WordPress Site Administration

1. Overview

The Event Management System integrates with WordPress through two plugins:

Plugin Purpose

Event Payment Plugin

Handles WooCommerce payment processing and order synchronisation

Event Info Plugin

Displays event information using shortcodes and custom post types

This guide covers the day-to-day administration tasks for managing events and orders on your WordPress site.

2. Managing Events

2.1. Creating an Event

  1. Navigate to Events > Add New in the WordPress admin

  2. Enter the event title and description

  3. Set the featured image (used in event listings)

  4. In the Event Details metabox:

    • Select the event from the admin-service dropdown

    • Set the registration end date/time

  5. Assign categories (Road Race, MTB, Trail Run, etc.)

  6. Publish the event

2.2. Event Categories

Event categories help visitors filter and find events:

Category Description

Road Race

Road cycling events

MTB

Mountain bike events

Trail Run

Trail running events

Gravel

Gravel cycling events

To manage categories: Events > Categories

2.3. Linking Events to Admin-Service

Each WordPress event page must be linked to an event in the admin-service:

  1. Edit the event page

  2. In the Event Details metabox, select the event from the dropdown

  3. The dropdown shows: Event name, dates, venue, city

  4. Save the page

The dropdown refreshes daily. To force a refresh, save the page without changes.

3. Displaying Event Information

3.1. Available Shortcodes

Add these shortcodes to your event page content:

Shortcode Displays Example

[Courses]

Race routes with RideWithGPS maps

Interactive tabbed route viewer

[EventCategories]

Age categories and birth years

Table of age groups

[Program]

Event schedule/timetable

Chronological program listing

[Races]

All races with start times

Race name, time, course

[Registration]

Registration portal button

"Enter Now" button

3.2. Featured Events Grid

Display upcoming events on any page:

[featured-events count="4" layout="grid" columns="4"]

Attributes:

Attribute Default Description

count

4

Number of events to display

layout

grid

Display mode: grid or slider

columns

4

Grid columns (2, 3, or 4)

category

(all)

Filter by category slug

Examples:

// Homepage slider with 6 events
[featured-events count="6" layout="slider"]

// Road races only, 3-column grid
[featured-events category="road-race" columns="3"]

3.3. Registration Button

The registration button automatically:

  • Links to the registration portal with the correct event

  • Shows "Online registration is now closed" after the deadline

Customisation:

[Registration btn-txt="Enter Now" closed-text="Registration closed"]

4. WooCommerce Order Management

4.1. Order Statuses

Status Meaning Action Required

Pending

Awaiting payment

None - customer needs to complete payment

Processing

Payment received

Order is being processed

Completed

Order fulfilled

None - order complete

On-hold

Awaiting confirmation (e.g., EFT)

Verify payment and change status

Cancelled

Order cancelled

None - notify customer if needed

Refunded

Payment refunded

Process refund through payment gateway

4.2. Viewing Order Details

  1. Navigate to WooCommerce > Orders

  2. Click on an order to view details

  3. The Order Notes section shows:

    • Admin-service sync status

    • Payment gateway responses

    • Any errors encountered

4.3. Participant Information

Each order line item shows participant details:

  • Entrant ID (admin-service reference)

  • Entrant Name

  • Date of Birth

  • Age Category

  • Race Type(s)

4.4. Changing Order Status

When changing order status manually:

  1. Edit the order

  2. Select the new status from the dropdown

  3. Add an order note explaining the change

  4. Click Update

The status change automatically syncs to the admin-service.

4.5. Handling Refunds

  1. Edit the order

  2. Click Refund button

  3. Enter refund amount and reason

  4. Process through payment gateway

  5. Status updates to "Refunded" and syncs to admin-service

5. Plugin Configuration

5.1. Event Payment Plugin Settings

Navigate to Settings > Event Payment API:

Setting Description

Admin API URL

Base URL of the admin-service API

Admin API Key

Authentication key for admin-service

Default Product

Fallback WooCommerce product for pricing

Entry Portal URL

Registration portal base URL

Enable Logging

Turn on debug logging (for troubleshooting)

5.2. Testing API Connection

  1. Go to Settings > Event Payment API

  2. Click Test Connection

  3. A success message confirms connectivity

  4. If connection fails, check:

    • API URL is correct

    • API key is valid

    • Server can reach admin-service

6. Troubleshooting

6.1. Common Issues

6.1.1. Shortcode Shows "Data unavailable"

  • Event is not linked to admin-service

  • API connection failed

  • Event has no data (courses, categories, etc.)

Solution: Edit the event page and verify the event is selected in the dropdown.

6.1.2. Registration Button Missing

  • Registration end date not set

  • Registration has closed

Solution: Check the registration end date in the event details.

6.1.3. Order Not Syncing

  • Check WooCommerce logs: WooCommerce > Status > Logs

  • Look for "event-payment-api" log entries

  • Verify admin-service is accessible

6.1.4. Featured Events Not Showing

  • No upcoming events (past events are excluded)

  • Category filter doesn’t match any events

  • Events not published

Solution: Ensure events have future start dates and are published.

6.2. Debug Logging

To enable detailed logging:

  1. Go to Settings > Event Payment API

  2. Enable "Debug Logging"

  3. Logs appear in:

    • WooCommerce > Status > Logs (select "event-payment-api")

    • Plugin directory: debug.log

6.3. Getting Support

For technical issues:

  1. Check the WooCommerce logs for error messages

  2. Verify API connectivity using the test function

  3. Note the order ID and any error messages

  4. Contact support with this information

7. UI Mockups

8. Related Documentation