Early Music San Antonio
Everything you need to approve an event, fix a mistake, read a message, or change how the site looks. Nothing here can break the site.
There is one page where all of this happens. It isn't linked from the menu, so nobody finds it by accident — you go to it directly.
Bookmark it. That's the only address you need.
Then you won't have to do it again on that computer or iPad.
There's one password and you share it. Whatever one of you can do, the other can do — approving, editing, hiding, all of it. So if one of you is not up to it on a given day, the other can simply do it instead, and nothing has to be handed over.
Ask whoever set the site up for it — it is not written down in this guide on purpose. Treat it like a house key: it's fine on your own devices, but don't email it or send it in a text.
When somebody fills in the Submit Your Event form, the event does not go on the site straight away. It waits for one of you to look at it. That's what the first tab is for.
The number beside it is how many are waiting. If it says 0, there's nothing to do.
You'll see everything the person typed — the date, the venue, who's performing, ticket prices, and their own name and email in case you need to ask them something.
The event appears on the site within a few seconds. You don't need to do anything else.
If it's spam or clearly not an early music concert, press Reject instead. Nothing is sent to the person either way — approving or rejecting is silent.
Some submissions arrive with a red note saying they look like spam. That's a guess, not a verdict — a real concert can be flagged by mistake. Read it before you decide.
Any event on the site can be changed — including the hundreds that came across from the old website. A wrong time, a misspelled name, a venue that moved. Both of you have exactly the same access here.
You can search by the event name, the venue, who's presenting it, or a date like 2024-11 for November 2024.
The site updates within a few seconds.
There are thirteen boxes on an event. You can change any of them, and you only ever change the ones you actually type in — anything you leave alone keeps following the original listing.
Your changes are kept separately from the original listing — the original is never overwritten. There's a button on every event called Undo all edits to this event, and it puts the event back exactly as it was, no matter how long ago you changed it or how many times.
So if you're not sure whether to touch something: touch it. It's reversible.
Two small things worth knowing. Boxes you don't touch keep following the original listing, so you only ever change what you actually typed in. And renaming an event doesn't break links people already have — the web address stays the same.
Just type normally. Leave a blank line between paragraphs and it will come out as paragraphs on the page. You don't need to know any code.
Sometimes a concert is cancelled, or something was posted that shouldn't have been. You don't delete it — you hide it.
It disappears from the listings, the calendar and its own page within a few seconds.
Untick the same box to bring it back. Nothing was ever thrown away.
When somebody writes in through the Contact Us page, their message lands in the second tab.
That opens your normal email program with their address already filled in. You reply as you would to anyone.
This only tidies your list. It doesn't send the person anything.
The fourth tab, Style, holds the site's design — colours, type sizes, spacing — as a list of single settings you can adjust.
Every setting is a single design value — a colour, a size, a spacing. There's nothing on that tab that can break the layout or take the site down. Have a play.
Short version: you don't have to remember anything. Here's what happens when somebody uses one of the forms.
When somebody submits an event or writes in through the Contact page, you are both emailed straight away — you don't have to remember to check anything.
The email has the whole thing in it: the event's date, venue and who sent it, or the message and the person's address. So you can read it on your phone and decide whether it needs doing now or can wait. There's a link at the bottom that takes you to the page where you approve it.
Two things worth knowing about those emails. They're a convenience, not the record — everything is still safely in the list on the admin page, so if an email goes astray or gets swept into junk, nothing is lost. And they go out silently: the person who submitted the event isn't told anything, either when it arrives or when you approve it.
Whoever should receive them can be changed at any time — one of you, both of you, or somebody else entirely.
Nothing on the site publishes it. Contact messages arrive with the sender's address so you can reply to them, and that's the only email the site handles at all. Submitters' names and addresses are stored privately for you to see in the admin page — they never appear on the public site.
Early Music San Antonio · volunteer guide · September 2026
The public site is at www.earlymusicsa.org — the admin page is at
www.earlymusicsa.org/admin.html