Questions from Member with relevant answers and action

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1 APPENDIX A: Reception Questions from Member with relevant answers and action 1. I wish to Join U3A as a New Member 2. What Courses do you have vacancies in? 3. How do I Pay? 4. I am an Existing Member (ask a security question e.g. address) 5. I have forgotten my Member number 6. I have forgotten my Password 7. What Courses am I in? 8. I wish to add a course to my list 9. Am I still on the Waitlist for Courses? a. How will I know if I am accepted? 10. What date and time does my Course Start? 11. Where is my Course being held? 12. I wish to be removed from a Course 13. When will I get my Badge? Responses 1. I wish to Join U3A as a New Member Q: Do you have access to the Internet? Yes: Send them a Membership Starter Pack No: Send Them a Membership Starter Pack and get them to complete the Membership and Course forms and post or bring them into U3A together with a cheque or cash 2. What Courses do you have vacancies in? Look at the current Course Vacancies report or Go to the Reports menu and select Courses with Vacancies report enter the Start/Finish dates and tick the Vacancy box 3. How do I pay Q: Are you going to enrol on-line? Yes: You can with a credit card using PayPal from the Invoice or you can use a bank direct transfer Pay Anyone No: You need to bring/post a cheque or bring cash to the U3A Mornington office 4. I am an Existing Member Q: do you use the Internet to access the membership System? Yes: Go to the Internet section No: Go to the Assisted section 5. I have forgotten my Member number Internet: Suggest they go to the Login and enter their address and Password, select the statement or you can search the Membership list for their details based on their name. Page 42

2 Assisted: Why do they need their Membership number? It will be printed on their badge 6. I have forgotten my Password Internet: Refer them to the Login instructions (image above) where they can ask for the Password to be sent to them via . Assisted: Why do they want the Password? Put the request with a name a& phone number in the Red book for the Database coordinator 7. What Courses am I in? Internet: Suggest the Member uses the menu item View My Details and prints the information for future reference Assisted: You will need to Search Members and inform the Member. If they require print out print the Member Details and suggest the Member collects it from the office. Also suggest that if they were using the Internet they could look at the information immediately. If you do not have access to the System put the request with a name & phone number in the Red book for the Database Coordinator and say we will get back to them 8. I wish to add a course to my list Internet: go to View or Select Courses and tick the relevant Course (More details can be seen if the Member clicks on the Course description. Assisted: Check the Courses with Vacancies Report and if there is a place take their details (name, member number and Phone number) and write it in the Red Communication Book for the Course Coordinator. Say they will receive a letter with their revised Membership Details 9. Am I still on the Waitlist for Courses? Internet: Suggest the Member uses the menu item View My Details and prints the information for future reference. Assisted: Use Search Members by Member number or surname to locate the Member Details. Look at the Waitlist. If you require more detail go to menu item View or Select Courses and click on the Course description to view the Maximum enrolments and the Number Enrolled for the Course. If you do not have access to the System note the request with a name & phone number in the Red book for the Class coordinator and say we will get back to them Page 43

3 10. What date does my Course Start? Internet & Assisted: refer Am I still on the Waitlist for Courses? 11. Where is my Course being held? Internet: Suggest the member goes to View or Select Courses and checks the Course location Times and Tutor. Assisted: Go to the menu item View or Select Courses and locate the course for the information. Mention that all this information is instantly available if the member uses the membership system via the Internet If you do not have access to the system ask for the Course Code and date then look at the Course Occurrence Report. The Member should have these details on their Member Details sheet 12. I wish to be removed from a Course Internet: suggest they classes@u3amornington.org.au with the details. Alternatively take the detail and write it in the Red Communications Book for the Course Coordinator. Assisted: Take the detail and write it in the Red Communications Book for the Course Coordinator. 13. When will I get my Badge? Internet & Assisted: Badges will be distributed during the first two weeks of classes in February APPENDIX B Login Administrators The Systems Administrators will generate a password (see Systems Settings/Defaults) which will provide access to all the administrative functions and reports within the system. All other Members will use their Membership Number and password and will be allocated a security access code (See Edit My Details). In the case of a conflict the higher security access code should prevail. APPENDIX C: Logout Administrators and Members Once you have completed the work on the system you must logout. Walking away from the PC whilst still logged in enables non authorised people to gain access to the system in restricted areas.in the case of a Member if their Login is left open it would allow somebody to view their details etc. If you do not use the system for 20 minutes or more without logging out you will be required to login again. APPENDIX D: Navigation Always use the Menu to navigate within the system. Do not use The Back/Forward Arrow and unless printing do not use the Close as this action will take you out of the system without saving or logging out. Page 44

4 APPENDIX E: Excel Spreadsheets Where you are decide to generate a CSV file e.g. Active members The file will be generated and in Internet Explorer 9 to 11 the following window will appear: It is recommended that you Save As (using the drop down box at Save ) and save the file in an appropriate folder (which may already be set up). If there is already a file with the same name then overwrite it when asked the question. Alternatively you can Open the file and decide if you wish to retain it when you Close the file. Should the file not open in Excel go to the control Panel as shown below and associate a CSV suffix with the Excel program If successful an excel spread sheet will be displayed Page 45

5 To ensure that the columns are showing all the data, click on developer and a Macro box will appear click on the Macro box and run Autofit. You can now use all the facilities of Excel such as sorting and hiding columns, searches etc. which are useful to discover errors or discrepancies in the data. The data can also be used for Mail Merging in Word to create letters, Member s badges and labels. See Appendix I. Once you have finished with the file Close it and decide whether to Save or Don t Save usually you will use Don t Save because you always want to have the latest updated data available to use. APPENDIX F: Printing On any screen with a Print button the contents can be printed or created into a PDF file. The next screen will display the data as it will be printed out Page 46

6 Using this print button will take you to the printer screen The default printer will be used if you do not change printers. If you wish to produce the report in a PDF Portable Document Format which ensures that the format of the document will not change no matter what type of screen or printer is used. Access Preferences if you want the print to be in Landscape rather than the standard Portrait orientation (Landscape is preferable for reports). Use the Close button to return to the displayed report. Print Preview If the requirement is to resize the report to ensure all the data is printed on an A4 sheet or to select individual page(s) to print Print Preview is a useful tool to use. Page 47

7 The preview screen is shown below. Note you can adjust the % to make sure all the columns are displayed, select Landscape or Portrait orientation and use the scroll function at the foot of the display to scroll through the report. The Print icon will take you to the printer screen shown previously. Return to the displayed report using the icon Page 48

8 APPENDIX G: Notepad++ If Notepad ++ is not on you PC it can be downloaded from and select: Notepad++ zip package : Don't want to use installer? Check this one ( zip format). For the download Notepad ++ is used to manipulate the text file downloads such as Download Active Members text file. Once the text file is opened it can be sorted (see example below) and searched to produce the desired result for ing Once that data has been selected it can be copied and pasted into an address line where they will be displayed with a,, separator. Depending on you ISP (Internet Service Provider) such as Bigpond, TPG or Optus for mass ailing do it in batches of no more than 50 addresses at a time or alternatively outsource the function to a mass mailing company. Finally type the and add any relevant attachments. Page 49

9 APPENDIX H: Mail Merge Using a downloaded CSV file in Excel as a base; firstly make any sort or selections of the data in Excel. Go to Word and select Mailings Use the Step by Step Mail Merge Wizard to create Letters, Labels or Envelopes and run it against the Excel file. Alternatively if there are already documents set up from previous Mail Merges these can be used as a basis for creating new documents. Open the Word document and follow the prompts to populate the document with the updated information 31 March 2016 Page 50

10 APPENDIX I: Member Badges How to print Membership Badges (an alternative is to use DocOMatic) Printing all Badges for Current Members Step 1: From the Membership system logged in as an Administrator go to the Systems Settings/ Default tab and note the Last member Number (New Member numbers greater than this number will require Badges printed in the future) Step1a: Go to reports and select Download Active Members CSV file A window will appear at the foot of the screen Step 2: Click on the Save arrow and Save As Downloads/MASS Excel/Activemembers.csv, then Replace Step 3: To retrieve the Badge Document go to Documents/My Documents/MASS Membership System double click on the file Foldedbadge wide latest.docx 31 March 2016 Page 51

11 Step 4: Click on No and the following Screen will be presented Step 5: Click on Mailings and then click on Select Recipients Step 6: Click on Use existing list 31 March 2016 Page 52

12 Step 7: Click on Downloads/Mass Downloads/Active Members.csv and Open The following window will appear Step 8: Click OK Badge content will change to show the fields that are to be merged to extract the Member information from Active Members csv file. 31 March 2016 Page 53

13 Step 9: Click on Edit Recipient list and the following window will be displayed. Be patient there is a lot of data! Step 10: Click on OK Step 11: Click on Preview Results and the Member information will be extracted from the Active Member.csv file 31 March 2016 Page 54

14 Step 12: Check the results for the two badges to ensure all the information is present and displayed correctly Step 13: Click on Finish & Merge Step 14: If the Badges are correct then print All. If you are unsure select from 1 To 1 to test. On completion Close the window and click on Don t Save Printing Badges for Members added since the previous Badge print Step 15: Retrieve the last Member number from the previous Badge print (see Step 1:) Step 16: Follow Step1: to Step 9: as shown previously. 31 March 2016 Page 55

15 Step 17: Select Filter for a range of numbers (see Step 19: for the procedure to print individual Member Badges) Step 18: From the dropdown boxes in Field select member_no and in Comparison select Greater than in Compare to enter the start Membership number for the Badge print. Click OK this may take a little time. Be patient! The selection will be a range of Membership numbers from the start number to the latest number Step 19: select Filter for individual Member numbers (up to 6 at a time). The Member numbers can be random. To conserve paper select at least two Members each time. Remember to use the Filter Or 31 March 2016 Page 56

16 Step 19a: Selecting the maximum 6 Members randomly. Remember to use the Filter Or Step 20: Confirm the selections which will be in alphabetical order Follow Step 11: to Step 14: as shown previously On completion Close the window and click on Don t Save APPENDIX J: Newsletters Printing Wrappers for Members who have requested Mail Step 1: From the Membership system logged in as an Administrator go to the Go to Reports and select Download Active Members CSV file A window will appear at the foot of the screen Step 2: Click on the Save arrow and Save As Downloads/MASS Excel/Active.csv 31 March 2016 Page 57

17 Step 3: To retrieve the Wrapper Document go to Documents/My Documents/MASS Membership System double click on the file Newsletter Wrap.docx Step 4: Click on No and the following Screen will be presented. At this point the text e.g. February 2014 can be edited (text box) to the relevant month or season Step 5: Click on Mailings and then click on Select Recipients Step 6: Click on Use existing list 31 March 2016 Page 58

18 Step 7: Click on Downloads/Mass Downloads/Active Members.csv check that the date is todays date and Open The following window will appear Step 8: Click OK Step 8a: The wrapper content will change to show the fields that are to be merged to extract the Member information from Active Members csv file. At this point change the Month & Year in the Text Box on the wrapper 31 March 2016 Page 59

19 Step 9: Click on Edit Recipient List and the following window will be displayed. Be patient there is a lot of data! The following window will appear Step 10: Click on Filter. 31 March 2016 Page 60

20 Step 11: Set the Filter with Field = Communication, Comparison = Equal to, Compare to = P, Click OK. Let the filter run then Click OK. Step 12: Double check the result of the Filter by scrolling across to the Communication column which should show only P Step 13: Click on Preview Results 31 March 2016 Page 61

21 Step 14: Check the results on the wrapper to ensure all the information is present and displayed correctly Step 15: Click on Finish & Merge Step 16: If the wrapper is correct then print All. If you are unsure select from 1 To 1 to test. On completion Close the window and click on Don t Save ing Newsletters to Members who have requested A simpler process has been developed and is available ( See Send s menu) Step 1: From the Membership system logged in as an Administrator go to the Go to Reports and select Download Active Members CSV file CAREFUL some web hosts will only allow several hundred s an hour to be sent. If you have a large number of s they should be batched into say 100s and sent using the Reports/Members/Download Active Members text file and copied and pasted into your system under BCC. 31 March 2016 Page 62

22 Step 2: Open the Excel spread sheet. If you wish to make finding columns easier, click on Developer tab and then on Macros. Run Autofit, click on Macros again then select (click) and run ColumnHide. 31 March 2016 Page 63

23 Step 3: Select the communications column (BD). Click on the Data tab and select Sort A to Z. Expand the selection when requested and sort. The result should show all the E s ( s) before the P s (postal). Note the last number in the left had column. For ed Newsletters only the E s are of interest Step 4: Move to the column, copy & paste 50 addresses (noting the left hand column for guidance) at a time into an (on the BCC line) put the database@u3amornington.org.au address in the TO line. Make sure you have attached the Newsletter to the Note: several operators can select groups of 50 addresses at the same time to speed up the process. Step 5: When complete go to the Inbox, check for any bounced s and determine the reason they were rejected. 31 March 2016 Page 64