Web Deacon Training – Session One

This training session will cover the following sections of your website.

1. Updating Service Locations
2. Updating Midweek Locations
3. Updating Bible Talk Information
4. Edit MP3 tags properly
5. Uploading Sermons to your region directory
6. Add an entry to the USD21 Database and tag it correctly.

PART 1: Site Access
First thing we need to make sure is that you have access to your WordPress Dashboard for your website to modify your content.

u: <contact us to get credentials>
pw: <contact us to get credentials>

Then everyone will need an FTP account to be able to UPLOAD sermons to your media directory. You typically need three things to properly log into your FTP section.

SERVER: ftp.yoursite.com
USERNAME: webadmin@yoursite.com
PW: <contact us to get credentials>

In order to enter your sermons into the database you will need to access to the USD21 database system that was developed about 6-7 years ago. For the time being it will stay on this system, but very soon it will change to a more user friendly system that should make life easier to input sermons.

PART 2: Updating Service Locations.
Where services are located is probably the most important area of your site. It’s what will direct your visitors to service.

1. Log into your site via the wordpress dashboard.
2. Once you’ve reached the dashboard, go to APPEARANCE > WIDGETS. Each website may be setup differently so be careful what you edit. If you modify a WIDGET, the content will forever be gone and you will need to recreate it.
3. Find out where your SERVICE LOCATION is within the widget section.
4. Most of the sidebars should have a TEXT BOX with some dummy content in it.
If not, contact us. To add a content box simply find the TEXT WIDGET
(Arbitrary Text) on the middle section and drag it into your WIDGET. Make sure
your widget is open first by clicking on the right triangle.
5. Once your text box is there, you need to name the widget under the
title. Something like SUNDAY SERVICES should be fine, then you will need to
input some basic text. If you are not familiar with HTML (Hypertext Machine
Language), don’t panic. The main commands you will use are very easy.
Basic HTML
All text content should go in between these two tags. This creates a nice cushion
below the paragraph so it formats nicely.
<strong></strong> BOLD TEXT
Anything within the <strong> tags will be bolded.
This is a simple return as html does not recognize line breaks.
You can also input images but we’ll cover that next time.
So for our example, let’s start out with our basic text.
<p>This Sunday we will be having service at the Downtown Los Angeles
Sheraton Hotel in the Main Ballroom at 10am. Parking is $5 or free if you find
street parking. Children’s classes available for all ages!</p>
<p>For more information, contact REGION LEADER at 213-123-1234 or via our
contact page above.</p>
This should display as follows:
This Sunday we will be having service at the Downtown Los Angeles Sheraton
Hotel in the Main Ballroom at 10am. Parking is $5 or free if you find street
parking. Children’s classes available for all ages!
For more information, contact REGION LEADER at 213-123-1234 or via our
contact page above.
6. GoogleMaps
Another thing that you can add is a google map with directions to your
service. This is pretty straightforward.
If the address to service is 711 S. Hope St. Los Angeles, California just go to
googlemaps.com and input the address.
Then you should see a red A with a locator button. Verify that the address is
correct. Then on the upper left hand corner should be a couple of icons that look
like this…
Right next to the printer icon there is a chain link. Click on it once and a small
window will open up with two options. A short URL and some HTML code.
Simply double-click on the HTML code and it should select all the code.
Then go back to your TEXT WIDGET and paste the html code right under your
paragraphs. It should look like this.
<iframe width=”425″ height=”350″ frameborder=”0″ scrolling=”no”
marginheight=”0″ marginwidth=”0″
mp;ll=34.047623,-118.258891&amp;output=embed”></iframe><br /><small><a
mp;ll=34.047623,-118.258891″ style=”color:#0000FF;text-align:left”>View Larger
The only thing that you need to change in this entire section is at the very
beginning where it has the iframe width and height. It needs to be 325 pixels
instead of 425.
Then click SAVE and you are done.
Q) Do we have any questions so far?
Now for your midweek services you will do the exact same thing. Drag a new
TEXT WIDGET and drag it right below your Sunday Service Widget. Then
repeat the steps we did to create the Sunday Widget.
– Once everyone is done please let me know and I’ll look over it to make sure it’s
Now that you’ve familiarized yourself with editing a widget now we’re going to
input your regional contact info. It should be formatted pretty simple.
<strong>Region Leaders</strong><br />
John & Jane Doe<br />
123-123-1234 / 123-123-1234<br />
<br />
<strong>Campus Ministry</strong><br />
Campus Leader<br />
123-123-1234</br />
<br />
The above code should look like this.
Region Leaders
John & Hane Doe
123-123-1234 / 123-123-1234
Campus Ministry
Campus Leaders
Don’t forget to click SAVE or all your work will be for nothing.
One of this first things you need to do with an audio file is make sure it’s
compressed correctly. There are many different methods but the easiest is
through a dedicated audio application OR through iTunes. iTunes will allow you
to not only compress the file properly, but you can also edit the ID3 tag
correctly. So let’s start with the audio file.
1. Typically if you are using a small recorder you will have a WAV or MP3
file. Most of the time the compression is not very good because it’s a set
compression method. The goal is to make the file as small as possible without
compromising the quality of the audio.
2. Once you’ve got the original audio on your system. Open it in iTunes.
3. In iTunes you need to set it up to compress your MP3’s for sermons. Do this
by opening iTunes, PREFERENCES, then select IMPORT SETTINGS.
4. Select Import Using MP3 Encoder, Setting > Custom > 32kbps (this is typically
fine for sermon quality audio)
5. Be sure Channels is set to MONO. No need for stereo. Then select OK, then
OK once more. Done.
6. Now in your MUSIC LIBRARY find the original audio. Click it once to select it.
Then RIGHT CLICK CREATE MP3 VERSION. It should take a couple seconds
and that’s it.
7. Now It’s time to edit the ID3 tag.
Find the converted file. You can find it in iTunes > PREFERENCES >
ADVANCED > iTunes Media Folder Location. Once you find it, open it in iTunes
again (if it hasn’t done it automatically).
Once it’s selected in your MUSIC LIBRARY, use CMD + I (mac) or CTRL+I (pc)
and it will open the information screen. Then go the INFO tab. Then fill out these
fields… (NAME, ARTIST, YEAR, ALBUM -sunday services, midweek, etc-
COMMENTS i put the website, Genre I use Voice Memo. You can also create
Artwork which I haven’t done as of yet, but we should start when people
download the file to their phones.
a. This convention is crucial for us to be able to automatically centralize all of the
church’s media into one huge DB from several different sites.
b. We use the international date format 2013-04-22. I see you using this
incorrectly by using single digit numbers
c. We also use a hyphen to separate out the different pieces of information and
an underscore to replace spaces. I see you using a hyphen to replace spaces.
d. We use Title format and capitalization on everything
e. Errors in the naming convention will cause us to not be able to parse the
filenames and gather the date, speaker, title, series/event to inject into the DB
Naming convention examples:
Bad example: 2012-11-2-cesar-limon-running-the-race.mp3
Good example: 2012-11-02-Cesar_Limon-Running_the_Race.mp3
1. In order to upload your files to our server you will need whats known as an
FTP Client. (File Transfer Protocol)
Filezilla is a free FTP client that you can use. Once you open it up you will need
to input the following to be able to login to our server.
USER NAME: <provided>
PASSWORD: <provided>
PORT: 21
2. This should automatically take you directly to your regions MEDIA
FOLDER. Now it’s good practice to organize your files so it’s not a mishmash of
random files. SUNDAYSERVICES, MIDWEEKS, etc. (no spaces)
3. Once you’re in the proper directory, simply drag and drop your sermon file.
Make sure you’ve renamed the file with the proper naming convention!
4. This should take 10-15 minutes depending on your internet connection.
5. Be mindful of the file path. You will need that for the next step and it’s very
crucial to making your sermons work.
1. This is the key element in getting your sermons to pull up automatically every
2. Login to our USD21 Database system.
3. Click on MEDIA ADMIN
4. Then click on ENTER NEW MEDIA
5. Fill out the requested fields in the form.
2. TITLE: Name of Sermon
3. Scripture: If there is a specific scripture reference, usually left blank
4. Speaker
5. SECTION. This is crucial in ensuring that your sermon is assigned to your
sermon player. Each region should have an identifying Section. If for
some reason it doesn’t, I will create it for you. So if you are from the WEST
region you will select WEST REGION.
6. PATH: The most important information that needs to be correct goes
here. This is the direct path of where the file is located. In most cases it
should be http://caicc.net/<region>/media/
7. Then you input the file you are referencing. 2013-01-01-Kip_McKean-
Preach_The_Word.mp3 so the final path line should look similar to this.

If you have a video file as well, just put a comma then the path of the video file.
IMPORTANT: Once the files are uploaded onto the server they cannot be moved
or renamed. If you do the link will no longer work. So if you modify your directory
structure, you will need to go in and modify each file to account for the changed
6. Once you have filled out all the information, click on ENTER MEDIA and that’s