How To Enter (and Update/Modify) Board Officers In PT Avenue

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1 How To Enter (and Update/Modify) Board Officers In PT Avenue Your PT Avenue account includes a Board profile area for entry of both current and future positions. New Board members (or those changing positions) can be entered as soon as they are elected, even for next year s term. This document will review both adding a new entry and modifying an existing Board entry for the upcoming school year. This procedure applies to ALL feature versions of PT Avenue. Log in with a Username that has access to modify the PROFILE > BOARD area. Click PROFILE > BOARD. This brings up the current Board listing notice that there are List and Add buttons in the upper right. You are currently on the List screen. Entering a brand new Officer for the next (or current) year This applies to anyone not currently entered into the Board listing area. From this List screen, click Add in the upper right corner.

2 This brings up a blank informational screen for this person. Enter their position/duty on the Position line. If they are Vice President or Committee Chair, you will see an additional list of subcategories. Choose one of these, if applicable. If none of these is applicable, click the plus icon, and create the subcategory needed, and choose it; Choose the appropriate year for Term of Office; Enter all applicable contact information, and choose whether or not to show it in reports; Set a Display Sequence number to set their relative position on the List screen; You may see a Create Helper Login? option for them in this same screen (only in Basic membership-data-only accounts Financial or Full version accounts have more Helper access options to choose from, and this must be done through PROFILE > HELPERS instead.) If you click this to YES, you then create a unique Username login for that person. If you create a Helper Login here, PT Avenue will send them the login information by , automatically; You can also choose to upload a photo; Click Add Board Member if you clicked Upload Picture? you are taken to that screen to complete the entry process. If not, the entry completes, and you are returned to the Board listing. If you need to create a custom-access Helper login for the new Board Member, proceed to the section below that describes creating a Helper login. Modifying an existing officer who is still on the Board next year If someone is already shown here in the List screen, and has been elected to serve again next year in some position, click on their name to bring up their information profile. For example purposes, we will pull up Charles DeGounod -- in this case, he is current Vice President for , and has been elected President for , but his Future Position is currently blank.

3 To enter his Next Year position, do the following: Do not change Current Position the End of Year process will do that for you, when it is run; On the Future Position line, choose their main position for the next year, from the dropdown; If they are Vice President or Committee Chair, you will see an additional list of subcategories. Choose one of these, if applicable. If none of these is applicable, click the plus icon, create the subcategory needed, and choose it; Select the applicable school year in the Term of Office box; Confirm that their contact information is complete and correct; If they are President or Treasurer, be sure to enter their mailing address, for potential invoicing purposes; Change the Display Sequence number, if applicable. This modifies the position they appear in on the main Board listing screen ( 0 is at upper left); Click Modify Board Member to finish; If you wish to add or change the photo, go back in to the information screen, and click Upload/Modify Picture and do that.

4 Maintaining or Deleting a Board Member listing If an address, physical address, or phone changes, update the information through the individual s PROFILE > BOARD profile, then click the green Modify Board Member button. Board members who are not continuing can be deleted manually (this is also addressed in the End of Year process). To do this, access the PROFILE > BOARD listing screen, and click on the particular Board member s name to bring up their profile. Click Delete Board Member and confirm the decision through a popup warning. Keep your Board listings accurate your State organization may pull Officer information from your PT Avenue account automatically, eliminating the need for you to send in a separate report. Updating Helper Username login access areas Board members can all have their own logins. If your PT Avenue account is in Basic membership-data-only mode, and your current Board members have an All Access login, there is no need to modify their login All Access is the only option available. However, if your account is the Finances or Full version, any Helper login has specific potential areas of access, which may need to be modified when a Board position changes from one year to the next. To access the Helper area, click PROFILE > HELPERS.

5 Clicking on Helpers brings up the listing of existing administrative logins to the account. There are three icons near each person s name the person icon s them their login credentials, the pencil allows editing of information, and the X deletes the login. To update/modify, click the Pencil icon. This brings up their information screen, showing all areas of access, and what is currently chosen. This is a Membership&Finances version account Helper screen:

6 Modify access areas accordingly, by clicking the Yes/No buttons where needed. If they are currently All Access and need to be something different, first set All Access over to NO, then select other specific areas of access. Once you have made the needed changes, click Modify Helper to save the changes. You are returned to the Helper listing to modify another Helper Username, click the pencil icon at their name. A Full version account Helper access screen has many more options for specific areas of access. Here is an example screen: Keep in mind that, in both Finances and Full version accounts, there is an option for Finances Read Only this can be a useful choice for any non-treasurer Board member, to provide financial transparency for your organization. Creating a NEW Helper login for a Board Member or Administrative Helper In a Basic account, this can be done in the Enter New Board Member area when creating a new entry. However, you may have previously entered your Board members, but neglected to create a Helper login for them at that time. A Helper login Username can be created for anyone who needs to do administrative tasks for your organization, through PROFILE > HELPERS. This Username must be unique within the entire PT Avenue database, so something like RSmith is probably already taken include your school initials or something unique to your organization, and perhaps an abbreviation of their Board position. Click PROFILE > HELPERS, then the ADD button in the upper right of that screen. The screens will appear different, depending upon which version of PT Avenue your organization subscribes to.

7 The Membership Data Only version Helper screen: The Finances version Helper screen: The Full version Helper screen:

8 Enter their information, create a unique Username for them, and set their access areas. Once the Add Helper button is clicked, PT Avenue sends that person an with a temporary one-time-use password. When they log in with that password, they are them prompted to set a new personal password and they re in! Be sure to keep your Helper login access areas up to date, based upon their changing responsibilities from year to year. Helper logins are reviewed as part of the End of Year process, to make deletion of departing Helpers easy. *********************************************** PT Avenue April 2016