Chapter 2: Creating Your Network

Transcription

1 Chapter 2: Creating Your Network 2-1 Chapter 2: Creating Your Network Creating Organization/Employer and University Networks Configuring the Details of Your Organization/Employer and University Network Creating Program and Division Networks Configuring the Details of Your Program and Division Network Creating a Worksite Network Changing a Worksite Network Address/Worksite Removal This chapter steps you through the initial process of creating your Organization/ Employer, University, Program, Division, and Worksite networks with the SmartRideshare system. As a special category, School networks are handled separately. Before creating your network, please be sure to read Chapter 1: Before You Begin to understand the implications of various network choices. If in doubt, consult with your Regional or upper-level administrator. Creating Organization/Employer and University Networks If you will be administering an Organization/Employer or University network, you cannot initially create it. You have to work with a Regional or other upper-level administrator to begin the process. The upper-level administrator will perform steps 1 and 2 described below. In consultation with you, s/he will input your network s name, type (Organization or University), and optionally a website URL. 1. Establish the network s name and other details The SmartRideshare Administrator s site opens on the parent network s page and lists all the current child networks. To add a new network, go to Networks in the navigation bar, select Child Networks. Click Add Network. In the box Enter Network Details, Enter the name of the organization (such as Acme Corp) or the university/college/campus (such as Acme U), or another network name. Optionally, type a website for the organization (such as or ). Make sure to include the or the system will not accept the URL. Network Administrator s Manual December 15, 2014

2 2-2 Chapter 2: Creating Your Network From the pull-down menu Network Type, select Employer or University. The Enter Network Details box to add a network. 2. Check to ensure the network is unique Having duplicate or very similar network names could negatively affect users experiences, uploading bulk imports, and reporting. The system will allow you to create a name that is different by just a space or hyphen, but that would be very confusing to both administrators and users. One way to help ensure that your network name differs substantially from all others is to check for existing networks in the main search function before your begin the network creation process. Click the box Check if exists to search for and prevent duplicates. If the network name or website is already in the SmartRideshare system, a box appears. It says, The following network(s) with similar name/website exist in the system and offers a list of duplicates. You are given the option to click either Exit (to start over at the home screen) or Continue. However, if you choose Continue and the network type and name duplicate those of an existing network, you will get the message, A network with the same name already exists in the system. The system will not allow you to save and complete that network. Search to find the network. If you find it, select it and edit it. If you do not find it, contact support@rideshareonline.com. If the network name or website does not already exist in the system, the program moves to the Enter Network Details page, found under Settings. (See Configuring the Details of Your Organization/Employer or University Network.) December 15, 2014 Network Administrator s Manual

3 Chapter 2: Creating Your Network 2-3 Configuring the Details of Your Organization/Employer and University Network When an upper-level administrator is creating your network, s/he will follow steps 1 through 3 below to input a couple other required pieces of information. These include a network short name and a method for joining your network. S/he will likely choose Administrator Will Approve Request so that s/he is notified and can approve your request to join the new network. S/he will then save the network. At that point, You must register as a user with that network. The upper-level administrator will then grant you administrator rights for that network. You log in to the SmartRideshare Administrator s site. You must then complete the network creation process by also following steps 1 through 3 below to input additional information. Within your network, click Settings on the navigation bar. The Enter Network Details page, under Settings, allows you to configure how users and other administrators view your network s name, as well as its logo, associated website, and address. You also enter the information for the primary contact for your network normally, that is you, the administrator. Finally, this page allows you to establish the way that users are associated with and thus able to join your network. 1. Establish your network s name and other details Providing contact information that allows users to ask questions and receive help, and adding brand information such as your organization s logo, makes users experience with the system easier and more rewarding. This information also allows Regional and Global administrators to reach you if necessary. In the box Enter Network Details, type the following: Name: This should show the name of your organization as you want users to view and search for it. Custom Attribute: Administrators can enable this field as required or optional. The display to users asks for and stores a unique user identifier, such as an Employee ID, transit pass number, etc. If the custom attribute is enabled, users can complete the field during the registration process or under Profile>My Networks if they are already registered with the system. Custom Attribute Text: This is the Custom Attribute label that users see (for example, Employee ID). Website: If you already entered a website, this will be filled in. Otherwise, it is blank for you to enter now or later. Network Administrator s Manual December 15, 2014

4 2-4 Chapter 2: Creating Your Network Network Type: Your previous network selection appears here. Description: This information for the SmartRideshare system helps explain the purpose, audience, and/or customers of the network. Short Name: Required. This information is used as a key field in the SmartRideshare database. Short Description: Support Address: The address for the primary contact (see below). Restrict matches within network: Retain No (the default) to allow network members to ridematche with commuters from outside their network. Select Yes (only under special circumstances see box below) to limit network members to commute ridematches with only other members of your network. This option is available only for Organization/Employer networks. If you select Yes, then users are allowed to create commute matches (to/from the work address) with only other network members. (Members will still be able to create personal trip ridematch requests with members of other networks.) The intent of this feature is to restrict commute ridematching to one organization to prevent members of competing organizations, who may have trade secrets for example, from sharing the ride. It could also be used for an organization with a vulnerable population to prevent them from ridematching with the general public. Note that as the administrator of this network, you will not be able to later change the network from restricted to unrestricted. And although an upper-level administrator can help you change the network to unrestricted, that change will not apply to commute trips already existing in your network at the time. Network Logo: Upload an image file of your organization s logo that you have saved on your computer. This file must be in a.jpg,.tif, or.bmp image format and no larger than 120x120 pixels. The logo will be viewed along with the network name. o Click Browse to search for and upload your saved file Display text for Division: If you may later create a Division subnetwork for your Organization/Employer or University network, this is intended to be the wording that members of your organization will see and recognize. For example, perhaps the child Division network would be called a department, unit, branch, or office in your organization. This is the nomenclature that users will see displayed. December 15, 2014 Network Administrator s Manual

5 Chapter 2: Creating Your Network 2-5 The Enter Network Details box, top section, to configure your network. 2. Establish contact information for your network This information will appear on the users Home page to allow them to ask questions and receive help. In the box Enter Primary Contact Details, type the following: Name: The name of the administrator for your network address: The address for the network administrator Phone number: The contact phone number for the network administrator The Enter Primary Contact Details box to configure your network. Network Administrator s Manual December 15, 2014

6 2-6 Chapter 2: Creating Your Network 3. Choose how the user can become a member of your network The choices you make at this juncture affect how people are able to join your network. At this point, three options are available to choose within the system for Organization/Employer and University networks. (Other options for joining your network are also available but are managed later; these are discussed in Chapter 3: Populating Your Network.) Review Chapter 1: Before You Begin for a larger discussion of ways that members may join a network and the issues to consider. You may return at a later date to update or change these three options. 1. Private address with the network: Choosing this option means that the system will associate people with your network who have the same private domain name(s) as those of your organization (for when they sign up with the ridematching website. You may assign up to six private domain names. You may also add an domain later, after the network has been set up; for example, if your company creates a new one after a merger. If more than six are needed for your network, contact support@rideshareonline.com to add them. This is the most straightforward option if most users have been issued a private address by the organization. However, if some members will not have the same private domain name(s) as the one(s) established for your network, this option may need to be combined with one or more of the other two to ensure including all potential users. A domain name is the portion of a person s address that indicates the location and owner of the server. It is the text after and including sign in the address. For example, in the address jane.doe@wsdot.gov, the domain name CAUTION: Note for example, are not private domains, and should not be used. Others, such also should not be used unless everyone in the agency is meant to be included. 2. Passcode: If you anticipate that some users will not have the same private domain name(s) as the one(s) established for your network, will have a preference to use their personal address, or may already be in the system under a personal address, or that your network will comprise people who use additional private domain names, you can set up a passcode that will allow people to join the network. After creating the passcode, you must distribute it to prospective members through company bulletin boards, s, or other private and secure outreach methods along with instructions about how to use it to join the network. Passcodes have not been very effective when used as the primary method of allowing users to join a network; however, they are often necessary as a supplemental method. If you choose to use a passcode, consider how the potential users will access information so that you can securely communicate the passcode. December 15, 2014 Network Administrator s Manual

7 Chapter 2: Creating Your Network Administrator will approve request: If you anticipate that some people will not have the same domain name(s) as the one(s) established for your network, or your network will comprise people with a variety of domain names, this option will allow them to individually request participation in your network when they sign up with the ridematching website. You, or whoever is the authorizer, will receive a request , and you can then individually approve or reject each request. If you approve a request, the system will process the request and provide the person a validation code and instructions for completing the registration. In the box Enter Association Details, answer the question: How does the user associate to the network? by selecting one or more of the three options: Select Private address with the network only if users will have an address issued by the organization associated with the network you are creating (that is, all of their addresses have the same private domain name, such and all people with that private domain name can be members of the network. o Skip to Private Domain 1 and enter the organization s domain name (for o Enter other private domain names uniquely associated with your organization, if appropriate (up to six total). Select Passcode if some users will not be using an domain name associated with the organization. o Skip to Enter Passcode and create a letter/number combination of up to 50 characters for the passcode. o Don t forget to distribute this passcode and instructions for joining the network to employees through a private and secure method. Select Admin will approve request for the option to approve/reject individual requests to join the network. o Skip to Authorizer name and type the name of the person who will receive requests to join the network, normally the administrator. o Enter the address to receive affiliation requests. Individual requests will go to this address, likely that of the Authorizer named above. Network Administrator s Manual December 15, 2014

8 2-8 Chapter 2: Creating Your Network These boxes appear when you check the options above. The Enter Association Details box to configure your network. 4. Complete the network configuration process Click Save (or Update). If you have missed any required fields, indicated with a red asterisk, the program will present you with the form again. If you have completed everything successfully, a message appears at the top of the page: Network has been successfully created. For further steps in processing individual requests to join the network, see Chapter 3: Populating Your Network. Creating Program and Division Networks These instructions are similar whether you are creating a Program or Division network. Small differences in the process for each network are noted. 1. Establish your network s name and other details The SmartRideshare Administrator s site opens on your parent network s page and lists all the current child networks. To add a new network, go to Networks in the navigation bar, select Child Networks. Click Add Network. In the box Enter Network Details, December 15, 2014 Network Administrator s Manual

9 Chapter 2: Creating Your Network 2-9 Enter the name of your program or division (such as Share the Ride Today or Acme Corp IT) or another network name. Optionally, type a website for the organization (such as or ). Make sure to include the or the system will not accept the URL. From the pull-down menu Network Type, select Program or Division. The Enter Network Details box to add a network. 2. Check to ensure your network is unique Having duplicate or very similar network names could negatively affect users experiences, uploading bulk imports, and reporting. The system will allow you to create a name that is different by just a space or hyphen, but that would be very confusing to both administrators and users. One way to help ensure that your network name differs substantially from all others is to check for existing networks in the main search function before your begin the network creation process. Click the box Check if exists to search for and prevent duplicates. If the network name or website is already in the SmartRideshare system, a box appears. It says, The following network(s) with similar name/website exist in the system and offers a list of duplicates. You are given the option to click either Exit (to start over at the home screen) or Continue. However, if you choose Continue and your network type and name duplicate those of an existing network, you will get the message, A network with the same name already exists in the system. The system will not allow you to save and complete that network. If the network name or website does not already exist in the system, the program moves you to the Enter Network Details page, found under Settings. (See Configuring the Details of Your Program and Division Network.) Network Administrator s Manual December 15, 2014

10 2-10 Chapter 2: Creating Your Network Configuring the Details of Your Program and Division Network If you are initially setting up your network, you automatically arrive at the next Enter Network Details screen from the process described above. You may also access this screen under Settings in the navigation bar to later change network information. Use the Enter Network Details screen under Settings to configure how users and other administrators view your network s name, as well as its logo, associated website, and address. You also enter the information for the primary contact for your network normally, that is you, the administrator. Finally, this screen allows you to establish the way that users are associated with and thus able to join your network. 1. Establish your network s name and other details Providing contact information that allows users to ask questions and receive help, and adding brand information such as your organization s logo, makes users experience with the system easier and more rewarding. This information also allows Regional and Global administrators to reach you if necessary. In the box Enter Network Details, type the following. Name: This should show the name of your organization as you want users to view and search for it. Custom Attribute: This field is available for Program but not Division networks. Administrators can enable this field as a required or optional. The display to users asks for and stores a unique user identifier, such as an Employee ID, transit pass number, etc. If the custom attribute is enabled, users can complete the field during the registration process or under Profile>My Networks if they are already registered with the system. Website: If you already entered a website, this will be filled in. Otherwise, it is blank for you to enter now or later. Network Type: Your previous network selection appears here. Description: This information for the SmartRideshare system helps explain the purpose, audience, and/or customers of the network. Short Name: Required. This information is used as a key field in the SmartRideshare database. Short Description: Support Address: The address for the primary contact (see below). Network Logo: Upload an image file of your organization s logo that you have saved on your computer. This file must be in a.jpg,.tif, or.bmp image format and no larger than 120x120 pixels. The logo will be viewed along with the network name. December 15, 2014 Network Administrator s Manual

11 Chapter 2: Creating Your Network 2-11 o Click Browse to search for and upload your saved file The Enter Network Details box, top section, to configure your network. If you are configuring the details of a Division network, then contact information and membership methods were previously input when its parent network was set up. Click Save to complete the Division network. For a Program network, continue to Step 2. Network Administrator s Manual December 15, 2014

12 2-12 Chapter 2: Creating Your Network 2. Establish contact information for your Program network This information will appear on the users Home page to allow them to ask questions and receive help. In the box Enter Primary Contact Details, type the following: Name: The name of the administrator for your network address: The address for the network administrator Phone number: The contact phone number for the network administrator The Enter Primary Contact Details box to configure your network. 3. Choose how the user can become a member of your Program network The choices you make at this juncture affect how people are able to join your network. At this point, two options are available to choose within the system for Program networks. These options are not available for Division networks. (Other options for joining your network are also available but are managed later; these are discussed in Chapter 3: Populating Your Network.) Review Chapter 1: Before You Begin for a larger discussion of ways that members may join a network and the issues to consider. You may return at a later date to update or change these two options. 1. Passcode: If you anticipate that some users will have a preference to use their personal address or may already be in the system under a personal address, or that your network will comprise people who use many domain names, you can set up a passcode that will allow people to join the network. After creating the passcode, you must distribute it to prospective members through company bulletin boards, s, or other private and secure outreach methods along with instructions about how to use it to join the network. Passcodes have not been very effective when used as the primary method of allowing users to join a network; however, they are often necessary as a supplemental method. If you choose to use a passcode, consider how the potential users will access information so that you can securely communicate the passcode. December 15, 2014 Network Administrator s Manual

13 Chapter 2: Creating Your Network Administrator will approve request: If you anticipate that your network will comprise people with a variety of domain names, this option will allow them to individually request participation in your network when they sign up with the ridematching website. You, or whoever is the authorizer, will receive a request , and you can then individually approve or reject each request. If you approve a request, the system will process the request and provide the person a validation code and instructions for completing the registration. In the box Enter Association Details, answer the question: How does the user associate to the network? by selecting one or more of the two available options: Private address with the network. This option is visible but not activated for Program networks. Select Passcode if some users will not be using an domain name associated with the organization. o Skip to Enter Passcode and create a letter/number combination of up to 50 characters for the passcode. o Don t forget to distribute this passcode and instructions for joining the network to employees through a private and secure method. Select Admin will approve request for the option to approve/reject individual requests to join the network. o Skip to Authorizer name and type the name of the person who will receive requests to join the network, normally the administrator. o Enter the address to receive affiliation requests. Individual requests will go to this address, likely that of the Authorizer named above. The Enter Association Details box to configure your network. These boxes appear if you check the options above. 4. Complete the network configuration process Click Save (or Update). Network Administrator s Manual December 15, 2014

14 2-14 Chapter 2: Creating Your Network If you have missed any required fields, indicated with a red asterisk, the program will present you with the form again. If you have completed everything successfully, a message appears at the top of the page: Network has been successfully created. For further steps in processing individual requests to join the network, see Chapter 3: Populating Your Network. Creating a Worksite Network These instructions are unique to a Worksite network. Worksite networks can be added as child networks only within Organization/Employer and University networks, as well as upper-level networks. Note: Before establishing your Worksite network, consider whether it should be for multiple organizations at one location or unique to a single organization at that location. One location or building may contain more than one employer, organization, or agency. Will incentives and communications be managed centrally and shared among those groups? In that case, a Worksite network for the whole building may make sense. However, for a complex scenario such as this, it is recommended that you contact support@rideshareonline.com. On the other hand, an employer privacy policy may be restrictive enough to prevent an outside administrator from accessing its user records. In that case, a Worksite network for solely that employer may be more applicable. Remember, also, that users can have an account with only one Worksite network. For more discussion, see Chapter 1: Before You Begin. 1. Establish your Worksite network s name and other details Under Networks in the navigation bar, select Child Networks. Click Add Worksite. In the box Worksite Details, Enter the name of the building(s), business park, or campus as it is commonly known to employees or others (e.g., WSDOT Corson Building, ACME Main Office, or ACME Univ Building X2). This name should not be exactly the same as the Organization or University network name. The recommended naming convention is ORGANIZATION WORKSITE NAME. This will help users in searching for the correct sub-network. Type a short name of fewer than 25 characters. This information is used as a key field in the SmartRideshare database. December 15, 2014 Network Administrator s Manual

15 Chapter 2: Creating Your Network 2-15 Optionally, type a website for the worksite (such as Type an address for the worksite, including street number, city, and state. (Do not enter a zip code, which sometimes causes problems.) Note that this address cannot be changed once entered, so make sure it is correct and includes the zip code. Look at the map provided to ensure that the address is geocoding correctly. CAUTION: Fixing an address error is not trivial: you have to create a new Worksite network with the correct address and then contact support@rideshareonline.com to remove the incorrect network. (See Changing a Worksite Network Address/Worksite Removal, below.) Type in the daily parking cost that the employer or organization bears per parking stall per day. This field is required. If the cost is unknown, enter 0. Once users begin ridesharing, the system will track reduced parking needs and potential money savings for the organization. The Adding a Worksite box to configure your network. 2. Establish contact information for your network Giving users contact information that allows them to ask questions and receive help makes their experience with the system easier and more rewarding. Contact information displays on the user s home page. This information also allows Regional and Global administrators to reach you if necessary. In the box Primary Contact Details, type the following: Contact Name: The name of the administrator for your network Network Administrator s Manual December 15, 2014

16 2-16 Chapter 2: Creating Your Network address: The address for the network administrator Phone number: The contact phone number for the network administrator 3. Complete network configuration Click Save. 4. In case of a duplicate location If the program finds that a Worksite network with the exact name you assigned already exists for the location/address you specified, then the system displays a box indicating that the network you are attempting to create may be a duplicate. Do not create a duplicate network of the same name and location. Click No, exit this screen. You may request administrator access to the existing Worksite network through the administrator of its parent network. The occasion may arise when more than one organization may be sited at the same location (for example, one building containing multiple employers or agencies). In that case, two Worksite networks could have the same address, but they should not have the same name. Changing a Worksite Network Address/Worksite Removal Worksite network addresses cannot be edited. If the address for a worksite is incorrect, or the worksite has relocated and the address is no longer valid, then you must remove the Worksite network and recreate it with the correct address. You can remove a worksite whether or not active or inactive users are associated to it and whether or not ridematch trips or Trip Log Templates reference it. After you have created a new worksite, you can then proceed in one of two ways. A) Users can update their worksite and remove the old one in their Profile. You can them and instruct them how to do this for themselves. This may be easiest for you if your network has a large number of members. It also allows users to recreate their own ridematch trips and Trip Log Templates. B) OR you can proxy into each account and change information for them. December 15, 2014 Network Administrator s Manual

17 Chapter 2: Creating Your Network Rename the old Worksite network Within your Worksite network, under Networks in the navigation bar, select Settings. Rename the worksite Delete Worksite Name. Click Save. Consider ing network members to let them know this change is coming. 2. Create a new Worksite network Within the proper parent network, create a new Worksite network with the correct address. 3. Run a User Registration Report Printing a User Registration Report will give you a complete list of current network members, whether you want to them instructions or proxy into their accounts. From within the old Worksite network, go to Reports and click on User Registration Report. Enter a Start Date of 3/5/2010 to easily find all users associated to the Worksite, then click View Report. Use the Export icon to export the report for your use. 4. Change the user s Worksite network At this point, you can users and advise them to reassign the worksite, providing them with instructions for the process. If users do this for themselves, you are done. OR, optionally, you can proxy into users accounts and change the worksite for them. Note that this may require deleting calendar information and Trip Log Templates, which you may not be able to recreate accurately for a new address. This may be an important reason to ask users to change the worksite information themselves. The instructions below are addressed to the administrator, but you can also modify them as appropriate and provide them to your network members to follow. Using the exported User Registration Report as your guide, from within your parent network, look up a user and access his/her account as a proxy (see Chapter 4, Helping Members Use Your Network). Network Administrator s Manual December 15, 2014

18 2-18 Chapter 2: Creating Your Network Go to the user s Profile>My Locations. Follow one of the two procedures outlined below, as appropriate. Link shows for Change Work/Campus Address If the link Change Work/Campus Address appears to the right of the work address, then the address is not being used for a ridematch, Click Change Work/Campus Address to the right of the work address. Check I want to search using a name and select the new Worksite network. You are finished and may exit the user s account. In Use message sh ow s f or n etw ork add ress If the message In Use, appears next to the Worksite address, then the user has ridematch trips and/or a Trip Log Template that involve the address. Delete ridematch trips Go to Ridematch>Manage your trips and find trips that use the old Worksite address. Write down or make a screen shot of the trip details. Click on the delete icon to remove those trips. At the prompt, click OK. Delete Trip Log Templates Go to the user s Calendar. If the Unconfirmed Trips box appears, click Close at the bottom. Click the Trip Log Templates link in the upper right corner of the screen. Write down or make a screen shot of the trip details (for Vanpool, click on the Edit icon to get the van number). Delete the template(s) by clicking the X icon. At the prompt, click OK. Assign the new Worksite network Once the Worksite Address is no longer in use, go to the user s Profile>My Locations. Click Change Work/Campus Address next to the work address. December 15, 2014 Network Administrator s Manual

19 Chapter 2: Creating Your Network 2-19 Check I want to search using a name and select the new Worksite network. Recreate deleted ridematch trips and/or Trip Log Template(s) Return to Ridematch>Manage your trips and/or the Calendar and recreate any trips or templates that you deleted. Note that you may not be accurate in assuming the user s preferred trip mode and Trip Template requirements in relation to the new worksite. You are finished and may exit the user s account. 5. Request support to delete the old Worksite network When you are ready, you can ask for help to delete the old address. If you have asked users to make the change themselves, you may want to allow some time before deleting the old worksite so that you can run a report to determine who has changed or not and reminders or proxy into accounts. Send an to support@rideshareonline.com asking them to remove the Delete Worksite Name Worksite network. These requests will be batched and sent to SmartRideshare for processing. Network Administrator s Manual December 15, 2014

20 2-20 Chapter 2: Creating Your Network December 15, 2014 Network Administrator s Manual