GETTING STARTED. Select Login Member from the menu and enter your Membership Number or and the appropriate Password. 31 March 2016 Page 1

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1 GETTING STARTED Access the to the SMMS will normally be via the U3A Website. The Website should contain a link to SMMS and also a link to View or Select Courses which non U3A Members may access. Select Login Member from the menu and enter your Membership Number or and the appropriate Password 31 March 2016 Page 1

2 WELCOME SCREEN The wording above in Purple is user defined. Go to System Settings >User Information. Under Welcome message you can use HTML code, via the editor, to make it look presentable. 31 March 2016 Page 2

3 VIEW MEMBER DETAILS The green buttons at the bottom of this screen are for editing. Note: the address can now be used to send an to the Member. The Edit buttons on the right hand side of Enrolments enables a Member to be deleted, reinstated in a Course or the Course details to be removed completely from the Member. The Edit against a value enables the value to be adjusted. 31 March 2016 Page 3

4 By editing a deleted Course it is possible to reinstate the Member (they will be put back into the course) or the details of the Course can be removed completely from the member s history. 31 March 2016 Page 4

5 Edit My Details At the bottom of the Member details screen is an Edit My Details button. Edit any of the Member details CAREFULLY to ensure fields with * are completed. Save the changes. Passwords: Passwords must be a minimum of 4 characters and a maximum of 15 characters they can contain the following : Upper Case: A-Z Lower Case: a-z Symbols: # $ % ^ ( ) _ - + = { } [ ]? (only these symbols are accepted) 31 March 2016 Page 5

6 Suggested Security levels. The levels are set by the Systems Administrator to suit each U3A Admin Tier 1: Access all areas of SMMS except the Systems Settings Admin Tier 2: Access all areas except Courses and Systems Settings Reception: Reports and Search Members Tutors: Access Courses and Send s Treasurer: Access Search members, Cash reports and Send s Tier 6:Volunteer: TBA Tier 7:Advanced Tutor is Tier 4 plus ability to add, delete Members or move them from a waitlist into their Courses for which they are responsible. Other Member and Administration buttons Add or Edit History Details Edit Date Joined if necessary Add additional History details such as interests, skills or hobbies. Delete This Member CAREFUL - should only be used in the case of long term illness or death. Activate This Member Not usually required. Makes an Inactive Member Active. Inactivate this Member If a Member does not subscribe for the following year they will be made Inactive automatically. This function forces the Inactive status (suspends the Member but he/she remains on the Database). 31 March 2016 Page 6

7 List Member Types Edit Member Types or Add a new Member Type with fees and Courses. Add Member as Volunteer Delete Member as a Volunteer Associate Member Associate Tutor Full Member Honorary Tutor Honorary Volunteer Member Tutor Once the volunteer codes have been established the Member can be added as a Volunteer List Volunteer codes and descriptions Add/Edit Volunteer codes if used and required This Volunteering module is part of the Special Interests module. You make a Label name change in the System Settings > Label Names under System - Special Interest enter Volunteering. You can optionally apply points to a volunteering position. These points can then be associated with a member and used for Early Enrolment. 31 March 2016 Page 7

8 Edit (Courses Enrolment) The Edit hyperlink on the right of the Enrolments and subscriptions section of the Member Details screen can be clicked to edit the Enrolment to enable the Member to be removed (deleted) from the Course. The deleted Course will be coloured red. Using the Edit again will enable the Course details to be removed completely. Edit (Subscription) The same screen is displayed if the Edit button next to the Invoice is used. This time the Pay Invoice Amount is completed together with the Type of payment (cash, credit card etc.). The subscription amount can be altered should the Member Type be changed e.g. Full Member to Associate. 31 March 2016 Page 8

9 Note: the Invoice button in Member Details takes you to the Member Invoice below which can be printed (see separate section for unpaid Invoices) Paypal and Bank transfer boxes are optionally displayed. In addition, you may add in extra comments to the bottom of the Invoice via the System Settings > User Information - Messages - Invoice message. This only applies to an unpaid invoice. All Paypal payments are made via the Submit Payment button. This takes you to Paypal where payments can be made by either Credit card or Paypal. Paypal will return to the membership site to confirm the payment against the member detail. Refer separate Paypal account instructions to setup your Paypal account. 31 March 2016 Page 9

10 VIEW OR SELECT COURSES See Appendices B & C for more details Both non-members and logged in members can navigate this screen to view and display courses as follows: - Click on a heading eg Location to sort the list. - Hover the mouse pointer over a course title, location or frequency to see extra details. Members can use the check box on the left to select the Course, then click the Confirm Selection button at the top or bottom. The background colour on a Course indicates its status. These colours can be changed in the System Settings > Layout. the default is: White = places available Blue = Course is full Pink = Courses not subject to the initial Course limit (One day Courses) Yellow = the Course has finished Green = a new Course (as indicated on the Course details). Delete Intermediate enrolments button This button is used to remove all the data from a temporary table where member course selections are stored. If a member makes a selection and changes screens or logs off it will be remembered when they log back on. Warning: If a Course or a subscription no longer apples it will be remembered. For an individual member you can click on the button "Remove all selections". Useful if you see an anomoly appear in the Course selections. 31 March 2016 Page 10

11 Course selection restrictions Members can be restricted in the number of courses selected by use of an overall maximum number (System- Settings-Options-Courses). By setting the date before which additional enrolments can be made (system -settings-options-courses-no addtional enrolments), this prevents a second logon allowing more courses to be selected beyond the maximum. To make this work the Date (System-Settings-Options-Courses- Date from which member details are displayed) needs to be set so that it does not include previous years courses. 31 March 2016 Page 11

12 Course details Edit any existing Course details using the green Edit Course button. IMPORTANT - always check that the Day and "Dates" for the Course are correct before saving the details. 31 March 2016 Page 12

13 ADD COURSES Important: 1. ensure that you have set up the Parent Code, Tutor and Location before adding a Course. 2. always remember to enter the new Start and Finish dates and to set up a new set of Course dates Complete all the fields to set up a Course. On completion click Edit dates for Course green button to confirm the dates the Course will be held are correct. Note: Prerequisite information is for recording books, material and tools required for the Course, this information will not be printed in the Course Brochure. How to copy existing courses Copy is used to generate a Course for the new enrolment year based on an existing Course. Load the course details from the View or Select Courses screen and click the Copy Button. 1. A new window Copy new Course from xxxxxx will display 2. Add in the new Start and Finish dates. Make sure that the start date is for the correct day in the week so that course dates will be calculated correctly. 3. Click the Add Course button 4. Click on Edit Course. Edit the course details. Make sure that you have set up the Parent Code, Tutor, frequency and Location before adding. It is very important that you click save even if you have made no changes to activate the mouse over(hover) function for Location/Venue and Frequency. 5. Now click on the Edit Dates for Courses button. This is necessary to ensure that class dates are printed on the Class lists. 6. Click on Update Weekly Class Dates. 7. If the class will not run on holidays and term breaks click on Remove School and Public Holiday Dates. Then click Close 8. Job done. 31 March 2016 Page 13

14 Edit Course Is This a New Course will colour the Course listing green until the course Commences Double check the details after editing and before Save to ensure that the information is accurate Edit Dates By default Courses will be set according to the Start and Finish dates. This can be changed to 1 st & 3 rd week, 2 nd & 4 th week or remove all dates and insert random date(s). Take care: Cancel is used for school holidays and may be Reinstated if required. Delete will remove the date completely and would be used for a Public Holiday when Courses do not run or if the Tutor cannot take the class for whatever reason. Add a New Course As described above. List Parent codes (also called Group code) New codes may be added in the this section. Important- Parent code must be created before the Course is setup to ensure that the Course is assigned to the correct Parent group. eg. ART, COMPUTER List Tutor (report also available in the Reports section) List and add Tutor names. Important - a Tutor must be added before the Course details are added. Note: Tutor and Member Type are not linked e.g. Member Tutor has to be added as a Tutor. See appendix Q for more information on Tutors. 31 March 2016 Page 14

15 List Frequency Lists the standard frequencies for Courses. eg Weekly (max 8 characters) List Type (Course) List, edit and add Types here. Important - a Type must be created before it can be used in the Course information. eg Short Course, 1 day. List Location List, edit and add Location here. Important - a Location must be created before it can be used in the Course information. eg. Artroom, Off campus, Venue, Suburb Delete Course A Course cannot be deleted until all enrolments have been removed. Go to List Enrolments and note the Members numbers. Go to each Member and on their Member Details use the Edit button to delete them from the Course. Delete Course and all enrolments Use with care - If it is not possible to delete the Course, use this function which will automatically delete all Members enrolled in this Course. List Enrolments (also available in the Reports Produces an enrolment list for the Course. Can also be done by using either, the Rep button on the right of the Course Listing or in the Reports section. To withdraw a Member from a Course, click on the Delete item. To take a Member off the waitlist and enrol in the Course, click on the Accept item. To an individual Member click on the address. Print Enrolments The report may be printed or created as a PDF report see Appendix E and sent to Tutors. Note that the Time Column is not shown on the printed Report 31 March 2016 Page 15

16 ADD MEMBER Fields with * must be completed. Take care to enter the "A-Z captcha code" at the bottom correctly, or you will have to re-enter some data. Should a Member not submit an address ("Assisted Member) use the Common Member in System Settings/User Information e.g. u3axxxxxxxxx_common@hotmail.com and it will not be used for ing. Set the Password to a common one (last 4 digits of the phone number) and if the Member wishes to work on-line inform them that they must change their password immediately. On completion of the Membership details, the Member number and name will be displayed at the top of the screen. An will be optionally sent to the address entered plus an will be optionally sent to office@u3axxxxxx.org.au These settings can be activated in the System Settings > Options. Note: If the new Member is to have a Security Access Level (Tier1, Tier 2, Reception etc.) you will have to notify the Systems Administrator who is the only person who can set security access levels. The same applies to set up Early enrolment allowed which is used to enable Tutors and Enrolment volunteers to re-enrol in the Membership System prior to Enrolment Day. Acceptance of Terms and Conditions can be optionally added to the Member Details see System Settings > Options - Members 31 March 2016 Page 16

17 SEARCH MEMBERS Enter the Member number or Surname and tick the corresponding box, otherwise you may get multiple responses OR do not tick either box and use First name, address, Date of birth. Once the correct Member is identified click on View or the "Member No" to display the Member Details. VERY CAREFUL you are now working under this Member's record. Do not perform any other general function eg Sending s, as it will appear to come from this member, not the administrator. This Member will remain active until another Member search is actioned or you logout and login. 31 March 2016 Page 17

18 SYSTEM SETTINGS Important - these settings must only be altered with the approval of the Systems Administrator as they have an effect on the whole system. Tabs (the functions listed under each Tab are self explanatory) Layout: Systems Administrator only This screen enables the layout of the menu items, text, logos and Course colours to be determined. Note: example size of the logo to 327 X 154.Changes take effect after the save is done and the browser is refreshed. 31 March 2016 Page 18

19 User Information: Systems Administrator only Changes may be made to Contact (note the Common Member is the one that is ignored in bulk s as it indicates the Member has not given an address), Credit Card, Bank, PayPal and Message details. For messages there are two message areas. The first which must be entered, using HTML, displays on the header of the Welcome Public, Welcome Member and "Invoice information" screens. The second is entered in plain text and appears on the member together with their Membership number and Password. Modules: Systems Administrator only System modules may be switched on or off from this screen Options: Systems Administrator only Enable fields within the system to be included or excluded. The most important field is the one governing the maximum number of Courses that may be selected at one time. Admin Date Range Listing: shows the dates that Course can be entered and viewed by the Systems Administrator and Tier 1 Administrators. Member Date Range Listing: shows the date range in which Members can view Courses. Early Enrolment Date: Is the date on which Tutors and selected Members (indicated on their Membership form: see Edit My Details section). Label Names: Systems Administrator only Names within the system may be changed via this screen e.g. Classes may be renamed Courses to better reflect the Terms used within U3A. Defaults: Systems Administrator only Display the last Member number used, this number would only be changed in extreme circumstances. This area is also used to change the Administrators password and to enter a hint if it is forgotten. Also the number of login attempts before the member is prevented from logging in for 30 minutes. Roll-over To handle year end Membership and update enrolment numbers from a specific date. Please see the appendix for a U3A experience. 31 March 2016 Page 19

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21 VOLUNTEERING MODULE This module may be switched on via Systems Settings/Modules/Special Interest. To change the identity of the module Special Interest go to System Settings > Label Names and replace Special Interest with Volunteering Go to View Member Details and at the bottom of the screen are buttons to Add, Delete or List Volunteers (Volunteer Titles). Start with List Volunteers 31 March 2016 Page 21

22 Add new Volunteer Code, Short Description and Description are required fields. If your U3A is using a points system in conjunction with Volunteer duties also add the number of points allocated to this duty. (Points and Hours are interchangeable) The Volunteering details will appear on the Member Detail screen. At this point the details may be edited or an additional volunteering duty added (assuming it is in the List Volunteers list). 31 March 2016 Page 22

23 SEND S This Menu item provides an alternative to using text files in the Reports/Members area. s may be sent to Member Types, expired Subscriptions, selected Courses and Members with Unpaid Enrolments according to the Tab selected. For Members, certain types of attachments can be added to the using the Choose File/Browse button. A hyperlink to a web site may be added in the body of the text. IMPORTANT: In System Settings/Defaults/Other you can set the number of s sent per minute e.g. 6 per minute would send 360 s per hour. This setting should comply with the restriction placed your web host organisation to limit ing to say 400 s per hour. Failing to do this will result in some s being rejected or the situation where the Web host will ban s for a period of time. Follow the Steps listed below to create an automatic . Step 1: Select the Tab that is appropriate to the you wish to send e.g. Enrolments. Step 2: Type the Subject and Body Text that you wish to include in the . Hyperlinks www are acceptable. The is cleared after each send. Saving is automatic. 31 March 2016 Page 23

24 Step 3: Select the Member Type, Course etc where. applicable. Step 4: Click on the selected green Send... box Step 5: You are given a chance to cancel or send the . If Yes is selected the will automatically be sent to Members. Step 6. If using the Members Tab, you can monitor progress of the batch using the Tab " s Sent".This should popup up automatically (Make sure your browser has Popups turned on). On other Tabs a list of s sent will appear on the screen. Using Restore previous enables the retrieval of previous s Bulk s sent Bulk s sent can be viewed in the s Sent Tab. Clicking on See the status of s in progress button will show the status of the current batch of s: The sent column will change to Yes as they are sent. This is related to the number of s "set to be sent per minute". Any s that are deemed as bad will be flagged as BAD in the status column for you to review and to perhaps resend manually. s can be viewed via the Find s button. Old s can be deleted as required via the Delete old Sent s button. 31 March 2016 Page 24

25 DATABASE CONTROL BE CAREFUL: this control should only be used with very great care. The settings are: ACTIVE: Any Member with a Member number and Password plus Joining Members can access the System INACTIVE: Only a person with the System Administrator Password can access the system OFFLINE: A person with an Administrative Password, Tier1, Tier2 and Reception (no access to adding/editing Courses) can enter the system A banner should be posted on the System Welcome page; see System Settings/User Information. To advise if the system is Inactive or Offline The exception to this is Early Enrolments. If you have set up an early enrolment day, members who qualify can enrol while the system is off-line. Double click to change the status. 31 March 2016 Page 25

26 MISCELLANEOUS (if switched on) This screen can be switched off and on via the Options tab and ticking or unticking the Other/Miscellaneous box Date & Time: The System Date and Time are given on the screen as a check to ensure it corresponds with Australian local Date and Time (the web host may not reside in Australia and this information is provided to ensure that the system has been modified to cater for any time difference). The other important information is the PHP version and 31 March 2016 Page 26

27 MYSQL version which indicate what version of software the system is running. Reset Member Login Attempts: In some cases when a member makes numerous attempts to log in they may be locked out of the system. Entering the Member number here should reset their login attempts to 0. Logging in using the Member number with the Administrators password will have the same effect. Change Member Address case: Can reset to Upper, Lower and Title case. Upgrade the programs: checks that the latest version of the software has been loaded and if not will load it. Upgrade database changes: applies any database changes. PHP Settings: Only of interest to the technically minded. Register the application: Confirms unique registration of the software to a U3A. Done by the vendor. Test Checks that the s are being handled correctly by the ISP. Create Passwords: This generates 3 types of passwords. Random, Lowercase Surname or the last 4 digits of the Member s phone number either home or mobile. Remove all Member History records: A way of cleaning up old unused data. Reset the Member Expiry date: This cannot be edited in the Member record. Do it here. Testing BPay check digits: only to be used if you have set up BPay payments. Update Course dates with descriptions: Not used except by vendor. Update Phone numbers to a standard format: eg (03) Downgrade the version: Used for testing upgrades. Test Page Closing: This will determine if Popups are allowed in this browser 31 March 2016 Page 27

28 REPORTS: Members NOTE: some Web Hosts/ISPs are sensitive to Bulk s. Copy, say 100 addresses at a time and paste them into the BCC box. See Appendix G 31 March 2016 Page 28

29 List Members: Sort selections, Active only or Active and Inactive members plus an Alphabetic filter. The report is used as a master copy of Members. List Member Types: To list, Add or Edit Member Types List Members with (Previous) Occupation: List member details plus their previous occupation List Volunteers: Used when the Volunteer module is active List Members Age: A summary of the Member by age group List Members Security: Lists Members with a Security Access code greater than 0; useful to check on current status List Active Members with a Member Type: By Member Type provides a listing for each group Create Statistics Today: Provides a snapshot of Member statistics useful for Committee reports List Previous Statistics: To obtain previous statistics according to date range Display Tutor not a Member: A listing of Tutors who have been added to the Tutor list (access via the View or Select Courses area who are not enrolled with a Member Type. Check monthly to identify discrepancies Display Member Type not a Tutor: To find any Member types (Tutors) who are not listed as a Tutor. Check monthly to identify discrepancies Download Active (and Inactive) Members CSV: This Excel report displays a spreadsheet of details of every Member which may be used to sort select and check member information. The spreadsheet can also be used as the source for mail merges in MS Word (see separate instructions for mail merge). CAREFUL: save the data in a set Folder area e.g. Downloads/CSV files and always overwrite the old file to obtain up to date data, see Appendix D. Download Active (and Inactive) Members text file: (See alternative Send s ) Provides a list of the addresses of all Members for bulk ing runs. To read the text correctly Notepad ++ must be downloaded For Members who have no address (or not provided an address) the Common Member in System Settings/User Information is identified and eliminated see Appendix F. Letters can be merged from the Active member CSV file to generate letters to Members who have the Common Member Download new Active Member CSV file: Lists Members who are new from the date Download Active Members with no enrolments CSV file: Highlights Members who have either entered their Membership Details only or have entered their Membership Details and selected Courses but not Finalised them. Note: Honorary Tutors will be included in this list as they neither pay a subscription nor are able to select Courses Download Active (and Inactive) text file: Can be used as a file where batches of s can be copied and pasted into an system Download Active (and Inactive) Mobile text file: This list could be used to send text messages to Member s mobile phones. Download Active (and Inactive) Tutor CSV file: List all the Tutor contact details and may be used to select those Tutors with the address u3xxxxxxa@hotmail.com to send letters via mail merge. Download Active Tutor text file: Used to create lists for communication with Tutors 31 March 2016 Page 29

30 REPORTS: Subscriptions List Subscriptions: This report is used for Listing, Adding, Editing and Deleting of the current Subscription code and Description together with the start and finish dates of the Subscription year. An example how these subscriptions apply to near the end of the year. In the system settings there is a value : Number of enrolment calendar days in a year This is used to help determine which subscription to use when an enrolment is done. The Subscription from date is detemined by: 1. Get the system setting number of days. 2. If this is greater than 330 then reset to 0, as too late in the year to apply subs for this year 3. If today is 10/11/2015 then if the number is set at: 100 = date is 2/8/ = date is 24/4/ = date is 14/1/ =date is 15/12/ =date is 10/11/2015 This is the start date it looks for a subscription to apply to the course enrolments. Any subscriptions that start after this date will apply. If you do not get a subscription appear then you may need to set up a new subscription for the coming year, or for a part period of the current year. IMPORTANT Changes to these dates or descriptions affect the whole system. The details need to be revised before the commencement of the Enrolment year. 31 March 2016 Page 30

31 REPORTS: Courses List Parent Codes: List, Add or Edit Course Parent Codes List Locations: List, Add or Edit Course Location Codes Courses with vacancies: By entering a date range the report will list all courses showing the Max Number, Enrolled and Available numbers. A negative Available number indicates there is a wait list for the Course. By ticking the Vacancy only box the report will display only courses with a positive Available number indicating that the Course has vacancies 31 March 2016 Page 31

32 Course Daily Dates Calendar To be used by Reception to advise Members when they inquire about the Tutor, Course Times, Location and start Date Course Occurrences Shows all Courses starting in a stated period. To be used to prepare s and letters advising Members when to attend Courses. This report would normally be generated each month to prepare Course confirmation letters and s (except February or March each year due to the volume of Courses starting at this time) Download Occurrences CSV For filtering and selections and used for mail merge letters to Members. Course Programs Lists all Courses commencing within the date range entered. Useful for Reception 31 March 2016 Page 32

33 Course dates Select a Course from the dropdown box. The report lists all dates on which Courses will be held, together with information on when Courses may be cancelled such as School Holidays. The information is normally loaded when a new Course is added but may be amended here. TAKE CARE TO double check that the dates are correct. Download Courses CSV An alternate method of generating the Course Booklet has been developed using DocOMatic software (see Appendix M.) 31 March 2016 Page 33

34 REPORTS: Enrolments Print All Course Enrolments This report is in the same format as the List Enrolments report but prints enrolment lists for all Courses. NOTE: Whilst the listing shows the report as a continuous list, when printed each report is printed on a separate page. To close the print page, in this case use the browser tab at the top of the screen. The report can be displayed either with or without wait-listed Members List Enrolments 31 March 2016 Page 34

35 By choosing a Course from the dropdown box, the report will show the Members enrolled in the Course and the Members Waitlisted (Accept). To take a Member off the Waitlist and into the Course click on the Accept text. To withdraw a member from a Course click on the Delete text. The report can be used to members using the live link to s (just click on the address) note the Common Member addresses have been hidden indicating that communication must be by letter. Note: the Member address may be added to this report by ticking the Show Address box. IMPORTANT: Always check the course statistics at the foot of the report after Accepting or Deleting Members to ensure the enrolled and available numbers are correct List New Enrolments A listing of members who have enrolled in Courses after the date entered in the selection. Download Enrolment CSV file The report can be filtered to show only Accepted, waitlist or all Members in a Course Download New Enrolment CSV A listing of new enrolments i.e members who have enrolled in new courses not necessarily new members. The report can be used for mailing purposes Download Enrolment s: By selecting a Course from the dropdown box and filtering whether the report is to be for Accepted or Waitlisted Members a list is prepared which can be used for bulk s. To read the text correctly Notepad ++ must be downloaded For Members who have no address the Common Member in System Settings/User Information is used. Information is identified and eliminated see Appendix F. Letters can be merged from the Active Member CSV file to generate letters to Members who have this . The Send s/Enrolments menu item can also be used and may be easier to setup as unlimited s can be processed automatically. 31 March 2016 Page 35

36 Download Confirmation (no exists) This listing is used to create Confirmation letters to Members who have not submitted an address and have the Common address (see Systems Settings/User Information) Download Enrolment Mobiles: To be used to send text messages to Member s mobile phones regarding their Courses. Currently not in use. Print All Course Attendance lists The report is in the same format as the Attendance List report but prints attendance lists for all Courses. NOTE: Whilst the listing shows the report as a continuous list, when printed each report is printed on a separate page. To close the print page, in this case use the internet tab at the top of the screen. The report can be displayed either with or without wait-listed Members Attendance list An Attendance list can be produced for the Course to be placed in the Course folder and used by the Tutor to check off Members each time a class is held. There is now a facility to print all Attendance lists in one print run see Print all Course Attendance Lists. REPORTS: Volunteers This report may be hidden. It can be activated by System Settings/Modules and ticking the Special Interest Active box. 31 March 2016 Page 36

37 REPORTS: Cash Receipts List Cash Receipts With the exception of completed PayPal transactions all other payments will be listed on this report. Cash and Cheques will be recorded manually from a schedule against each Member on the Member Details screen where the Paid entry will change from No to Yes. Fees can be filtered by Course or Parent Group code to asit where Course fees are charged. Download Cash receipts CSV file An Excel file is produced which may be used for generating other financial reports or for downloading to Financial software such as Quicken or MYOB. 31 March 2016 Page 37

38 List PayPal Payments The PayPal payments report can be matched to the report(s) produced from the PayPal site by sorting the report by Date, First Name, Surname, Member number, address or Reference. NOTE: the figures shown are the gross amount received into PayPal not the net amount after PayPal s commission has been deducted. The net amount can be obtained from the reports produced in the PayPal system List Unpaid Enrolments This report indicates Members who have selected Courses and have not yet paid their Annual Subscription fee. The report is used to identify unpaid fees in order that action can be taken to follow up the member and, if necessary, indicate which Members are to be removed from their Courses if the subscription remains unpaid. The report can be filtered by dates. Payments Audit report Provides a listing of all Members, their Course selection and payment details. Highlighting any anomalies such as non payment or incorrect payment amount. 31 March 2016 Page 38

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40 End of Year Routine 1. Change the dates in System Settings/Options/Courses/ Member Date Range Listing From/To when the Course Schedule is available to Members to 1/01/20XX and 31/12/20XX and check by View or Select as a Member Set the Admin date range to include this years and next Years Courses (until advise later by the Course Coordinator to change) check View or Select as Admin 2. Untick the Systems Settings/Options/Courses Weekend before Enrolment Enrolments allowed: Blank allows you to leave the site on and prevent enrolments 1. Login as the Systems Administrator 2. Set Databse Control to Offline (select sample test Members Admin 1 & 2, Reception, Tutor, Treasurer and normal Member for testing later. If not set up already create these sample Members). 3. Run Reports/Members/ Display Tutor not a Member Tutor and Display Member Type not a Tutor and List Member Security. Correct any reported anomalies 4. Change dates in Roll over Reset all Members to agreed date (several days) before Enrolment 5. Run Roll Over check numbers and listing to see if the Roll Over has worked 6. Check the Active Members CSV for any remaining Members and make them inactive manually. The exception are Honorary Tutors and Volunteers. 7. Reset Tutors to False (check a Tutor; Access Security set to 0) 8. Update all Members by Member Types = Tutors to 4 and (check access Security is set to 4) for the sample Tutor and print 9. Change all Security Access Tier 1 & 2 and 5 who are also Tutors from 4 to their correct Security Access code 10. Reset Early Enrolment to clear previous years Volunteers and Tutors Search for and check sample Tutor 11. Update Member Types = Tutor to be Early Enrolments and check Access Security set to 4. Check sample Tutor 12. Reports/Subscriptions add new year U3A Subs 20XX range 01/01/20XX to 31/12/20XX 13. Systems Settings/Options/Members Remove tick on Show Are you a Past Member tick box (1 st year of operation if used) 14. Tick Systems Settings/Options/Members/ Members must agree.. box if not already ticked 15. System Settings/Options/Courses set Max Courses, Enrolment Days (330) 16. Set up Volunteers for Early Enrolment and set Security Access to 2 temporarily so that they can search for Members (names will be supplied by Admin). Check a login for a sample Tutor and Volunteer (access) and for a Member (no access) on Early Enrolment day 17. Log out; check the View or Select Courses, to ensure only new Courses are visible for a normal Member 18. Change Database Control to Inactive to prevent access other than Systems Administrator 19. Change message in User Information/messages to X Courses plus X One Day Courses 20. List Inactive Members CSV file sort Member Type Column and identify Part Year Payments. Change to Full Members Edit Member Details and then delete the Part Year Member Type 21. User Information/messages change the Banner on the Welcome screen heading to list details about changes in Course enrolment etc. 22. Login with Test Member select Courses and check for Subs, Invoice PayPal etc Early Enrolment Day 23. Set the Access to Offline from Inactive so that Tutors 31 March 2016 Page 40

41 24. System Settings/Options/Courses tick Enrolments allowed.. box 25. Check a sample Volunteer and Tutor for login access then use your own Course selection and Enrolment as a final Test Enrolment Day 26. Change Database Control to Active at Opening Time 31 March 2016 Page 41