1 ServasOnline Interviewers Guide Contents First Contact with a Servas applicant....2 1. Login to Servas Online...2 2. Find out if the applicant is already registered:...2 3. Add an applicant who is not in the system....4 Completing the Edit Application Screen:...6 Adding/changing traveller status for a current member...7 Signing and stamping the Letter of Introduction....8 Rejecting Applicants... 10 Reactivating Rejected Applicants or Deactivated Members... 10 Orienting new members to ServasOnline: tips and reminders... 12 Trouble shooting ServasOnline problems... 12
2 First Contact with a Servas applicant. 1. Login to Servas Online. It will likely open in the Applications Page of the Administration site. If it opens in the Find Member Page (or if you are already there), click on Visit Admin Page. 2. Find out if the applicant is already registered: a) If you think they might already be a member, check the Member s Administration page: Note that only hosts were uploaded from the old database. People who were travellers only were not in this database, so will not yet be in the system. (or, you could just ask them!) Enter Last Name. This will bring up the list of any registered members in the region you have access to. (you can also find them in any region by using the Find Members screen on the Members side of the database) Click on the pen to the left of the name to edit. See more details in the sections below
3 b) If the applicant used the Join Servas button on the Servas International home page, their name will appear on the Applications page. This will include all the people who have applied in your region or subregion. Your permissions Status in the application process Click on the pen to edit, and you get the form on the next page. Note: If you ask them to use the Join Servas button to register, please update their record in the applications page as soon as posible by (at least) entering your name as interviewer. You may also fill in interview date, if it is already scheduled. Reason: as soon as they use the registration form on the SI page and click Join Servas, an email goes to Canada@servas.org, asking us to contact them. The person who responds to these emails will send an email asking them to contact an interviewer.
4 Most of the information is filled in from their Join Servas form. ID is the Username they have entered. Select your name from the drop-down box beside Interviewer Enter the date in the Schedule Meeting space* The other spaces are blank for now. Click Save at the bottom of the screen. *This is important so that others looking at the screen know there has been communication with this person. 3. Add an applicant who is not in the system. If applicants contact you directly to schedule an interview, without using Join Servas on the SI site, they will not yet be in the system. You can enter them now, or wait until after the interview. Click Add an application to get the form on the next page. Namesake: A person with this name already exists in the database. If the name shows up here when you enter them, it could be for the following reasons: i. A second person with the same name (that s OK: email address and username will be different, ii. iii. Somebody already in this list. (scroll down) someone who is already a member, has been deactivated, or Rejected. Check those and reactivate rather than adding.
5 User Name: Make up a username (You could use last name and initials). No spaces allowed. Must be unique to this member. If the couple wants to have a joint record, list both first names (and both surnames, if applicable). * Email must be unique. If the one you add already exists, you won t be able to add member. Click Add Member. *Families who want only one record: We are going to allow families who prefer having only one listing in Servas Online to do this. This works best for couples with the same last name, but can be used with different surnames. If there are more than two adult members in a household, it gets a little awkward. This also means a change to allowing joint LOIs. However, people who share an LOI must live at the same address. When entering names: enter both first names (e.g. Mary and John) and in the surname box enter Jones or (Jones) Smith. This will show in the profile as Mary and John Jones or Mary and John (Jones) Smith. Advise travellers to upload a picture that includes both, and describe both in the Personal Background.
6 Completing the Edit Application Screen: After deciding whether to approve or reject: Go back to the Applications page, find the name, and click on the pen to edit. (#2 above). Complete the form:. First 7 or 8 boxes will be filled in. NB: You won t be able to correct any typos here don t worry they can be fixed easily by the member or by you on the Member Administration page. If you are not using fields, you can leave them blank. Enter: Interviewer: choose from list Actual meeting date Membership Expiration date: Dec 31 of current year if before end of June, next year if after end of June. *Don t forget can t be added later. No membership fee or currency e-stamp fee: according to fee Schedule* (next page) e-stamp currency-type C and CAD will come up at the top of the list. e-stamp expiration: one year from interview (or travel date) NB: e-stamp info shouldn t be completed until you ve received the money. role Admitted Save
7 *If you are entering more than one person in a record (Mary and John), enter the total fee (two non-host travellers will be $140). The e-stamp records will show that this is for two hosts. Adding/changing traveller status for a current member A current host may want to travel, or a traveller may want to become a host, or renew their LOI for new travel. 1. Find the member in the find member screen, and check what roles they have assigned. Search Options: You can search by any of the Search options listed here. More Options, also lets you search by first name and other features. You can put in the country, región, etc., but you will only see members in your región or subregión anyway, so this isn t necessary. Last name is probably all you need to enter at this stage. Member type: If role doesn t include the desired role, click on the pen at the left of the name to edit. This brings up the Complete Profile screen. 2. Add the role in the More About Me section of the complete Profile screen Click traveller or host.. If the member is a host travelling in Canada, that is all you need to do, since they don t need stamps. They can now complete their LOIs.
8 3. To add an e-stamp to a previously approved member s record. a) In the Administration screen, click on estamps. b) Find the member and click on the pen. c) Fill out the estamp request form. Fill in the date of the request and the estamp fee and currency. (according to the fee guide) Click Approve and save. As above, use fee Schedule to determine fee. If travellers will have two names in one LOI, include both names here and double the fee. The estamp records will provide the information needed for accounting purposes. Signing and stamping the Letter of Introduction. During the transition phase: we need both paper LOIs (to accommodate the paper stamp and signature) and the Servas Online LOI (so that members from countries using Servas Online can see the information). Later we will need only the estamp, which will appear on the members s profile. LOIs can be completed online and printed, and the paper stamp applied.
9 Completing LOIs after the interview: LOI information can only be filled out after the person is approved as a traveller (because they need access to the website and database). Therefore, you may not see the LOI personal description before the interview. a) Options for current members: If the person is already designated as a traveller (e.g. they had a previous LOI), ask them to complete the LOI information before you see them. If the person is a current host and wants to travel (or during this transition phase, has a previous LOI but is not assigned the role of traveller in the database), add traveller to their roles and they can complete the LOI before you meet to give them the travel orientation and stamp. b) Options with new members: (For this year) As part of the orientation process, explain the purpose of the LOI and what to include. Once you have approved the people as travellers, add the traveler role and ask them to complete the LOI. You can add the estamp at the same time as you add the Traveller role, OR you can wait until you have seen the LOI (you can look up the member in the Find Member screen and read their LOI) Once the LOI information is completed and the e-stamp added, the applicant can print the LOI and send it to you to sign, stamp and send back. For interviewers and members who are comfortable with technology: Members can download the completed LOI, sign it electronically with Adobe Fill and Sign and email it to you. You can print it, sign it, add the stamp and mail it back Or, if you know that you will approve them as travellers before they leave the interview, you can give them the paper stamp to take home; They can sign the form electronically, email it to you to sign; then you can download it, sign with Adobe Fill and Sign and email it back for them to print and apply the paper stamp. See Signing LOI electronically (part of Completing the LOI find it in ServasOnline Find Members screen under the Help icon.) for details on how to sign documents using Adobe Fill and Sign on a PC (if you feel comfortable in doing this). * For detailed instructions on completing the LOI, refer travellers to the Help section of the Member s site. Stamp numbers paper stamp numbers will be different from e-stamp numbers: paper stamps are numbered sequentially within Canada. estamps are numbered sequentially around the world. The purpose of estamps for this year only are simply verification that a traveller is authorized to travel with Servas it won t be used for record-keeping, so don t worry about the numbers. This will change, and the records in Servas Online will be the basis for accounting.
10 For accounting purposes, if members have a joint LOI they would get two paper stamps. However, they will have only one e-stamp. Rejecting Applicants You may need to reject an application if: you find that someone who is already in the database has applied again (reject the second application) there was an error in the add application screen that can t be fixed You decide the applicant shouldn t be admitted. To reject them: Find the applicant in the Edit Application screen Click on the pen at the bottom of the form, click on reject and save. Reactivating Rejected Applicants or Deactivated Members Lists of previously rejected applicants can be found via the Applications screen as seen in the screenshot below. Reactivate them easily by clicking on the pen under edit application.
11 (shows only the lower part of the box.) Rejected Applicants: May have been rejected because of a clerical error OR because a previous interviewer made a decision not to admit them. Unfortunately, no note field was provided to give reason for rejection. If you suspect the latter, contact the interviewer before admitting. You ll see the date of rejection I you have no reason to believe that they were rejected as unsuitable, click Admitted. (Shows bottom part of screen only) Shows deactivation date (again, no reason given for deactivation). Click Admitted Click Save
12 Orienting new members to ServasOnline: tips and reminders 1. Show them the help function in ServasOnline. 2. The help for hosting is particularly important! 3. Current hosts: use the same email used in the last host book. The member in the database will be the first one listed. This person can login using forgot password. Second member either create a new profile (they can use join servas or add a name to the existing record. 4. New members: when admitted, they will get the message with a link to login. 5. Remind them about always making sure they update after editing each section. 6. Travellers do Basic Information before LOI 7. Emphasize placing themself on the map. Trouble shooting ServasOnline problems Problem/question 1. A typo in the personal information on the edit application screen can t be corrected. 2. I (or the applicant) can t add the email address of the applicant I am (we are) trying to enter 3. I think the person is a member, but they don t show up in my list of members. Solution Typos in the Edit Application screen that result from errors in the Join Servas or Add Member screen can t be edited here, but can be fixed later by the member when editing his/her profile, or by you in the Complete Profile screen. (Members Administration> Edit Member>Complete Profile) e-mail address already exists in the database. There could be a number of reasons: 1. the person is already in the system, either as a member, applicant, rejected applicant, or deactivated member. Check these screens. 2. The person is in the application list, but they haven t entered the subregión, or they ve entered a subregión you don t have Access to. Contact Judy or Alison(we have Access to all). 3. somebody else (e.g. spouse) who also uses this email address is already entered. They will need to use a different email address or choose to use a joint profile. Not a valid email address 1. They may be a traveller only, not a host. We only had host in our old database, so travellers could not be uploaded to Servas Online. Add them through the Add Member screen. 2. They may be a member in another region. If
13 4. The member tells me they didn t get the email with login details after I ve admitted her/him. 5. When I am in the find members screen, I can t find Visit Admin Page to go back to the Admin page. they are in the database, you can find them through the find members screen and see what region they are in. Contact Judy or Alison to do the admin work. If the member IS in an area you interview in, request that there be a change in your permissions. 1. Ask her/him to check the spam folder. 2. There could be an error in the email address. (check the address in the application screen). If you are using a cell phone or are holding a tablet vertically, you will see Click on the menú icon (yellow square) and you will see the visit Admin page option. 6. I can t find the deactivate/print results button 7. I can t find my name in the list of interviewers There was also a problem for some computer users. I think it has been fixed. If you can t see visit Admin page please contact Judy. On some computer screens, you don t see the whole screen. Scroll over to the right to see the last few columns. For some unknown reason, some names keep disappearing from this list. Let Judy know, and she will check into it.