Self-Update Portal (incl. Self-Add)

Transcription

1 Self-Update Portal (incl. Self-Add) Guide & User Instructions Revised 04/ Grant Street Troy Ohio onecallnow.com America s Largest Message Notification Provider Copyright One Call Now, LLC. All rights reserved. One Call Now is a registered trademark of MyTeam1, LLC.

2 Contents Introduction... 3 What is a Web Banner Link?... 4 Is a Web Banner Link Required?... 5 What Security is Available?... 5 How do Self-Update Entries Affect the Roster?... 5 What is Self-Add?... 6 What is My Call Now?... 7 Family Profile and Self-Update Portal... 8 Self-Update Portal and Self-Add Settings... 9 Member Self-Update Options:... 9 Creating the Web Banner Link Web Code for Web Banner Using Self-Update to Add/Update Contact Information How do I approve or deny Self-Update Portal entries? Self-Update Entries in the Roster Self-Add Entries in the Roster FAQ Do I need to create a new banner, update my website or send a new link? What changes will my members see if I upgrade to Self-Update Portal? Do I need to convert to the new Self-Update Portal to allow new people to join my group (Self- Add)? Is there a charge to use the Self-Update Portal Can International Phone Numbers be entered through the Self-Update Portal?

3 Introduction Managing ever-changing contact information can be very tedious and time consuming enter the One Call Now Self-Update Portal! This One Call Now tool is used to provide your members a secure space on the web where they can maintain their contact information for your group and any other One Call Now group to which they belong! The Self-Update Portal can be accessed by typing the URL into a browser: or through a web banner link (another free tool included in your One Call Now service plan). Both are described in this guide. Either way, your members can make sure they stay up-to-date on all of your latest news and communications. The web banner link (shown below) can be created using the One Call Now system. Once created, you (or your webmaster) can post it to your website. From there, your members simply click the link within the banner and they are automatically directed to the Self-Update Portal page. For added convenience, the login your members create on the Self-Update Portal is also the login for My Call Now, a free mobile app for Android and ios used to not only update contact information; but also organize, save, and share messages (if you let them) from all of their One Call Now groups! Back to the web banner, you do not have to know how to write HTML code to create the banner; you can generate the HTML using your One Call Now account! Once created, the HTML code is posted or given to your webmaster to post on any page (or multiple pages) of your organization s website. It looks something like this: The Self-Update Portal web page also supports new members (not already in your Roster) to join your Group! We call this feature Self-Add. It is an optional setting you can choose based upon your communication needs and goals. Before we explain all of this, let s answer some common questions. 3

4 What is a Web Banner Link? A web banner link is created using HTML that appears in a predefined box that contains some sort of picture or logo. Web banner links are used to redirect the visitor from the current website to a different website. For example, a web banner link on Bank.com might be a box that redirects the visitor to their online bill pay account. The simulated website shown below displays a One Call Now banner link (circled in red). 4

5 Is a Web Banner Link Required? No. A web banner link is not required. It is simply a tool you can post on your own website that gives members access to add/update contact information to your messaging system. If you do not have a website, we also offer a link. This link can be ed, posted on social media, or sent by instant message and it directs them to the My Call Now web page when it is clicked. What Security is Available? Members create their own profile which allows them to safely manage contact information with any One Call Now group. Each connection ( address/phone number) is verified to ensure there have been no errors and the member is in possession of the connection. An added bonus, this profile is the same profile used when adding connections via the My Call Now app. The My Call Now app is a free app for Android and ios smart phones and offers a way for your members to set preferences on how they want to receive messages from any One Call Now group! How do Self-Update Entries Affect the Roster? Self-Update Portal Entries are visible from the Roster but are stored differently in the system. This means the Group Leader or Super Group Leader can control how Self-Update Portal Entries are handled. Group Leaders have the option to either automatically accept all changes submitted through the Portal or review each submission and either accept or deny it s addition to the Roster. 5

6 What is Self-Add? Self-Add is flexible and secure. Want new members to be allowed to join your group? You can turn on the Self-Add feature. Turning on this feature would enable members to search for your group using the Self-Update Portal and/or the My Call Now mobile app: Self-Update Portal: My Call Now: 6

7 What is My Call Now? My Call Now is a free mobile app for Android (2.3.3 and higher) & ios (5.0 and higher). With the app, recipients of One Call Now messages can: 1. Join new groups 2. Add/update their contact information (connections) for any group 3. Control where, when and how to be reached 4. Can INTERACT and REPLY to messages 5. Can push reminders to calendar on smart phone 6. Can forward messages to friend or family (if the Group allows this) 7. Can share messages with social network (if the Group allows this) 8. Can replay audio messages at their convenience Message recipients can also choose to receive mobile alerts (called Push Notifications) through their phone when a group sends a message. Recipients can add other phone numbers and/or addresses to the app. As connections (phone numbers/ addresses) are added, a verification process ensures the recipient's connection is valid (no typos) and is in possession of that connection. Once verified, the recipient can choose to simply include app alerts as an additional way to receive the message and/or configure the app to receive these Push Notifications instead of traditional delivery methods (phone, text, or ). NOTE: A profile (name, address, password) must be created for the recipient to turn off traditional delivery methods. Recipients can also share their messages with others via , SMS text, Facebook, and Twitter. Group Leaders, using the Message Privacy setting, can control if and when recipients can share these messages with others through text, , or Social Media! For more information on Message Privacy, please visit our Help & Support Center (help.onecallnow.com) 7

8 Family Profile and Self-Update Portal Eventually, Family Profile will be a retired feature; however, One Call Now currently supports both Family Profile and Self-Update Portal. To make the most of the latest features, upgrade from Family Profile to the Self-Update Portal. It is quick and easy, just follow these steps: From the Group Leader menu: 1. Click Manage Group. 2. Choose Self-Update Portal. 3. Click the Settings tab. 4. To upgrade to the new Self-Update portal, click Yes when the pop-up box appears. 5. Congratulations! You have upgraded to Self-Update Portal! 8

9 Self-Update Portal and Self-Add Settings The first step to activating and using the Self-Update feature is to configure the settings. The screen image below displays the settings for how Self-Update Portal Entries are managed and maintained. From the Group Leader menu: 1. Choose Manage Group. 2. Choose Self-Update Portal. 3. Click the Settings Tab. Member Self-Update Options: The three settings for Self-Update are: Allow members to update their contact information checking this box will allow any of your members to update their contact info via the Self-Update Portal (either through a web banner or by giving them the link: OR via the My Call Now App. NOTE: If you create a web banner using the One Call Now web banner tool, this setting will be automatically checked for you. 9

10 Website Title (optional) - Text entered here (up to 100 characters) will appear as the text on the browser tab that opens after your members click your web banner link. It is also the text that is displayed when you make the page a Favorite or Bookmark. Automatically approve Self-Update Portal entries Check this box if you want your members contact information automatically updated in your Roster. If you would prefer to review the changes before you add them to the Roster, simply leave this box unchecked. NOTE: The section labeled Self-Update Entries below explains how you can review, add, or remove entries to/from the Roster. 4. Click Save Settings to save your changes. 5. If you want to configure a web banner now, click the Yes button in the pop-up box. 10

11 Creating the Web Banner Link NOTE: If your group has a Super Group ID and you want your banner to appear on the corporate/district website, be sure to log in to your One Call Now account using your Super Group ID# before configuring your settings and creating your banner(s). If you clicked on the pop-up box to get to this setup, you can skip to Step 4 below. If you are trying to find the web banners from the Group Leader menu, start with Step 1 below. Here is how to create the web code for the web banner link. From the Group Leader menu: 1. Click Settings. 2. Choose Website Banners. 3. Select the radio button next to Self-Update. 11

12 4. Type the text that you want your members to see and click on the web banner. Here are some examples: Add your contact information to our messaging system. Employees, Add/Update Your Contact Information for Crush Creative LLC. Parents, add your phone/ information to our automated messaging system. Stay up-to-date on all of the latest happenings, Join our Group! The text typed in this box will appear in the white area of the web banner link as in the example shown here: 5. Click the radio button for the background you would like to use (blue background shown above). At the beginning of this guide in the simulated Ticket Time web page shown in the FAQ section features the green background. 6. Click the Create Banner button. 12

13 Web Code for Web Banner The rendered web banner link (shown below) and two boxes of web code will display (one is the HTML code, one is a link used to send via /instant message/social media). The rendered banner shown here is how the banner should look when posted to your website. The banner is 160 pixels wide and 82 pixels high. The first, larger box contains the web code, or HTML, that creates the banner. Your website administrator will need the complete contents of the larger box in order to post the banner to your website as well as the banner size (160 pixels wide x 82 pixels high). The smaller box contains a link. This link can be sent via , instant message, or posted to social media. Be sure to copy and paste the entire code or the link will not work. 13

14 Using Self-Update to Add/Update Contact Information Once your web banner link has been posted, notify your members that your banner is available. Try a paper notice, a newsletter, or best of all, a One Call Now message! Below are the steps that members follow to update or submit additional contact information using the Self-Update Portal. They can also update their information using the My Call Now mobile app. Click on the web banner link on your website or go to 1. Click the Sign In button. 14

15 2. Complete all information then click the Save button. 3. Select a group from the drop-down box at the top of the screen. 15

16 4. To add an additional connection (phone or address), click the Add button. 5. Choose either the phone or radio button: Phone: 16

17 6. Enter the phone/ then click the Verify button. Each connection must be verified. After that, the new connection can be added to any of your One Call Now groups! 17

18 Self-Update Portal Entries There are two (2) ways to manage entries added using Self-Update. When someone visits the Self-Update Portal and updates or adds contact information, the Group Leader (or whomever the Group Leader designates under Notifications) will receive an letting them know there are submissions. If you want to approve entries before they are added (see Settings), these entries will remain in a pending status until someone approves them. These messages are a handy way to update your own internal system with changes as well! If you choose to automatically add Self-Update Portal changes, you will still get an but no further action is required. The changes are added automatically. notifications are sent daily when there are submissions awaiting approval. NOTE: Be sure to add support@onecallnow.com to your list of approved senders to avoid these messages getting lost in a Spam or Junk filter. How do I approve or deny Self-Update Portal entries? Note for Super Groups: Even if the Super Group Leader created the web banner, each of the other organization s (buildings, subsidiaries, departments) Group Leaders are able to approve and deny Self- Update submissions. Here s how to manage your Self-Update Portal entries: 1. Log in to your One Call Now account using your Group ID and password at NOTE: Super Groups: Be sure to log into the Group account where Self-Update Entries are waiting. You can see which Group ID needs attention by viewing the notification Click Manage Group. 3. Click Self-Update Portal. 18

19 4. Choose the radio button for the time period you want to review: 5. Other filtering options include: 6. To review member requests, check the box to the left of each member s last name you want to approve, and then click the Approve (Add to Roster) button. Do the same to Deny, only click the Deny (Don t Add to Roster) button. Download: If you would like to download the displayed entries to a spreadsheet, click Excel icon located on the right hand side of the screen. 19

20 Self-Update Entries in the Roster Approved Self-Update Entries appear in your One Call Now Roster. Self-Update Entries appear beneath phone numbers that were entered by your One Call Now administrator: Self-Update Portal entries will not affect phone numbers and addresses already in the Roster. To view Self-Update Portal entries for a member: 1. Click Manage Group. 2. Choose Roster. 3. Click the edit icon for a member: Self-Update Entries appear under the listing, Added Through Self-Update Portal or My Call Now Mobile App. Self-Update Entries are deleted or edited from the Self-Update Portal Entries tab. Please see the previous section for instructions on how to edit previously approved/denied entries. NOTE: Self-Update Entries will not affect OCC Plus, One Call SYNC settings or other XML synchronizations. NOTE: If a Group member is deleted, Self-Update Portal Entries for that member are removed from the Roster as well. Those entries remain on Self-Update Portal Entries web page and will be marked as Not in Roster. if a roster member is deleted and then added back with the same GL-added phone, the self-added connections will be readded to the roster member if the GL re-approves the SUP entries after the nightly process runs. 20

21 Self-Add Entries in the Roster Members who join your Group through the Self-Update Portal or the My Call Now app are identified in your Roster as shown below: 21

22 Details about your new members can be found by clicking on the Edit icon : Create a Subgroup for your new members! 22

23 FAQ Do I need to create a new banner, update my website or send a new link? No. Our system automatically redirects your members to the correct website address. What changes will my members see if I upgrade to Self-Update Portal? Currently with Family Profile, your member s experience looks like this (depending upon your security settings): 23

24 After you upgrade to Self-Update Portal, your members will be automatically redirected to the new Self- Update Portal screens AND they will be able to access their information for ALL their groups including groups still using the old Family Profile: Do I need to convert to the new Self-Update Portal to allow new people to join my group (Self-Add)? Yes. Self-Add is a sub-feature of the new Self-Update Portal. Is there a charge to use the Self-Update Portal No. No one will be charged to use the Self-Update Portal. Any new phone numbers added to the group using it will count against the group s Max Phones (the number of telephone numbers you can have in your Roster.) Can International Phone Numbers be entered through the Self-Update Portal? No. At this time, only US, Canada and US Territories can be added using Self-Update Portal. 24