Staff Only · Website Procedures

Website Administration Guide

Step-by-step instructions for updating the public La Peninsula website. Most changes are made directly through the site using staff mode; larger content changes are handled by editing the source files in Lovable.

Jump to a section

Subject index (A–Z)

The administrative folder, indexed by subject. Find the task, see where it lives on the site, who owns it, and jump to the written procedure.

Subject	Where it lives	Responsible	Procedure
Applications (Head Start enrollment)	/apply — parent form	Center Director	Open steps
Board & leadership listings	/about — Leadership section	Executive Director	Open steps
Calendar — monthly activities	/calendar — staff sign-in, per center	Directors & Admin Assistants	Open steps
Calendar — publish / lock a month	/calendar — Publish & lock button	Directors & Admin Assistants	Open steps
Careers — posting a job	/careers — staff mode	Executive Director	Open steps
Careers — reviewing resumes	/careers — Submitted applications	Executive Director	Open steps
Careers — salary ranges	/careers — staff mode → Edit salary	Center Directors	Open steps
Center information (Manida & Intervale)	/community, /contact, footer	Center Director	Open steps
Children's Page — add photos	/childrens-page or /photo-studio — signed-in staff	Directors & Admin Assistants	Open steps
Children's Page — captions & publishing	/photo-studio — drafts and captions	Directors & Admin Assistants	Open steps
Community resources	/resources — Community Resources	Family Worker	Open steps
Donations & giving tiers	/donate	Executive Director	Open steps
Elected officials list	/resources — Elected Officials	Family Worker	Open steps
Events & announcements	/events	Center Director	Open steps
Language toggle (EN/ES)	Site header — Google Translate	Website admin	Open steps
Programs content	/programs	Education Director	Open steps
Publishing changes to the live site	Lovable editor → Publish	Executive Director	Open steps
Reports & filings (990s, requests)	/reports — downloads and request form	Executive Director	Open steps
Center status (open/closed/delayed)	Staff page → Center open / closed status	Center Directors & administrative assistants	Open steps
Staff accounts & roles	/staff — Director roster panel	Center Director	Open steps
Training new staff on the website	This guide — Training checklist	Executive Director	Open steps
Transparency (990s, audits)	/about — Transparency & accountability	Executive Director	Open steps

Quick reference

Calendar access

/staff — email & password

Center Directors and administrative assistants sign in with their own account. The Careers page still uses the shared passcode lapen2026.

Where data lives

Calendar events and month locks are stored in Lovable Cloud, so all staff, families, and teachers see the same calendar on every device. Job applications are still stored on the device that received them.

Public site pages

Source files (Lovable editor)

src/components/alert-banner.tsx
src/routes/calendar.tsx
src/routes/careers.tsx
src/routes/events.tsx
src/routes/resources.tsx
src/components/site-header.tsx
src/components/site-footer.tsx

Center open / closed status

Each center has its own status (Open, Closed, Delayed opening, Early dismissal). Both statuses always show in the banner at the top of every page — visitors cannot dismiss it. No code editing or publishing is needed.

How to change a center's status

Go to /staff and sign in with your work email (Center Directors and administrative assistants).
Find the Center open / closed status panel.
Choose the status for 711 Manida Street and/or 1054 Intervale Avenue. A default message fills in automatically.
Edit the message if needed (for example, the exact dismissal time).
Click Save status. The banner updates for everyone right away.

Tip: Keep messages short and factual. Set both centers back to Open the next normal school day so families are not left with an old closure notice.

Calendar

The calendar is a monthly grid shared by both centers. It is stored in Lovable Cloud, so every change is instantly visible to all families, teachers, and staff on every device. Each month is either a Draft (open for edits) or Published & locked.

Standard operating procedure — monthly calendar update

Sign in at /staff with your work email and password, then open the Calendar page.
Use the ← and → arrows to reach the month you are updating.
If the ribbon says Published & locked, click Unlock month to edit. The month stays locked for everyone else until you unlock it.
Click + Add event, then enter the date, title, center, type, and an optional note. Click Save.
To change an event, click its day, then click Edit. Use Duplicate to reuse an event on another day, or Delete to remove it.
To rebuild a month from scratch, click Clear [Month] and add the new dates.
When the month is complete and checked, click Publish & lock [Month]. This freezes the month so families and teachers can rely on it.
Optional: click Print this calendar for a copy to post or send home. Then click Sign out.

Event types

Event / Workshop
PD Day (Staff)
Closure
Family-Teacher Conference
Early Dismissal
Other

Rules to remember

A locked month cannot be edited by anyone until it is unlocked.
Always re-lock the month when you finish editing.
Only Center Directors and administrative assistants can edit or lock.
Every change is shared instantly — there is no per-device copy.

Careers & Employment

The Careers page lists open positions and accepts resumes. Staff can post jobs, remove filled positions, and review/download submitted applications.

How to post a job

Go to the public Careers page.
Click Staff sign in and enter the passcode.
Scroll to the Staff · Post a new job form.
Enter the title, site, type, and summary.
Click Post job.

How to review applicants

Sign in to staff mode on the Careers page.
Scroll to the Submitted applications section.
Click Download resume to save the applicant's file.
Click Remove once the application is processed.

Important notes

Job postings and applications are stored locally on the device used to view them. Staff reviewing on different computers will not see the same list unless Lovable Cloud is connected.
To change the default seed jobs, edit seedJobs in src/routes/careers.tsx.
Resumes are embedded as Base64 data in local storage. They are safe, but not encrypted at rest.

Children's Page photos

The Children's Page has four galleries: In the Classroom, Outdoor Play & Movement, Arts, Music & Creativity, and Family Events & Celebrations. Photos are stored in Lovable Cloud, so every visitor sees the same gallery on every device.

How to add photos

Sign in at /staff with your work email (Center Directors and administrative assistants).
Open the Children's Page and click Add photos on the gallery you want, or go to Photo Studio.
Choose the gallery, then select one or more image files.
Write a short caption for each photo — no children's full names.
Click Publish. The photo appears on the public page immediately.

Photo release & privacy rules

Only post a child's photo if a signed photo release is on file for that child.
Use first names only, or no names at all, in captions.
Never include addresses, classroom rosters, schedules, or anything that identifies where a child can be found.
If a family withdraws consent, sign in, find the photo, and click Remove the same day.
Keep drafts unpublished until a Center Director reviews them.

Reports & filings

The Reports & filings page holds the Form 990 downloads (FY 2023, FY 2024, FY 2025) and a standard request form for every other document. It is also linked from About and the footer.

Standard operating procedure — document requests

A funder or partner submits the request form on the Reports page.
The request arrives at the organization's info email. Log it with the date, the requester, and the documents requested.
The Executive Director approves release and confirms the version to send (audited financials, PIR, ECERS, CLASS, board minutes, policies).
Send the documents within five business days and note the date sent.
If a document should be public going forward, ask the website admin to add it to the Reports page as a direct download.

Adding a new 990 or report: give the PDF to the website admin, who uploads it and adds a download card in src/routes/reports.tsx and on the About page, then publishes.

Enrollment applications

Families complete the Head Start interest form on /apply, choosing a preferred center (711 Manida Street or 1054 Intervale Avenue). The form produces a printable summary the family can bring to intake.

Weekly routine

Check for new applications at the start of each week.
Contact the family within three business days.
Confirm age eligibility, address, and required documents.
Schedule the intake appointment at the family's preferred center.
Record the outcome in the enrollment tracker.

Changing the form

Questions, eligibility text, and required documents live in src/routes/apply.tsx.
Ask the website admin to make changes, then publish.
Never collect Social Security numbers or medical details through the website form.

Language toggle (EN/ES)

The EN/ES buttons in the header use Google Translate to render the site in Spanish. No separate translation files are required.

How it works

EN: Clears the Google Translate cookie and reloads the page.
ES: Activates Google Translate and waits for the widget to load.
The choice is remembered in the browser for the next visit using local storage.

Troubleshooting: If ES does not translate, try clicking ES twice, wait a few seconds, or reload the page. The Google Translate widget is loaded asynchronously and may take a moment to appear.

Updating page content

Static page content (program descriptions, events, elected officials, resources, staff bios, contact info) is updated in the Lovable editor by editing the route file for that page.

Page	Source file	What to edit
Home	`src/routes/index.tsx`	Hero text, stats, program cards
About	`src/routes/about.tsx`	Leadership, history, transparency links
Programs	`src/routes/programs.tsx`	Program descriptions, benchmarks, curriculum
Events	`src/routes/events.tsx`	Upcoming and past event lists
Resources	`src/routes/resources.tsx`	Enrollment steps, FAQ, community resources, elected officials
Community / Centers	`src/routes/community.tsx`	Center addresses, hours, programs, directions
Contact	`src/routes/contact.tsx`	Contact cards, form fields, phone numbers
Header / Footer	`src/components/site-header.tsx` `src/components/site-footer.tsx`	Navigation links, contact info, quick links

General editing workflow

Open the source file in the Lovable editor.
Update the text, dates, or links inside the relevant constants.
Save the file. The preview will update automatically.
Publish the site when you are ready to make changes live.

Staff accounts & access

Calendar access uses real accounts — each Center Director and administrative assistant signs in with their own email address and password on the Staff sign in page. The Careers page still uses the shared staff passcode.

First-time setup

The Executive Director goes to /staff, clicks Create account, and signs up. The first account automatically becomes a Center Director.
Once signed in, the Staff with calendar access panel appears. Add each Center Director and administrative assistant by email.
Each person then goes to /staff, clicks Create account, and sets their own password using that same email.

Roles and permissions

Center Director — edits the calendar, publishes and unlocks months, and manages who has access.
Administrative Assistant — edits the calendar and publishes or unlocks months.
Everyone else — can view the calendar only. Nothing can be changed without an approved account.
To remove access, a Center Director clicks Remove next to that person's email on the /staff page.

Publishing the site

Two kinds of changes exist. Know which one you are making.

Live immediately — no publishing

Center open / closed status
Calendar events, locks, and month clearing
Children's Page photos and captions
Staff accounts added or removed by a Director

Needs a publish

Page wording, programs, events lists, resources, elected officials
Leadership and board listings
New report or 990 downloads
New pages, navigation, or design changes

Workflow: the website admin edits the file in the Lovable editor, checks the preview, then clicks Publish. The public site is la-peninsula.lovable.app.

Training checklist

Use this in a one-hour session with each Center Director and administrative assistant. Have them do each step themselves while you watch.

Sign in at /staff with their own email and password.
Set their center's status to Delayed opening, view the banner on the home page, then set it back to Open.
Open /calendar, unlock the current month, add a test event, edit it, delete it, then publish and lock the month again.
Print the calendar from the print view.
Add one photo to a Children's Page gallery with a caption, then remove it.
Review the photo release and privacy rules out loud and confirm understanding.
Post a test job on /careers with a salary range, then remove it.
Walk through the Reports & filings request procedure and who approves releases.
Review the escalation path: who to contact for page content changes and publishing.
Bookmark this guide and the Subject index.

Record keeping: note the date each person completed the checklist and keep it in the personnel file. Repeat the session annually and whenever roles change.

Build & change record

A running record of every transaction completed to bring the website to its current state. Keep adding to this list as new work is completed so the folder stays complete.

1 · Foundation

Established the site design system (ivory, deep pine, warm accent) with light/dark support.
Set editorial typography (serif headings, sans body) and shared layout tokens.
Built the site header with navigation and the EN/ES language toggle, plus the site footer with both center addresses.

2 · Public pages

Home, About, Programs, Resources, Events, Get Involved, Community (Centers), Contact, Donate.
Migrated program copy (Head Start, Health & Wellness, Nutrition) and quality benchmarks (ECERS, CLASS, NAEYC).
Added Transparency section for 990 filings and audited financials.
Added Community Resources and an Elected Officials directory (federal, state, city).
Added SEO metadata, canonical links, and organization JSON-LD.

3 · Family services

Built /apply — the Head Start enrollment form with validation and a printable summary.
Added the school status alert banner shown at the top of every page.

4 · Employment

Built /careers with public job listings and a resume submission form.
Added staff mode for posting openings and reviewing submitted applications.

5 · Calendar system

Built /calendar as a monthly grid, filterable by center (Both / Manida St / Intervale Ave).
Moved the calendar to the cloud database so every device sees the same events instantly.
Added month locking: a published month is rejected for edits until a director or assistant unlocks it.
Added month clearing, event duplication, and a print view for parents and teachers.

6 · Accounts & permissions

Built /staff sign-in with individual email and password (no shared passcode).
Created the two staff roles — Center Director and Administrative Assistant — stored in a separate roles table.
Added the Director-only roster panel to invite, change, or remove staff access by email.

7 · Administration

Created this Administration Guide with per-subject procedures and the SOP for monthly calendar updates.
Added the alphabetical subject index above so any task can be found in one step.
Linked the guide from the site footer for staff access.

8 · Photos, reports & status

Built the Children's Page with four galleries and the Photo Studio for staff uploads and captions.
Added the /reports page with FY 2023–2025 Form 990 downloads and a standardized document request form.
Replaced the dismissible banner with a permanent, database-backed status banner for both centers, editable from /staff.
Added salary ranges to job postings, editable by Center Directors only.
Expanded this guide with procedures for photos, reports, applications, publishing, and staff training.

Troubleshooting

My calendar edits disappeared

Edits are stored in the browser on the device you used. If you switch devices, clear browser data, or use private browsing, the changes are gone.

Spanish translation is not working

Click ES again, wait a few seconds, or reload the page. Google Translate loads after the page and needs a moment to initialize.

I changed the status but still see the old one

Reload the page. If it still looks wrong, confirm you clicked Save status for the right center — each center is saved separately.

I cannot find a page to edit

Check the source file list in the Quick Reference section. Each public page has a matching file in src/routes/.