SIMnet Group Administrator Guide Version September 2010

Transcription

1 SIMnet Group Administrator Guide Version September

2 Table of Contents Table of Contents... 2 Commitment to Excellence in Chapter Support... 3 Getting Started... 3 Group Management... 5 Group Homepage... 6 Group Admin Options... 7 Content Management... 8 Adding New Custom Pages... 9 Add New Custom Page (cont.) Group Member Management Date & Event Management Adding a New Event Adding a New Event (cont.) Adding a New Event (cont.) Adding a New Date Editing an Existing Date or Event Registration Management Group File Library Messaging Center ing Group Members Group Pages Menu of Custom Pages Sample Request Forms Sample Request Forms (Continued) Activities that Require SIM HQ Support

3 Commitment to Excellence in Chapter Support This SIMnet Group Administrator Guide has been developed to aid Chapters and Chapter Leaders using SIMnet.org. SIMnet.org is a third party Software as a Service (SaaS) application developed and hosted by YourMembership. The current version replaced a more costly proprietary application provided by SIM s association management company, SmithBucklin. While SIMnet.org is hosted by YourMembership, SmithBucklin provides day today support of SIMnet.org, both on a business process and application management basis, subject to our agreed Service Agreement, SIMnet Support Services. As is the case with other SaaS application providers, subscribers are encouraged to submit requests for improvement. These requests are considered by YourMembership and when improvements are included in subsequent releases, all subscribers gain the benefit. SIM is allowed to have five (5) submissions at any one time. Specific Service Requests and requests for improvement should be requested by calling, sending an , or submitting a Service Request Form as shown herein. Both SIM s Chief Executive and Chief of Operations review all requests weekly. We encourage you to let us hear about your SIMnet experience and any ideas you may have for improvement. We are happy to address any questions you may have. Feel free to contact us at any time. Telephone numbers and addresses are as follows: Geof Brown, SmithBucklin, Account Manager GBrown@smithbucklin.com (312) Wendell Jones, SIM Chief Executive wjones@simnet.org (702) Mark Hoekstra, SIM MC IT Lead marketing@simmn.org (651) Jim Murphy, SIM MC Chief of Ops and Finance jimmurphy@simnet.org (630)

4 Getting Started Once logged into the simnet.org users start on the Manage Profile page. From here you can update your personal information, manage preferences, manage personal content and navigate to any area of the site Click on the Groups link in the right hand rail to navigate to Group (chapter, committees, etc.) pages on SIMnet 4

5 Group Management The My Groups page lists all of the groups to which you are a registered member Click on the Options icon to take advantage of the following features: o view the group directory o message group members o group members o subscribe to group newsletters Click on the corresponding group name to visit the respective group homepage 5

6 Group Homepage Once on the Group homepage you can access and view the following features: o The Group Wall is used for posting notices and comments o Group Admin Options are used to manage the content and configuration of the group s pages o Group Pages are those custom pages for the group s content o Group Directory & Features will give you access to the group calendar, forums, directory and blogs o Group Options gives you access to messaging, , and subscription functionality o Group Resource Manager may be used to access group files for use on group pages 6

7 Group Admin Options By clicking on Group Admin Options administrators can access the primary Group Management features o Content Management: Access to edit group descriptions, custom pages and file library o Calendar Management: Access to view Dates & Events, add a new date and add a new event o Photo Management: Access to manage photo albums and approval of photos submitted by group members o Blog Management: Access to view and start Blogs o Forum Management: Access to view forum categories, add a new category, view forums and add a new forum o Member Management: Access to view current group members and membership log o Member Communications: Access to group messaging and functionality 7

8 Content Management From this page administrators can add new custom pages View/edit/delete current custom pages Adjust the sort order for appearance in the group pages navigation on the group s homepage 8

9 Adding New Custom Pages Once an administrator has selected to add a new custom page to the group the user interface allows them to configure the page and add content Administrators must identify the following o Page Title o Should the page appear in the group menu on the homepage o If the bookmark widget should be enabled o If the page will appear in the site search index and sitemap 9

10 Add New Custom Page (cont.) The WYSISWG interface allows for easy content management; The interface functions in a manner similar to Microsoft Word Administrators can add the page s content and link to additional resources (web page, file in the group s resource manager, etc.) Once the content has been added administrators must add a version label and version notes before submitting the page for publication to the site There is no preview function so once the page is submitted it becomes live on the site 10

11 Group Member Management Administrators can use this pages features accessed from the group admin options to manage the group s membership o View a member s profile o Search for approved group members o Search for pending group members o Remove members from a group These features are not linked to an individual s SIM membership 11

12 Date & Event Management Accessed from the group admin options administrators can use this page to do the following: o Add new dates and events o Manage group event configuration o Manage registrations 12

13 Adding a New Event When adding a new event to the calendar you must complete all of the required items The event name and date are two key pieces of information that need to be outlined Administrators can also determine if the event is visible to members that are not signed into the site Administrators can add events and mark them inactive until they re ready to open registration If the event requires payment administrators will need to contact SIM HQ using the Event Request form in the Chapter Leaders Group to have the event ticket(s) created 13

14 Adding a New Event (cont.) Location Information: Administrators should provide as much information about the location of the event as possible. This information will be visible to registrants when they are viewing the event listing. The tool will include a link to Google Maps when that box is checked. Contact Information: Administrators should designate someone within the chapter to serve as the contact for the event. Registration Settings: The settings selected will dictate the process registrants follow in the course signing up for the event o Online registration should be set to yes if you intend to use SIMnet for online registration o Auto approve registrations should be set to yes unless the administrator intends to approve each registrant o Show registration form for additional attendees should be set to yes if you are allowing additional attendees; This will allow you to capture complete information for the additional registrants o Max # of registrants: Setting this allows administrators to cap the # of attendees; When the maximum has been met you can start a waitlist o Must register by: Sets the date registration closes o Send reminder: Sets the predetermined date a reminder is sent o Registrant RSVP List: Sets the visibility of the RSVP list to members of the group 14

15 Adding a New Event (cont.) Online Registration Instructions: Administrators should outline any special registration instructions or reminders in the text box provided Registration Thank You: Administrators can select either the default Thank You message or create a customized one using the text box provided Description/Comments: Administrators can create a description or add comments pertinent to the event Administrators can select to post the event to the group mobile feed and/or send a new event notification to members 15

16 Adding a New Date Dates are used to inform group members of important upcoming events There is no registration component to dates therefore they should not be used for events When adding a date to the calendar you must complete all of the required items The date name and date are two key pieces of information that need to be outlined Administrators can add dates and mark them inactive until they re ready for them to appear in the group calendar If it is a recurring date administrators can use the recurrence settings so that they do not have to create multiple entries Administrators can select to send a new date notification to members prior to submittal 16

17 Editing an Existing Date or Event The pages below show how an administrator can edit an existing event or date by selecting that option from the group s Dates & Events page 17

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19 Registration Management By accessing this page from the group s Dates & Events page administrators can complete the following event management activities: o Export a registrant list: by clicking on this icon administrators can obtain a list of event registrants o View/edit registrations: by clicking on this icon administrators can view/edit individual registration information o Print registration detail: by clicking on this icon administrators can print a registrants receipt The registration report generated through this function includes only basic information. If you require a more detailed report please contact SIM HQ. 19

20 Group File Library Here you can create collections of files that can be placed within any of your group custom pages. File collections can be placed in "collaborative" mode, which will allow other group members to add their own files to the collection. Instructions: Once you have created a collection, simply go to "custom pages" (within group admin options), select the page in which you would like the collection to appear, and then associate the collection. You can associate multiple collections with custom pages. 20

21 Messaging Center Using the messaging feature from the group admin functionality allows administrators to message the entire group Messages sent using this feature go to the recipients SIMnet inbox; If the group member has selected the appropriate preferences then a notification is sent to their address of record Complete the following steps to send a message to your group o Select a subject o Attach any files o Add content to the text box provided o Click send 21

22 ing Group Members Using the Group Members feature from the group admin functionality allows administrators to send an to the entire group; s sent using this feature go to the members address of record Complete the following steps to send a message to your group o Select a subject o Add content to the text box provided o Click preview o Review o If everything is correct click Send Note: The tool doesn t support HTML messages 22

23 Group Pages Menu of Custom Pages The Group Pages menu lists all of the Group s custom pages and is accessible from the group homepage As group administrators there are two pages in this menu that are essential for you o YM Quick Reference: Brief guide to SIMnet functionality and processes o The following forms can be accessed from the chapter leaders group; examples appear on the following pages Request Event Updates Form: This form should be used to submit event ticket request Request HTML Form: This form should be used to submit HTML requests Service Request Form: This form should be used to submit service requests to SIM HQ 23

24 Sample Request Forms Request Event Updates Form: This form should be used to submit event ticket request Request HTML Form: This form should be used to submit HTML requests 24

25 Sample Request Forms (Continued) Service Request Form: This form should be used to submit service requests to SIM HQ 25

26 Activities that Require SIM HQ Support Group Administrators need to contact SIM HQ for the following actions on SIMnet to be completed: o Approval of membership applications submitted through SIMnet o Making private group pages public o Updating member types and/or dues information o Creating event tickets o Obtaining detailed membership and event reports o Creating new groups o Sending s with HTML content 26