Troubleshooting Tips for MinistrySafe

Transcription

1 Troubleshooting Tips for MinistrySafe Getting Started/Log in Issues 1. 2 MinistrySafe websites- There are now 2 ways to access your church s dashboard through MinistrySafe. The main public site is still Here you can still find Resources such as helpful articles, blogs, etc., or to refresh yourself on each of the 5 components of The Safety System. You can also find a Log-in window at the top right of the screen. Or you can go straight to the Log-in page to manage your safety system. 2. Clear Browser History/Bookmarks- If you are unable to view the new websites or Log-in be sure to clear your browser history. To do this: Find the Settings button in the top right corner of your Internet Browser; it looks like a gear wheel. Click on it and select Internet Options. Select the option to delete browsing history including cookies, stored sites, etc. You also need to delete any bookmarks or quick links in Favorites you had to MinistrySafe. Then, you can re-save bookmarks and Favorites to the new site. 3. Church/SSA log-in problems- If you changed your log-in credentials before the changes and are having problems logging-on now, use your church GFCA# as the UserName and Password to log on. You can change your church UserName and Password once you access your dashboard. To do this: On your home page, there s a Settings icon (a gear wheel) in the top right corner. Click and select Account Information. You ll be able to change the UserName and there s another button to Change the Password. Never delete Dawne Phillips as an SSA. This is what links your church to the Central Texas Conference account with MinistrySafe. 4. Individual User log-in problems- Ask your user (volunteer, staff member, etc.) to clear their browser history and bookmarks as described above. For users who were already in the system, but forgot credentials or are having trouble logging-in, you can Resend log-in credentials from the Manage User page. To do this:

2 Click Manage Users tab in the left side panel. Select the volunteer that you want to resend the information. Press the green Resend button on the top left of the screen. They will receive an with a temporary password that must be used within 24 hours for security purposes. IMPORTANT! No addresses can be used as a UserName (for church account or individual users). Pick a UserName that s letters and numbers only, no special characters. If there is an existing user that has an address as UserName, they may be experiencing issues with the process. The SSA can change usernames from the Manage Users page with these steps: Find the volunteer you need. Click on the blue person icon for the volunteer. A new window will pop up with their profile info. Find the Settings button (a gear wheel) in the top right corner, click on it and you ll get a few options. Click on Edit User Info Another pop up screen will appear where you will see the User Name, etc. Make your changes and save them. IMPORTANT! Some users are having problems receiving s from MinistrySafe. Some servers, especially universities with.edu, are blocking/not receiving MinistrySafe communications. Easily recognized servers like Gmail, Yahoo, etc. are the best option while this problem persists. Be sure to have your volunteers check their SPAM for MinistrySafe communications and to mark MinistrySafe as a safe sender. TIP: On the Manage User page, you can sort users by last name, first name, training dates, etc., to find users faster. Just use sort by tabs above the chart of user names. 5. After you log-on for the first time, there will be an introductory video to the new site. Also, the new Help Center section has several topics for troubleshooting any problems or questions. However, some secondary features are not available yet, like Documents and Reports options.

3 Adding New Users 1. On your home page, click Manage Users on the left side panel. Click the green button Add Users and fill in the user profile accordingly. Keep in mind the IMPORTANT! information described above. 2. New Users will now have their own user page and will be sent a Welcome from MinistrySafe when you add them. 3. The Welcome will contain a temporary password that they must use to log on within 24 hours for security purposes. When they log on for the first time, they can reset their password. To do this: Find the Settings icon (a gear wheel) in the top right corner. Click Change Password. 4. If a user cannot do this within 24 hours, then you must click the green button RESEND or have them go to the log in page and click Forgot Password and MinistrySafe will send another temporary password. Work in Progress! There are 3 Role levels for a MinistrySafe user: SSA, Supervisor, and Trainee. Once completed, the Supervisor can add users; however, there are still glitches with the Supervisor role. Supervisor level is intended for department/staff leaders like Youth or Children s Directors so they can add their own users. Until these glitches are resolved, you may want to assign the role of SSA to these leaders so that they have the ability to add users. There is no longer a Supervisor-Read Only option. TIP: To edit any user information, including changing their Role, click on the blue person icon next to their name. A new window will pop up where you can edit their information. Sending Training Video 1. Sending a training video is done on a separate page now. To do this: Click Online Training on the left side bar. Select Send Training. You will see all your users. Select the one(s) to be sent the video training. Press the blue Submit button. You will be asked the due date. You may select a due date that is up to one year. Having at least a few months until the due date enables the user time to access it before receiving a notification. Then click Send. 2. The User will receive an from MinistrySafe with 2 links.

4 One link is to the log-in page. The second is to the video training. A user must be logged in to MinistrySafe to view the video training. If s/he is already logged on, then s/he can click the second link and go straight to the video. Currently this auto- from MinistrySafe is poorly worded and confusing. If you would like to create your own to be sent instead, do this: Find Online Training on the left side bar. Select Template. Click the green button Add a new template. Fill in the options and select Make Active then Save. For example: Dear fabulous FUMC volunteers, please log on to MinistrySafe, then you can watch this important video from your user page. IMPORTANT! Once the SSA sends the training video and provided the User is able to log on to his/her user page, the links are no longer necessary. The User can log on and view the video on the user page at any point until the deadline. 3. For a User to view the training video, go to left side panel and select Online Training then select View Video. There will also be a notification in the User s notification box about the video being ready to be viewed. 4. SSA s can set the renewal dates from 1 to 3 years and the passing rates acceptable by your church safety committee. A minimum of 70% is required to pass the quiz; and the default is 2 years for training renewal. To change this: Find the Settings button at the top of your page. Select Organizational Settings and set the renewal times and the passing rate that your church will accept (e.g., 90%) Work in Progress! The renewal dates seen on your Manage User page still has glitches. If it is an established user then you will see the date of when they took the training video/quiz in the past. MinistrySafe is continuing to work on this feature. Background Checks- 1. Skillful Screening Solutions has always been owned by MinistrySafe but powered by a different IT company. Now, all the Skillful Screening background checks will be powered by MinistrySafe IT department in house. No calling other numbers or giving additional credit card details. The process will be similar, even smoother than before to order, receive, review, and accept background checks from your MinistrySafe dashboard. VERY IMPORTANT! Background Check function is still under maintenance and is unavailable at this time. More information pending. Please check back after Monday, 5/9/16

5 2. If you use a 3 rd party vendor for your background checks When this section is available, you will be able to select that you have a background check for your user. You will do this in the User Profile and you can also make notes there. You will not be able to upload any other documents such as a scan. You will need to keep your digital or hard copy of background checks in a secure place so that you can provide proof of completion if circumstances require it. 3. If you already use Skillful Screening Solutions, MinistrySafe will be sending you a reauthorization request for the background checks since legally there is a slight change in operations. We have been assured that the pricing will stay the same for Central Texas Conference churches. 4. If you need immediate assistance on background checks, please call MinstrySafe directly at and they can expedite the most urgent reports needed. TIP: Not all Background Check vendors are the same. The most thorough companies will have multi-layered reporting of federal, state, and local criminal records. Plus, an understanding of Fair Credit Reporting Act regulations. Be smart, not cheap! Other Screening Steps 1. To indicate the completion of Application, References, and Interview, to do this: From your Manage Users page, click on the blue person icon of the volunteer you want to view. Click the box(es) to check for Application, Reference, or Interview. Save your changes! Notes can also be written in this window. Save those too! 2. Reference names and addresses can be added to a User Profile- for information purposes only! For an SSA to add References: From your Manage Users page, click on the blue person icon of the volunteer you want to view. You will see their user profile pop up in a new window. Click on the Settings button (gear wheel) in the upper right corner. Click on Edit User Info. Be sure to save changes! For a User to add References: follow the same steps as above from the User Page Work in Progress! When making changes, please know that the system is still dragging and you may have to wait a minute or even log out and log back in again to see the saved changes. TIP: Use buttons within the MinistrySafe dashboard to move from screen to screen. Scroll down to find Go back button or x the window when you are finished, or simply click Manage Users or Home tab again. Do not use the internet browser Back arrow button in the top left of your screen by the URL address.