BCC Programme Calendar

User Manual  ·  Beacon Camera Club  ·  For operators and administrators

Introduction

The BCC Programme Calendar is the club's central event management system, available at beaconcameraclub.co.uk/event_calendar. Any club member can view the calendar and subscribe to email notifications. A small number of people — the Administrator, the Programme Secretary, and appointed Group Coordinators — can also create and manage events.

This manual covers everything you need to know to use the system confidently in any of those roles. You do not need any technical knowledge.

Roles at a glance

Viewing the calendar

No sign-in is required to view the calendar. When you visit the site you will see the current month laid out in a standard calendar grid.

Navigating months and years

• Use the ◀ and ▶ buttons to move one month at a time.
• Click the year number in the header to reveal a drop-down and jump directly to any year.
• Click Today to return to the current month instantly.

Filtering by sub-group

Below the calendar header is a row of coloured pills — one per active sub-group. Click any pill to show only that group's events. Click it again (or click All) to show everything.

Calendar view vs list view

Use the Calendar and Events buttons at the top to switch between the month grid and a scrolling list of upcoming events.

Viewing event details

Click any event chip on the calendar (or any row in the list view) to open a details panel showing the full title, sub-group, date, start and end time, location, description, and any attached images. Any web links (URLs) in the description are automatically made clickable.

Hovering over events

On a desktop browser, hovering your mouse over an event chip shows a quick-preview tooltip with the key details — useful for a fast glance without opening the full panel.

Searching the calendar

A search bar appears below the group filter pills and is available to all users at all times — no sign-in required.

Text search

1. Type a word or phrase into the search box. The search looks across event titles, locations, and descriptions.
2. Tick Include past events if you want results from before today as well as upcoming events.
3. Press Enter or click Search.
4. In Calendar view, the calendar jumps to the month of the first matching event and that date's cell is highlighted in yellow.
5. In List view, only the matching events are shown rather than the full upcoming list.
6. If more than one result is found, a result bar appears showing Result 1 of N with Prev and Next buttons to step through them.

Jumping to a date

If you type a date into the search box instead of a word, the calendar jumps directly to that date without performing a text search. Accepted formats are:

• DD/MM/YYYY — e.g. 25/12/2026 (UK format, recommended)
• YYYY-MM-DD — e.g. 2026-12-25 (ISO format)

Clearing a search

Click the ✕ Clear search button in the result bar to remove the search and return to the normal calendar or list view. The yellow highlight is removed and all events are shown again.

Installing the mobile app

The BCC Calendar is available as a Progressive Web App (PWA) — a lightweight app you can install on your phone's home screen for quick access, without going through an app store. It works on both iPhone and Android.

Getting the app

Use your Windows PC or iMac browser to navigate to www.beaconcameraclub.co.uk/event_calendar/, or follow the menu link 'The Club|Our Programme' at the top of any web page when viewing the club website at www.beaconcameraclub.co.uk. At the bottom of the calendar page there is a link labelled 📱 Get the BCC Calendar APP on your mobile device!. Click it to open a popup containing a QR code. Scan the QR code with your phone's camera to open the installation page, then follow the on-screen instructions for your device:

Installing on iPhone (Safari)

1. Open the installation page in Safari (the QR code will do this for you).
2. Tap the Share button at the bottom of the screen (the square with an arrow pointing upward).
3. Scroll down the share sheet and tap Add to Home Screen.
4. Optionally edit the name, then tap Add in the top-right corner.
5. The BCC Calendar icon will appear on your home screen.

Installing on Android (Chrome)

1. Open the installation page in Chrome.
2. A banner may appear automatically at the bottom of the screen saying Add to Home screen — tap it.
3. If no banner appears, tap the three-dot menu (⋮) in the top-right corner of Chrome, then tap Add to Home screen or Install app.
4. Tap Add to confirm. The icon will appear on your home screen.

Email Notifications

Club members can subscribe to receive an email whenever events are added or updated on the calendar. Subscriptions are available in two ways — via the PC browser or the mobile app — but both use the same process and the same email address.

PC browser

Beneath the group filter pills on the main calendar page there is a Get event notifications by email section. Tick the sub-groups you are interested in, enter your name (optional) and email address, and click Subscribe. You will receive a confirmation email — click the link inside it to activate your subscription. You can unsubscribe at any time using the link at the bottom of any notification email.

Mobile app

Tap the bell icon (🔔) in the top bar of the app to open the Event Notifications screen, then:

1. Enter your club email address — the address registered with your BCC membership.
2. Tick the sub-groups you want to follow (all are ticked by default).
3. Tap Subscribe.
4. Check your email and click the confirmation link to activate your subscription.

Administrator — Signing in

Click the ⚙ gear icon in the top-right corner of the page. A password prompt will appear. Enter the admin password and press Enter or click Sign in.

Once signed in, the Admin panel opens automatically. You can close it at any time using the ✕ button or by clicking outside the panel. To end your admin session, click the Sign out button at the right-hand end of the tab bar inside the Admin panel.

Administrator — Managing events

As administrator you have full control over every event on the calendar regardless of which sub-group created it.

Adding an event

1. Click the + Add event button in the top navigation bar.
2. Fill in the form: title (required), sub-group, date (required), start time, end time, location, and description.
3. Choose a Status: Published (visible immediately), Draft (visible only to you), or Cancelled (hidden from everyone).
4. Click Add event. The event is saved and the Edit form reopens — this is your opportunity to attach images (see below).

Editing an event

Click the event chip on the calendar (or the row in list view) to open the details panel, then click Edit. Change any fields and click Save changes.

Deleting an event

Open the event details panel and click Delete. You will be asked to confirm. Deletion is permanent.

Dates with multiple events

If a date already has events on it and you click that date cell, a day modal opens listing all events with individual Edit and Delete buttons. An Add event on this date button appears at the bottom — the calendar enforces a one-event-per-date rule for coordinators, but administrators can override this.

Administrator — Sub-groups

Sub-groups represent the club's Special Interest Groups and activity categories. They appear as coloured filter pills on the calendar and in the sub-group dropdown when creating events.

Opening the Sub-groups tab

Click the ⚙ gear icon → the Admin panel opens on the Sub-groups tab by default.

Editing a sub-group

1. Find the group in the list and click Edit.
2. A form opens where you can change the group's name, short name (shown on the filter pill), badge text colour, badge background colour, sort order, and whether the group is active.
3. Click Save.

Adding a new sub-group

Click + Add group at the bottom of the Sub-groups tab. Fill in the name, colours, and sort order, then click Save. The group will appear on the calendar immediately.

Administrator — Members & upload links

Each Group Coordinator needs an upload link — a private URL that grants them access to add events for their group. These links are tied to specific club members.

Assigning a member to a group

1. In the Sub-groups tab, click the Members ▼ button on the relevant group row. The members panel expands below.
2. Click + Add member. A search box appears — type the member's name and select them from the results.
3. The member is now assigned. They appear in the members panel but have no upload link yet.

Generating an upload link for a member

1. With the members panel open, find the member and click Get link.
2. A private link is created instantly. Two buttons appear: Copy link and Email.
3. Copy link copies the URL to your clipboard so you can send it any way you like.
4. Email opens your email client with a pre-written message addressed to the member, containing their link. Review the message and send.

Removing a member from a group

In the members panel, click Remove next to the member's name. This removes the assignment but does not delete their upload link — disable the link separately in the Upload links tab if needed.

Administrator — Upload links tab

The Upload links tab in the Admin panel shows every link that has been generated, with status, usage count, and the date last used.

Use the Enable / Disable toggle to temporarily suspend a link without deleting it. Use Delete to remove it permanently.

Generating a link manually

Click the Generate link tab for a manual form. This is useful if you need to create a link for a non-member coordinator, or if you prefer to set up links without going through the Sub-groups tab.

Administrator — Audit log

The Audit log tab records every event creation, update, and deletion — who made the change, when, and what the event looked like at that point.

Reading the log

Click any row to see a full snapshot of the event as it was at that moment — useful for recovering accidentally deleted content.

Administrator — Subscribers

The Subscribers tab lists everyone who has signed up for email notifications.

To remove a subscriber from the list entirely, click Remove on their row. This is irreversible; they would need to subscribe again from scratch.

Programme Secretary — Signing in

Click the ⚙ gear icon in the top-right corner and enter your Programme Secretary password when prompted. Press Enter or click Sign in.

After signing in:

• A "Signed in as Programme Secretary" notification confirms your session.
• The gear icon disappears — you do not have access to the admin panel.
• The + Add event button appears in the navigation bar.
• You can now see all events including drafts.

Programme Secretary — Adding events

1. Click + Add event in the navigation bar.
2. The Add event form opens. The Sub-group drop-down defaults to Main Club Activities — change it if needed.
3. Fill in the title (required), date (required), start time, end time, location, and description.
4. Choose a status: Published to make it visible immediately, or Draft to save it privately for review later.
5. Click Add event. The event is saved and the Edit form reopens so you can attach images straight away if needed.

Programme Secretary — Editing & deleting events

Editing

1. Click the event on the calendar (or in the list view) to open the details panel.
2. Click Edit.
3. Make your changes and click Save changes.

Deleting

1. Open the event details panel and click Delete.
2. Confirm the prompt. The event is permanently removed.

Programme Secretary — Adding images to events

Images can be attached to any event from the Edit form. Up to 6 JPEG images are allowed per event.

1. Open the event and click Edit.
2. Scroll down to the Images section (below the Description field).
3. Click Add image (JPEG) and choose a file from your computer.
4. The image uploads and appears in the list immediately — no need to save the event again.
5. Repeat for additional images (up to 6 total).
6. To remove an image, click the 🗑 delete button in the top corner of the image thumbnail.

Attached images are visible to all visitors when they open the event detail panel.

Programme Secretary — Draft events

A Draft event is saved but not yet visible to the public. Use drafts when you want to prepare an event in advance and publish it later.

• Draft events appear on the calendar with a DRAFT — prefix and are slightly faded.
• Only you (as PS) and the Administrator can see them.
• To publish a draft, open it, click Edit, change the Status to Published, and save. Email notifications are sent to subscribers at that point.

Group Coordinators — Your upload link

As a Group Coordinator you access the calendar through a private link provided by email from the Administrator.

Keep this link safe — anyone who has it can add events to your group. Do not share it publicly.

What happens when you open your link

• A blue banner appears at the top of the page confirming your identity and group (e.g., "Submitting as Jane Smith · Landscape Group events").
• The + Add event button becomes visible in the navigation bar.
• You can see all published events plus your own group's draft events.

Group Coordinators — Adding events

1. Open the calendar using your upload link.
2. Click + Add event. The form opens, pre-set to your group — you cannot change it.
3. Enter the event title (required) and date (required).
4. Enter a start time and end time — both are required for coordinator submissions.
5. Optionally add a location and description.
6. Choose a status: Published (visible immediately) or Draft (private until you publish it).
7. Click Add event. The event is saved and the Edit form reopens so you can attach images if needed.

Time clash warning

If your chosen date and time overlaps with an existing event, a warning appears below the date field showing which event it clashes with. Adjust your start or end time until the warning clears — you will not be able to save until it does. (The Administrator can override this restriction if a genuine clash is unavoidable.)

Group Coordinators — Editing & deleting events

You can edit or delete any event belonging to your group, whether you created it or not.

Editing

1. Click the event on the calendar to open its details panel.
2. If the event belongs to your group, an Edit button will appear.
3. Make your changes and click Save changes.

Deleting

1. Open the event details panel and click Delete.
2. Confirm the prompt. The event is permanently removed.

Group Coordinators — Adding images

You can attach up to 6 JPEG images to each of your group's events.

1. Open the event and click Edit.
2. Scroll down to the Images section.
3. Click Add image (JPEG) and select a file. It uploads immediately.
4. Repeat for more images (up to 6).
5. To remove an image, click the 🗑 button on the thumbnail.

Group Coordinators — Draft events

The Draft status lets you save an event privately while details are still being confirmed.

• Draft events appear on your calendar with a DRAFT — prefix, slightly faded. They are invisible to the public and to other groups.
• To publish a draft: open it → click Edit → change Status to Published → click Save changes.
• Subscribers to your group will receive an email notification the moment the event is published.

Reference — Event statuses

Note: Cancelled status is available to the Administrator only.

Reference — Tips & troubleshooting

I can't see the Edit button on an event

Edit buttons only appear when you are signed in and the event belongs to your group (or you are the Administrator or PS). Make sure you have opened the calendar via your upload link, or signed in with your password.

I can't see the SAVE button when editing an event

The SAVE button is at the bottom of the edit window. You might need to scroll down within the window to see it if the amount of text in the window demands it.

I can't add an event because of a time clash

The calendar checks for time overlaps when you enter a date and time. A warning message will appear naming the conflicting event — adjust your start or end time until the warning disappears, then save. If the clash is unavoidable, ask the Administrator who can override the restriction.

My upload link isn't working

Contact the Administrator. The link may have been disabled, or it may have expired. A new one can be generated and emailed to you within minutes.

An image won't upload

• Only JPEG files are accepted (.jpg / .jpeg). Convert the image if it is in another format (PNG, HEIC, etc.).
• Files larger than 10 MB are rejected. This is unusual for standard photos but can occur with very high-resolution originals — try reducing the image size first.
• If 6 images are already attached, the Add image button will no longer appear. Remove one to make room.

I saved an event and now it has disappeared

Check whether the event was saved as Draft rather than Published. If you are a coordinator, sign out and sign back in — drafts are only visible when you are using your upload link.

I accidentally deleted an event

Contact the Administrator immediately. The Audit log records a snapshot of every event at the time it was deleted, so the details can be recovered and the event recreated.

I tried to subscribe but was told only members can do so

The email address you entered is not registered in the BCC membership database. Make sure you are using the same email address you registered with the club. If you have recently joined or changed your email, contact the Administrator who can check the member records.

My search returned no results but I know the event exists

Check whether the event is in the past — by default the search only covers future events. Tick Include past events and search again. Also check your spelling; the search matches exact text strings.

The calendar is not showing new events I just added

Try refreshing the page (F5 or Ctrl+R). The calendar loads fresh data each time you navigate to a new month.

Beacon Camera Club Programme Calendar  ·  User Manual  ·  beaconcameraclub.co.uk