title: “Noticeboard”

This guide covers the Noticeboard module. If your gallery has not switched it on (the Owner does that in Settings → Extensions), this page will not match what you see — skip it for now.

Noticeboard

For gallery staff. The Noticeboard is where the gallery posts the things every member should see — a change of hours, a call for work, a reminder about the desk rota — and keeps the standing documents members need to look up: the bylaws, the handbook, the commission schedule. It lives under Noticeboard in the sidebar. This guide is your side of it; what your member artists see is in Notices from your gallery and Gallery Documents.

Before you start

The Noticeboard is an extension. A new gallery has it switched on already. If there is no Noticeboard in your sidebar, the owner or an administrator turns it on:

1. Go to Settings → Extensions.
2. Find Noticeboard.
3. Press Enable.

Only the owner or an administrator sees that button; anyone else reads Ask the owner to enable this extension. Until it is on, opening the page shows This feature is turned off.

Delete data on the same card is not the same as Disable. Disabling is reversible. Delete data permanently removes every notice, its attachments, reads, likes and email records, and everything on the Membership Info shelf, with the uploaded files.

Who sees what

Noticeboard appears in the sidebar for everyone on your staff. The tabs along the top depend on your role:

Viewers and the gallery roles (curator, show manager, front desk) read like a viewer: Board and Membership Info, nothing to edit. The server checks the same rules on every request, so a hidden tab is not just hidden.

For a gallery, the audience of a notice is your current member artists. They read it in their portal: they press The Gallery, then Notices. A visitor to your website never sees a notice or a shelf item.

The Board tab

The published notices, urgent ones first, then newest first. Each card shows the title, when it was published, how many attachments it has and when it expires. A notice you have not opened yet is marked New.

Press a card to open it. You see the full notice, its attachments, and the like button with its count. Each attachment has Download; a PDF or a picture (PNG, JPEG, WebP) also has View, which opens it in a viewer on the same page (see Viewing an attachment below). Pressing the like button likes or unlikes the notice as you.

With nothing published yet, an editor sees No notices yet and a Write the first notice button, which opens the editor on the Manage tab.

Writing a notice

1. Go to Noticeboard → Manage.
2. Press New notice. A box titled New notice opens.
3. Fill in Title (required, up to 200 characters).
4. Write the body under Notice. It takes formatting, links and inline images. Images you place in the notice are stored at a public URL that does not expire. Use an attachment for anything private. Images must be 5 MB or smaller.
5. Tick the options you want (both are described below):
   • Urgent — pinned to the top with a red badge
   • Email all members when it is published
6. Optionally set Expires on. The label names the time zone it uses: your gallery’s, or your browser’s if the gallery has not set one. Members stop seeing the notice at this time; it moves to the archive on the next hourly run.
7. Optionally attach files (see below).
8. Finish with one of:
   • Save draft — keeps it on the Manage tab under Draft. Members see nothing.
   • Publish now — it goes on the board straight away.
   • Schedule… — opens Publish at. Pick a date and time and press Schedule. It goes live at the next hourly run after this time, so a notice scheduled for 9:15 appears at the first run after 9:15, not at 9:15 exactly.

Urgent notices

Ticking Urgent pins the notice to the top of the board with a red Urgent badge. In the member portal, an urgent notice also puts a red band at the top of every page until the member opens it. Ticking Urgent ticks Email all members for you; untick it if you do not want the email.

Emailing members

With Email all members when it is published ticked, publishing sends one email to every current member artist with an email address, including members who have never signed in. The subject is the notice’s title (marked [Urgent] for an urgent notice), the email carries the start of the text, and a button takes the member to the notice in their portal. A scheduled notice is emailed when it goes live.

The email goes out once. If you published a notice without it, you can still send it: go to Noticeboard in the sidebar → Manage tab → Edit on the notice. On a published notice the box reads Email all members when I save; tick it and press Save changes. The confirmation reads Changes saved. Emailing all members now. Once the email has gone, the box stays ticked and greyed out with Members were emailed about this notice. It is not sent again., so saving the notice again never emails anyone twice.

Attachments

Under Attachments, press + Attach file. PDF, Word, Excel, PowerPoint, PNG, JPEG or WebP, up to 25 MB each, at most 10 per notice. Attachments are stored privately: only people who can see the notice can download them.

Viewing an attachment

On a published notice (Noticeboard → Board tab → press the card) and in the editor (Noticeboard → Manage tab → Edit on the notice → Attachments), a PDF or a picture (PNG, JPEG or WebP) has View. It opens the file in a viewer on top of the page: a PDF’s pages scroll, a picture is fitted to the screen. The viewer has Download and Close (or press Esc). On a phone the viewer fills the screen, and a PDF also offers Open in browser viewer, which opens the same file in the phone’s own viewer; go back to return to the notice.

Word, Excel and PowerPoint files keep Download only and say Preview not available for this file type. They are never sent to an outside viewer service.

The viewer uses the same link and the same checks as Download: only people who can see the notice can open it, and the link lasts an hour. If the viewer says This link has expired, reopen the notice, close it and press View again.

Two things happen at once, not when you save:

• Attaching a file to a brand-new notice saves it as a draft first, so the file has somewhere to go. The confirmation says so: Attached. The notice was saved as a draft so the file could be kept with it. The draft is under Manage → Draft if you close the editor.
• Remove beside a file asks first, in the editor: Remove rules.pdf? It is deleted straight away and cannot be undone. Press Remove to delete it, or Keep to leave it. Once removed, closing the editor or pressing Cancel does not bring it back.

Managing notices

The Manage tab groups notices under Draft, Scheduled and Published, with a count on each. Search finds notices by title or text. Each row carries what applies to it:

Under each title the row says when it was published, when a scheduled one Goes live, when a draft was last edited, its expiry, and its likes. For an emailed notice it shows the delivery tally, for example Emailed 42 · 1 failed · 2 pending; before publication it shows Email all members at publish.

Archive asks Archive this notice? and explains that it leaves the board for every member. An admin can restore it from the Archive tab. Press Archive to confirm.

There is no delete on the Manage tab. A notice is deleted from the Archive tab.

The Archive tab

Administrators and the owner only. Notices you archived show Archived; notices whose expiry passed show Expired.

• Restore puts a notice back on the board. If its expiry had already passed, the expiry is cleared: Restored. Its expiry had passed, so it was cleared — set a new one if you need it. Restoring does not email anyone again.
• Delete asks Delete this notice for good?: the notice and its attachments will be removed permanently. This cannot be undone. Type DELETE in the box to enable the button.

The Analytics tab

Administrators and the owner only. This is the one screen that puts a name next to a read.

The top row covers the whole board: Published, Average reach (notices from the last 90 days), Urgent on the board, Unread and Audience (your current member artists).

Pick a published notice on the left to see:

• Reach — the share of the audience who opened it.
• Unique viewers — members who opened it, out of the audience. Staff opens are not counted here.
• Opens — every open, by anyone, including repeat opens.
• Likes and Emailed (sent, failed and pending).
• First opens by day, as a chart.
• Who viewed — each reader’s name, First viewed, Last viewed and Opens. A staff reader is marked not in audience.
• Liked by — the names of everyone who liked it.

The Membership Info shelf

Noticeboard → Membership Info is the gallery’s standing shelf: links to documents that live elsewhere, such as a shared Google Drive or SharePoint folder, and files uploaded to the gallery’s own private storage. Notices are dated and expire; shelf items do not. Members see the published ones on the Gallery Documents page of their portal (they press The Gallery, then Gallery Documents), in the order you set here.

Everyone on staff can open the tab and follow the items. The buttons below appear for editors, administrators and the owner only.

Adding a link

1. Press Add link. A box titled Add a link opens.
2. Fill in Title (up to 150 characters) and, if you like, Description (optional) (up to 500).
3. Paste the address into Link. It must start with http:// or https://. Members open this in a new tab. Make sure they have access to it where it lives.
4. Press Add link.

Uploading a file

1. Press Upload file. A box titled Upload a file opens.
2. Fill in Title and, if you like, Description (optional).
3. Under File, choose the file: PDF, Word, Excel, PowerPoint, PNG, JPEG or WebP, up to 25 MB. It is stored privately and members download it through the portal.
4. Press Upload.

A new item is published at once: members see it straight away. Use Unpublish if it is not ready.

Arranging the shelf

Each item has these buttons:

• ↑ and ↓ move it up or down. Members see the same order.
• Edit changes the title, the description, and a link’s address. A file itself cannot be swapped: To replace the file, delete this item and upload the new one.
• Unpublish hides it from members (Hidden from members.) and marks it Unpublished here; Publish shows it again (Visible to members.). Staff still see an unpublished item on this tab.
• Delete asks Remove this item? and removes it for every member; for a file, the file is deleted from storage too. This cannot be undone.

When it goes wrong

• There is no Noticeboard in the sidebar. The extension is off. See Before you start.
• Give the notice a title. The title is the one required field.
• The expiry must be in the future., The scheduled time must be in the future. or The publish time must be in the future. Pick a later time.
• The expiry must be after the publish time. You scheduled the notice to go live after it would already have expired. Move Expires on later, or pick an earlier publish time.
• The expiry must be after the time the notice was published. On a published notice, pick an expiry later than when it went live.
• The expiry has already passed. Clear it or move it later, then publish. Clear Expires on or set a later time, then Publish now.
• An archived notice is restored, not published. Restore it from the Archive tab instead.
• A published notice cannot be scheduled. Scheduling is for drafts.
• This notice was never emailed. To send it, open Edit, tick “Email all members when I save” and press Save changes. You pressed resend on a notice that was published without the email. Send it from the editor, as under Emailing members.
• Everyone has already received this notice. The resend found nobody left to send to.
• That file type is not supported (PDF, Word, Excel, PowerPoint, PNG, JPEG, WebP). Convert it, or put it on the shelf as a link.
• Attachments must be 25 MB or smaller. or Files must be 25 MB or smaller. The same limit for notices and the shelf.
• A notice carries at most 10 attachments. Combine files, or link to a shared folder from the notice.
• Nothing to show after removing unsupported content. The notice body was pasted from somewhere that left nothing the board can display. Retype it, or paste it as plain text.
• The link must start with http:// or https://. Copy the full address from the browser’s address bar.