Administrator Guide - Gereja Santo Ambrosius CMS

This guide provides comprehensive instructions for content administrators to manage the church website using the Payload CMS admin panel.

Table of Contents

1. Getting Started
2. Admin Panel Overview
3. Managing Articles
4. Managing Media
5. Homepage Management
6. User Management
7. Best Practices
8. Troubleshooting

Getting Started

Accessing the Admin Panel

1. Navigate to https://your-domain.com/admin (or http://localhost:3000/admin for local development)
2. Log in with your administrator credentials
3. If this is your first time accessing the system, you'll be guided through creating an admin account

Admin Panel Layout

The admin panel is organized into several main sections:

• Dashboard: Overview of recent content and system status
• Collections: Content management areas
  • Articles: Berita (News) and Renungan (Reflections)
  • Pages: Homepage and static page content
  • Media: Image and video management
  • Users: Administrator account management

Admin Panel Overview

Navigation Menu

The left sidebar contains the main navigation:

• Dashboard 📊: System overview and recent activity
• Article Group:
  • Berita 📰: Parish news and ministry updates
  • Renungan 🙏: Spiritual reflections and devotional content
• Pages Group:
  • Homepage 🏠: Main page content management
  • Sejarah Paroki 📜: Parish history content
• Media 🖼️: Image and video library
• Users 👥: Administrator accounts

Content Status System

All content uses a three-state status system:

• Draft 📝: Content is being worked on, not visible to public
• Published ✅: Content is live and visible on the website
• Archived 📦: Content is no longer active but preserved

Managing Articles

Creating News Articles (Berita)

1. Navigate to Berita in the admin sidebar

2. Click "Create New" button

3. Fill in required fields:

   • Title: Clear, descriptive headline
   • Description: Brief excerpt (will appear in article previews)
   • Sapta Bidang: Choose the ministry category:
     • Pewartaan (Evangelization)
     • Pelayanan (Service)
     • Persekutuan (Fellowship)
     • Peribadatan (Worship)
     • Pemerhati (Social Care)
     • PITK (Youth Ministry)
     • OKK (Children's Ministry)
     • Serba-Serbi (General)
   • Featured Image: Main article image (recommended: 1200x630px)
   • Content: Full article text with rich formatting
   • Author: Writer's name
   • Published Date: When the article should go live

4. Set Status:

   • Start with "Draft" while working
   • Change to "Published" when ready to go live

5. Save and Preview:

   • Use "Save Draft" to save work in progress
   • Use "Save and Continue Editing" to save and keep editing
   • Click "Preview" to see how it will look on the website

Creating Spiritual Reflections (Renungan)

Similar process to news articles, but focused on spiritual content:

1. Navigate to Renungan
2. Follow the same creation process as news articles
3. Content Guidelines:
   • Focus on spiritual themes, Bible verses, or faith reflections
   • Include relevant scripture references
   • Keep tone inspirational and accessible
   • Consider seasonal liturgical themes

Article Content Formatting

The rich text editor supports:

Text Formatting

• Bold and italic text
• Headings (H2, H3, H4)
• Bullet points and numbered lists
• Block quotes
• Links to external websites

Media Integration

• Images: Drag and drop or click to upload
• Videos: Embed YouTube/Vimeo or upload directly
• Image Captions: Add descriptive captions for accessibility

Best Practices for Content

• Use clear headings to break up long articles
• Include relevant images to make content engaging
• Add alt text to images for accessibility
• Keep paragraphs short for better readability
• Use bullet points for lists and key information

Managing Article Categories (Sapta Bidang)

Each news article must be assigned to one of the seven ministries:

1. Pewartaan (Evangelization)

   • Mission work
   • Faith sharing initiatives
   • Community outreach
   • Conversion stories

2. Pelayanan (Service)

   • Community service projects
   • Charity work
   • Volunteer activities
   • Social assistance programs

3. Persekutuan (Fellowship)

   • Community gatherings
   • Small group activities
   • Social events
   • Relationship building

4. Peribadatan (Worship)

   • Liturgical celebrations
   • Special masses
   • Religious ceremonies
   • Worship innovations

5. Pemerhati (Social Care)

   • Healthcare initiatives
   • Elder care
   • Crisis support
   • Counseling services

6. PITK (Youth Ministry)

   • Youth programs
   • Young adult activities
   • Youth leadership
   • Educational initiatives

7. OKK (Children's Ministry)

   • Children's programs
   • Sunday school
   • Family activities
   • Educational content for kids

Managing Media

Image Management

Uploading Images

1. Navigate to Media in the admin panel
2. Click "Upload New"
3. Drag and drop files or click to browse
4. Fill in metadata:
   • Alt Text: Describe the image for accessibility
   • Caption: Optional description for display
   • Filename: Automatically generated, can be customized

Image Guidelines

Recommended Formats: JPEG, PNG, WebP Maximum File Size: 10MB per image Recommended Dimensions:

• Hero Images: 1920x1080px
• Article Featured Images: 1200x630px
• Gallery Images: 800x600px
• Thumbnails: 400x300px

Image Optimization Tips

• Compress images before uploading to reduce file size
• Use descriptive filenames (e.g., "christmas-mass-2024.jpg")
• Always add alt text for accessibility
• Consider mobile viewing when choosing images

Video Management

Uploading Videos

1. Navigate to Media
2. Upload video files (MP4 recommended)
3. Add metadata: title, description, alt text

Video Guidelines

• Format: MP4 (H.264 codec)
• Maximum Size: 100MB
• Recommended Resolution: 1080p or 720p
• Duration: Keep under 10 minutes for web performance

Video Alternatives

For larger videos, consider:

• YouTube: Upload to church YouTube channel and embed
• Vimeo: Professional video hosting
• External hosting for very large files

Homepage Management

Hero Section

The homepage hero section includes:

1. Hero Title: Main headline (supports line breaks)
2. Background Video: Auto-playing background video
3. Video Alt Text: Accessibility description

Updating Hero Content

1. Navigate to Pages > Homepage
2. Edit the Hero Section:
   • Update title text
   • Replace background video if needed
   • Ensure video alt text is descriptive

Pengumuman (Announcements) Carousel

Manage rotating announcements:

1. In Homepage settings, find Pengumuman Section
2. Add/Edit Carousel Images:
   • Title: Announcement name
   • Image: Upload announcement graphic
   • Alt Text: Describe the image
   • Link: Optional URL when clicked

Announcement Best Practices

• Use consistent image dimensions (1200x800px recommended)
• Include clear, readable text in the image
• Limit to 5-7 announcements for better performance
• Update regularly to keep content fresh
• Test links to ensure they work correctly

User Management

Adding New Administrators

1. Navigate to Users in the admin panel
2. Click "Create New"
3. Fill in user details:
   • Email: Must be unique
   • Password: Strong password required
   • Role: Administrator (default)
4. Save the user

Managing User Permissions

Currently, all users have full administrative access. Future versions may include role-based permissions.

Password Management

Users can change their passwords by:

1. Clicking their profile in the top-right corner
2. Selecting "Account"
3. Updating password in the security section

Best Practices

Content Creation Workflow

1. Plan your content before starting
2. Start with "Draft" status while working
3. Use preview feature to check formatting
4. Get content reviewed by another team member
5. Publish when ready and announce to community

SEO Best Practices

• Use descriptive titles that include relevant keywords
• Write compelling descriptions for article excerpts
• Include alt text for all images
• Use proper heading structure (H2, H3, H4)
• Add internal links between related articles

Content Guidelines

Writing Style

• Keep language accessible to all parishioners
• Use active voice when possible
• Be concise but informative
• Include relevant dates and details

Visual Content

• Use high-quality images that represent the content well
• Ensure images are relevant to the article topic
• Include people when appropriate (with permission)
• Maintain consistent visual style across articles

Scheduling and Planning

Content Calendar Suggestions

• Weekly: Upcoming Sunday readings reflection
• Monthly: Ministry spotlights and updates
• Seasonal: Liturgical calendar events
• Special: Parish milestones and celebrations

Publishing Schedule

• News articles: As events occur
• Reflections: 2-3 times per week
• Announcements: Update weekly
• Homepage content: Monthly review

Troubleshooting

Common Issues

Images Not Displaying

• Check file size: Must be under 10MB
• Verify format: Use JPEG, PNG, or WebP
• Clear browser cache and reload

Content Not Saving

• Check internet connection
• Try saving again after a few minutes
• Contact technical support if problem persists

Rich Text Formatting Issues

• Use the formatting toolbar instead of pasting formatted text
• Copy and paste as plain text first, then format
• Preview changes before publishing

Preview Not Working

• Ensure content is saved before previewing
• Check that required fields are filled in
• Clear browser cache if preview seems outdated

Getting Help

1. Check this documentation for guidance
2. Contact the technical team for system issues
3. Reach out to content coordinators for editorial questions
4. Report bugs through the designated support channels

Emergency Procedures

Urgent Content Updates

1. Log into admin panel immediately
2. Navigate to the relevant content
3. Make necessary changes
4. Publish immediately (skip review if urgent)
5. Notify team of emergency update

Content Rollback

If incorrect content is published:

1. Edit the content to correct version
2. Or change status to "Draft" to temporarily hide
3. Fix issues then republish
4. Document what happened for future reference

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Additional Resources

• Deployment Guide: Technical setup and hosting
• Development Guide: For developers and technical contributors
• API Documentation: For advanced integrations

For technical support or questions about this guide, contact the website administration team.

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Last updated: [Date] | Version: 1.0