LodgeMaster 3.0 Instructions

Transcription

1 1. Login Instructions Login to the LodgeMaster Online Portal using the link This is a DIFFERENT location than the one used for earlier versions of LodgeMaster. Figure 1 shows the login box that you will be directed to by the link. Figure 1 LodgeMaster Login Screen As a shortcut to log into the system, type in 591 (Type Fast) to get 591 Utah National Parks in the Council input box as opposed to scrolling down to 591 in the list of councils. The next step is to type in your Username and Password that have been issued to you. Finally, press Login To The Lodge Client to get into LodgeMaster. After you log in, you will see the screen shown below in Figure 2. Most users (e.g. Chapter Advisers and Chapter officers) will only be interested in accessing the Member Manager, the Unit Manager, Download Offline Version, and Support Center. The Support Center contains documentation and help files for LodgeMaster and provides a method to give feedback to the team that created LodgeMaster. The Support Center is a work in progress. There is a significant amount of documentation that has NOT been updated for LodgeMaster 3.0. Please remember that the team that created LodgeMaster is made up of volunteers just like you. The LodgeMaster team recommends against using the Offline Version. The online portal version has the exact same functionality as the offline version. We recommend using the online portal version. The online portal version does not generally have problems with most firewalls. The Offline Version generally will have problems with firewalls. It may be necessary to use the Offline Version if you need to use Page 1

2 LodgeMaster in a location where there is no internet access or your ISP limits your data usage. The lodge must give you permission before you can download the Offline Version of LodgeMaster. Download Offline Version if access has been granted. Access help files and documentation. Access unit information by clicking on Unit Manager. Access member information by clicking on Member Manager or set up events by clicking on Event Manager. Figure 2 LodgeMaster Main Screen 2. Member Manager - Views By choosing Member Manager in LodgeMaster, a Chapter Adviser (or his designee) can view all member information for their chapter and update contact information, positions, and other member data. The Chapter Adviser will NOT be able to edit membership levels (Ordeal, Brotherhood, or Vigil), modify dues, import data, print membership cards, or run BSA membership audits. The default view when Member Manager is opened is Roster, which shows all chapter members (or all Lodge members for Lodge officers and advisers) whose dues are current. The Chapter Adviser will also be able to update unit information from their district using Unit Manager. Page 2

3 To look up an individual arrowman, input his last name in the Member Search box (Figure 3). Once a name is input, the input box becomes a pull down list to allow you to better refine your search if there are multiple entries with the same last name. Once the name is entered in the input box, press Search. The arrowman s entry will appear in the Member Editor box (Figure 4). Alternatively, you can scroll down to the arrowman of interest in the main portion of the screen and press Edit Member. Member Search allows you to search for an individual member. Figure 3 - Member Manager Figure 4 Individual Member Record Page 3

4 Depending on your level of access, you can change member information in this window. Press Save after you have completed editing the member information. We strongly recommend that Chapter Advisers update contact information and positions (Chapter Chief, Chapter Vice Chief, Associate Chapter Advisers, and Troop/Team OA Representatives) for their chapter members. Up-to-date contact and position information will allow the Lodge to more effectively communicate with its members. 3. Standard Membership Views LodgeMaster has a number of built-in views to look at membership data. These were called Pre-Built Reports in the previous version of LodgeMaster. The available membership views can be accessed through a drop down box as shown in Figure 5 under Filters and Views. All of the standard membership views are keyed to the current dues year (or current election year in the case of Ordeal candidates). Altering the dues year that the views are based on is discussed under Section 4 - Custom Membership Views. The available standard membership views are shown in Table 1 below. Please note that Brotherhood Eligible view defaults to the wrong date. You must manually enter the Brotherhood Eligible date that you want the report based on (usually the date of the Brotherhood Walk) by clicking on Advanced Filtering, which is discussed below. Also note that the default view for Ordeal Candidates is for the current year. Since Candidates have 1 Year to complete their Ordeal you must click on advanced Filtering and reset the election date to begin 1 year prior to the Ordeal. Table 1 - Standard Membership Views Adults Audit Results Brotherhood Eligible (must input date of event) Brotherhood Inductions Brotherhood Inductions Dues Not Paid Brotherhood Members Dues Not Paid Ordeal Candidates Ordeal Inductions Page 4 Ordeal Members Roster Unknown Age Unknown Level Vigil Eligible Vigil Inductions Dues Not Paid Vigil Members Youth

5 Standard Membership Views Figure 5 Standard Membership Views 4. Custom Membership Views - Filters The standard membership views previously discussed can be modified using various filters. The filters are accessed by clicking on Advanced Filtering as shown in Figure 6 below. Clicking on Advanced Filtering brings up the Filter Editor. Figure 6 Filter Editor As previously mentioned, all of the standard membership views are keyed to the current dues year. The Max Dues Year filter found in the Filter Editor does not override the dues settings found under Dues on the left hand side of the screen. If you wish to generate a report that includes dues years earlier than the current year, you will Page 5

6 have to choose ALL of the dues years in the range you are interested in under Dues Years to Include (Figure 7). As an example, if you wish a roster of all members with dues paid from 2011 and later, you must click all of the year boxes between 2011 and the current dues year of 2014 (or later) under Dues Years to Include. Simply clicking on 2011 and unclicking 2014 does not work. The system does return the correct results with only the current dues year clicked. LodgeMaster is very literal in the way it treats dues years. Failure to follow this procedure will leave significant numbers of arrowmen out of your report. The custom (applies to standard views also) membership views will be displayed in the middle of the screen. Only a limited number of columns of member information are displayed. Additional data columns can be added by opening Column Chooser at the bottom of the screen and dragging and dropping the column(s) you want into the table header at the top of the screen. To display all columns, scroll down to Show All Columns at the bottom left side of the screen under Member Manager. Once you have the view you want, you can do some basic sorting on screen. By clicking on the column title, you can sort the data in the entire table based on that one column (alphabetically or numerically). You can also move columns around by clicking on the column title and dragging it to a different position in the table. You can select reports from the report by hovering your cursor over column title and select the Lollie pop symbol for a drop down list to select from. LodgeMaster also has a feature that allows you to save your custom view. Once you have a custom view you wish to retain, press Save View in the upper left hand side of the screen. You will be prompted for a view name and if you wish the view to be tied to the current dues year. After pressing Save, the custom view can be found under the Views drop down box. Your custom view will be mixed together with the standard views. Please be aware that EVERYONE will see your custom view in their list. We recommend NOT saving these custom views due to the large number of Lodge and Chapter Advisers. Please look at the results closely from any custom view that you create. Page 6

7 Use Dues Years to Include to filter based on dues year. Choose entire range of interest. Figure 7 Dues Year 5. Export Member Information to a File To save the member information to an Excel file, press the large green arrow labeled Export Members. A window will pop up allowing you to save the file as an Excel 2007 (xlsx) workbook, an Excel (xls) workbook, or a csv file (Figure 8). Page 7

8 Figure 8 Export Member Information to a File 6. Other Membership Reports LodgeMaster also has a series of standard membership reports that can be useful at both the lodge and chapter levels. The available reports are shown below in Figure 9. Member Reports generates reports that are more concerned with the overall health of the lodge or chapter. Figure 9 Membership Reports Page 8

9 The available Membership Reports are more concerned with the overall health of the lodge or chapter. The available report types are: Vital Statistics Leadership Roster LEC Sign-in Sheet Inductions Statistics Active Dues Not Paid Dues Count Dues Trends Award History Resources Individual History Chapter Information Figure 10 below shows the Vital Statistics report. A version of this report is shown after logging in to LodgeMaster. Figure 10 Vital Statistics 7. LodgeMaster allows you to send s to your Chapter (Chapter Advisers, Chapter Officers), the Lodge (Lodge Advisers, Lodge Officers), or sub-groups that can be created using the filters described earlier. You can access the utility by pressing Send (Figure 11) in the upper center of the screen while in Member Manager. Page 9

10 Press Send to access the utility. Figure 11 Send After pressing Send , the editor will be opened on screen (Figure 12). s are sent to EVERYONE listed on screen, so run your reports carefully. Each includes a footer generated by LodgeMaster but no longer includes a greeting such as Dear Nolan. Please begin your with a greeting such as Dear Arrowmen until the problem is resolved. The subject says Tu-Cubin-Noonie Lodge) followed by your specific subject. At a minimum, you must fill in your address as the From Address, a subject, and your message. After creating your , press Submit. The does not get sent out at this point. A message is sent to a select group of Lodge Advisers asking for the to be approved. Once the is approved, it will be distributed to the list you generated. Try to leave plenty of time for a Lodge Adviser to approve your message. We are not always near a computer. Figure 12 Editor Page 10

11 Etiquette from 1. Spell check - s with typos are simply not taken as seriously. 2. Read your out loud to ensure the tone is that which you desire. Try to avoid relying on formatting for emphasis; rather choose the words that reflect your meaning instead. A few additions of the words "please" and "thank you" go a long way! 3. Be sure you are including all relevant details or information necessary to understand your request or point of view. Generalities can many times causing confusion and unnecessary back and forths. 4. Are you using proper sentence structure? First word capitalized with appropriate punctuation? Multiple instances of!!! or??? are perceived as rude or condescending. 5. Type in complete sentences. To type random phrases or cryptic thoughts does not lend to clear communication. 6. Be sure the Subject: field accurately reflects the content of your Make sure your includes a courteous closing. Helps to make your not seem demanding or terse. 8. Don't hesitate to say thank you, how are you, or appreciate your help! 9. Keep s brief and to the point. Save long conversations for the old fashioned telephone. 10. Always end your s with "Thank you," "Sincerely," "Take it easy," "Best regards" something! 11. Do not type in all caps. That's yelling or reflects shouting emphasis. 12. When sending large attachments, always "zip" or compress them before sending. 13. Never send large attachments without notice! Always ask what would be the best time to send them first. 14. Learn how to resample or resize graphics to about 600 pixels in width before attaching them to an . This will greatly reduce download time. 15. Never open an attachment from someone you don't know. 16. Be sure your virus, adware and spyware programs are up to date and include scanning of your s and attachments both incoming and outgoing. 17. It is better to spread multiple attachments over several s rather than attaching them all to one to avoid clogging the pipeline. 18. Make sure the other side has the same software as you before sending attachments or they may not be able to open your attachment. Use PDF when possible. 19. Always include a brief Subject. No subject can get your flagged as spam. 20. Know that how you type, and the efforts you make or don't make will indicate what is important to you and if you are an educated courteous person. 21. Take the time to review each before clicking Send to ensure your message is clear and you are relaying the tone that you desire. And finally... Type unto others as you would have them type unto you! Page 11

12 To-Cubin-Noonie Rules Each Chapter can send three or four s per month. Subject line should state Chapter plus content of . Plan your s with information about events for 3 months out. People need to hear about an event 7 times before they feel it s important. Allow 24 hours for your message to be approved by the Lodge. Attach flyers, preferably using.pdf or Word (.doc). Do not send s in Word (.docx). If you need help with this, Ask! Flyers that are intended to be photocopied should be in Black and White; newsletters can be made in color. Be specific with websites. Avoid things like it s on the UNPC or Tu-Cubin-Noonie website. Instead give the exact address. Stay positive. Be creative. s should be from youth when possible. Transmission of Data Under no circumstances should personal information be ed or distributed without first taking security measures (i.e., encryption). Steps to ing a document securely (note: call or send the password in a separate ): Excel 03 Click on Tools, then Options, then Security, type in a Password to open, then click file, then save the file. Excel 07 Click on Microsoft Office Button, then Prepare, then Encrypt Document, type a Password, click OK, then click the Microsoft Office Button again, then save file. PDF Cannot secure a document with the free Adobe Reader. OALM records: OALM only includes records since 1982 (with a very few going back to 1956). Records prior to 1996 are sketchy to say the least. Some records from the 1956 to 1995 may not be there. Corrections / Errors: Send corrections to oafrank@msn.com or oafrank@infowest.com. Lodge lists Look under notes to see the Lodge lists. LEC (all active Chapter youth and adults) Chapter Chief Chapter Adviser Lodge Leadership Page 12

13 8. Unit Manager LodgeMaster allows Chapter Advisers to manage communication with units in their districts through the use of the Unit Manager. The Unit Manager is accessed as shown in Figure 13. Access unit information by clicking on Unit Manager. Figure 13 Unit Manager Figure 14 shows the three areas available under Unit Manager. Users can edit and maintain contact information on the units in their district, manage communications with these units such as keeping up with elections, camp promotions, and unit OA representatives, and access unit related reports. Several unit reports are available for use Unit Roster, Unit Leader List, and OA Representative List. For these reports to be useful, the information on unit leaders and OA Representatives must be kept current. It is the responsibility of the Chapter Adviser to update this information. An example unit roster is shown in Figure 15 Page 13

14 Figure 14 Unit Data Figure 15 Unit Report Page 14

15 9. Event Manager The Event Manager allows the user to set up events such as TePee Week and Ordeals. Participants can be input and LodgeMaster will identify if their dues are current or not or if they were elected or not (in the case of an Ordeal). Examples of this are shown in Figures 16 and 17. Figure 16 Event Manager Figure 17 Event Participants NOTES Page 15

16 First step is to make sure all attendees of your event are entered into the Database. They can be entered as Candidates or as members as long as they are in the database. Next open the Event Manager and and Add Event a basic Information screen will appear. Enter all the information you need into this block and save. For ease of navigation event titles should be entered with the current year first and then balance of your event title.ie Amangi Fellowship. Highlite your new event and click edit event (you can also double click the event title. Click Add attendee and start to type the last name of the Attendee, a drop down search list of the entire database will appear, continue typing or go down the list to find your attendee. Fill out the portions that apply to your event. click save then repeat this process for each attendee. You will end up with a list similar to the above screen shot, figure 17. To enter Service hours continue to the service wizard in the top pane, open it. A listing of all attendees will appear. Select only those who have the amount of service you plan to enter, then click next. Repeat this process until you have entered all service hours. Example: you hold a fellowship and all candidates have 8 hours service and staff have 4 hours service each group will have to be entered separately, There are wizards for Ordeal, Brotherhood, callout, vigil and Service. LodgeMaster is a work-in-progress. Error messages will occasionally pop up. Improvements will continue to be made. If you encounter problems or have questions about LodgeMaster, please contact Associate Lodge Adviser Frank Rogers at oafrank@msn.com. Page 16

17 Tu-Cubin-Noonie Lodge OA LodgeMaster Privacy Agreement Name: User ID Access Level: View or edit Overview: The Tu-Cubin-Noonie Lodge of the Order of the Arrow, BSA, is committed to the privacy of our members. Any information that is encountered while using the OA LodgeMaster (OALM) program should be regarded with the highest security. The information contained within this privacy agreement should be kept confidential should be utilized as you use the OALM program. Data: Data contained within the OALM databases is the property of the Tu-Cubin_Noonie Lodge of the Utah National Parks Council 591, Boy Scouts of America. This information may only be used for official BSA or OA purposes. Information is not to be shared with anyone, unless approved by the Lodge Key 3. User Account Access: Members will be given access only to areas needed to complete their specific duties. Only certain members outlined by the Key 3 will have the ability to edit information, all others will have viewing privileges only. Only members of the Lodge Key 3 will be able to create User Accounts and set account access levels. Youth Protection: Those containing OALM user account access will be required to have the following: -Adults should have completed Youth Protection Training. Adults and Youth are required to attend a Key 3 Approved training for OALM procedures. Privacy: Members providing their membership information for Lodge records did this with the intent that the information will be used for OA/BSA purposes only. Under no circumstances should any personal information be shared with anybody outside of the OA/BSA program or for any purpose other than that of the OA/BSA. All data exports and reports should not be distributed to anyone who is not currently registered as a Lodge Officer, Lodge Adviser, Chapter Officer, or Chapter Adviser. Others requesting information should make the request though the Lodge Staff Adviser and the Council. Transmission of Data: Under no circumstances should personal information be ed or distributed without first taking security measures (i.e. encryption if necessary). Usernames and passwords should never be distributed over but through other methods. System: Users should use a secure computer with all security updates installed. Users need to ensure that all anti-virus and firewall software are up to date and that any networks information may be shared on are secure. Security Measures: If you feel that your account information has been compromised, please notify the Lodge Key 3 immediately so that your account can be blocked. If computer theft or knowledge of a breach of computer security occurs the Key 3 should be notified as well. Updates: Updates to this OALM Privacy Agreement may be made at any time by members of the Tu-Cubin-Noonie Lodge Key 3. The updated version will be posted on the Lodge Website and should be referred to often. Members are responsible for learning the procedures and rules and should contact the Lodge Key 3 with any questions or concerns. Data Correction: Corrections and updated information should be sent immediately to Frank Rogers at oafrank@msn.com. I accept the above rules and procedures and accept all responsibility for the misuse of the information provided to me in the OALM program. I will follow all above rules and will report suspected breaches in security to Lodge Leadership immediately. Signature of OALM Account user Date Page 17 Chapter & Position