.

Selling at an event? Use the manual order entry to record a cash or check sale. Online orders are paid through Square and confirmed automatically. Refunding an order restores the inventory automatically.

The announcement banner at the top of the store (for example, a pop-up shop date) is editable from the store admin.

The public Spirit Night page (under Events in the menu) sells $40 packages for the November 10 event at Main Event in Wesley Chapel. Each package includes a $50 arcade game card, up to four hours of unlimited game play and activities, and pizza, and is picked up at the event. The event runs 6:00 PM to 10:00 PM. The page shows the exact total, including the card processing fee, before payment. All sales are final, and packages can also be purchased on-site with cash, credit card, or check.

Online purchases are paid through Square and only become final once the payment is confirmed automatically. Every paid order is added on its own row to the Spirit Night Package Orders spreadsheet in the Main Event - November 2026 folder of the PTA Shared Drive, so organizers can watch sales as they come in.

Once an online payment is confirmed, the website emails the buyer a confirmation with their package count and total, and familyspiritnight@4clarkpta.org and treasurer@4clarkpta.org are copied on it automatically. If an email send fails, it is retried the next time that order's payment is re-confirmed; nothing is sent twice.

On-site purchases (cash, credit card, or check at the event) are not taken through the website. To keep the sales list complete, add a row to the spreadsheet by hand for those sales so the totals include everyone.

In Blog Posts, click to create a post. Add a title, category, a short preview (shown on the blog card), and a landscape image (roughly 1200x675). The article body supports formatted text, images, and links.

Every post can end with a button. Write the headline, the button label, and pick where it goes: any page on this site, or a custom URL for anything else.

Flip the published toggle and the post appears on the Blog page. You can set a display order to pin posts; otherwise, posts appear newest first. Each published post automatically tracks how many times it has been viewed.

In Manage Members Area, the Authorized Emails tab controls who can enter. A family requests access from the Members page, receives an email code, and enters it. You approve the email addresses that get in, and you can remove access anytime. This is done through an upload process of active PTA member email addresses.

The Resources tab holds everything for members: meeting agendas, past meeting materials, bylaws, the budget and financial reports, and past newsletters. Upload a file or link to an external page.

Use the Meeting Folders tab to group past meeting materials into folders, for example one folder per month.

This page lists the templates used by automated emails: event confirmations, event reminders, volunteer confirmations, and volunteer reminders.

Click a template to edit its subject and message. Save, and every future automated send uses the new wording. The donor thank-you email for Cash for Cougars is edited from that campaign's Settings tab instead.

Give it a title, optional description and category, choose the file, and upload. It appears in the repository grouped by category.

Use Copy Link to get a permanent URL you can paste into emails, newsletters, or social media. The link never breaks.

Need to post a new version of a document (for example, an updated agenda)? Click Replace on the document card and upload the new file. The same link now serves the new version, so every place you already shared keeps working.

In the Lost & Found admin, add items that were found on campus, organized by category. Add a photo and description so families can spot their belongings.

When an item is claimed, mark it as returned so the public list stays current. Families browse the public Lost & Found page and can contact the front office.

Donations, sponsorships, and 5th grade packages are processed by Stripe; the Spirit Wear Store uses Square. When a family pays online, the website confirms the payment automatically, records it, and sends any confirmation email. You never need to manually mark online payments as paid.

Store orders, 5th grade purchases, Trunk or Treat sign-ups, and the Family Engagement Survey results are automatically logged to the PTA's tracking spreadsheets for bookkeeping.

Families automatically receive confirmations after registering, signing up to volunteer, sponsoring, or ordering, plus 24-hour reminders before events and shifts. No manual sending needed.

Check the matching admin page first (for example, Donations or Store Orders) to see the record. If an email did not arrive, the record usually still exists. For anything you cannot resolve, contact the web admin.