Programs & Events Dashboard/Using the Dashboard
Programs & Events Dashboard
Manage and track Wikimedia programs from one place with ease.
This documentation page is for the ‘’’Programs and Events Dashboard’’’ at outreachdashboard.wmflabs.org. The basic purpose of the dashboard is to provide an easy way to organize groups of editors who are working on a common project, and to make it easy to keep track of what they are doing and what they've contributed.
It is a spinoff of the Wiki Education Foundation’s WikiEdu Dashboard, which is only for education courses run by North American universities on English Wikipedia. Instead, the Programs and Events Dashboard works for a variety of programs on any language of just about any Wikimedia project.
Why use the Programs and Events Dashboard?
The Programs and Events dashboard is designed to manage and track groups of editors in programs that are:
- Time-bound — they have a start and end time
- Focused — they don’t overlap with other editing activities, or where editors are working on individual and distinct articles that are assigned to them
- Cohort-based — there is a distinct group of contributors whose usernames are retrievable and documentable
If you click on the “Sign up” icon without an activated Wikipedia account, you will be taken to a page Wikipedia to sign up for a Wikipedia account. In this case, once you create the account and approve the use of OAuth, you will be taken back to the Dashboard.
If you have a Wikipedia account and click on the “Log in” button, you are taken to Wikipedia to log in, then OAuth will ask for permission for the Dashboard to interact with pages using your account. Once you’ve logged in you are taken back to the Dashboard.
‘’Note’’: the OAuth permissions ask for to “Interact with pages -Edit existing pages; Create, edit, and move pages” -- This feature is rarely used, and is not very substantive in the current iteration of the tool.
Most of the activities that you will need can be found under the “My Dashboard” tab. The tab name is displayed in the top left of the page. This tab provides a portal for all pages that you have joined, as well giving you the opportunity to create new programs.
The first tab at the top, “Explore”, gives the opportunity for exploring existing events and active campaigns. Visiting a campaign page will show all the events that are part of that campaign.
The second tab at the top, “My Dashboard”, allows for the exploration of programs that you are involved in in some way. The tab also allows you to create programs, and find programs to participate in.
Changing interface language
The default interface language for the dashboard is in English or the language in which your browser communicates as a preference.
To change the language interface, go to the upper right hand corner of the page, and click on the drop down button. The tool uses the same sort of universal language selector that Wikipedia uses.
So far, almost every language script that has been tested on the platform has worked correctly. To translate the interface into more languages, see The Project on Translatewiki. If your script is not displaying correctly, please report it by emailing dashboardwikimedia.org or submitting a bug on Phabricator.
Participating in a Program
You are participating in a program or event (such as an editathon, a class at a university, or another collaborative situation that involves editing Wikimedia projects or uploading media to Commons). The program facilitator should have already added the program to the Dashboard, there are a couple different ways to join it. If you aren’t yet logged in to the Dashboard, see How to log in to the Dashboard.
Program organizers who create programs on the dashboard can share a participant enrollment url, for easily joining the event via email or direct linking on wiki. The link is the link for the program event in the dashboard, appended with an
?enroll=TOKEN# in the url where
TOKEN# is a random hash or chosen password. The link should look like:
If you have not logged in to the Dashboard, it will ask you to log in or create an account now. See How to log in to the Dashboard. Once you are logged in, you will see a box that looks like this:
Once the options are available, click the “Join 'PROGRAM NAME'” button.
Congratulations, you have joined the course!
If you need to find the program in the Dashboard:
If the organizer has not shared the link, you can find the program in the Dashboard and join there. Open the dashboard, click on the “Explore” tab in the top left corner or the “Find a program” button:
This will take you to a list of programs in the Dashboard, sorted from most to least active programs:
Scroll down or use CTRL+F (⌘+F on Mac computers) to find the title of your program. Click on the title, and it will take you to the program page. On the program page, there is a gray “Join this program” button:
It will open a dialogue box that asks for a password:
If you do not have the password, contact the program facilitator, who can share it with you. When you click “OK”, you will be added to the program.
Starting new programs
If you are the host of a program or event, you need to be able to create events. There are two different ways to create a program: through creating a new one, or cloning an existing event.
Creating a new event
To create an event, click the “Create a New Program +” button in your “My Dashboard” menu. This will allow you to fill out a form with the following fields:
- Program title (Required) -- a title which describes the program or event concisely - Once recorded this information cannot be edited
- Institution (Required) -- a field used to describe the host for the program - Once recorded this information cannot be edited
- in Education Program style events, it should be the institution hosting the class participating in the program
- in Editathon style events, this can describe the organization or institution hosting the event
- for other program types, try to be consistent in how you organize your own events, to improve future re-discoverability of the event
- Home language -- the language prefix that will be most used for contributions (must select only one language. Contributions from all Wikimedia language projects are included in the program, but the article selector tool will use this home language as default and changes to the language prefix must be made manually for each article.)
- Home project -- the project suffix used for the principle organizing project (supports only one project. As for home language above, contributions from all projects will be included, but the article selector tool will use the home project as default, changes to the project must be made manually for each article.)
- Program Description -- free text field that can include long strings of text. We suggest that program descriptions include:
- Copyable links to on-wiki organizing pages
- A description of the basic logistics for the event
- The program password, if you want the event to be open for registration to anyone who visits the program page (or instructions for getting the password if you want the event to be closed).
- Copyable links to on-wiki trainings or guidance material that will strengthen participant engagement -- especially important if working with new contributors to the projects, such as during education programs or editathons with new volunteers.
- Start Date (Required) -- use the calendar selector or type in a date in the YYYY-MM-DD format. Especially if the event is during a window of time with other similar events, make sure to specify HH:MM.
- End Date (Required) -- use the calendar selector or type in a date in the YYYY-MM-DD format. Especially if the event is during a window of time with other similar events, make sure to specify HH:MM.
- Note: you can update all of this information except for the title and institution after you create the event. If you make a mistake in either the title or the institution, you can delete the program until a participant is added to the program, then you have to ask a Dashboard admin to delete it for you by emailing dashboardwikimedia.org.
Once you fill out the form, and click “Create my Program!” you will create the page, and as a program leader, will be able to keep updating the program page as needed (see the section below for “Updating Program Information”).
Cloning a program
If you want to recreate a program or event that you previously facilitated or participated in, you can “clone” the program to keep the description, title and institution. To do this:
- Go to “My Dashboard”
- Click “Create New Program”
- Click “Clone Previous Program”
- In the dropdown box, choose from among your programs the one you want to clone
- Click “Clone This Program”
- Fill out this form as you would normally when creating a new program
- Click “Create my Program!”
Updating Program Information
The description and start and end time can be updated after the initial creation of an event. To modify the description, click the “Edit Description” button. To modify the start or end times or other details, click the “Edit Details” button.
Additionally, once an event is created, you can update additional information in the event, such as:
- Facilitators — by default the program page creator is entered as a “Facilitator on the Event”. Additional facilitators can be added from among registered Wikipedians from among contributors who have signed into the dashboard before. Facilitators have the right to edit the program page.
- Passcode — which can be used to restrict the participants in an event
- Scheduling a data update — this requests that the servers recalculate the contributions of editors in an event (this allows for you to query historical data for past events, to see updates of data).
Deleting a Program
Only programs with no participants in them can be deleted by their facilitators. Once a participant is added to a program, email dashboardwikimedia.org to get the program deleted.
To delete a program without participants, follow these steps:
- Go to the program page
- In the bottom right “Actions” section, choose the “Delete Course” button.
- Type the title of the event in the box, to confirm you want to delete the event
- Click the “Delete" button.
- The event will be deleted.
Program leaders can add contributors directly to the event:
- To add contributors, go to the “Editors” tab in an event.
- Click the “Participation” button in the right hand side
- Here you can find forms to add individual users by their username or add multiple users at once.
- To add multiple editors at once to an event, you need to add the usernames in a text list, with returns but no other punctuation in between usernames and without the “User:” prefix.
Assigning articles to editors
For classroom assignments and some events, the program facilitators may want to assign which articles participants are working on. This feature allows facilitators to help contributors pick topics to work on, and identify the right content within the scope of the program. To assign an article, see:
- Once a program has editors signed up, go to the “Editors” tab.
- Click the “Assign Articles” tab
- For each editor you should get the following options:
- ”Assign an article” -- allows you to assign contributors which article to work on
- ”Assign a review” -- allows you to assign contributors which article someone else is working on for peer review. This second option is an organizing tool only, it doesn’t change how metrics are tracked for individual contributor elements.
- Click the “Done” button at the top to save
Adding suggested or “Available” articles
For many programs and events, you will want to offer suggested articles for folks to work on. To do this:
- Go to the “Articles” tab in a program
- Scroll to the bottom of the page
- Click on the “Add an available article” button
- Enter the article title and click “Assign”
Once these articles are available in the software, participants in the program will be able to assign themselves to each article, through their “My dashboard” section.
Tracking Wikidata items in an Article Scoped Program using Petscan
An Article Scoped Program can use Petscan output to track articles. This is particularly useful in Wikidata-focused programs, where you can use this function to track items that are the results of a specific SPARQL query.
- Run a Petscan search on the wiki of your choice. To track Wikidata items, you can enter a SPARQL query on the Other sources tab.
- After running the query in Petscan, note its PSID, above the results list.
- In the Articles tab of your program's dashboard, enter the PSID in the Tracked Categories, PSID & Templates section.
- Now the program will track edits to the articles/items in the result list of the Petscan query. If the query yields a large result, it can take several hours for the tracking on the dashboard to catch up.
Metrics and tracking
Across the top of each program page, is a series of numbers. These numbers are aggregate statistics compiled over the window of time described for the event in the “Program details”.
The numbers are collected once your participants start editing. The software to count these metrics sometimes takes a little while to run, but an edit should definitely be counted in the metrics within 24 hours. If metrics are not running properly, please reach out to dashboardwikimedia.org.
The metrics data at the top of the page includes:
- Articles Created -- this is the number of new articles created by the cohort of the users within the program. The list of articles created can also be found alongside the articles edited on the "Articles" tab [Note 1]
- Articles edited -- this is the number of articles contributed by the cohort of users within the program.[Note 1]
- Total edits -- this is the total number of edits from the cohort during the program timeline.[Note 1]
- Editors -- this is the number of editors that have been added to the cohort for the program, either through self-sign up or through the program organizer enrolling them
- Bytes added -- this is the number of bytes contributed to the project from recorded edits based on the number of bytes added per edit. [Note 1]
- Article views-- this is a an estimate of the number of pageviews to the pages contributed to as part of the program, from the first edit to that page by an enrolled editor.
- Commons Uploads -- this is the number of media files uploaded to Wikimedia Commons over the course of the program.
- Note: The software only tracks contributions on the programs 'Tracked Wikis'.
Running data on historical events
The software is capable of recovering historical data for an event which was not using the Programs and Events dashboard live for the event. To do this, simply create a program that has time and date settings in the past. Once the event is created and you have populated the event with the historical editors for the event, click the "schedule data update" button on the far right in the "Actions" section.
Note: Page view data from the point of entering contributions: the dashboard only uses pageview data from the moment in which it starts tracking the contributions of participants. It does not retrieve historical pageview data.
The dashboard also supports “Campaigns” -- strings of events like “Art and Feminism” or a specific regional or country-level education program, where the structure and information needed for each event is similar, and there is a need to compile multiple events into one body of metrics. This feature allows you to create a campaign that can encompass many programs. You can also create a program within a campaign while having convenient access to useful program resources such as templates, program details, data tracking, etc. Overall, the feature allows you to better connect with other program organizers that are joining your campaign and visualize in one place your collective impact.
Steps for creating a campaign
To create a campaign,
- Start in the "Find Programs" menu
- At the bottom of the list of "Active Campaigns", click the "Create a New Campaign" button
- In the initial dialogue box for campaigns, create a title and description of that campaign. If applicable, also apply start and end dates to the campaigns (say if events are run in a series of activities). Once you have filled out these forms, click "Create a Campaign"
- Once the campaign is created you can edit the details until someone begins creating programs within the campaign.
- Once the campaign is created, you can click the "Edit" button within the campaign. This allows for three options:
- "Edit Description" which allows you to modify the description from the original template.
- "Edit Details" which allows you to modify the core details for the campaign
- "Edit Template" in "Program Template" section, which allows you to develop a "Program template" which can be used to share commonly needed materials or descriptions that local program leaders can use to generate pages for their local programs or events.
Creating an event within a Campaign
Once a campaign is created, program leaders can go to the main Campaign page and click "Create Program". This uses the Program template to create a pre-filled draft form, which can be used like other program creation dialogues (see above). If a program is created outside of the campaign that you would like to add to the campaign, this can be done by editing program details: Go to the page of the program, click "Edit details", and at the bottom of program details you will find the line with "Campaigns:" and "+" button. Then save your changes.
Because this is a beta tool, not everything is working perfectly. Here is one of the issues that we know about that may make interfaces with the tool difficult:
- The metrics may not be entirely reflective of your local language or project context (for example, more bytes are needed to code languages with Cyrillic script than Latin script, and "Bytes added" for the same count of symbols in different languages will be different).
A full and current list of known bugs can be found here.
Report another bug -- If you find a bug that is not listed above, please report it by emailing a description of the bug (with screenshots if possible) to dashboardwikimedia.org or submitting the bug through Phabricator.
Give us feedback!
We do have a beta users check in meeting every two weeks for users to share how they are using the Dashboard, share any bugs they found, or ask for advice from other Dashboard facilitators. Let us know if you would like to participate!