Traxsolutions Administrative/Site Setup Training Guide

Transcription

1 Traxsolutions Administrative/Site Setup Training Guide 6225 N. 24 th St., Suite GL100, Phoenix, AZ Phone Fax nfocus.com Austin, TX Chicago, IL Ft. Sill, OK Leavenworth, KS Louisville, KY Orlando, FL Phoenix, AZ

2 Training Objectives As a result of this training, you will know how to: Setup your computer to run TraxSolutions Install Microsoft Silverlight Configure Internet Explorer Login to TraxSolutions Setup TraxSolutions to begin data entry and participant management Manage Logons, Security Levels, and Roles Manage Dropdowns Manage Membership Types Manage User Defined Codes Customize the Waiver Extension Customize and Print the Membership Form Create Program Groups, Programs, Activities, and Sessions Contact nfocus Solutions Client Support Call, , and chat with nfocus Solutions Client Support List nfocus Solutions Client Support help hours

3 Congratulations! Your organization has purchased services from nfocus Solutions to implement TraxSolutions, a suite of web-based software applications that enable human service organizations to manage and track their participants and measure outcomes. There are two major components to the system: TraxSolutions a web-based software application in which you manage participant information, activities, and services offered at your facility Trax Attendance Manager a locally installed software application used for scanning and recording attendance Before the end users can begin entering participants and managing the database, values must be created to standardize the information within the system. The administrative or site-setup training will provide the information and skills necessary to setup the database to prepare for daily use. Configure Internet Explorer TraxSolutions is a web-based interface, so you will be asked to update a few of your Internet Explorer options before accessing your TraxSolutions database. Internet Explorer 8.0 or higher is needed to access your TraxSolutions website(s). This section includes instructions for configuring Internet Explorer with optimal settings for TraxSolutions. Popups must also be allowed for in any non-windows popup blockers. NOTE: The computer might require you to have Administrative privileges to set some of the following Internet options. Configure Temporary Internet Files Settings 1. Select Settings from the Browsing History section under the General tab 2. Select Every time that I visit a webpage 3. Make sure disk space to use is between the recommended amount of 50 and 250 Add as Trusted Site 1. Select the Security tab 2. Select Trusted sites 3. Enter and select Add 4. Select Close 5. Move the slider under the Security section to Low and select Apply NOTE: Select Default Level if slider does not appear and then move it to Low

4 Allow Popups 1. Go to the Privacy tab 2. Change the Internet Zone level to low 3. Make sure the pop up blocker is turned on 4. Click Settings 5. Type and select Add 6. Change the blocking level to low 7. Select Close Add Sites To Favorites 1. Enter in the address bar 2. Select the Add Favorites (star with plus sign) icon and select Add to Favorites 3. Select Add 4. Select the Favorites (start) icon to access the TraxSolutions website Review NOTE: After every section of this guide review questions will be provided. By reading and answering the questions you will be one step closer to attaining the knowledge needed to become a successful user of TraxSolutions. True or False: Pop-ups must be allowed from TraxSolutions for the site to work properly. Additional Questions?

5 TraxSolutions To access TraxSolutions, first open an Internet Explorer browser. NOTE: Your Internet speed will affect the speed of the TraxSolutions website. Logon to TraxSolutions 1. Enter the TraxSolutions website in the Address field located at the top of the browser screen and press Enter 2. Enter your username and password and select Continue 3. TraxSolutions Home Page will appear TraxSolutions home page has three menus 1. Dashboard has four tabs: Statistics, Upcoming Birthdays, Attendance, and Announcements 2. Top Menu: Home, Management, Admin, Reports, and Programs 3. Shortcut Menu: Add Member, Reports, Search, Print IDs, Support, and Logout

6 Install Microsoft Silverlight When you login to TraxSolutions for the first time, you will be automatically prompted to install Microsoft Silverlight. Silverlight installation is required before you will be able to access TraxSolutions. NOTE: You will need Administrative privileges on the computer to install Microsoft Silverlight. 1. Login to TraxSolutions 2. Silverlight prompts will display on screen 3. Click on one of the Silverlight boxes 4. Click Run and then select Run again 5. Click Install now 6. Follow steps 7. It will notify you that the installation was successful Manage Logons, Security Levels, and Roles nfocus Solutions creates 1 user logon for each organization using TraxSolutions. The organization is then responsible for creating and activating the other logons for the site. Users can be created at any time but only 5 users can be active. For security and compliance reasons, it is NOT recommended that usernames and passwords be shared between staff utilizing TraxSolutions NOTE: Usernames must be at least 6 characters and passwords are limited to 10 characters. All passwords must include three of the following character types: lowercase letters, uppercase letters, numbers, and special characters ($, %, &, etc.). Although user names do not carry restrictions like the passwords, generic names such as "JSmith" or "JohnD" may already exist. If you update an existing user login and it fails, review the user name and password and try again. Access Roles 1. Go to Admin Configuration Manage Roles from the top menu 2. All current roles will be listed NOTE: In TraxSolutions 7.0 you can create different roles to allow or restrict access to specific pages and tasks. These roles can only be edited or assigned by someone with Administrator capabilities. Add Roles 1. Select Add to add a new role 2. Enter the new role name and check the boxes next to the functions you would like the user to be allowed to access 3. Select Save when finished

7 Assign Roles 1. Select Assign Users to add users to that role 2. Check the boxes next to the users to assign the role 3. Select Apply when finished Update and Delete Roles 1. Update the security roles by selecting Edit 2. Edit the role and select Save 3. Select Delete to delete a security role 4. Select OK to continue Access Manage Users 1. Go to Admin Data Management Manage Users from the top menu 2. All current users will show, along with the last logon, last logout, last IP address, and security level Create New Users 1. Click New User 2. Enter user s information 3. Select a Security Level and Role for the new user 4. Click Yes next to Active 5. Select Save Update Users 1. Select a user to update 2. Current user information will show 3. Update the information and select Save

8 Security Levels 1. View: can view only non-confidential member data 2. View Confidential: can view only all member data 3. Edit: can view and edit any non-confidential member data 4. Edit Confidential: can view and edit any member data 5. Admin: has access to everything, including Admin menu NOTE: Security Level determines what the user can do within the system. For example, if the user has View security level, the system will be read only and they will not be able to access confidential information. If the user has Edit Confidential security level, the user can edit and add information within the site including confidential information but cannot delete information. Review True or False: Roles determine the pages or functions that a user may access. What is the minimum number of characters that a TraxSolutions password can have? a. 6 b. 10 c. 64 d. No minimum Additional Questions? Manage Dropdowns When adding participants to your database, you will be required to select values from a dropdown menu rather than simply typing in a text box. Dropdowns are included in TraxSolutions to help standardize your data. Most dropdown fields that you intend to use must have values specified prior to using them in other areas of TraxSolutions. We recommend that you create values for the following dropdowns prior to performing any data entry: Age Category, City, Ethnicity, Income Category, School, State, and Zip Code. Access to Manage Dropdowns is limited to users with Administrative privileges. Access Dropdowns 1. Admin Configuration Edit Drop-Downs from the top menu Create Dropdowns 1. Select a dropdown that you would like to manage then Select New 2. Enter dropdown value (and any other requested information) and select Create 3. Select OK after value has been created and a new value will appear 4. Repeat process until all values have been entered

9 Edit Dropdowns 1. Select dropdown you would like to manage and select value to edit 2. Choose value and select Update 3. Edit value and select Save 4. Select OK after value has been updated Delete Dropdowns 1. Select dropdown you would like to manage 2. Select value to delete then select Delete 3. Choose replacement (if any members currently have value) and select Delete 4. Select OK, then Select OK after value has been successfully deleted and the value has been deleted Review True or False: Dropdown values can be added only from the Admin menu. Additional Questions? Manage Membership Types TraxSolutions is a membership management system and all participants entered into the database must have a membership. At least one Membership Type is required to add new participants. Membership Type management can be accessed from Edit Dropdowns in TraxSolutions. Membership Types provide a description of who an individual is to the organization. These individuals may participate in different program areas while at the facility, but ultimately they are defined by membership types within TraxSolutions. Most organizations define an individual as a Member, Participant, Student or Client and display these Membership Types on a participant s ID card. Membership Types are also defined by a time increment, or the length of membership given to a participant. Helpful Hint: Remember that Membership Types are categorized by the person, not the program they attend. Therefore, annual, monthly or quarterly time increments can define a membership type, but summer or after school programs cannot. You can use Program Services to describe programs in which participants are involved, and Scholarship Participants can be identified by creating specific UDCs. Create Membership Types 1. Select Membership Type 2. Any existing Membership Types will be listed below; select New to create a new Membership Type

10 3. Enter a Membership Type Name, select a time increment (this will be the membership length when using dynamic mode from the next section), and select Create 4. Select OK after Membership Type has been created 5. The new Membership Type is listed below Set Default Membership Dates There are two membership date modes: static and dynamic. All memberships end on the same date with static mode. All memberships ending on 12/31, regardless of when they signed up, is an example of static mode. Memberships are a specified length of time from the membership start date with dynamic mode. All memberships ending one year from when they signed up is an example of dynamic mode. 1. Go to Admin Settings Membership Dates and select a mode NOTE: No dates are required for dynamic mode. The end date will automatically be inserted when selecting the Membership Start Date during data entry and will correlate with the time increment associated with the membership Type. 2. If static mode is selected, enter an end date and select Save NOTE: Membership dates determine whether a participant is active or inactive Review membership mode is used when you want all memberships to end on the same date. a. Static b. Attendance c. Dynamic d. Membership Additional Questions? Manage User Defined Codes User Defined Codes (UDCs) are custom fields that are used to track any member information that is not standard in TraxSolutions. Any UDCs that are not established as confidential will appear on the Membership forms. Access UDCs 1. Go to Admin Configuration UDC from the top menu 2. The UDC Management page will appear

11 Create UDC Values 1. Select New Category 2. Enter in Category title (Example: Permissions) 3. Click Close 4. Click on newly created category then select New Attribute 5. Enter in Attribute or UDC name (Example: Picture) NOTE: Attributes can be set as required or made confidential by selecting the appropriate check boxes. Any UDC that is set as confidential will NOT appear on the Membership Information Form and will only be accessible within TraxSolutions to those users that have the appropriate security levels. 6. Click Close 7. Select on newly created UDC name then select New Attribute Value 8. Enter in value and select Insert (Example: Allow) 9. Entry was successful if Success! appears above Update button 10. Select Close and the new value has been entered NOTE: UDCs are only valid for tracking/filtering purposes if all three areas are created Delete UDC Values 1. Select Category, Attribute, and Value to delete 2. Select Delete 3. Specify replacement value (leave blank if none) and select Delete 4. Verify that value has been deleted Edit UDC Values 1. Select Category, Attribute, and Value to edit 2. Edit value and select Update 3. Update was successful if Success! appears above Update button

12 Review True or False: UDCs will only appear on the Membership Information Form if the Category, Attribute, and value are created. Additional Questions? Customize Waiver Extension Although a standard waiver will display on the hard copy of the Membership Form created from TraxSolutions, you can also update, change, or create a waiver based upon you organization s needs. Regardless of whether you are replacing the standard waiver with one you create or adding onto the standard waiver, there is a 2000 total character limit. Access the Waiver Form 1. Go to Admin Waiver Extension 2. The standard waiver is displayed 3. Add text to the waiver (text is added to the bottom of the form) 4. Or choose the first option to completely customize the waiver Customize and Print Membership Form Through the TraxSolutions website, you have access to the customizable PDF Membership Form template which contains all fields used in the data entry process. This membership form includes a number of dropdown value fields, nonconfidential UDCs fields, a waiver for parents/guardians to read, and lines for Date, Member, and Parent/Guardian signatures. There are four parts of the membership form that are required in order to maintain data integrity and sharing: Head of Household, Other Parent or Guardian, Member Information, and Medical Information. TraxSolutions allows your organization to specify whether data entry fields are visible, invisible, or required. Visible fields are black; invisible fields are gray; and required fields are red. Field status changes are reflected on the printed membership form and when entering new member information. Access Membership Form 1. Go to Admin Configuration Customize Membership Form from the top menu Changing Fields Types 1. Click on field name to change status 2. Address field changed from visible (black) to required (red); click field name again to change status 3. Address field changed from required (red) to invisible (gray)

13 Sections/Saving Information 1. Head of Household (Parent/Guardian): First Name and Last Name are mandatory fields 2. Other Parent Guardian: No mandatory fields 3. Member Information: First Name, Last Name, Membership Type, Membership Start Date, and Membership End Data are mandatory fields 4. Medical Information: No mandatory fields 5. Select Save at the bottom of page when finished to save changes Print Membership Form 1. Select Support from the shortcut menu 2. Select Downloads 3. Select Membership Information Form (or Forma de Informacion para Membrecia for Spanish or Forme De I Information D Adhesion for French) NOTE: For the UDCs to appear in the desired language, they must be created that way within TraxSolutions. 4. Select Printer button to print form Review How many languages, including English, are available when printing a blank membership application? a. 1 b. 2 c. 3 d. 4 Which category of UDCs is not visible on the membership application? a. General b. Expired c. New d. Confidential True or False: Black categories on the membership form are visible to the participants, but are not required to be filled out. Additional Questions?

14 Programs, Activities, and Sessions TraxSolutions allows your organization to create Program Groups, Programs, Activities, and Sessions. By starting on a broad systemic level and funneling down, you are able to track and manage program data in the most efficient and logical manner possible. The four categories that comprise program tracking are: 1. Program Groups: Focus Areas, such as Sports or Academics 2. Programs: Divisions within a particular Program Group, such as Basketball or Math 3. Activities: Actions in which your organization or participants are engaging, such as clinics or tutoring 4. Sessions: When Activities are actually taking place, such as December or Summer Sessions are the base level that participants can be enrolled and scanned into. Participants can also be batch enrolled into sessions by using TraxSolutions Search. Access Program Services 1. Select Programs from the Top menu 2. The Program and Activity Administration home page will appear Create Program Groups 1. Select Manage Program Groups 2. Select Add Program Group 3. Enter name and select Save Create Programs 1. Choose a Program Group from the dropdown near the top of the page 2. Verify that Program has not already been created and select New Program 3. Enter Program name (and any other tracked information) and select Insert Program 4. Repeat process until all programs have been created

15 Create Activities 1. Select Manage Activity 2. Select Add Activity 3. Enter Activity name and description 4. Select Save Create Sessions 1. Select View Sessions link to the right of the Program 2. Select New Session 3. Enter Session name, Start Date, and End Date (Impact Area, Activity Category, Description, and Capacity are optional) 4. Select Create New Session Enroll Participants 1. Select Enrollment link to the right of session 2. Select Member Enrollment 3. Enter search criteria of participant to enroll and select Search 4. Choose participant to enroll and select Continue 5. Verify enrollment details and select Enroll: Participant is listed in enrollment list Single Enroll From Member Manager 1. Select Enrollment tab in Member Manager of participant to enroll 2. Select New Session Enrollment link 3. Choose Program and Activity/Session, verify start and end dates, and select Insert NOTE: You can see which sessions a participant is enrolled into by clicking the Enrollment tab under the participant s information file. Batch Enroll From Program Services 1. Select Enrollment link to the right of session 2. Select Batch Enrollment 3. Choose search criteria and select Search

16 4. Choose participants to enroll (use the CTRL key to select multiple participants) and select Assign Members 5. Enrolled participants will show in Already Enrolled section Copy Sessions 1. Select Copy link to the right of session to copy 2. Update the activity name and dates; select Copy Session 3. Select I do not want to copy the enrollment if you do not want to copy enrollments or 4. Select I want to copy enrollment to copy all or any enrollments a. Choose participants to copy from Available Members column and select Assign Members b. The activity has been copied Wait List 1. Select Add to Wait List to add participant to a session enrollment wait list due to over enrollment 2. Participant will be added to wait list 3. Select Wait List button under the session enrollment to view wait list 4. Choose participant from wait list and select Enroll Members button to enroll a participant on the wait list in a session Delete Sessions 1. Select Edit link to the right of the session 2. Select Delete Enrollments (if participants have been enrolled for session) 3. Select OK to delete enrollments and charges (if participants have been enrolled and/or charged for session) 4. Select Delete Session 5. Select OK to delete the session NOTE: The default activity filtering view when select View Sessions in Program Services is Current Review You can see which sessions a participant is enrolled in by clicking the tab under the participants information file. True or False: A program must be created before a session can be created

17 Support Enrollment is used to enroll multiple participants at one time into an activity. a. Session b. Participant c. Multiple d. Batch Additional Questions? Select Support from the shortcut menu if you have any questions or issues. The Support Menu has links to: 1. Knowledge Base a library of articles and video tutorials 2. Request a call from nfocus Software Client Support 3. Contact nfocus Software Client Support via chat 4. Access the online training schedule 5. Start a GoToMeeting The Contact Us menu lists the address, phone, and contact information for nfocus Solutions. Client Support is available Monday to Friday from 5:00 AM to 6:00 PM MST. nfocus Solutions Client Support Phone: (866) support@nfocus.com NOTE: Upon completion of the trainings, your staff/volunteers may access ongoing and unlimited support as a service of the annual Maintenance and Service Agreement.