ShelbyNext Membership: Administration, Security, Setup

Transcription

1 ShelbyNext Membership: Administration, Security, Setup (Course #M157) Presented by: Jeannetta Douglas Shelby Contract Trainer 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective This course covers how to maximize the power of ShelbyNext Membership through effective setup. The following topics are presented in this session: Define Terms that fit your ministry Set permissions using roles Track logins Work with Pledges 2

3 General The General Settings tab is for setting your organization's information, as well as logo and custom colors for the dashboard. These settings apply to every user in your system. If you upload your own logo, it appears in place of the ShelbyNext Membership logo at the top of your dashboard and on your login screen. In addition, there is the option not to have logo print on reports. 3

4 If you select "Use custom colors", the color options for your dashboard and login screen dropdown. Select colors by either using the slider box that appears when you click the color box, or by entering the hexadecimal (hex) code of the specific hue you want. The new colors appear on your dashboard after you click Save. Other fields allow you to make regional settings such as time, phone format, currency, and the ability to enable Campus. 4

5 Terminology You can define the terms your organization uses for Individuals, Groups, and Categories. 5

6 Groups Terms Groups are comprised of individuals, and groups are a way to organize simply those members into sections that can be used for the purpose of enrolling people in classes, small groups, or meetings. The purpose of these groups is to collect attendance and to profile/tag people for lists, volunteers, communications, reports, etc. 6

7 Member Terms Individuals are individual people in your organization, and they can be placed into one or many groups. They also can be put into families with other individuals. For a name to exist in ShelbyNext (excluding Visitors added while entering Attendance), it is listed under Individuals. Therefore, that includes Members Active/Inactive, Visitors, Attendees, Deceased Members, Guest, Donors, Missionaries, etc. To know how people are connected to your organization, look at the groups in which they are placed. Giving Categories Term Categories are the reason a donor gives to your organization, known as Purposes in Shelby v.5. When entering a donation, a Category is selected. Also, when you view a donor s record, donations are listed by categories. 7

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9 Groups Properties Group Properties are a significant way to organize what might appear to be a sea of groups. To set a new Property Category and Property, go to Settings -> Groups -> Group Properties. Some examples of Group Categories are Age, Ministry, Spiritual Gifts, Member Status, Module, Profiles, Organizations, etc. 9

10 When setting up your group, you can add as many properties as needed. To set the Properties for a group, go to Groups -> Add or Edit a group -> Edit Proprieties. You can also select several groups and mass update them to apply a Property. 10

11 Your selections now help you filter through your groups. 11

12 As a default when you view groups, all groups are displayed. However, when you make your filter selections based on properties, only the selected groups are displayed. With No Filters With Filter Sections 12

13 Group Finder The Group Finder is a program feature that allows your members to find groups in their area according to their interests. You can also configure it so that individuals can add themselves to groups or ask to be added to the group. The first step is to Enable Group Finder, Settings -> Groups -> Group Finder. Then make the selection for the categories of groups you wish to display and use Map view. You can also view the Website Embed Code. For your group to display in the group finder, you should enable one of the first two options below under the setting of your group. Groups -> Add or Edit Group o o Allow people to add themselves Check this if you want to allow people to add themselves to a group. This also makes the group show on the Group Finder. The designated Group Leader receives an when a person joins. Allow people to request to join a group When people try to join a group, they are not added automatically. Instead, the Group Leader is ed so he/she can either approve or decline. This also makes the group visible on the Group Finder. 13

14 Configurable Fields Configurable fields can be used to add input fields, which adjusts information that is seen on Individual profiles. There are two categories of fields: 10 date input fields (i.e. anniversary date, joined on date, etc.) and 15 text input fields (i.e. talent, home church, etc.). Text input fields also have another type called select list fields (i.e. member status, ministry interest, etc.). Date and text input fields are activated by inputting a name for the field (joined on, talent, etc.). Select list fields are activated by inputting a name for the field and then clicking Edit Options to customize what options can be chosen for this field. Settings -> Configurable Fields 14

15 For example, you can input "Member Status" for the name of a select list field, choose Select List from the Type drop-down, and then click Edit Options to add Active Member, Inactive Member, Out-of-Town Member, etc. to the options list. If a name is not given to a field, this field does not show up on the Individual view. 15

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17 Attendance Attendance Excused Options Create Options for excused absences. System defaults are OUT, OOT (Out of town), SICK, SCHOOL, and WORK. Excused Absences are considered as Present for Reporting. 17

18 Reports can also be filtered by Excused. 18

19 Membership Permissions You can allow certain people access to certain parts of the application. This is accomplished using Roles. Roles are groupings of permissions allowances to do or view certain actions or parts of the application. These roles are assigned to individuals. For instance, it is possible to let someone only view individuals' data, not edit it, and enter attendance. This allows more people to be involved in the managing of the church's information BUT only within the areas assigned to them. 19

20 Once you add a role, click the pencil button to edit the permission for this role and the plus button to assign a user to this role. 20

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22 Leader Roles Leader Roles give permissions to leaders of selected Groups, so that a Group leader automatically has these permissions for the Group(s) they lead. Assign a name for the Role, such as Small Group Leaders. Once added, click on the pencil to set permissions for the role. Select the Leader of the groups to whom you want to assign the permission. 22

23 Calendar Permissions Calendar permissions are separate from the Membership permissions. A quick way to know if you have rights to the calendar as an Admin or if you hold another roll in the calendar settings, a link to the Calendar appears in the top left corner of the screen. To set the permissions, go to Calendar -> Settings -> Permissions. Permissions are broken into two types--the Admin, which has full rights with the Calendar, and Roles (same as Membership). Once roles are named, you can set the permissions and then add users. 23

24 Track Logins The System Log shows you which users logged in to your system and when. This information can be exported for additional filter options. 24

25 Pledges Creating Pledge Campaigns The first step in setting up a Campaign Pledge is to determine which Category a donor designates that applies towards the Pledge. (This can include more than one category.) To set up the Pledge, go to Settings -> Giving -> Pledging. 25

26 Once saved, you can allow people to create their own pledge for this campaign. Adding Pledges to Donors Click Giving > Input > Input Pledges You can enter several individuals Pledges, similar to Input Giving. 26

27 Posting Giving and Linking Gifts to Pledges As donations are entered on the Input Giving tab, you see a More drop-down list in the upper left of the screen. This area shows you the Pledges and Notes. If you have a Pledge associated with the selected category, then the Pledge automatically shows in this section. You cannot apply a donation towards a category that is not connected to the Pledge Campaign to reduce the Pledge. 27

28 Pledge Reports Pledge Campaign Summaries To see the progress of the various Pledge Campaigns, go to Reports -> Giving -> Pledges You can print the screen summary (no filters), or you can click on the number pledged to get a simple listing of all the pledgers in a Campaign. 28

29 Pledges on a Giving Statement Pledges can also be included on Giving Statements; to modify statement design, go to Settings -> Giving -> Giving Template. To run a Statement, follow this path: Click Reports -> Giving -> By Individuals. Click the Gear drop-down, and then set Filters -> Print Statements. 29

30 Click either Print or Print Statement to create a PDF file that you can download. The Pledge area shows these specific columns on the statement. It is a predesigned template. Pledges on an Indiviual Record 30

31 You can view, edit, and add a Pledge on an individual s record. 31

32 Q&A Class Discussion 32

33 Jeannetta Douglas Shelby Contract Trainer Jeannetta Douglas is a Shelby Contract Trainer living in Southern California. She began her career with Shelby while on staff at a large church working with both the financial and nonfinancial software. After completing her employment there, Jeannetta became an independent Shelby trainer. She effectively presents software training in a way that everyone understands and applies what they have learned. Jeannetta trains on Shelby v.5 and ShelbyNext.