ARENA INSTRUCTIONS: Log-in, Update & Print Committee Roster (Rev )

Transcription

1 TO LOGIN: 1. Go to the BWCUMC.org website and click on Arena or 2. Visit 3. Click on the You are not logged in. Click here to login. Button 4. Enter the User Name and Password for your CHURCH'S Arena account, then click Login a. If you have forgotten your church's Arena User Name or Password, use the buttons to the right of the login area to retrieve / reset either one b. If you forgot both, retrieve User Name first; Using the User Name go back and select Forgot Password. (i) A temporary Password will be sent to the address in the Arena record. (ii) You must log in within 24 hours and set a new password. (iii) Passwords should be a combination of 6 alpha numeric characters. Page 1 of 12

2 5. If you need help, contact your District Administrator 6. Once you have logged into Arena, you will see the landing page shown below. Using the Navigation menus on the right, click on the appropriate section to access Church Conference forms, Evaluation forms and the Committee list. 7. NOTE: when completing Church Conference and Evaluation forms DO NOT go into the one listed with MY before the category. They are NOT the church forms. Select the ones with the red arrow. 8. To update the Committee List (Nominations Report), click on My Committees at the bottom of the Navigation Panel. Note: the name of your church is listed at the bottom of the page. 9. Once you open the church s Committee Leader Toolbox there are 36 groups/committees listed. These are the only groups that are available. We cannot add groups to the list. Page 2 of 12

3 USING THE COMMITTEE LEADER TOOLBOX: 1. Click on the Church Group (Committee) to view the membership for that list. 2. Click on the Committee Member to view/edit their record. a. If you need to view past or future committee membership, uncheck the box. b. To view only CURRENT membership, CHECK the box. This takes you Back to the Committee Leader Toolbox. Note: You can print the entire Committee Roster by pressing this button. EDITING / ENDING / DISCONTINUING COMMITTEE MEMBERS SERVICE: 1. Click the Member List button. 2. Click on the committee member that you need to edit/discontinue. 3. Click on the Edit button to open the record. Page 3 of 12

4 4. In the actual record you can: i) Edit or enter new information for the individual. ii) End their term on the committee by entering a date in the Date Inactive section. iii) Please leave the "Date Inactive" field blank for all active members until their term ends. 5. Hit the Save button to save the changes. 6. After the inactive date this person s name will fall off the Roster. IMPORTANT: Always be sure you are working in the correct member's record. For example, this is "Derek Doe's" record. Be very careful to never overwrite an individual's record (or the church's record) with someone else's information! 7. Click on button to go Back to the Committee Leader Toolbox. ADDING MEMBERS TO A COMMITTEE: 1. At the bottom of the specific committee list click the New Member button. A new window will open so you can search for your committee member. 2. You MUST enter the individual s First and Last name and their address. Do not use prefixes (Rev./Pastor/Mr./Mrs., etc.) 3. Click Add Member button. 4. If they already have a record in Arena they will appear on the committee list. 5. Caution: Sometimes folks already have a record in Arena. If you see multiple names and are unsure which one to select please contact your district administrator. Page 4 of 12

5 6. If they are NOT in Arena you will need to add them. a. Enter all the individual s information shown in print screen shown right. b. If possible, enter the home address for any committee leaders. (They will receive complementary copies of the UMConnection.) 7. Dates Joined (Term Start Date) a. Make sure you enter the start date. b. The start date can be in the future, just keep in mind the committee member will be flagged as Inactive until that date arrives. c. If you forget to enter a start date, today s date will be automatically entered. d. Do not enter INACTIVE [end] dates for NEW members. Only Enter Date Inactive (end date) for those persons who are coming OFF the committee. 8. Click the Add member button (at the bottom) to save the information. a. Arena will automatically search the existing users in our database to find a match. 9. IMPORTANT: Select the member s committee role. 10. After the member s information has been saved/matched, click on the member s listing to select their role in the committee. a. If no role is chosen, Arena will enter Committee Chair/Pres by default. b. There are many roles available, but 90% of the time you will be using one of the following: i. Cmte Chair/Pres ii. Pastor iii. Cmte Vice Chair/VP iv. Cmte Secretary v. Cmte Member 11. Click Save button to save changes 12. IMPORTANT: All committee members and chairs need to be listed in the "Committee Leader Toolbox". Note: This is "Jake Doe's" personal record. Be very careful to never overwrite an individuals, record (or the church's record) with some else's information! Page 5 of 12

6 PRINTING Committee Reports Periodically churches need to print out the committee roster and pass it out at committee meetings, so members can verify the contact information listed in Arena. This really helps keep addresses in the database current which is very important since this is the primary way the Conference Center corresponds with key church leaders. 1. To Print click on the name of the Church Group list to open it. 2. Click on the Print Roster button. 3. See below for sample of roster. Page 6 of 12

7 NOMINATION REPORTS After the Committee List is updated, the easiest way to print the Nomination Report for the Church Conference packet, is to click on the link shown below. This will condense the report to the fewest pages needed. DO NOT OPEN THE REPORT AND PRINT IT!!! If you do, it will re-format the data which can increase the number of pages it takes for the report. OR you can Print Current or Future Committee Rosters by selecting: COMMITTEE ROSTER [See ALL CURRENT Members Example A] COMMITTEE ROSTER [See ALL FUTURE Members Example B] To Print: Click on Print icon at top right of page or Ctrl+Print Page 7 of 12

8 CUSTOM COMMITTEE ROSTER REPORTS To view and download Custom Committee Membership Reports for your church, use our Roster Reporting Tool. Steps to Run Report: Step 1: Select report criteria using both filters -- Term Status AND Committees. [If you need to make multiple selections hold down the 'Ctrl' key]. Step 2: Click the "Apply Filter" button. Report can be viewed BUT NOT printed. To print see below. Downloading information: 1. The report can be download as a CSV file. a) To download, scroll to bottom of page and click the download icon. 2. In addition to the information shown onscreen, the CSV file contains the following information on each Committee Member: a) Name (First, Nick, Last and Suffix). b) Contact Information (Home Phone, Cell Phone, Work Phone, , Address and Birth Date.) To Print: After the report has been export as CSV, it can be opened in Excel. From there you can delete un-needed columns, format the rows and columns and print report from here. Save it as an Excel file for future use. Print as you normally do. Page 8 of 12

9 Committee Leader Toolbox is also a helpful tool for the local church as they work within different committees. Committee Chairs have the ability to log into Arena using THEIR PERSONAL User Name and Password to communicate with their respective committee members. The chair can also track meeting attendance, upload minutes, reports and other documents for safe keeping and easy access for the church and pastor. ing the Committee 1. Click the Toolbox Communication button 2. The members of the committee will automatically be added as recipients. Use the Show List / Hide List if desired. 3. You can also filter the list by member role. 4. Recipients can be manually removed by clicking the X next to their name 5. The From name and Reply to fields will be automatically populated using data from the person currently logged in system. a. You can edit the From, Reply To and Subject fields b. The "From " will be the associated with the church account. c. The "From " will always be noreply@bwcumc.org, but the recipient will see the "From" (ie "Acme UMC") when the message is received and any replies will be sent to the address shown in the "Reply to " field. 6. Type the body of the into the large text box. a. You can format your message and add attachments if you wish. 7. Select Send Now or Send Later a. If you choose to send later, a new window will open. b. you will need to select the date and time you would like the sent 8. Click the Send button to complete Page 9 of 12

10 Attendance Tracking 1. To take attendance, click the Take Attendance button 2. Click the Add New Date button 3. Enter the meeting date 4. You can enter the total headcount, specific member attendance and notes regarding the attendance. Click on Submit Attendance. 5. Click on the Attendance Summary button across the top to view a summary of who attended the meetings you have entered Sharing Documents within the Committee Note: Active Church Administrators and Committee leaders may add, edit and delete documents. Active Committee members can only view the documents. 1. Click the Document List button 2. Click the Add Document button to upload a new document to the group 3. Enter in the type of the document and a description 4. Click Upload and select which document you want to upload 5. Click Save 6. To delete a document, click the red trash can icon To log out of Arena 1. Go to the Arena Home screen 2. Click the Click here to log out button at the bottom of the screen. NOTE: For security reasons, you will be automatically logged out after 20 minutes of inactivity. Page 10 of 12

11 Committee Role Please use the following guide to determine where to enter specific individuals within the Committee Leader Toolbox based on their role within the church s leadership. If your church has an alternative leadership structure, please follow this guide as closely as you can to place members of your administrative board into the correct committees as per their role at your church. The information entered into the Committee Leader Toolbox will be used to generate the Nominations Report for your church conference. To access the committee leader toolbox in its entirety, you must be logged in under the church s Arena account. Active Committee Chairs can update their committee membership using their personal Arena accounts. Individuals can update their personal information using their personal Arena accounts. Go to to begin. You should enter the leadership information for all of the committees / ministry groups that you have. You can skip the committees / ministry groups that you DO NOT have at your church. Below outlines the positions that are required, and where to enter them. Guidelines for Required Arena (Committee Leader Toolbox / My Committees ) Entries: Required to be Entered into Arena Committee / Ministry Group Role Appointed Pastor(s)* / Appointed Associate Pastor(s)* Clergy / Pastors Pastor Church Council Chair Church Council Cmte Chair/Pres SPRC Chair SPRC / PPRC Cmte Chair/Pres Trustee Chair Trustees Cmte Chair/Pres Finance Chair Finance Ministry Cmte Chair/Pres Treasurer Finance Ministry Treasurer Church Administrator(s) Lay Staff Church Administrator Youth Ministries and/or Children s Ministries Leader/Coordinator/ Pastor Youth Ministries and/or Children s Ministries Youth Pastor/Leader Lay Member(s) to AC Lay Members to AC Lay Member to AC or Lay Member to AC (Reserve) Depending on what is applicable Lay Leader(s) Lay Leaders Lay Leader Certified Lay Servants / Certified Lay Speakers / Certified Lay Ministers** Lay Servant Ministries Certified Lay Servant or Certified Lay Speaker or Certified Lay Minister Depending on what is applicable. If multiple, choose the highest level of certification. Page 11 of 12

12 * All clergy have an existing record in our system. If you do not see your pastor already listed in the Clergy / Pastors group, please be careful to use the pastor s full name and address on file with the BWC when adding him/her, otherwise, a duplicate record will be created. Guidelines for Other Positions: Position / Role Committee / Ministry Group Role Recording Secretary Church Council Cmte Secretary UMW President United Methodist Women Cmte Chair/Pres UMM President United Methodist Men Cmte Chair/Pres Endowment Chair Endowment Ministry Cmte Chair/Pres Lay Leadership Development Chair Lay Leadership Dvlpmt Cmte Chair/Pres Youth Representative* Youth Ministries Cmte Member Worship Leader Music Ministries Cmte Chair/Pres * The Youth Representative is an individual under the age of 18, serving as a representative for all youth within the church. He/she may serve on the Church Council. The Youth Leader/Coordinator is an individual that leads/coordinates your church s youth ministry program. There are several other positions and ministries not noted above for which you may be able to enter leadership information. We cannot add additional Committee so please use your discretion as to where to enter those individuals based on their role within the church. Need more help? Contact your District Administrator and/or watch these video guides: Getting Started (Add/Edit Members) Feature Guide Page 12 of 12