ShelbyNext Membership: Settings

Transcription

1 ShelbyNext Membership: Settings (Course #M162) Presented by: Linda Johnson Shelby Contract Trainer 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective Maximize the power of ShelbyNext Membership through effective setup. This session presents the following topics: Customization of Terminology, Groups, Configurable Fields, Interactions Initial Check-In setup Giving Categories (Funds), Pledges, contribution statements Integrated Services 2

3 General Use General Settings tab to customize your organization's information such as the log and colors. These settings are system wide settings. Logo 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 if you select the check box that says "Display your logo instead of the ShelbyNext Membership logo". This file must be either a PNG or JPEG file, no larger than 5 megabytes. We Recommend: A PNG file with a transparent background to make sure your logo adapts to any color changes or shades. Maximum image width of 480 pixels. 3

4 Colors To customize account color options, return to the general settings page and click the Use Custom Colors box. Click inside any of the white boxes to view and access a color prism to select a custom color. If you know the exact hexadecimal color code of the color you desire, you can type it in the space provided. To revert to the original color, click Revert to Default. Click save to finalize your changes. Note: If needed, a great site to convert RGB to hexadecimal is Church Information You will also want to customer the church information. 4

5 Campus If you are a multi-campus organization, you can turn this feature on and select Groups via Group Property Category to which Campus should be applied. After turning this feature on, the Edit tab on each individual record contains the Campus field. This allows you to assign one or more campuses to each individual. By default, the Campus field is blank on all records. Campus is also available on the Advanced Search area as a choose multiple criteria field. Use the Advanced Search along with the Mass Edit or Add or Remove from Groups options to populate the campus field on multiple records. Financial reports can be filtered by campus. 5

6 Terminology On the Terminology tab, you can customize the terms your organization uses for Individuals, Groups, and Categories. 6

7 Groups Groups are comprised of individuals, and groups are a way to simplify people in respect to how they are connected to your organization such as 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. Group Properties You can use properties to filter groups by department, check-in stations, group finder, ing purposes and giving purposes. You can apply single or multiple properties to a group. When setting up Check-In Stations, you can select a Group Property for each station. When enabling Group Finder, you can select Group Category(ies) which should be available. 7

8 On the Groups > List page, you can easily apply properties prior to printing a directory, list, labels or attendance rolls, sending s, assigning interactions, mass communication, mass updating and assigning login credentials. Applied properties can also be saved as a view. Groups Views are available in Overview, Giving, Attendance and Individual Reports. 8

9 Group Finder The Group Finder is a great feature that will allow 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. Once enabled, you can select to display leader photos, select groups to be available based on selected Group Property Category(ies) and to display via List or Map. In order for any group to be available in Group Finder, you also need to be sure Allow people to add themselves and Allow people to request to join the group are checked for applicable groups. You can use the embed code to include a Group Finder link on your organization s website. NOTE: This embed code cannot be pasted into the body of your website like normal text. You will need to use the "View Source" option in your website's WYSIWYG editor, and then paste this embed code. 9

10 To view your Group Finder page, copy and paste the URL in the Embed Code field. The Property Categories are used as filters for prospective group members You can also view the Group Finder on the Groups > List page. 10

11 Group Views Group Views are an easy way for staff to select specific groups, by property, aggregate or specific groups with the option to share the group view. Users will need at least view permissions for selected groups. You can create Groups > List or Groups > Views page. Group Views are available: In Filters on Groups > List page. Groups > Views page Interactions Giving Reports > Overview and By Person Attendance Reports > Sessions, Absences and Attendance Over time Overview Reports > Attendance, Membership, and Giving All People Reports 11

12 Configurable Fields Configurable fields can be used to add input fields/adjust information that is seen on Individual profiles. There are two categories of fields: date input fields (i.e. anniversary date, joined on date) and text input fields (i.e. talent, home church). Text input fields also have another type called select list fields (i.e. member status, ministry interest). 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. 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 Visitor, Prospect, Member, Leader" to the options list. If a name is not given to a field, this field will not show up on the Individual view. There are 10 date fields available. There are 15 text input fields available. 12

13 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. These are now fields available on the record of a person. 13

14 At the time of conversion, many fields in your existing database will convert to one of these fields. If choose to use the Conversion Utility, below is a schema of the relation between v.5 and ShebyNext Membership. From: Shelby v.5 To: ShelbyNext Membership MEMBER INFORMATION Address 1 Address 1 Auxiliary Number User Defined Birthday Birthday Date 1-10 User Defined Date Received User Defined 2nd Secondary 3rd Note Employer User Defined Family Family Gender Gender How Received Group (e.g. How Received Baptism) Individual Picture Individual Picture Marital Status User Defined Membership Memo If starts with date, then Interactions. If not, then Note. Life Events Interactions (Notes or Configurable Fields 1-15) Memo Note MICR The relationship between the member and the MICR encoding is maintained, but the images are not converted. Occupation User Defined Phones User Defined Position User Defined Profiles Groups (With Start Date) (Comment to Interaction) (Property Assignments) (ALLERG to Check-in Note) Relationships Group (e.g. Grandma, Grandpa Doesn t have the same address as the other family members) Record Status Group (Active, Inactive, Pending) Special Profile User Defined Suffix Append to Last Name GIVING INFORMATION Batches Batches Envelope Number Envelope Number Gives with Family Gives with Family Giving Giving Pledges Pledges Statement Frequencies Group ATTENDANCE INFORMATION Attendance Attendance Orgs Group (With Join Date) (and Property Assignment) Title User Defined 14

15 Attendance Attendance Excused Options On this page, you can enable Check-In and set the available options for excused absences. Select enabled if the goal is to allow people to self check-in. This only works for the groups you configure for self check-in. Customize absences. System defaults are OUT, OOT (Out of town), SICK, SCHOOL, and WORK. Absences are options in Attendance Reports. 15

16 Check-In Use the settings on this page to customize check-in. Check-In Mode are system-wide settings while you can set each Check-In Stations to work for specific ministries. 16

17 Check-In Mode Use settings on this page to customize how check-in, system wide, will work for your organization. Select the RFID checkbox if you plan to use RFID check-in and check-out. This is the only option to use check-out. *RFID scanners must be purchased from Shelby. You can purchase through the Shelby store. RFID cards or FOBs can be purchased from Shelby, or elsewhere, as long as they meet these specs: EM khz card/fob. Select the enable on-screen keyboard checkbox, if any check-in station will use keyboard. Select the enable new people to be created checkbox if the goal is to allow visitors to check in. You then need to select a Group to which the new records should be added. You will also need to select allow people to add themselves checkbox for the applicable Group(s). Consider using Workflows to manage these new records. 17

18 Select the enable self check-in from mobile app checkbox if the plan is to allow attenders to check-in from the ShelbyNext Membership APP. You will also need to set the distance attender needs to be from the church location in order for this to be available. You will also need to select allow self check-in for the applicable Group(s). Select the Yes checkbox for print parent labels receipt to select the printer model and any offset adjustments, if needed. 18

19 Check-In Stations Use the settings on this page to add check-in station(s) and customize each station. Add the check-in stations you will be using. You will need one station per label printer that you plan to use. Even if you will use one printer, but in different places at different times, setup a station for each of those places. This way, the record will accurately reflect where the child was checked-in. At this time, station names cannot be changed or deleted so you will want practice setup with the First Run. Select the Use For Check-in? checkbox for each group you want to be available for check-in. Ensure that you have Java installed on all computers that will have label printers plugged into them. Install the Drivers on these same computers. Links to the drivers can be in Help. Under Permissions, assign the 'run child check-in' permission to the roles that will need to access Child Check-in. If you wish to be able to SMS parents, ensure that you have enabled your SMS integration in the Settings > Services area. 19

20 Check-In Station Settings You can customize each Station as needed. Stations can be made inactive. When self check-in is checked, parents can check in children from the ios app. Labels can print for this station. Select to show address at check-in when searching for guardian. You have the option to search by ONLY the last four digits of the phone number. The default is to search by first name, last name or last four digits of the phone number. Select options for the child label such as child s name on guardian label or not, include the name of the child s group and if to use a unique badge code per child. 20

21 Select if people can only check in to groups to which he/she is a member. Consider leaving this unchecked for a station set for visitors. Select if to print church logo or upload a unique logo for this station. You can optionally limit the station based a Group Property. 21

22 You can enter additional text to print on the guardian receipt. You can customize the message to display when no groups are available for the person trying to check in. Select the number of child and guardian labels to print. Number of labels to print can also be sent for each Group. You can select additional labels to print at the time of check-in. 22

23 Giving Settings The Giving tab is where you set Categories, customize the giving statement(s), synchronize Membership with ShelbyNext Financials, consolidate family giving, and manage pledges. Giving Categories If converting from Shelby v.5, all v.5 purposes will display on this page. The active categories display in the top section and inactive categories display on the bottom section of the page. Converted purposes display in alpha-order. Click the gear btutton to edit a Category. Use the double-arrow button to drag Categories in the desired order. This is a system-wide setting. Click the Show ID number hyperlink at the bottom of the page to disaply Category ID #s. You can also export all categories to an CSV file. 23

24 Use Add a Fund at the bottom of this page to add Categories. Once added, the new fund will be listed at the top of the Categories. Once added, select the gear button to edit the category. 24

25 Giving Letter Template On this page you can use the number of Placeholders on the right to customize the existing or new template. If more than one template exists, a donor will be prompted to select one if they print their statements online. (If only one exists, the statement will automatically download). You'll want to communicate the desired template to use if you plan to have donors print their own statements. The giving statement will automatically be addressed to only the primary individual in the family. Tips & Tricks Quickly test the look of your Giving Statement. Search for an individual who meets the criteria of your statement. (eg. has information the placeholders will populate). On their profile, select the Giving Tab, then click on the Gear Icon and select "Filter." Input a Start Date and End Date, then click the Submit button. Click the Gear Icon again, and select "Print." Select the desired Giving Template (if you have more than one), and click "Go." A PDF of your Giving Statement will download to your browser's default download location. Addressing your Giving Statement to more than one individual It's common to address Giving Statements to the entire household rather than the just the Primary individual. To do so, or any of the other "Family" placeholders. Make sure your logo appears crisp and clear! The Logo is taken from Settings > General. For best display we recommend... Maximum image width of 480 pixels at 300 dpi (dots per inch). Add Pledges to your Giving Statement Use placeholder (since this placeholder is part-way down the page, it can be easy to miss). 25

26 Pledges The program allows you to set up Campaigns. These are only needed if your organization takes pledges. Campaigns can be set up with one or more funds assigned to each campaign such as: Create a separate campaign for each fund for which you receive pledges (e.g., Offerings 2019 Campaign = General Category, Christmas Offering Campaign = Christmas Category, etc.). Create a campaign that includes multiple Categories (e.g., Mission Campaign = Foreign Missions Category + Home Missions Category + Mission Trip 1, Mission Trip 2, etc.). Once campaigns are set up you can add pledges and enter gifts towards those pledges. Pledge balances are reduced as gifts come in from various sources (e.g., mobile app, online giving, text giving, kiosk, offering plate, and so forth). Click an existing campaign link to edit that campaign. If you want to Allow People to Create Their Own Pledges for This Campaign (if enabled, members can create their own pledges from the ios/android apps). Check Active if the campaign is in force. You can then click the Save button to save your changes or the Delete button to remove the campaign. 26

27 Interactions Interactions give you a way to assign and track contact(s) with members. Interactions can be s, phone calls, letters, etc. You can create your own types by doing the following: Navigate to the Interactions area below Individuals and Groups. You can create a new type at the bottom. To edit an existing type, click the type's name and change it - there is no need to click save after editing. You can set permissions for each Interaction Type. 27

28 Services You can integrate Shelby-approved third-party programs on this page. SMS & Voice Messaging To send SMS & Voice Messages, you must first sign up. 1. Go to Settings > More > Services. 2. Under the SMS & Voice Messaging heading, input your information, and then click Sign Up. Caller ID Number is the number that will appear on caller ID for recipients when sending voice messages. (A short code is used to send SMS messages). Credit Usage: 1 Credit - Voice Message 0.5 Credit - SMS Text Message Examples: Sending "Morning Services are cancelled" via SMS text to 36 recipients uses 18 credits. Sending an audio message about why the morning services are cancelled to 36 recipients uses 36 credits. Sending a message via SMS text asking 4 people to reply with feedback when all 4 people reply uses 4 credits. This uses 2 credits to send and 2 to process replies as s to the original sender. 28

29 Integrating with MailChimp Mass Contact within ShelbyNext Membership is excellent for simply styled communication. However, should you be looking for feature-rich templates, we might recommend MailChimp or Constant Contact. So that you can take advantage of their services, we have created easy-to-use integration to keep your contact lists in sync. Here's how: 1. Login to MailChimp. 2. If you don't already have a list created, create one now. 3. At the top right, click on your MailChimp Profile, then go to Account > Extras > API Keys. 4. If you do not yet have an API key, create one, and then copy it. (It is typically an alphanumeric string of around characters). 5. In ShelbyNext Membership, go to Settings > Services. 6. Click the Enabled radio button in the MailChimp Section. 7. Paste in your API Key. 8. Scroll to the bottom of the page and click Save. 9. Configure your groups to sync with one of your Mailchimp Lists. You can use the search feature to find your groups and choose them. They will then appear below under Sync Groups. When you update the people in these groups, the changes are reflected in MailChimp. 10. Now, under Sync with the following list, choose the MailChimp list with which you want to sync. 11. Click Save. 12. If you wish to sync everyone right now who is currently in the groups you chose, with the list you chose, click the Sync Individuals with MailChimp button. 29

30 Protect My Ministry By performing routine background checks on your volunteers and employees, your ministry limits risk, exercises due diligence, and protects people and resources. The integrated background service is with a trusted background screening company, Protect My Ministry. These packages and services are designed specifically for faith-based organizations. Simply establish an account and request employee and volunteer background checks directly from within the ShelbyNext Membership. Requesting employee and volunteer background checks can be done by following the instructions in the How to order a Background Check section. As part of ordering a background check, there is a link to sign up for a Protect My Ministry account (if you have not already done so). After you establish an account, you should configure your settings and set up security that are both covered in the Configuring your Protect My Ministry settings and Security help articles. There are also a couple of articles that explain how to view the results of the background checks. That capability is covered in the View a Background Check for an Individual and the View Background Checks for a Group help articles. 30

31 Constant Contact Mass Contact within ShelbyNext Membership is excellent for simply styled communication. However, should you be looking for feature-rich templates, we might recommend Mail Chimp or Constant Contact. So that you can take advantage of their services, we have created easy-to-use integration to keep your contact lists in sync. Here is how: 1. Create an account at Constant Contact 2. Select Settings > More > Services 3. Enable Constant Contact then click Save. 4. After saving, a link titled "Authorize with Constant Contact" should appear. Click this link, input your Username and Password, and then login. 5. Record your User Name and Password, and select Login 31

32 6. That is it; your accounts are now connected! 32

33 Planning Center The purpose for this integration is so that contact information only has to be updated in one place, ShelbyNext Membership, and that information will sync with Planning Center Online thus keeping you from having to make changes in two different places. The sync only works one way - from ShelbyNext Membership to Planning Center. Information that is updated in Planning Center will not sync with ShelbyNext Membership. Setup: 1. Login into Planning Center Online. 2. In ShelbyNext Membership, navigate to Settings > More > Services, and scroll to the bottom. 3. Click the Enabled radio button in the Planning Center Section. 4. Then click Authorize Access with Planning Center. You will be taken to Planning Center's website. 5. Check the Authorize Access checkbox and hit Save Changes. You will now be taken back to ShelbyNext Membership. 6. Scroll back down to the Planning Center Section. 7. Now, you need to choose the groups that will be synced with Planning Center. 8. Use the search box to search and locate desired groups. They will then appear below in the Sync Groups section. When you update anyone in these groups, they will be updated in Planning Center Online. Individuals that may have already been in one of these sync groups, prior to the integration setup, will not sync to Planning Center Online automatically. ShelbyNext Membership will sync individuals under the following circumstances: - An individual, who was part of a Sync Group prior to the integration, has their profile updated; e.g., their address changed and was updated in ShelbyNext Membership. - An individual is added to a Sync Group after the initial integration. 9. Click Save. 33

34 What information syncs? The following contact fields sync from ShelbyNext Membership to Planning Center Online: First Name Last Name Primary Address Home, Cell and Work Phone Additional Notes Only Individuals that have an address on their profile in ShelbyNext Membership will sync with Planning Center Online. Individuals will initially sync with the "People" area of Planning Center Online but can be used throughout the entire program. The selected Sync Groups themselves will not sync to Planning Center Online, only the individuals that are in the groups. Syncs happen every 15 minutes. Therefore, after you choose your Sync Groups and begin adding individuals to those groups, it could take 15 minutes before those changes appear in Planning Center. The same is true for updates made to the individuals contact information after the initial sync. 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. Once you add a role, click the pencil button to edit permissions for this role. 34

35 Q&A Class Discussion 35

36 Linda Johnson Shelby Contract Trainer Linda Johnson joined the Shelby Team as a Shelby Arena Trainer in Prior to joining Shelby, she served as a consultant and trainer for her family-owned company, Gap Solutions. She served as a Marketing Manager for a Fortune 500 manufacturing company prior to that. Linda now trains as a Shelby Contract Trainer for Arena, ShelbyNext Membership, and Shelby Next Financials. She enjoys working with customers to best adapt Shelby software programs for ministry organizations.