Chapter 6 LOGIN AS A GROUP CONVENOR. Contents

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Chapter 6 LOGIN AS A GROUP CONVENOR Contents GROUPS MENU... 2 A. Groups... 2 A1 Group Details... 3 A2 Group Schedule... 4 A3 Group Ledger... 6 A4 Group Members... 7 B. Venues... 9 B1 Add New Venue.

1 Chapter 6 LOGIN AS A GROUP CONVENOR Contents GROUPS MENU... 2 A. Groups... 2 A1 Group Details... 3 A2 Group Schedule... 4 A3 Group Ledger... 6 A4 Group Members... 7 B. Venues... 9 B1 Add New Venue C. Calendar MISC MENU D. U3A Officers & Post Holders E. Delivery F. Personal preferences OTHER G. Send a report and/or photos for the Newsletter and Website REVISION LOG Before using this document, please check the U3A Beacon page in the website to confirm that this is the latest version (the date of the last update is shown in the footer of each page). These are the menu selections available after logging into Beacon as a Group Convenor. Other menu picks will be visible if you have an additional role such as Committee Member. chapter 06 - login as a group convenor v17 [1] Last update:

A. Groups GROUPS MENU 1. Click Groups from the Home Page to see a list of active Groups.

The table can be sorted in a different order by clicking the blue column headings (Group, Where & Convenors). 2.

T to jump straight to Groups starting with T. 3.

2 A. Groups GROUPS MENU 1. Click Groups from the Home Page to see a list of active Groups. To see Inactive Groups as well, untick the Show Active Only box. The table can be sorted in a different order by clicking the blue column headings (Group, Where & Convenors). 2. To locate a Group either scroll down the list until it is found, or click one the blue letters in the row above the table, e.g. T to jump straight to Groups starting with T. 3. To filter the list to specific types of Group, select a Faculty from the drop-down list, e.g. Walking & Outdoor. 4. Groups for which you are a Convenor are highlighted in blue. 5. Click on a blue group name to see the Group Record, which consists of 4 pages - Details, Schedule, Members & Ledger chapter 06 - login as a group convenor v17 [2] Last update:

A1 Group Details The Details page shows information about the activities of the group, where and when the it meets and contact details for the convenor.

3 A1 Group Details The Details page shows information about the activities of the group, where and when the it meets and contact details for the convenor. Some of the details on this page are used to populate some of the fields when group meetings are created and will appear in the Calendar and Groups lists. Hover the cursor over the fields to display details about what to enter in each field (also refer to the table below). After editing any of the details press Save Record. If you make any significant changes to the Group details, please notify the Webmaster so that the C&G U3A website can be updated accordingly. Max members Enable waiting lists Join online & notify convenor When Start time / End time Contact Venue Information Notes Leave blank C&G U3A does not impose limits on Group size. Leave blank C&G U3A does not impose limits on Group size. Should both be ticked. This appears in the Meets field of the Groups List in both the Public Groups webpage and the in the Members Portal Groups webpage. Enter the usual meeting day and time if applicable, e.g. 3rd Tuesday at 10:00am. If no regular day/time, enter something descriptive, e.g. Once a month at a local pub. If no regular times, leave blank. Forename and phone number of the Convenor, e.g. John on This appears in the Venue field of the Groups List in both the Public Groups webpage and the in the Members Portal Groups webpage. Choose the usual venue (e.g. Richard Herrod) or usual meeting place for trips/walks (e.g. Meet at Richard Herrod) from the drop-down list. Leave blank if no regular venue/meeting location. Detailed information about the Group. If meetings are held in a member s house, only limited details should be shown in the Information field. Typical entries could be John s house or 25 Main Street, Carlton. This is for private notes that will not be displayed in the website Calendar or Groups List. chapter 06 - login as a group convenor v17 [3] Last update:

A2 Group Schedule Click Schedule to view a list of forthcoming meetings.

Meetings can be edited or deleted by clicking the blue links on the right.

1. Amend any of the pre-filled fields if required. 2.

4 A2 Group Schedule Click Schedule to view a list of forthcoming meetings. Tick Show Detail to display any additional information about the meetings. Meetings can be edited or deleted by clicking the blue links on the right. Meetings can be added in the Add Events section at the bottom of the page, as follows 1. Amend any of the pre-filled fields if required. 2. Click on First date and time and enter the date/time of the first new meeting. chapter 06 - login as a group convenor v17 [4] Last update:

The number of events to be added can be specified as a specific number or not beyond a specific date.

5 3. For recurring meetings, add a number in the then every field and select a frequency from the drop-down list. In the example below the system has recognised the significance of the first date and has presented the additional option of 2nd Monday of the month. The number of events to be added can be specified as a specific number or not beyond a specific date. There is the option of ticking the Exclude from public calendar box, although it is unlikely that this would be used. 4. After all the details have been entered, press Add Events. Notes: It is recommended to not create too many events in advance in case you have to delete or change them all. See the comments in Section [A1] above about how the fields should be filled in and what can be seen in the Public Calendar and Public Groups List. Some Groups meet at one location and travel to another location, e.g. the walking groups, Bird Watching, Photography, Trips, etc. These Groups should enter the Meet at location in the Venue field and the destination or walk location in the Topic field. This may require an additional Meet at Venue adding (see section [B1] ). chapter 06 - login as a group convenor v17 [5] Last update:

A3 Group Ledger Click Ledger to display the financial ledger for the Group. The Ledger is used to record a Group s financial transactions and running balance.

6 A3 Group Ledger Click Ledger to display the financial ledger for the Group. The Ledger is used to record a Group s financial transactions and running balance. It is completely separate to the main Treasurer s Ledgers, although the Treasurer will access it to help compile the end of year accounts. To add a new transaction to the Group Ledger fill in the Date, Payee, Detail, plus the amount paid in or out and press Save. Transactions can be edited or deleted by clicking the blue links on the right. Press the Download Excel button below the table to download an Excel copy of the ledger. Notes: From 1st April 2018 it is a Charity Commission requirement that any significant group transactions must be recorded in the U3A accounts. If you have no venue costs/hire fees then you can charge up to 50p 'out of pocket expenses' for tea/coffee/biscuits etc. and this does not have to be shown in the ledger. If you do not pay for your venue and collect no money you should enter Nil Return on your ledger. Refer to the Convenors Support Pack Appendix xvii for further information. chapter 06 - login as a group convenor v17 [6] Last update:

A4 Group Members 1. Click Members to view a list of Group members, including their address and telephone number(s). 2.

Members can be added to the Group; either individually by selecting their name from the drop-down list below the table, or in batches by

When adding members by number, you will be prompted to confirm that the correct members have been selected.

7 A4 Group Members 1. Click Members to view a list of Group members, including their address and telephone number(s). 2. Click the blue links on the right to: Remove a member from the group Make a member a Group Convenor Remove a member from the Convenor role. 3. Members can be added to the Group; either individually by selecting their name from the drop-down list below the table, or in batches by entering their membership numbers (if known) separated by commas and pressing Add. 4. When adding members by number, you will be prompted to confirm that the correct members have been selected. Notes: Members that have not renewed their membership for the current year show up in red text. Members without are denoted by an icon of a letter with a red diagonal line through it. chapter 06 - login as a group convenor v17 [7] Last update:

The Webmaster is included a member of all Groups. This is so that he is copied in on your emails to Group members and can keep the website up to date accordingly.

However, you will still be able to send emails to such members as described below (without seeing their email address).

8 The Webmaster is included a member of all Groups. This is so that he is copied in on your s to Group members and can keep the website up to date accordingly. Some members contact details may not be displayed they just show hidden. This is because the member has elected not to share their details with Group Convenors. However, you will still be able to send s to such members as described below (without seeing their address). Group Members Actions The following actions can be done for all or selected Group members:- Send them an - see Chapter 4 Download address and contact details (and photo if available) in pdf format Download address and contact details in Excel 1. Either tick the required members in the Select column, or to perform an operation with all members, click Select at the top or bottom of the Select column, followed by Select all. 2. Choose the required action from the drop-down list 3. For Excel and pdf downloads tick the required fields in the next form, followed by Download. chapter 06 - login as a group convenor v17 [8] Last update:

4. Press the Send button to send an email to the venue. 5. Press the. button to open the website of the venue.

9 B. Venues 1. Click Venues on the Home Page to view a list of venues. 2. Click a blue venue name to see the Venue Record. 3. Press the Map button to view a map of the venue. 4. Press the Send button to send an to the venue. 5. Press the. button to open the website of the venue. 6. After editing any of the fields press Save Record. chapter 06 - login as a group convenor v17 [9] Last update:

Accessible may be ticked to indicate that the venue is fully accessible.

10 B1 Add New Venue 1. Click Add New Venue from the Venues List or a Venue record. All fields are optional except the Venue name. Private address should be ticked if it is a private residence or somewhere else for which the details should not be displayed publicly. Accessible may be ticked to indicate that the venue is fully accessible. If the venue is somewhere that a Group will meet prior to going on a trip or walk, start the venue with Meet at. 2. After inputting all the venue data press the Save Record button. chapter 06 - login as a group convenor v17 [10] Last update:

C. Calendar 1. Click Calendar on the Home Page to view a chronological list of all meetings scheduled for the next 3 months. 2. To customise the display: Change the From and To dates.

11 C. Calendar 1. Click Calendar on the Home Page to view a chronological list of all meetings scheduled for the next 3 months. 2. To customise the display: Change the From and To dates. Select a specific venue from the drop-down list. Tick Show Detail to display additional information about each Event. Click map to open a map of a venue. 3. Press the Download pdf button below the table to download a pdf copy of whatever is displayed on screen. MISC MENU D. U3A Officers & Post Holders Click U3A Officers to view a list of Committee Members and other post holders, along with their addresses. These addresses may be specific to the post, rather than the members personal address. To send an to some of the people on the list, tick those required, followed by Send . To send an to everyone on the list click Select, followed by Send . Note: tokens such as #FAM are not available when sending s by this method because the addresses in this list are not linked to individual Member Records. E. Delivery Refer to Chapter 4 for details of how to track the progress of s that you have sent. F. Personal preferences Refer to Chapter 3 for details of how to update your personal preferences. chapter 06 - login as a group convenor v17 [11] Last update:

12 OTHER G. Send a report and/or photos for the Newsletter and Website When submitting reports or photos about your group s activities, please remember to send them to both the Newsletter Editor and the Webmaster. The best way to do this is:- 1. Go to the U3A Officers page (as described in section [D] above). 2. Tick the Newsletter Editor and the Webmaster, followed by Send Once in the Send page, pick either Newsletter and Website Report Submission or Newsletter and Website Photo Submission from the Load Standard Message drop-down box. 4. Change the xxx in the subject field to the name of your group. Amend the text in the if necessary and add your name after Regards. You can use the same for sending both reports and photos if you wish. Refer to Chapter 4 for more information about sending s. Formatting of Reports Reports can be submitted either as text in your or as a separate attachment. Your reports are copied into a Word file by the Webmaster and converted into pdf s before uploading to the website. The preferred format for text in reports is Arial 12pt (like the text in this document). If you can supply your reports in this font it saves the Webmaster having to re-format them. There is a Word template file on the Group Convenors page of the C&G website that you can use. Formatting of Photos The photo editing guidelines in the Convenor Support Pack specify that the maximum dimensions of a photo that can be uploaded to the website are 1024 x 768 pixels. While this applies to photos that are uploaded directly onto webpages, in theory there is no specific restriction on the size of photos that are inserted in the Word files described above. However, large photo files take up a lot of storage space and can be difficult to handle - therefore it is recommended that all large photos are reduced to 1024 x 768 pixels (or a bit less) and compressed down to a file size of around 500kB or less. This resolution is perfectly adequate for both the Website and Newsletter. It also helps if you can rename any photos as described below (although you may not be able to do this if sending from a tablet or phone). The group name, plus year & month in yyyy-mm format, e.g. Greenfingers If applicable, include the location or theme, e.g. Bird watching Cromford Canal Crafts Wet Felting chapter 06 - login as a group convenor v17 [12] Last update:

13 Add a sequential number if there is more than 1 photo, e.g. Striders Oxton 01 Striders Oxton 02 REVISION LOG Rev. Date Section Changes v All General updates v A1 B1 Group details table updated. Add New Group section updated. v A B1, B2 New section A (Members) added. Note re characters that don t display in certain fields added. v G Sending a report for the newsletter/website section updated. v B1 D Group details table updated. Calendar section updated. v B References to the monthly General Meetings, Coffee Mornings, New Members Meetings & Luncheon Club being classified as open meetings removed. v A D G Membership Menu (former section A) removed & subsequent sections renumbered. U3A Officers & Post Holders section added. Sending reports for Newsletter & Website section re-written. v All G Name of Newsletter Editor updated + minor updates to text. Sending reports for Newsletter & Website section updated. v A4 G Names of officers that are members of all groups edited. Sending reports for Newsletter & Website section updated. v G Sending reports for Newsletter & Website section updated. v C D G Calendar section updated. U3A Officers section updated. Report submission section updated. v A1, A2, A3, A4, B, G Group Details, Group Schedule, Group Ledger, Group Members, Venues and Reports for Newsletter/Website sections updated. v A4 Note about hidden member details added. chapter 06 - login as a group convenor v17 [13] Last update:

Chapter 6 LOGIN AS A GROUP Leader. Contents

Chapter 6 LOGIN AS A GROUP Leader Contents GROUPS MENU... 2 A. Groups... 2 A1 Group Details... 3 A2 Group Schedule... 3 A3 Group Ledger... 6 A4 Group Members... 6 B. Venues... 8 B1 Add New Venue... 9 C.