ShelbyNext Membership: Calendar

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1 ShelbyNext Membership: Calendar (Course #M170) Presented by: Kristy Shotwell Ministry Consultant 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective This session explains how to simplify and streamline your small groups and events with the Calendar feature in ShelbyNext Membership. The following topics are presented in this session: How to manage all your events on one calendar How to reserve resources and rooms How to specify room setup How to sync calendars onto your organization s website 2

3 Navigation One of the biggest advantages to the ShelbyNext Membership: Calendar is the all-in-one integration. You have an internal staff calendar and your external web calendar. By using Views and Filters, you have multiple options for Calendar views. Basic Navigation Your Calendar homepage displays the basic calendar. On the top left of the page you have a Quick Search feature. Type in the Event for which you are searching. The Event displays in a window with all the details for that event. 3

Add Event: You select this icon to begin entering an event. 3. Pending: All events that need approval by a team member (e.g. Tech, Kitchen, Childcare) show up in Pending until the team member approves it.

4 In the Blue Navigation bar, you see Calendar, Add Event, Pending, Settings, Help, and People. 1. Calendar: No matter what other page you are on in the Calendar, the Calendar button always takes you back to the calendar. 2. Add Event: You select this icon to begin entering an event. 3. Pending: All events that need approval by a team member (e.g. Tech, Kitchen, Childcare) show up in Pending until the team member approves it. 4. Settings: This is where you set up General settings, Permissions, Rooms, Room Setup, Equipment, Vehicles, Properties, and Responsibilities. 5. Help: This takes you to the Help page to give you direction with the Calendar. 6. People: People returns you to the main ShelbyNext CRM. 4

5 Settings Use the Blue Navigation bar and click on Settings. On the left side of the page, there is a toolbar. Click the General icon. General You can enter your Organization Name and select your Default Time zone, Date Format, Phone Number Format. You also have a choice to Disable or Enable the Multi-Campus Features. 5

Permissions Permissions allow you to configure who can access certain management features. You do this by assigning roles to the users. A role is a collection of permissions.

To Add a Role To add a new Role, type a new role name such as Volunteer into the Role Name text field. Click the Add button. The role is added.

6 Permissions Permissions allow you to configure who can access certain management features. You do this by assigning roles to the users. A role is a collection of permissions. The Admin role is automatically set up for you. The Admin has full rights to the calendar. At least one person needs to be an Administrator for the calendar. To Add a Role To add a new Role, type a new role name such as Volunteer into the Role Name text field. Click the Add button. The role is added. There are two parts to this new role: Adding the individual assigned to this role and editing permissions. To add a new person, type the name of that perosn in the Search for person to add box. Click on the person and click the Add Permissions, click on the Gear icon. icon to add. To edit 6

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Viewing: When selected, the users view the events. o Optionally, you can limit the views a user can see.

8 From here you can set permissions for: System: You have options to select Administrator Permissions and Administrator Settings. Calendar: You have options to allow to create, propose, approve, or edit an event and to create/edit a view. Viewing: When selected, the users view the events. o Optionally, you can limit the views a user can see. When you are finished with selecting the permissions, click the Save button to update. Rooms On the Rooms page you establish Buildings, Rooms, Apply Setups to Rooms, and Apply Equipment to Rooms. 8

Apply Room Setup: By using the Apply Setup to Rooms or clicking the Gear by the Room, you apply a room setup

9 Room Setups 1. Add a Building: Type the Building in the Building Name text box and click the Add button. 2. Add a Room: Type a Room name in the Room Name text box and click the Add button. 3. Apply Room Setup: By using the Apply Setup to Rooms or clicking the Gear by the Room, you apply a room setup to a room Add setups by entering a name, description, and the amount of each piece of equipment you want. Then, click the Add button. 9

10 NOTE: Click back on a room to edit or delete the Room Setup. From here, you also upload a picture of the room setup! Equipment Add equipment by entering name, total quantity, and description. Click the Add button to save equipment to the grid. NOTE: You click back on equipment to edit or delete the equipment. 10

11 Vehicles Add vehicles by adding Vehicle Name to text box and clicking the Add button to update the grid. You edit vehicle name by clicking on the Edit icon. Or you can delete the vehicle by clicking on the Delete icon. 11

First enter a Category Name and click the Add button to add it to the grid. 2.

12 Properties Properties allow you to organize your events. Properties are organized by category. NOTE: This is similar to Property Filters for Groups. 1. First enter a Category Name and click the Add button to add it to the grid. 2. Under the Category add the Property Name. 3. Clicking on the box next to the Property allows you to select a color to color-code that property. 12

Care, Tech, Kitchen, Facilities, and Vehicles.

13 Responsibilities You can make users responsible for approving and overseeing certain areas: Child Care, Tech, Kitchen, Facilities, and Vehicles. Add users by typing a user name in the Search User box. 13

14 Add an Event Add the title for your event and set the date and time. Check the Repeat box if needed. 14

15 If choosing to set the Repeat option, you can set repeats for Daily, Weekly, Monthly, or Yearly. You have options for Repeat Every (Day, Week, etc.), Repeat On, and Ends. There are Options for Event Details: Description: This is for use on the calendar and shows on the external website. Internal Notes: For Internal use only Properties: Can be applied to the event for sorting purposes Responsibilities: Can request Child Care, Tech, Kitchen Ability to set: Contact Person, People, Room with Room Setup/Equipment, and Vehicles NOTE: The Description and Internal Notes are both HTML-capable. Click Save to just add the one event. Click Save and Continue to add multiple events. 15

16 Pending All Events that need approval by Child Care, Tech, etc. move into a pending state until the event is approved. When an event is added and a Responsibility such as Child Care is marked, an is sent to the person or persons who are listed for that responsibility. 16

17 Filters & Views Filters Filters allow you to show/hide events based on certain criteria. Filters are additive, meaning that if you select multiple filters, you see events that match at least one of your selections. These include: Property: Shows events that are marked with a certain property. Equipment: Shows events that use certain equipment such as chairs, projectors, coffee service, etc. Rooms: Shows events that take place in specific room(s). Vehicles: Shows events that require vehicles, such as van or bus. People: Shows events that involve specific people. People are added when events are created, and they must be people who are already in your ShelbyNext Membership database as individuals. Campus: If your church is multi-campus, you can show events that only take place at a certain campus. Views Views are simply a collection of Filters, which you save to use again later. Once a View is created, you can show it anytime, and you can also embed it on another website. 1. To create a new View: Along the bottom of the page, use the Filters to show/hide events based on the criteria you need. For example, you can show only the events pertaining to a certain ministry, events only in certain room(s), only the events that use 17

vehicles, etc. You can use any combination of Filters. Once the Filters are in place, click on Views. The Views list appears. Click the Add a View button. Give your View a name and click Add.

18 vehicles, etc. You can use any combination of Filters. Once the Filters are in place, click on Views. The Views list appears. Click the Add a View button. Give your View a name and click Add. From now on, this View is available to you (and other authorized users) in the Views menu. 2. Show a View on another Website You can embed Views on external sites such as your church website, a blog, etc. To do this, you need to get the short HTML code from ShelbyNext Membership, and then send it to your website administrator. o From the Calendar click on the Views button. o Next to each View you see a gears/actions button. Click the actions button next to the View you want. This opens the Edit View dialog window. o Look for the area for "Website Embed Code". Copy everything inside this box. This is the HTML code needed to embed into your external website. o Once you embed the View on a page of another website, you see the filtered calendar view appear there. Events are updated in real time, as changes are made in the Calendar in ShelbyNext Membership. 18

19 Q&A Class Discussion 19

20 Kristy Shotwell Ministry Consultant Kristy currently serves as the Ministry Consultant for the Southeast part of the country at Shelby Systems. She joined the Shelby team in 2013 and has worked as Administrative Assistant, Sales Assistant where she managed trade show details, and coordinator of ShelbyNext Giving setup and implementation for customers. Prior to joining Shelby, Kristy had 25+ years experience in customer service, accounting, and bookkeeping-related fields.

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