WUGO Updates and Usage

Dear Presidents and Treasurers,

We would like to offer you a sneak peak of the Washington University Group Organizer – WUGO! We are in the process of overhauling Portfolio to make for a smoother, more beneficial, and more user-friendly experience. You can expect several changes over the next year and we will be asking for your input and feedback as we go, but we have already added some new benefits.

  1. In lieu of a student planner, all large event dates will be entered in the improved WUGO calendar. Events can be entered from your organization page and added to the campus calendar. Check out the calendar here and click the “calendar” button on the left to see the full view. Make sure you get you events added soon! (Step by step instructions below)
  2. WUGO will also make it easier to reserve spaces for your student group. Over the summer the University switched to a new space reservation system that is integrated with WUGO. Only those registered as officers for student groups or those registered as a “Space Requester” will be able to reserve space for your student group. Make sure to update your WUGO page so that your officers and space requesters are registered. (Step by step instructions below.)
  3. All new students are being told to visit WUGO to learn about student organizations and how to get involved. To recruit new members, it is important that your page is updated and full. See below for a few quick tips and instructions for updating your page.

Direct any questions you have about WUGO pages and rosters to Peggy Hermes and any questions about the new campus calendar to Josh Gruenke.

To Be Added to Your Organization Page:

  1. You will not be able to do any of the below steps until you are listed as an officer in your student group.
  2. If you are not on the roster, contact a past officer to add you to the page.
  3. If you are unable to contact a past officer, email Peggy Hermes.

To Add Events to the WUGO Calendar:

  1. Log in to WUGO.
  2. Open your organization’s page (can be found in the organization directory).
  3. Click on the blue “Submit an Event” button in the middle of the page or select “Events” from the grey navigation bar and then click the blue “Create Event” button. **
  4. Fill out the first page of information with your “flyer” information – this is what will be shown when someone clicks on the calendar entry for details.
  5. Include an image to make sure your event shows on the home page in addition to the calendar.
  6. If your event is open to all students and you want it included in the campus-wide calendar, be sure to select “Anyone in the World” for the “Show To” options.
  7. Continue filling out the event registration form.
  8. When your event is approved it will appear on the calendar.

**If you do not see the “Submit an Event” or “Create Event” buttons, you do not have the necessary permissions in the group. See how to update your roster below.

To Update Your WUGO Roster:

  1. Log in to WUGO.
  2. Open your organization’s page (can be found in the organization directory).
  3. Click on “Roster” in the grey navigation bar
  4. Click the “Manage Roster” button on the right side of the page
  5. To add someone to a position who is already on the roster:
    1. Click on “Edit Positions” button next to their name (names are alphabetical by first name)
    2. Check the box next to the position you want to assign to them
    3. Click the blue “Save” button
    4. Be sure to remove old members and end permissions for outgoing officers (see below)
  6. To add someone to a position who is not already on the roster:
    1. Click the blue “Invite People” button near the top of the page
    2. Add the student’s wustl email address to the email box
    3. Click the “Add E-Mail Addresses” button below the box
    4. Select the position you would like to assign from the drop down menu
    5. Click blue “Send Invitations” button
    6. Be sure to remove old members and end permissions for outgoing officers (see below)
  7. To end a position or end a membership
    1. Find the person who previously held the position (position is listed to the right of the name)
    2. Click on “Edit Positions” button next to their name
    3. Un-check the box next to the position
    4. Click the blue “Save” button
    5. If the person is no longer a member/ has graduated, be sure to end their membership by checking the box next to their name and clicking the grey “End Membership” button at the top of the roster.

Tips and Instructions for Updating a WUGO page

  1. Update your roster (especially primary contact) and invite all of your members to join.
    1. See above
  2. Update the description
    1. Click on “about” in the grey navigation bar
    2. Click the blue “Edit” button
    3. Update the summary (254 characters) which will appear in the directory
    4. Update the full description – no limit, can include links, text formatting, etc.
  3. Add a profile picture
    1. Click on “about” in the grey navigation bar
    2. Click the blue “Edit” button
    3. Click the “Choose File” button. This image will appear in the directory and in the circle at the top of our org page. Groups often use a logo here.
  4. Add a cover photo
    1. Click on “More” in the grey navigation bar and select “Cover Photos” from the drop down
    2. Follow the instructions provided
  5. Add/update external website links
    1. Click on “about” in the grey navigation bar
    2. Click the blue “Edit” button
    3. Scroll towards the bottom of the page
    4. Enter relevant URLs
    5. Check the check boxes to have Facebook or Twitter feed displayed on the organization home page
  6. Add events – while only events open to all students will be listed on the main calendar, your organizations events will appear on your organization page.
    1. See above
  7. Add news articles – no news isn’t great news! You can add news posts to appear on the WUGO home page to draw students to your organization page.
    1. Click on “News” in the grey navigation bar
    2. Click the blue “Create Article” button
    3. Add content – you can include links, images, etc
    4. Click the blue “Save” button