This is a copy of the message sent to Group Leaders in early June 2025.

Subject: New Website, Info, Newsletter and Beacon update procedure.

Dear {GL},

In order to enhance the process for you as a leader of one or more groups, the following procedure has been devised by the IT Team and Jen Hemming. It may seem rather prescriptive to you, but it has been created to make the process simpler for you and also for the IT Team and Group Coordinator - and should also ensure that updates don't go astray.

For all updates to any of the above mentioned communication channels, please follow these steps - all messages should be sent to wdu3a.webinfo@gmail.com, where it will be forwarded to the relevant people.

1. If your submission is ONLY for the newsletter, please provide a subject line of "Newsletter update only for {xxx} group (or {yyy} event)".  Include the details, send the message and ignore the steps below. The message will be forwarded to the current newsletter editor.

2. Update the group entry in Beacon.

                1. If you don't have Beacon access yet, please send a message with a subject line "Beacon/Info/newsletter/website (as appropriate) update for {xxx} group", with the details of the changes required.

                2. If you do have Beacon access (see below), please update the Beacon entry yourself and then send a message with the subject line "Info/Newsletter/website (as appropriate) update from Beacon for {xxx} group". This should include a summary of what's been changed, e.g. group description, times, group leader. There is no need to detail the precise changes, as we will take them from Beacon.

                                Note that this access can be delegated to a member of the group if the GL wishes - please let us know if you'd like this to be implemented for your group.

Here's a sample of the kind of message to send:

                To: wdu3a.webinfo@gmail.com

                Subject: Website, Info and newsletter update from Beacon for Pétanque Deux

                Text: The group entry in Beacon has been updated with a revised description, an additional leader and changed times. Please update Info and the website with these new details and include a link to the new website entry in the next newsletter or Info, asking members to follow the link.

It is advisable to keep a copy of this message handy, but you can also find it on the website under More/Policies and Procedures.

Thanks for your cooperation in using these procedures, which should provide a more reliable and stress-free update process for all concerned!

Regards,

Sam Sexton