Internet Society: Chapter Portal (AMS)

Transcription

1 Internet Society: Chapter Portal (AMS) User Guide Last Updated: January 2017 Feedback?

2 Contents Overview... 4 Accessing the Portal... 5 Logging In... 6 Retrieving Your Username or Resetting Your Password... 6 Help and FAQ... 7 Additional Things to Know... 8 Language Selection and Default Menu Options... 9 Member Self Sign-up Portal Homepage Logged-In Menu Items Additional Homepage Items My Account Menu View/Edit Profile My Chapters Join Chapter Interests & Subscriptions Log Out

3 Chapter Administration Managing Multiple Chapters Chapter Administration Menu Viewing the Member Roster Viewing and Editing Member Details Sending Messages to Members Adding Members Approving Chapter Members Renewing Chapter Members Adding and Editing Chapter Officers and Roles Viewing and Editing Chapter Details Viewing Chapter Reports Accessing Chapter Documents

4 Overview Welcome to the Internet Society Chapter Portal (AMS)! The Portal allows you to perform the following tasks right from your web browser: Join ISOC Donate to ISOC Access Connect Manage your account, including subscriptions, password, and personal information Perform Chapter administrative functions o Manage Chapter Information o Manage Chapter Members and Renewals o Manage Chapter Members and Officers/Roles o Access Chapter Reports and Documents The purpose of this guide is to provide you with detailed instructions, screenshots, and helpful hints for using the Portal, especially when performing Chapter administrative functions. 4

5 Accessing the Portal To access the portal, point your web browser to: portal.isoc.org 5

6 Logging In Enter your username and password in the fields and click Log In. Tick the Remember Me checkbox if you would like to stay signed in to the Portal. If you have forgotten your username or password, click the Forgot your Username or Password? link to request your username or request a password reset. Retrieving Your Username or Resetting Your Password Clicking the Reset Password button will send you an with instructions on resetting your password. Clicking the Retrieve Username button will send you an reminding you of your forgotten username. 6

7 Help and FAQ On the login page, you will find a Frequently Asked Questions link. The Frequently Asked Questions / Help page provides you with additional assistance with using the portal, including a downloadable Chapter Officer Guide and Member Portal Guide. 7

8 Additional Things to Know If you have been logged in to the Portal for longer than 15 minutes and not performed any actions, the system may time out and display a new page with the error message below: Don t worry! Nothing is wrong; this is the expected behavior of the Portal. You can log back in again by clicking the log in link in the text or the Home link in the menu, which takes you back to the Portal homepage. Simply enter your username and password and you will be logged back in to the site. 8

9 Language Selection and Default Menu Options Most functions and pages of the ISOC portal are available in four languages: English, French, German, and Spanish. You can select a default language on your Profile page. Before you have logged in, you will see links for Home (returns you to the Portal homepage) and Donate (takes you to the ISOC donation page). The Go to Connect.internetsociety.org button takes you to Connect. Finally, if you need to access the ISOC website from Portal, you can click on the Internet Society logo in the upper left corner of any Portal page. 9

10 Member Self Sign-up When users initially sign up to join ISOC, they see the following screen. Only a few fields are displayed. The member can provide additional information by editing his/her profile once he/she has become a member. As of December 2016, the user can also opt in to receiving ISOC communications. 10

11 Once the member has successfully entered the required fields and clicked Join Now, he/she has become a member. A confirmation message is displayed, along with the option to apply for Chapter memberships. The member is not required to apply at this time and can apply later through links on the Portal homepage or My Account, if desired. Note: As of December 2016, members will receive a membership confirmation and must click the link in this within seven (7) days to confirm their address, or their membership will be revoked. 11

12 Users are encouraged to join multiple chapters. However, users are prevented from joining more than four (4) chapters within a 24-hour period. This helps reduce spam member applications. Also, when the user clicks the button to submit a new chapter membership request, this does not automatically grant membership in a chapter; it notifies the appropriate chapter leader(s) who will consider the user s request for membership. 12

13 City is requested for all members applying to all chapters if they have not specified a city, all members will see this page when applying to any chapter worldwide. The State/Province field is requested only for those members with addresses in the U.S. or Canada. For other users, the field will be greyed out. 13

14 When the user has successfully submitted the chapter membership request, the following confirmation screen is displayed: If the user returns to the Join page to join more chapters, any chapters awaiting approval will appear with a message indicating that the application is pending review. Users can continue to join more chapters at this time, provided they do not try to join more than four (4) chapters within a 24-hour period. 14

15 Portal Homepage After you have logged in to the Portal, you will see some additional information on the homepage, including links to manage your account and chapter memberships, as well as take advantage of member benefits such as Inforum and Connect. Logged-In Menu Items In the navigation menu, you will still see the Home and Donate links, as well as the Go to Connect.internetsociety.org button and the ISOC logo that links to the main ISOC homepage. Two additional menu options will also appear in the navigation: My Account and Chapter Administration. (If you are not an ISOC chapter officer, you will not see the Chapter Administration link.) 15

16 Additional Homepage Items Your name, expiration date, and ISOC donor level, as well as a Log Out link, appear at the top of the homepage. Underneath that, you will find a list of quick links for managing your account and chapter memberships, as well as links to Inforum and Connect. 16

17 My Account Menu When you mouse over the My Account navigation link, you will see a few drop-down navigation selections that allow you to access your personal data. From here, you can update your profile (including language and date-format preferences), indicate interests, or subscribe to newsletters. All users will have this menu. 17

18 View/Edit Profile The View/Edit Profile page allows users to edit their profile information. 18

19 My Chapters The My Chapters page allows users to view their chapter memberships and apply to join chapters. 19

20 Join Chapter If you click the Join a Chapter button, you are taken to a form that allows you to select which chapters you are interested in joining. Chapters for which you are already a member will have a check box ticked and greyed out. The rest of the Join process is the same as described in the Member Self Sign-up section above. 20

21 Interests & Subscriptions The Interests & Subscriptions page allows you to indicate what you are interested in hearing about from ISOC. 21

22 Log Out Clicking the Log Out option from the My Account drop-down allows you to log out of the Portal. You may also log out from the Portal homepage by clicking the Log Out button. 22

23 Chapter Administration The Chapter Administration menu item allows you to access Chapter management functions, if you are an ISOC chapter officer. Managing Multiple Chapters If you are a chapter officer who has access to more than one chapter, clicking on the Chapter Administration menu link will display a page that shows you the Chapter(s) for which you are an officer. Clicking a chapter name from this page leads directly to that chapter s Roster page. 23

24 Chapter Administration Menu Once you have selected a chapter to manage, the navigation menu changes, containing links to the various Chapter administrative tasks described below. 24

25 Viewing the Member Roster This page displays all the members of a chapter. This is the landing page for the Chapter Administration section, unless a user has access to more than one chapter as an administrator, in which case the Chapter Administration page above is the landing page. At the top of the roster page, the total number of members is displayed, as well as a link to export the roster to a CSV file. 25

26 Next, the member roster is displayed in a grid. It can be filtered and sorted in many ways. From this view, you can also add a member, edit/view or send a message to existing members, or deactivate an existing member. Each of these topics is explored in more detail in the sections that follow. 26

27 Viewing and Editing Member Details The Chapter Member page allows chapter officers to edit a chapter member s profile. 27

28 In addition to regular profile information, special Chapter-specific information is displayed on the page, including Join Date, Expiration Date, and a Comments box. Comments are not visible to the member, but are visible to and can be edited by all Officers from any chapter to which the member belongs. 28

29 Sending Messages to Members To send a message to all chapter members (or a subset of chapter members), click Send message to members from the Roster page. You may filter the list on the Roster page, or you may do so on the Chapter Messaging screen. You must tick the checkbox under SELECT next to each member you wish to message. 29

30 Once you have selected the members to whom you would like to send a message, click Compose message to selected members. The Chapter Messaging interface will be displayed. 30

31 You can use the WYSIWYG editor to compose your message, toggle to HTML code view, and preview your message right in your web browser. You can also send yourself a preview of the message so you can see what it looks like in your program. When you are ready to send the live messages, click Send s Now. 31

32 Adding Members The Add Members page allows you to add members by manually entering a member s information into the table displayed on this page. You can add more than one member at a time by clicking Add another row to display additional rows in the table. When you are done adding members, click Submit New Members. 32

33 If the member you are adding already exists in Aptify, you will see this yellow highlighting. This is just for your information, and is normal. It just lets you know that changes to the person s record can also affect other chapters. Click Continue to add the person to your chapter. It will not create a duplicate of the person or have any other negative effect. If there is a problem with any information you are entering, you will see red highlighting with an error message. For example, if the Action Type is not selected, the following error will appear: 33

34 Approving Chapter Members The Chapter Membership Approval page shows all potential members waiting for your approval. Potential members are not full members until you approve them. 34

35 Renewing Chapter Members The Chapter Renewals page allows you to review and then renew Members who may be expiring/have already expired. s indicating chapter membership renewal will be sent automatically by AMS to the member. 35

36 Adding and Editing Chapter Officers and Roles The Chapter Leaders page displays all current and past chapter officers. Also, any officers with Chapter AMS Admin role (can be granted to any officer) are able to add officers from the current Member Roster without needing to contact ISOC global. You can also extend or terminate an officer s tenure using the Edit Role feature. 36

37 Adding Officer Roles The Add Leader page allows you to add roles for chapter leaders. Note: Officers can carry multiple roles with different end dates. For instance, an officer can have both the Vice President and AMS Administrator roles. This is typical for most chapters, and means that these officers will have to have each role added separately. 37

38 Editing Officer Roles The Edit Leader Role page allows you to update an existing chapter leader role, such as extending or ending the tenure. 38

39 Viewing and Editing Chapter Details The Chapter Details page allows you to view and edit information about a chapter. The fields under Chapter Details control how the chapter information is displayed in the AMS. You can edit the chapter details directly on this page and click Save Changes when you are finished. 39

40 Your chapter can also have one or more web presences listed. This allows your chapter to specify multiple URLs for web pages related to your chapter, such as the main chapter website, but also social networking pages. 40

41 Click Add Web Presence to add a new record: To edit an existing web presence, click Edit under the ACTIONS column. This will bring up the same form as the Add Web Presence form, but with the information pre-filled and ready for you to edit. To delete an existing web presence, click Delete under the ACTIONS column. 41

42 As of December 2016, Chapter Officers with Edit Access permission role types are permitted to create, edit, or delete Chapter Activities. All other Chapter Officers can see Chapter Activities, but they cannot add, edit, or delete Activities. 42

43 Click Add Chapter Activity to add a new activity: To edit or delete an existing activity, click Edit or Delete under the ACTIONS column. Please note that Chapter Activity records that are marked as ISOC Approved cannot be edited or deleted and the associated buttons have been deactivated. 43

44 You may also enter and edit your Chapter Membership Terms from the Chapter Details screen. 44

45 Click the Edit Terms button to edit your chapter membership terms using the WYSIWYG editor. 45

46 When you are finished making your edits, click Submit Changes to return to the Chapter Details screen. 46

47 Viewing Chapter Reports The Reports page allows chapter administrators to view various reports related to the chapter. You can view or print these reports. 47

48 Accessing Chapter Documents The Document Repository page allows chapters to download documents related to a particular chapter. 48