ServiceU Training Guide

Transcription

1 ServiceU Training Guide Welcome to ServiceU Welcome to the ServiceU Advanced Administrator Training class. We are glad you are here, because we know that you will leave with a much greater understanding of how the system can help your church or organization. We will touch on virtually every aspect of the system during the next two days. We will certainly share our expertise and tips on using the system. However, one of the greatest benefits of these classes has been the interaction between users. You know better than we do how the system has helped your church. As we discuss the system, we hope that you will share your ideas, tips, and questions so that others can learn or help you. ServiceU Client Services support@serviceu.com ServiceU Training 1

2 History of ServiceU... 4 Logging In... 5 New Event... 7 Event Dates... 9 Web Services/Registrations Page Resources and Support Services Reminders/Invitations Summary Creating Forms for Online Transactions Event Registration Payment/Donation Form Coordinating and Payment Approval Calendars Events /Calendar Saving a Search Event Editing Who Can Edit an Event? Ways to Edit an Event Copying an Event Reports Resource Reports Resource and Support Service Form Reports Registration/Payment/TransactU Reports Transactions Export Newsletters Personal Options (Tools) Administration Basic Info Organization Info Departments Categories Bulk Update Departments/Categories Login Security Turn System Features on/off View/Pay ServiceU Invoices Transaction Settings Users System Users Calendar Setup Event Workflow Calendar Coordinators Calendar Editors Saved Addresses HTML Backup Settings Outlook Import File Event Change Policies ServiceU Training 2

3 Newsletters Main Newsletter Options Message Coordinators Message Users Format Upload Un-subscribers Online Payments Financial Administrator Transaction Viewers Payment Wizard Users Accepted Forms of Payment Online Payment Approval Settings Receipt Messages Public Events Setting Up Your Web site Look and Feel Calendar Style Sheets Website Templates Social Networking Settings Web Coordinators Registration Settings Registration Form Templates Registration Form Settings Accepted Forms of Payment Logos for registration/payment forms Resources Resource groups, Resources and Coordinators Resource Setup Forms Resource Combinations Conflict Report Day Blocker Settings and Tools Organization Announcements Setup Diagnostic Large Form Editor Organization Activities (Logging Info) Quick Event Entry (15 at a time) Quick Event Entry (Upload from Excel) Support Services List of Support Service Forms and Coordinators ServiceU Training 3

4 History of ServiceU ServiceU is the name of the company (officially, ServiceU Corporation). EventU, TransactU, TicketU, and EventU Green are the brand names of our services. The EventU system has its roots in an intranet system developed for Bellevue Baptist Church back in It has gone through many versions since then. Internally we say that we are currently on version 5. We designed and built the system specifically for churches. As you know, ServiceU hosts the software on its servers. ServiceU was one of the first companies to offer hosted software or software as a service. Our vision was to eliminate the complexity and frustration of traditional software by making it as easy as browsing the web. We now have over 2000 churches and schools actively using our system throughout the United States and the world. Our system is what it is today because of the many suggestions and feedback we get from our customers. What makes ServiceU products unique is the ability for an administrative staff to schedule and create things in a distributed or de-centralized manner. In other words, one person may have ownership of the event, but it may have to go to several other people to get approval for forms, rooms, child care request, food services request, etc. ServiceU Training 4

5 Logging In Login Page The ServiceU calendar system can be accessed through your web-browser, i.e. Internet Explorer or Mozilla Firefox. 1. Begin by typing and press Enter. 2. Type the address registered with ServiceU. 3. Type the password you received in the from ServiceU. If you do not have the password, select forgot password. 4. Select Login. ServiceU will verify your address and password and give you access into your organization s calendar. If you are logging in for the first time you will be asked to change your password to something easier to remember. Remember Me will skip the login procedure the next time you come to the ServiceU login page and will take you directly to your personalized Home page. Note: Selecting the Log Out button inside the system or clearing the cookies in your browser will disable this feature. Forgot Password? Enter your address and then select submit. You will receive a new, one-time password that will allow you to log in. You will then be prompted to change your password to a personal password that is easier to remember. The password is sent immediately, so if you do not receive it, please check your spam filter or junk mail folder. ServiceU Training 5

6 Home page After logging in, the first page that appears is the home page. Each user has a personalized home page that displays events according to the user s settings. Depending on settings the administrator (you) will make, this page will be used for notification of events waiting for approval, help track submitted events pending approval, and show events coming up in the next 7 days. Navigation in ServiceU is accomplished using the links located at the top of the screen. The link labeled Admin is where the organization setup is completed. The overview option will show the entire admin section, or you can select the links in the drop down and go each section. Note: Only administrators can see the admin link. ServiceU Training 6

7 New Event Create a new event by clicking the Event option located under New. New Event Event Name Enter the name of the event. The Event Name is a required field. Event Dates You may specify a single date or a date range. The date range is for multiple dates. You can enter recurring date patterns within the date range using the Event Dates Options. If you do NOT want the times to appear on the public calendar, uncheck the Display Times checkbox. This can be used to place a label on a day, like holidays such as Easter Sunday, when it does not make sense to show times. If the event is continuous (for example, a youth lock-in lasting from 6 PM Friday until 12 noon Saturday), then you should check the Overnight Event box. Event Times Is the time the event will display on your calendar. The setup and cleanup times will NOT appear on the public calendar. Event Date Options - This will let you setup recurring or random dates within your date range. ServiceU Training 7

8 If you select the Random Dates option, the following window will appear so that you can select individual dates using a calendar interface. Description - Will show on the public event details page. The public event details page can be accessed by clicking on an event on the public calendar located on your web site. (This is not a required field.) Number Attending This field is for reference only and does not need to be an exact number. (This is not a required field.) Viewed By - This will determine whether or not the event will appear on the public calendar. If you choose Org Web site the event will show on the public calendar and registration forms can be set up for the event. If you choose Staff Only the event will only show on the internal calendar and registration forms CANNOT be used. Department Is a search feature that helps to break up the calendar into smaller sections for organization groups such as ministries. Departments are important for reporting and for making it easy for people to find events on your public calendar. This also integrates with the newsletter feature to notify subscribers of events that match their personal preferences. Department is a required field. Category Is a higher level search feature for reporting. Many organizations do not use this so don t worry if categories do not show in the drop down. Contact Is for entering contact information for the public if they have a question. The contact information will show on the public event details page. The public event details page can be accessed by clicking on an event on your public calendar located on your web site. Additional contact information can be shown on the registration and payment forms, and is entered in a different section. Address Is the address of the location where the event is taking place. This will show on the public event details page and a link to GoogleMaps will appear. The public event details page can be accessed by clicking on an event on your public calendar located on your web site. The system administrator can set up Saved Addresses which will appear in the dropdown list. ServiceU Training 8

9 IMPORTANT! Remember how this option works, it will save you time. The box at the bottom right corner of first screen of the event wizard will let the user specify which pages show in the event wizard process. You can skip pages and make the event creation process much faster by unchecking the sections that you don t need. This allows the user to only see the pages that are needed for this event. The system remembers the settings and automatically uses these the next time, although the user can always change them. Event Dates If you select the check box option that says Let me view/edit the Dates that get saved you will see a list of your dates on the next page. Dates Page ServiceU Training 9

10 Dates Page The note icon shows that the occurrence has been edited. Add Occurrence Add an additional occurrence to the list. You can add duplicate dates and different times and additional recurring date patterns. o o o o o Single Occurrence Add one date. Multiple Occurrences Add multiple dates. Occurrence Name Each occurrence can have a different name. Occurrence Description Each occurrence can have a different description Occurrence Date/Time Enter the date and time parameters for the event. The start date fields will auto-fill the following fields. Delete Selected Occurrences Delete multiple occurrences all at once by selecting the check boxes and then the Delete Selected Occurrences button. Edit Make changes to a specific occurrence. The Add Occurrences options listed above will show. This is often helpful for editing the time of a specific occurrence. ** Notice the icon next to the first occurrence in the image above. This indicates that the occurrence has been edited and no longer matches the recurring pattern. ** Delete - Remove specific occurrences. ServiceU Training 10

11 Web Services/Registrations Page If you select the check box option that says Let me view/edit the Public Settings (like registration) you will see the registration settings. How would you like people to register for this event? o Yes, let them register for the event as a whole. This is one registration form for the whole event. This is almost always the best option to select even if you have multiple dates. o Yes, let them register for each date of the event separately. This will duplicate a registration form per occurrence. Be careful, even if you have a multi date event this may not be a good option for your event. o No, do not let them register for this event. No registration form. If you need to select this option you may need to make sure you un-select the check box in the blue area of the first event wizard page so you don t have to go to this section at all. URL for Event If you have a page on your site for this event then you may enter the URL here so that the public calendar will link to your special page. Ticket Information This box is like an extension of the event description so that you can explain how to get tickets for the event. Featured Event This is a newsletter option that will make your event appear 90 days in advance in the newsletter. Include In Newsletter This option will let you choose whether your event will show in the newsletter or not. ServiceU Training 11

12 Resources and Support Services If you select the check box option that says Let me view/edit the Rooms, Resources, and Support Services you will see the resources and support services section where you can select things like rooms and forms. Available Resource Groups Resource groups are groups of items that can be reserved such as rooms and vehicles. Select the resource group that contains the items you need. If you are not sure which group to select, select all of them and all resources will show on the following page. Your resource groups are created by your administrator and will differ from the sample picture above. Support Services Support Services are request forms. Select the forms you need and they will show on the pages after the resources and resource forms. Your support service forms are created by your administrator and will differ from the sample picture above. Resource Combinations Resource combinations will pre-select rooms and forms for common types of events such as weddings. Resource combinations are created by your administrator. Click the next button and the next screen will show the resources. ServiceU Training 12

13 Depending on the date and time entered for the event, resources in the color Green are available and resources in the color Black are not available. Resources in the color black have been previously reserved by another event. If you select a black resource the next page will show the conflicts and allow you to go back and select a resource that is available or make changes to your current reservation by removing the conflicting resource or the conflicting date. Note: Delete this Date and Delete this Resource does NOT delete the conflicting event s information. These options only control the event you are working in. ServiceU Training 13

14 After you select an available resource and click next, the next page will be a setup form for the resource(s) you select. Each resource can have a setup form, so you select more than one resource you may have more than one setup form. The resource setup forms are for communicating how you want your resource/room to be setup. Your form will look different than the above form because your forms are created by your administrator and will have questions specific to your organization The setup diagram image is created by your organization and attached to setup forms in the administration section ServiceU Training 14

15 The radio button options at the bottom of the setup form might save you some time. The options that say: The information above applies to all resources that use this setup form will automatically duplicate your answers on all of the following setup forms as long as the resources selected use the same form. The Skip option will skip the following forms, the Show option will show the following completed forms. If you selected a support service you will see the support service form after you complete the setup forms. Your form will look different than the above form because your forms are created by your administrator and will have questions specific to your organization. ServiceU Training 15

16 Reminders/Invitations If you select the check box option that says Let me view/edit Reminders you will see the reminder section. This page allows you to schedule an to be sent as a reminder or invitation before the event or occurrence. Reminders You can schedule reminders/invitations to be sent before the first occurrence, before the last occurrence, and/or before every occurrence. Reminders are commonly used for things like reminding the staff about staff meetings and reminding users about large recurring events that are about to expire and need to be re-entered. Note: Be cautious when you send reminders to people who are not users in the ServiceU organization because the reminder s have instructions and elements that only apply to users, such as a link to the login page. ServiceU Training 16

17 Summary This is the last step in submitting an event. This page shows you all of the information that you have entered for this event. The purpose of this page is to give the user a final chance to review the information before submitting it. If you are an administrator, you can skip the approval process by checking the appropriate box. The Advanced Editing button lets you edit each occurrence of the event in greater detail than is possible with the Event Wizard. Summary When you click the Submit Event for Approval button, the event is immediately routed for approval and any necessary notifications are sent. ServiceU Training 17

18 Creating Forms for Online Transactions Create an event registration or payment form by moving your cursor over the New link at the top of your screen. There are 2 types of forms that you can create in TransactU: Event Registration forms and Payment/Donation forms. Registration forms are for registering for events. Payment forms are not tied to an event or a specific time, and they are normally used for donations. Both payment forms and registration forms can process transactions. Event Create an event, and if needed, add a registration form. Registration forms are for registering for an event. Registrations forms can show on the calendar. Payment/Donation Form Is for creating a payment form. Payment forms do not show on the calendar and are not related to an event. Payment forms are usually used for Donations. Event Registration Event Name Enter the name of the event. The Event Name is a required field. Event Dates You may specify a single date or a date range. The date range is for multiple dates. You can enter recurring date patterns within the date range using the Event Dates Options. If you do NOT want the times to appear on the public calendar, uncheck the Display Times checkbox. This can be used to place a label on a day, like holidays such as Easter ServiceU Training 18

19 Sunday, when it does not make sense to show times. If the event is continuous (for example, a youth lock-in lasting from 6 PM Friday until 12 noon Saturday), then you should check the Overnight Event box. Event Times Is the time the event will display on your calendar. The setup and cleanup times will NOT appear on the public calendar. Event Date Options - This will let you setup recurring or random dates within your date range. Description - Will show on the public event details page. The public event details page can be accessed by clicking on an event on the public calendar located on your web site. (This is not a required field.) Viewed By - Is the event public setting. If you choose Org Web site the event will show on the public calendar and registration forms can be set up for the event. If you choose Staff Only the event will only show on the internal calendar and registration forms CANNOT be used. Department Is a search feature that helps to break up the calendar into smaller sections for organization groups such as ministries. Department is a required field. If you do not have any need to use departments select Administration. Contact Is for entering contact information for the public registrants if they have a question. The contact information will show on the public event details page. The public event details page can be accessed by clicking on an event on your public calendar located on your web site. Additional contact information can be shown on the registration and payment forms, and is entered in a different section. Address Is the address of the location where the event is taking place. This will show on the public event details page and a link to GoogleMaps will appear. The public event details page can be accessed by clicking on an event on your public calendar located on your web site. When you complete the necessary fields click the Next button to save the data and continue to the next screen. ServiceU Training 19

20 How would you like people to register for this event? Yes, let them register for the event as a whole Will let you create one registration form for the event. This is the most common and easy to use option for most cases. Yes, let them register for each date of the event separately Will let you create a registration form for each occurrence. This can be used for events that need a different registration form for each date of the event such as recurring classes. Information: URL for Event Is a rarely used option that is for linking to another event information page. This will show on the public event details page. Ticket Information This option is not currently being used. Featured Event If you select yes the event will show 90 days in advance in the newsletter instead of the default 14 days. This option does not affect the registration. When you complete the necessary fields click the Next button to save the data and continue to the next screen. ServiceU Training 20

21 Basic Registration Information: Registration Starts and Registration Ends Set the date range that people can register. Outside of this date range people cannot register for the event. Maximum Number of Registrations Allowed Limit the total number of registrations. This option will not work if you are asking for a number of people, registrations or tickets using a quantity with cost type question on the form. If you do not have a registration limit, leave the answer as 0. Allow Waiting List Allow registrants to put themselves on a waiting list if the max number is reached. This field will be hidden if no max number is set. Show Profile Login Is for a profile log in box that shows on the form. Registrants can log into their profile if optional or required is selected. Profiles will remember personal information like credit cards and allow forms to auto fill answers for pre-defined questions. Predefined questions are the check box options that show at the bottom of this page. The option called Optional will let registrants log in if they want to. The option called Required will require registrants to login before they can complete the registration form. The option called No will remove the profile login box from the form. Show on Open Public Registrations Open Public Registrations is a page that contains links to all registration forms that have Yes selected for this option. Select No if you do not want your form to show on this page. A link to Open Public Registrations can be found in the admin section under Setting up your Web site. ServiceU Training 21

22 Show Occurrences on Public Calendar This option will control whether your event with registration will appear on your public calendar or not. If you are not using a public calendar it does not matter what you select for this option. This is often used for private or staff only events where you need a registration form but you do not want the event to show on the calendar. Show Registrant Question This option is related to the next option called Custom Text for Registration Question. Select Yes if you need to use the Custom Text option below. Custom Text for Registrant Question Is for Quantity type questions that need to be used in conjunction with the Maximum Number of Registrations option. A quantity type question asks for an amount of people to be entered, such as: How many people? or How many tickets? You can enter questions like that in the form editor section, but if you want the number attending to apply to the Maximum you must only use this option. Show Register Another Person Choose to allow registrants to add additional attendees to their registration before completing the registration process. Contact List in Your Organization and Contact Information This information will appear at the top of your registration form. Contact information is required including the phone number field. Additional Registration Information: Base Cost Is an amount of money that will be added to the registration total cost. Base Cost is not an information field; it will charge registrants the amount entered. Base Cost is normally used if there is only one cost associated with a registration. If you need to setup a more advanced pricing structure there are more options on the form editor page which is the next page if you select the Configure advanced registration settings option below. Note: A common mistake is to enter an amount to show the cost of the registration and then enter that same amount in a question on the form editor. This will cause the form to over charge your registrants. Take Payment Online Required will require registrants to pay for their registration. Optional will allow registrations without payment. Unavailable is for registrations without a cost (free events). Note: Required is recommended over optional in most cases because Optional may cause you to be the bill collector for the event. Payment Method Choose the payment method that you want to allow. If E-Checks does not show, it is possible that your merchant provider does not process E-Checks. For Your Reference Will show in the transaction report and is also helpful for determining usage codes if you are importing transaction data into a membership management program such as Shelby Contributions or ACS Contributions. ServiceU Training 22

23 Registration Form Wizard: Create Registration Form using the following questions Choose this option if you are creating a registration form from scratch. The simple questions with checkboxes are Pre-Defined questions. Select all of the pre-defined questions that you need and then you can ask more detailed questions on the next page if you select Configure advanced registration settings. Select the Address option if you want to send mass s to registrants from the reports. Note: Select the Configure advanced registration settings option to see the form editor page. The form editor page has many detailed options for form questions. Create Registration Form using Form Template Form Templates are saved forms that are created in the admin section. Saved forms are helpful so that you do not have to create a form from scratch. View Template Will show a preview of the form. Select the Configure advanced registration settings to see the form editor and continue to the next page in the manual for instructions. ServiceU Training 23

24 Form Editor To add new questions select the Add Question button. Question Is where you type your question as it will appear on the form to your users. Report Title - If your question is more than a couple words, you may want to provide a report title. This will show up on the report related to this form, it will let you abbreviate the question so it does not take up too much room on the report. For example, your question might be "How old are you?" Your report title could be "Age" or something similar so that it doesn't take up so much room on your report. Office Use Only - Will let you hide questions from the users entering events. You may need to use this if you have a question that you need to make unavailable to the users instead of deleting it. This will allow you to keep your information in your report. If you delete a question you will also delete the answers to the question in the report. Required - If you mark the question as required, the user will be required to provide an answer before submitting the form. Answer Type - You can tell the system how to ask the question by picking an answer type. A list of Answer Type Definitions and examples are located at the end of this manual. Actions - You can change the order of questions by selecting the up or down arrows, and you can delete a question with the X. If you delete a question you will also delete the answers to the question from the report. ServiceU Training 24

25 o o X Select the X to delete Up and Down Arrows Changes the order of questions. Report Viewer Viewer Only Enables access to the registration report. This level does not allow report editing or transaction refunds. Viewer and Coordinator Enables access to the registration report with editing and refund privileges. Refunds submitted from a registration report must be approved by a financial administrator before they can be processed. ServiceU Training 25

26 Attachments Attaching an image to a form can be helpful for users filling out the form. You can attach release and liability forms, maps, pictures, and much more. Title - is the name of the image that will show on the registration form. How should this attachment be displayed - select the type of image/file that you would like to upload. The system will allow you to upload any file types, as long as the file size is less than 500KB. 1. Show On Form is for Image files such as JPEGs and GIFs, they will display as an image below the questions on the form. 2. Link On Form is for non-image file types such as Word, Excel and PDF. They will display as a link and when clicked the documents will open in a new window. 3. Required Registration Document is for requiring a public user to view the document before registration is allowed. This is helpful for permission forms and release forms. File path - use the Browse button to locate the file that is saved on your computer for upload. A max of ten attachments can be loaded on each form. Image files such as JPEGs and GIFs will display as an image below the questions on the form. Uploaded documents such as Word, Excel, PDF, etc display a link, that when clicked, open the linked documents. 1. Select the Browse button to find the file on your computer. 2. Select Upload Attachment to save the file. 3. Select the Finish button to complete the form. ServiceU Training 26

27 Summary The summary page will show you a summary of everything you setup for the event and registration form. Add note to this event Notes will show in the notes section of the event details page. Notes are a history of every action and change with the event such as edits and manually entered notes. Submit Event for Approval Will send your event to a coordinator for approval if a coordinating process is setup. If you do not have a coordinating process the event will automatically be approved and will be ready for use. Advanced Editing Will take you to the event details screen which allows for special types of edits. This option is normally only used if you are using EventU. Scroll down to the web services section on the summary page and continue to the next page in the manual. ServiceU Training 27

28 Summary cont d Registration Link for Web site Is the link that your registrants will access to register for your event. This link is meant to be placed on your web site so that it will be easy to find. If you are not the web designer for your organization, send this link in an to your web designer so that it can be placed on your web site. Add or Preview Registration Will let you preview the registration form and you can also enter registrations from this screen. Entering registrations from this screen will let you bypass payment options and enter the amount paid in cash or check. ServiceU Training 28

29 Home After you submit the event your home page will load. The event will be in the Items Related to Me section. If the event is pending approval or is approved, the status of the event will show under Current Status. You can click on the event to see the details screen which will allow you to edit the event and get the link for registration just like the summary page. Note: You can click on the event from your home screen, from a calendar, and from the reporting section. Events will disappear from your homepage after an optional number of days. Editing the event will reset this. ServiceU Training 29

30 Event Details Edit Options allow you to edit individual sections of the event. This is the event details screen. Hide All Will hide all of the event details section. Show All Will show all of the event details section. Edit Event and Edit options Edit Event will take you to another screen that lets you choose the individual edit options or you can resubmit the whole event. The individual edit options in the blue header sections will let you edit each individual section. Cancel Event Will let you cancel the event and keep it on the calendar to show it is canceled, or you can delete the whole event and completely remove it from the system. Note: You cannot delete events with registrations for 6 months after the event has ended. You cannot delete events with registrations at all if there is transaction information. Copy Event Will let you create a new event by copying all of the information from this event. Printable Version Will show a screen that is better for printing. ServiceU Training 30

31 Event Details Web Services Web Services View Registration Coordinators and Viewers Will let you add other users to have access to the registration report. This option also shows in the Event Wizard. Viewers can see the report; Coordinator and Viewers can edit the report. View Registration Report Is a shortcut to the registration report. Suspend Registration Will let you turn off the registration form which will prevent any new registrations. Registration Link for Web site Is the link that your registrants will access to register for your event. This link is meant to be placed on your web site so that it will be easy to find. If you are not the web designer for your organization, send this link in an to your web designer so that it can be placed on your web site. Add or Preview Registration Will let you preview the registration form and you can also enter registrations from this screen. Entering registrations from this screen will let you bypass payment options and choose to enter a cash or check amount. ServiceU Training 31

32 Payment/Donation Form Get started creating a registration or payment form by moving your cursor over the New link at the top of your screen. The 2 types of forms that you can create in TransactU are Event Registration forms and Payment/Donation forms. Registration forms are for registering for an event. Payment forms are not associated with an event or specific time; they are normally used for donations. Both payment forms and registration forms can accept funds. Select Payment/Donation Form to get started. Basic Payment Information Payment Name Is the name of the form. Accounts Select the merchant account. If you have more than one merchant account setup with ServiceU they will show in the drop down. Most organizations have one merchant account which will be selected by default. Valid From and Valid To - Set the date range that people can make payments. Outside of this date range people cannot make payments. Additionally, patrons setting up recurring payments and ServiceU Training 32

33 donations cannot set their recurring payment past the valid to date. Contact List in Your Organization - This information will appear at the top of your payment/donation form. Contact information is required including the phone number field. Allow Recurrence Controls who can setup recurring payments. Org controlled allows TransactU users to setup and control recurring payments internally. User Controlled allows the public patrons to setup and control their own recurring payments. Note: If you need both, create 2 payment forms using each option. Profile Login - Is for a profile login box that shows on the form. Patrons can log into their profile if that box is available. Profiles will remember personal information like credit cards and allow forms to auto fill answers for predefined questions. Predefined questions are the check box options that show at the bottom of this page. The option called Optional will let patrons log in if they want to. The option called Required will require patrons to login before they can complete the payment/donation form. The option called None will remove the profile login box from the form. Show on Open Public Payments - Open Public Payments is a page that contains links to all payment/donation forms that have Yes selected for this option. Select No if you do not want your form to show on this page. A link to this page can be found in the admin section under Setting up your Web site. For Your Reference - Will show in the transaction report and is also helpful for determining usage codes if you are importing transaction data into a membership management program. Payment Method - Choose the payment method that you want to allow. If E-Checks is not showing it is possible that your merchant provider does not process E-Checks. Message Will show in the receipt. Predefined Questions - The simple questions with checkboxes are Pre- Defined questions. Select all of the pre-defined questions that you need and then you can ask more detailed questions on the next page. Select the Address option if you want to send mass s to patrons from the reports. ServiceU Training 33

34 Form Editor To add new questions select the Add Question button. Question Is where you type your question as it will appear on the form to your users. Report Title - If your question is more than a couple words, you may want to provide a report title. This will show up on the report related to this form, it will let you abbreviate the question so it does not take up too much room on the report. For example, your question might be "How old are you?" Your report title could be "Age" or something similar so that it doesn't take up so much room on your report. Reference If your online giving form requires more than one purpose or fund code for your membership management program, you may enter a code for each currency field on your form. Office Use Only - Will let you hide questions from the users entering events. You may need to use this if you have a question that you need to make unavailable to the users instead of deleting it. This will allow you to keep your information in your report. If you delete a question you will also delete the answers to the question in the report. Required - If you mark the question as required, the user will be required to provide an answer before submitting the form. Answer Type - You can tell the system how to ask the question by picking ServiceU Training 34

35 an answer type. A list of Answer Type Definitions and examples are located at the end of this manual. Actions - You can change the order of questions by selecting the up or down arrows, and you can delete a question with the X. If you delete a question you will also delete the answers to the question from the report. o X Select the X to delete o Up and Down Arrows Changes the order of questions. Report Viewer Viewer Only Enables access to the payment report. This level does not allow report editing or transaction refunds. Viewer and Coordinator Enables access to the payment report with editing and refund privileges. Refunds submitted from a payment report must be approved by a financial administrator before they can be processed. ServiceU Training 35

36 To the right is the Payment Summary page. This will send your form to a coordinator for approval if a coordinating process is setup. If you do not have a coordinating process the form will automatically be approved and ready for use. Below is the Home Page. After you submit the payment form your home page will load. The form will be in the Items Related to Me section. If the form is pending approval or is approved, the status of the form will show under Current Status. You can click on the form to see the details screen which will allow you to edit the form and get the form link. Note: Payment forms will disappear from the homepage after an optional number of days. Editing the form will reset this. ServiceU Training 36

37 Payment Form Details This is the Payment Form details screen. Hide All Will hide all of the form details section. Show All Will show all of the form details section. Resubmit Payment and Edit options Will take you back to the form wizard. The individual edit options in the blue header sections will let you edit each individual section. Cancel Payment Will let you cancel the payment form. Payment forms cannot be deleted but they will disappear from your home page. Link for web site - The public payment form link is at the bottom of the Payment Info section. This is the link that your patrons will access to complete the form and make a payment. This link is meant to be placed on your web site so that it will be easy to find. If you are not the web designer for your organization, send this link in an to your web designer so that it can be placed on your web site. This link is only available when the form has been approved. ServiceU Training 37

38 Coordinating and Payment Approval Payment Forms and Event Registrations with the payment option turned on can optionally go to a coordinator for approval. This is helpful if there are users that create events that need to be double checked by an administrative person. Payment Forms and Event Registrations that are pending approval will show on the Financial Administrators home page in the Waiting on Me section. Approve the Payment Form or Event Registration by clicking on the name in the Waiting on Me section and the next screen will show the approval options. Continue to the next page. ServiceU Training 38

39 Approval Screen This is the approval page. Approve Will approve the Event Registration or Payment/Donation form and send the creator/owner a notification as well as change the status on their homepage to Approved. The Event Registration or Payment/Donation form will be available for registration within the date range defined. Reject Will reject the Event Registration or Payment/Donation form and send the creator/owner a notification as well as change the status on their homepage to Rejected. You are required to enter a reason for rejected Event Registrations and Payment/Donation forms. ServiceU Training 39

40 Calendars Events /Calendar The Events/Calendar under the Search menu option is the primary report that you will use to get event information. Mouse over search and click Events/Calendar or Select New Search in the box on the right. Events Calendar There are many options in Events/Calendar that will let you be very specific or broad with the type of calendar you can create. The options in the gray area on the left will let you specify different event criteria and the look of the calendar. ServiceU Training 40

41 Basic This is the first section that appears when you click Search Events. Once you have specified all of your criteria, click the Search Events button to run the search. Date Criteria This section will let you control the date or date range you are looking at on the calendar. There are relative date options such as Next 7 days and Next 30 days or you can enter an exact date range. If you are saving the calendar search criteria with the Save This Search option, it is best to use the relative date options such as next 30 days. By Viewed This will let you choose to see internal events and public events. Org Web Site is public events that display on the public calendar. Internal is staff only type events that do not show on the public calendar. Key Word Search - If you are searching for a specific event, this option will be helpful. You can search by entering the event name or a partial event name, or you can enter a confirmation number. If you have a policy of putting certain words in the event name field for certain types of events you can search on those words. Event Status - You can search for events based on their approval status. This can be especially helpful for system administrators to find out who is holding up the approval process. To see all events regardless of status, uncheck all of the boxes so that the system will ignore event status for the search. Note: If you are looking for all event status, uncheck approved instead of checking all of the options. ServiceU Training 41

42 More Dates Choose this option to search on a date pattern using days of the week or weeks of the month. This page also lets you limit the search to events that were modified after a certain date. This can be especially helpful to resource or support service coordinators to make sure they see any last minute changes. Departments and Categories These pages let you filter your search by department. The category search works just like the department search. The name department can be changed in the admin section. Most churches will change that name to say Ministry. ServiceU Training 42

43 User This page lets you filter based on the user who owns the event. Resource and Support Service These pages let you run a report for events using specific resources or resource groups. If you are searching for a resource group, select the check box beside the group name. The support services options are similar to resources. ServiceU Training 43

44 Display Options Display Options is a very important part of the Events/Calendar report. This will let you specify the format of the calendar and the amount of event data that will show. Format This section will let you control the look of the calendar. o List is an efficient format when you have a large amount of information. o Daily is a single day format with times of the day blocked out o Weekly shows a week at a time with a similar look as the Monthly style. o Monthly is the traditional style block calendar. o Group by resources is a list style with the events showing under the resource sections. o Excel and Excel (Grouped by Date) will open the calendar as an Excel file. o Outlook will take you to a page with a link to the CSV file and instructions on how to import the file to Outlook. Show Columns This section will control which event detail will show on the calendar. Keep the selection to a minimum if you need space for printing. ServiceU Training 44

45 Saving a Search Save your search so you don t have to select your parameters every time. Select your search criteria, make sure you date range is correct, and then enter the name of the search in the Save this search field below the search options box. Click Search Events to save the search name and run the report. Saved searches will show in the drop down menu so you don t have to go back to search events to see it. Simply click the name of the search and it will automatically load with your saved settings. When you go back to the Events/Calendar your saved search will show in the Saved Search box on the right. Check this option and the saved search name will show in the quick links section under the Home link in the menu. Check this option and you can setup an automatic report. The report will be sent as an Excel file. ServiceU Training 45

46 Search Results When you click search events your search results will show on the next screen. You can click on each event to see the event details. List style Monthly Style ServiceU Training 46

47 Event Editing Who Can Edit an Event? Based on the settings in the system, there can be five different roles that have permission to edit an event: the user that entered the event, a system administrator, a calendar editor, a user that has been granted editing permission by another user, and a web coordinator. The user that entered the event can edit any information about the event. EventU was designed on the premise that each person should enter and manage information about his or her own events. Therefore, a user will normally edit his or her own event information. A system administrator can edit any information about any event entered by any user. A calendar editor can edit any information about any event entered by any user. This role gives you the ability to grant editing permission to a user without granting system administration privileges. A system administrator can set up calendar editors from the Admin->Calendar Setup. A different user can edit any information about any event entered by a fellow user, if User 1 grants User 2 permission. This can be done at the user level under Tools and then Editing Permissions. It can be done at the event level by clicking the Edit Event button on the Event Details page and then selecting the Edit Event Editors option. A web coordinator can edit the event name and description after the event has received all other approvals but before the event is posted to the public calendar. If the event is in the approval process, the event can only be resubmitted, the individual edit options for each section will not be available. ServiceU Training 47

48 Ways to Edit an Event There are two primary ways to access an event for editing: the personal homepage and Search Events. In either case, when you click the event name, the Event Details page is displayed. This page shows all the information about an event. It is not necessary to edit an event to see this information. You can expand an individual section of information by clicking the + button for that section. To expand all sections, click the Show All button at top. Depending on your role, you might want to see a particular section. In this case, you can move that section higher up on the page. You do this by moving your mouse over the blue bar of the desired section, clicking and holding the blue bar, and then dragging it to where you want it to be. If your setup allows conflicts, then the Conflicts section will show these to you. The Event Troubleshooting section at bottom of the page can be very helpful if there seem to be problems with your workflow. Event Details ServiceU Training 48

49 There are two ways to edit information about an event. The best way to change a particular set of information is to click the Edit button in the appropriate section bar. The system will then pop up a box explaining the impact that editing will have on the approval status for the event. Edit Resources ServiceU Training 49

50 The edit options for resources and support services will allow you to edit specific dates of an event instead of the whole event. Alternatively, you can click the Edit Event button at the top of the Event Details page. This will display a page showing all the options for editing the event. For each option there is an explanation of how editing will affect the approval status of the event. ServiceU Training 50

51 You can cancel or delete an event by selecting the Cancel event option at the top of the screen. The system will confirm that you want to cancel the event. ServiceU Training 51

52 You will be redirected to the page where you can delete the event. There are two options when canceling an event: Permanently Delete Event and all resources, support services, etc. **Please be careful when deleting events. Once it is deleted, you will NOT be able to restore the event. ** Keep place holder on calendar, but delete all resources, support services, etc. This will have your event show as canceled but still retain the information. You can resubmit the event to have it placed back on the calendar. ServiceU Training 52

53 Copying an Event The Copy Event feature enables you to create a new event by simply copying an existing event. This is helpful for events with registration forms or recurring events that the date range is getting too large. How to Copy an Event: All users can copy any event in the system (you don t have to be the owner or an editor of the original event). Go to the event details page and click the COPY EVENT button. ServiceU Training 53

54 An event can have two types of date ranges: Events with a pattern in the dates (ex. every Monday, twice a week, etc). If your event has a pattern you will be able to enter you new dates and the pattern will be copied over the new date range. Your resources and support services will be applied to the new date range. If the event does not have a pattern (ex. random dates or single day), you will manually edit the occurrences for the new event. You can extend the dates for the new event or you can select completely new dates. o In order to retain your resources and support services, you MUST keep at least one of the occurrences from the original event. Resources and Support Services are assigned to individual occurrences. If you delete ALL of the original occurrences, you will lose all of the resources and support services that were selected. If your event has a pattern, you will enter the new dates for your event and click Copy Event. ServiceU Training 54

55 If your event does not have a pattern, you will see a message that your event does not have a pattern and you can simply click Copy Event You will then see the confirmation number of your new event. Click the link to view the event details. A few things you ll notice about the new event: The event will be listed on the home page of the user that copied the event. Editing the copy will NOT affect the original event. The new event will have (copy) listed in the name until you edit it. This will let you know this is the copy, not the original event. ServiceU Training 55

56 The new event will be listed as Not Yet Submitted. This is so you can edit the event and make any changes as needed. **Please note: when you enter your new dates, the resources will be checked for conflicts. Because there are new occurrences, there may be conflicts for the new event that were not listed in the original event. ** Registration forms WILL be copied to the new event, so be sure to update any registration dates and contacts if needed. No records from the registration report belonging to the original event will be copied to the new event. The new event s registration report will be blank. No Reminders will be copied to the new event. The Notes section will be empty for the new event. There will be a note listed indicating the event was created by copying an event. The confirmation number of the original event will also be listed in case you need it for reference. ServiceU Training 56

57 To complete your copied event, simply click the Edit button on the Event details page and select the Resubmit Event option. ServiceU Training 57

58 You will now proceed through the Event Wizard and make any changes you need. **Remember to change the name of your event if you do not wish to have Copy listed. ** ServiceU Training 58

59 Reports Resource Reports There are two reports available that will help you find resource reservations. The first is called Available Resources located in the Search menu. The second is the Resource Grid Report located in the Reports menu. Available Resources Available resources will let you create a report that shows a list of available resources in a specific resource group for your specified time period. It will also show you events with recurrence patterns. This report is very helpful for people that get asked the question Is there a room available for this date and time? This is also a quick way to see all the events scheduled for a particular resource group. Available Resources Menu Link ServiceU Training 59

60 The available resources report shows all of the resources available within the specified time. Notice that it shows the events to the right of the resources; you can click those events to see the event details. ServiceU Training 60

61 Resource Grid Report This page will show a graphical resource reservation report with the time segments blocked out for the reservations. You specify a start and end date, and a time range. Additionally, you can choose the size of the time segments for the report. The options are 15 minutes, 30 minutes (default), or 60 minutes. The View Time option lets you choose whether the time shows as rows or columns. Then you choose the resource group and, optionally, the specific resource. Resource Grid Menu Link Here is a sample report with the time in vertical format: ServiceU Training 61

62 If you want to view the report for all resources in a group, it is easier to view with time in horizontal format. ServiceU Training 62

63 These reports can be very helpful for your receptionist or other people who get calls requesting space. ServiceU Training 63

64 Resource and Support Service Form Reports A user must be given permission to view reports. Administrators can view all reports. If you do not see the report link at the top or you don t see the specific report in the drop down menu, please contact your administrator so that you can be added as a report viewer which will enable you to see the report. There are 3 buttons in the gray area on the left for the different report sections. These options are for customizing the report. Basic Choose which form report you want to run as well as other criteria. Question Filtering Look for specific answers to questions by filtering. Display Options Control the report format, download the report as an excel file, and choose the columns that display. The columns options will be helpful for printing. ServiceU Training 64

65 You can save your custom reports by entering a name for the report in the Save this report field at the bottom. Check the Schedule this as an Report check box to send an report to yourself. Saved Reports will appear in the Saved Report box on the right. Note: Report Delete saved reports from the saved report box by clicking a small red X next to the report name. You can only send reports to yourself Report Page Options: Viewing Options The viewing options column contains important options for changing the format and exporting files. o Change Advanced Report Options Takes you back to the previous report setup page. o View as Separate Pages Changes the format to look more like the forms with questions and answers. This option will let you print each registrant on a separate page. o View in Excel Spreadsheet Lets you save the file in an Excel readable format such as Excel workbook. o View in a Word Document Opens the report in Word. Sort Columns You can sort columns by clicking the header name. Printing Suggestions: The form reports can become large horizontally and difficult to print because of the amount of question columns. Display options will allow you to remove columns and make the report more horizontally narrow for printing. Landscape has more room horizontally and will include more columns. Scaling is an option that some printers have that will let you quickly shrink what you are printing. Scaling is normally located under the advance printing options and/or the layout options depending on your printer. Excel and Word will give you more control with printing. ServiceU Training 65

66 Registration/Payment/TransactU Reports Reports will show you registration and payment form data, as well as transaction data for reconciling with your bank. The reporting options can be found by moving your cursor over the Reports link at the top of the screen. When you move your cursor over the report link a drop down box will appear with the available report options. Event Registrations Event Registrations are for registering for an event. The Event Registrations report will let you run a report on individual registration forms. This will allow you to see the answers to the form questions. Payment/Donation Forms Payment/Donation Forms are for making payments that are un-related to an event such as Donation opportunities. The Payment/Donation report will let you run reports on individual payment forms. This will allow you to see the answers to the form questions. Transactions The Transaction report will let you see all transactions. Bank Deposits The Bank Deposit report will let you see all of the batch deposits to your bank account and it can be broken down by individual transactions. This report is only available using processing through the Sage or Vital/TSYS network. ServiceU Training 66

67 How to run a Registration and Payment report Report Wizard After you select the View Registration or View Payment Report link you will see a page that looks like the image above. If you want to run a report that shows everything, click the Generate Report button at the bottom right. There are 3 buttons at the upper left. These options are for customizing the report. Basic Will let you control the dates and the payment status. Question Filtering Will let you filter your report to specific answers. Display Options Will let you control the report format, download the report as an excel file, and choose the columns that display. You can save your custom reports by entering a name for the report in the Save this report field at the bottom. Check the Schedule this as an Report check box to send an report to yourself. Saved Reports will appear in the Saved Report box on the right. Note: Delete saved reports from the saved report box by clicking a small red X next to the report name. You can only send reports to yourself. ServiceU Training 67

68 Event Registrations Report If you need to see who has registered for a specific event, look at the event registration report. Under Reports, select the Event Registrations option. This page will automatically search for reports that have registrations that are not marked as reviewed. If you don t see any reports and you know there are registrations, select the radio button at the top of the report that says All Occurrence and All Statuses and then select the Search Registrations button. This will let you see all of the available registration reports. There are 3 important links on this page. Event name Is the name of the event. Click on the Event Name link for access to the event details screen and registration form settings. View Registration Report Click the View Registration Report link next to the name of the report that you need to see. The next page will let you setup the report. **See the previous page, How to Run a Registration and Payment Report. ** Add Registration Add Registration will let you add registrations internally. This option will let you bypass the payment requirement if you need to enter a registration that has paid with cash or a paper check. ServiceU Training 68

69 Registration Report Report Page Options: Viewing Options The viewing options column contains important options for changing the format and exporting files. o Change Advanced Report Options Takes you back to the previous report setup page. o View as Separate Pages Changes the format to look more like the forms with questions and answers. This option will let you print each registrant on a separate page. o View in Excel Spreadsheet Lets you save the file in an Excel readable format such as Excel workbook. o View in a Word Document Opens the report in Word. o Export to CSV File Lets you save the report as a CSV file. This can be helpful for importing to another program. o Send to Checked Will let you send an to all of the selected rows. This will only work if you use the Predefined question field when creating the form. Add Registration Is for adding registrations internally. This option will let you skip required online payments for entering cash amounts and checks. Mark as Reviewed Is for marking a registrant as something you have looked at. This is helpful for future reference if you periodically check the report. Registration Status Drop Down Will let you sort for difference registration status. Sort Columns You can sort columns by clicking the header name. ServiceU Training 69

70 Payment/Donation Forms Report If you need to see who has made a payment for a specific payment/donation form, look at the payment report. Under Reports, select the Payment/Donation Forms option. This page will automatically search for reports that have payments that are not marked as reviewed. If you don t see any reports and you know there are payment forms, select the radio button at the top of the report that says View all payments regardless of reviewed status and then select the Search Payments button. This will let you see all of the available Payment reports. You can see a payment form in the report section ONLY if your user account has ONE of these settings: 1. Viewer, or Viewer and Coordinator. You are automatically a viewer and coordinator if you create the form. 2. Financial Administrator. There are 3 important links on this page. Payment name Is the name of the payment. Click on the name of the payment for access to the payment form settings. View Payment Report Click the View Payment Report link next to the name of the report that you need to see. The next page will let you setup the report. **See How to Run a Registration and Payment Report. ** Summary Report Click the Summary Report link to quickly view the total number of transactions and the total dollar amount of the transactions for a specific payment form. View Recurring Click the View Recurring link to see a list of the recurring payments set up for the payment form. Each form will have an ServiceU Training 70

71 individual list of recurring payments. If the View Recurring link is not listed, there are no recurring payments for that form. Add Payment Add Payment will let you add payments internally. Payment Report Results Report Page Options: Viewing Options The viewing options column contain important options for changing the format and exporting files. o Change Advanced Report Options Takes you back to the previous report setup page. o View as Separate Pages Changes the format to look more like the forms with questions and answers. This option will let you print each registrant on a separate page. o View in Excel Spreadsheet Lets you save the file in an Excel readable format such as Excel workbook. o View in a Word Document Opens the report in Word. o Export to CSV File Lets you save the report as a CSV file. This can be helpful for importing to another program. o Printable Version Allows you to generate a printer-friendly version of your report. Add Payment Is for adding payments internally. Mark as Reviewed Is for marking a payment as something you have looked at. This is helpful for future reference if you periodically check the report. Payment Status Drop Down Will let you sort for difference payment status. Sort Columns You can sort columns by clicking the header name. ServiceU Training 71

72 Transaction Report The Transaction Report is a high level report that will show all of the transactions that have been processed or rejected in your organization. This report is designed to only show the transaction information. It will not show the answers to individual questions on forms. There are 3 buttons at the upper left for different sections for customizing the report. Dates The dates page is the first page you see when the transaction report section loads. Accounts - The accounts page will let you choose different merchant accounts if you have more than one setup in our system. Most organizations only have one merchant account. Output Output lets you control the format of the report, the columns that show, and other file types such as Excel workbook. You can save your custom reports by entering a name for the report in the Save this report field at the bottom. Add this report to the quick links section under the Home link by checking the box that says Add to my Quick Links. Check the Schedule this as an Report check box to send an report to yourself. Saved Reports will appear in the Saved Report box on the right. ServiceU Training 72

73 Note: Delete saved reports from the saved report box by clicking a small red X beside the report name. You can only send reports to yourself. Transaction Report Results Show Summary For Group and summarize the report by selecting an option from the drop down list. Sort Columns You can sort columns by clicking the header name. Submit Refunds by clicking on a transaction ID number. Transaction Report with ACH error The picture above shows a transaction report with an ACH transaction error. ACH transaction errors normally do not happen often. Things that can cause ACH errors: Wrong account number Account types that cannot participate in ACH Banks that cannot participate in ACH (rare) NSF (Non Sufficient Funds) ServiceU Training 73

74 Summary Transaction Report Summary Grouping can be a very helpful feature depending on your reporting needs. Many organizations need to see transaction totals for specific events and departments. There are two helpful features for this called Reference Text and Name. Reference text will only work if reference text has been entered for the Registration or Payment form. Account Name is only useful if you setup multiple merchant accounts to work with TransactU. This feature summarizes all the money received based on which merchant account it was paid to. Reference Text is a generic textbox that allows you to enter reference text each time you setup an event registration. The summary report will show totals for how the amount of money received for all of the events that show that specific reference text. For Example: If you have multiple youth events and you enter youth as the reference text, this report will total all the events and the money that was received for youth. Name is the name of the event or the name of the payment/donation form to which the transaction was made. This is the most popular report for totaling how much money was paid to each event during the specified timeframe (typically one month, but you could do this weekly, bi-weekly, or you could specify your own time frame). Deposit ID is a unique ID that we receive from merchant account providers that have made that available to us. The deposit ID report is extremely helpful because it should match up with the deposits that you have received into your checking account. Currently, the Deposit ID and Deposit Date fields are only available if you use merchant that uses the Sage or Vital/TSYS transaction network for your merchant account ServiceU Training 74

75 Bank Deposit Report Bank Deposit Report The Bank Deposit report is the most important report when it comes to reconciling. Deposits are batched at the end of the day, each day that you have transactions. The batch deposit can contain multiple transactions that happened that day. When you look at your bank account you will only see the deposit amount, not the individual transactions. This report will help you make sure that individual transactions arrived in your bank account because you can match the deposit amounts. Export to MS Excel Will let you save the report in Excel. You can also save an Excel file of the individual transaction break down. Details - The View Transactions link that shows beside each deposit will show each transaction for the specific deposit. View All Transactions The View All Transactions link that shows at the bottom of the report beside the Total field will show a break down of all of the transactions for all of the deposits that display. Export Export a single batch from TransactU into your membership management program. Export All Export all listed batches from TransactU into your membership management program. ServiceU Training 75

76 Transactions Export ServiceU s transactions export is designed to help get transaction information from TransactU into your membership management database, such as Shelby Contributions, ACS Contributions, or ServantKeeper. Please note: The Transactions Export option is only available if you are using Sage Payment Solutions for processing your transactions. Using the Transactions Export: Have a ServiceU representative activate the export option for your account. You can call or Client Services to have this option enabled for your account. Configure the Export you will be using by going to the Admin menu, Users and selecting Configure Custom Fields. Configure Custom Fields Enter a Custom Name for the IDs you will be entering. This does not HAVE to be specific to the export you will run, but it is suggested you use a name that clearly identifies the type of IDs you are using. Select the export you wish to configure from the drop-down list provided. You may set up multiple export options if you use more than one management system. ServiceU Training 76

77 Adding Codes to Forms You will then add your specific purpose or fund codes to your payment form or to the questions on the payment form. Codes may be added to a new form during the initial setup process, or you may edit an existing payment form to add the codes to it. There are two levels you may use to add a code to your payment form: Form Level Use the For your reference field on the Basic Payment page to add a single purpose code to an entire payment form. Question Level You may also assign a purpose code to individual currency fields on the form. This is helpful when you have multiple giving opportunities on a single payment form. o Select the checkbox to Show Reference Fields and enter the appropriate code for each currency field in the Reference column. ServiceU Training 77

78 Exporting Transactions After you receive payments, you will see those payments in the Bank Deposit Report. You can then choose to export a single batch using the Export link, or a group of batches using the Export All link at the bottom of the report. If you have multiple exports configured, you will select the specific export you wish to run. Manage Custom Values You will then enter the individual member IDs for your donors. Each donor will only be listed once for you to assign their ID. If the donor has previously been assigned an ID, it will be retained and displayed on this page for your review. This will prevent having to re-enter IDs for repeat donors. After entering your member IDs, simply click the SAVE button to generate the export file. Each export has a unique export file named specifically for the program it is configured for You are finished with TransactU at this point You will now import the file into your membership management program according to the specifications they provide. Shelby Contributions: 1. Save the BankOne.txt or JOASH.txt file to SSV5.dat directory in Shelby. 2. Open Contributions and go into Process Contributions. 3. Shelby will prompt you to import the BankOne.txt file when Shelby recognizes the file in the SSV5.dat directory. 4. You may want to Print the Summary and compare to ServiceU to make sure the import is accurate. ServiceU Training 78

79 ACS Contributions: 1. Save your ACS Export CSV file to your computer. It can be named whatever you wish, but must remain a CSV file. 2. Log into ACS and go to Enter/Post Contributions where you should have the option to process the Gift Import. 3. You should check the option to Omit the first record in the CSV format when processing the import.* 4. You can then check the number of transactions and the total amount against your ServiceU Report for accuracy. Servant Keeper: 1. Save your ServantKeeperExport.txt file to your computer. 2. Log into ServantKeeper and click the Import icon. 3. You will select the file and process the Contributions import. 4. You can then review the number of transactions and total amount of the batch against your ServiceU reports for accuracy. ServiceU Training 79

80 Newsletters Creating a Newsletter and Newsletter Message A Newsletter is an that is sent to a list of subscribers. The ServiceU newsletter system is a unique messaging system that can: Automatically send public calendar data in an automated weekly . Manually send or schedule individual messages for a given time. Allow subscribers to sign up for specific departments and only receive newsletter information for their department. Create a newsletter or a department message by selecting the option Newsletter Message in the drop down menu under New. A Newsletter Message is the content that will be included in an automatic weekly or it can be sent by itself. o o o Include this message in the consolidated that is sent each week on Thursday. - Schedule your message to be included in the weekly . Admins can choose the day Newsletters will be sent in the admin section. Your date range must include the date of the day of the week that the message is set to be sent. Send this message Immediately - The message will be sent immediately or as soon as it is approved by a coordinator. Schedule this message to be sent Choose a date and time that the message will be sent. ServiceU Training 80

81 Send This Message Immediately and Schedule This Message to be Sent When you select either of these options you will see the options below (these options are already set in the admin section for the consolidated .): Subject - This is the subject subscribers will see. From Name - The subscriber will see the newsletter is from this name. From - The subscriber will see the newsletter is from this address and they will be able to reply to this . Choose the Template - The template is an HTML wrapper that can be optionally created in the admin section. Templates are called Format in the admin section. ServiceU Training 81

82 Primary - Select a department out of this list as the primary department that your message should be included in. Some organizations will only have one or a couple departments in this list, possible called Newsletter. Multiple departments can be added on the next page. ServiceU Training 82

83 Newsletter Graphics and HTML Newsletter content is entered in the editor box shown below. The editor box will allow you to create a message from the box or copy and paste content from another program. The editor box will accept graphical content and code that is copied from another program; this will enable you to create your messages outside of ServiceU using a page design program. Most web design programs that generate HTML will work well. Edit HTML Directly The Source option will show the HTML for your message. If you created your message in HTML, select the Edit HTML Directly option in order to enter your HTML. ServiceU Training 83

84 Notes on creating graphic s: testing is best done by sending actual test s to your self or test accounts. The preview in ServiceU does work, however you are still looking at the in a browser. Browsers do not render HTML the same as programs such as Outlook. Just because your looks right in our system does not mean it will look right in all programs and services. Not all programs and services are the same. The exact same can look very different in one program than another because different programs and services read HTML in different ways. This can make designing an difficult. Check out your design in multiple programs and services if you can. For example, a common issue is your may look great in Outlook 2003 but not in Outlook This is because Outlook 2007 has more limited support of CSS and some HTML is read differently. Services such as Gmail are designed specifically to not render certain HTML and code for security reasons. Table height acts differently in s in general, 100% table heights are not always easy to get to work right, but it is possible. Word will work for creating graphical s but word often generates extra code that can make formatting inconsistent. All images in the newsletter must be hosted and publicly visible on the internet. HTML templates work well for the weekly message. Only one template can be applied to the weekly message regardless of the ministry, this is because there is only one customized sent to each user. When you click next on the first page, the page below will show. This is the previously mentioned page that allows multiple departments to be selected for the message. ServiceU Training 84

85 After the department page, Submit the message on the newsletter summary page, shown below. Adding and Importing Subscribers Add a newsletter subscriber or import a list of subscribers from a file by selecting the Newsletter Subscriber option New. Add an individual subscriber here. First Name, Last Name, Address and Department are required fields. Import a list of subscribers from a CSV file here ServiceU Training 85

86 Import a list of subscribers. If you have a list of individuals that wish to receive the newsletter, you can add all of the subscribers at one time by importing the list. To import a list of subscribers, you must have the information saved as a CSV file. You must include the First Name, Last Name, and Address columns in the CSV files. You must choose a department or ministry. You can click on the here link to find a sample file you can use. ServiceU Training 86

87 Newsletter Statistics and Editing You can search for messages have been created and/or sent by going to Newsletter Messages under Search. Search for messages within a specific date range and/or by a specific Ministry. Message Information: Message Stats and Editing You will see a list of messages created for your newsletter. You can see what ministry the message was scheduled for and the status of the message. o Sent/Read You can see how many addresses the was sent to and how any actually read the . o Hard/Soft Bounced Bounced s are s that were not successfully sent to the address. Hard bounced is when the address was not found. Soft bounced is when the address was found but the provider is blocking the . (mailbox too full etc..). o View/Edit/Delete Enables you to view the content of the message, make changes, or delete the message from the system. o Link Status Will show the number of users that clicked the links in your newsletters. ServiceU Training 87

88 Searching and Maintaining Subscribers You can maintain your subscriber list by going to Newsletter Subscriber(s). You can search for a Subscriber by their address, Name, Department, Subscription Date, or Subscription Status. Export the list below to Excel Exports the file to an Excel readable format such as Excel workbook. Delete All Subscribers for this Ministry Enables you to remove all subscribers from a department. Subscriber Information: Send Confirmation - When a new address is added as a subscriber, a confirmation is sent to the address. The subscriber MUST confirm their subscription before receiving any s. If the is lost or deleted before confirming a subscription, you can use this link to resend the . Unsubscribe Remove the subscriber from a single department or remove a single subscriber from the newsletter. Preview Message This will send you a copy of the message the subscriber will receive. (The message is ed to the address that you used to log into ServiceU.) Each subscriber may receive a different as a result of their department selection in their subscription options. This feature is helpful when checking an template. ServiceU Training 88

89 Personal Options (Tools) The system has numerous settings that are customizable for each individual user. You can access this page by going to the Tools menu and then selecting Overview. ServiceU Training 89

90 Edit Your User Information This page allows each user to maintain personal information, which shows up in the user directory. This page also allows the user to set the duration for a session in the system. This is the amount of time that the system will keep the user logged in from the last page view. When this limit is exceeded and the user then clicks a link, the user must log in again. If the user closes the browser, the session is immediately terminated. The default setting is 1 hour, but can be extended up to 24 hours. This is a real time-saving feature. ** If a normal user needs to have their address updated, they must contact a system administrator. ** ServiceU Training 90

91 Edit Your Preferences This page lets a user turn off most notifications that the system sends. The user will still receive critical messages like event cancellations. Home Page Preferences This page allows the user to customize how much information shows on the home page. ServiceU Training 91

92 Set Default Event Viewers This page lets each user set the personal default for the viewer setting on new events. Event Editing Permissions This page will enable you to grant event editing permission to other users for editing ALL of your events. ServiceU Training 92

93 Edit Your Reminders This page lets each user view all of his or her reminders for all events. The user can then edit or delete them. ServiceU Training 93

94 Administration Navigation in ServiceU is accomplished using the links located at the top of the screen. The link labeled Admin is where the organization setup is completed. The overview option will show the entire admin section, or you can select the links in the drop down and go each section. Note: Only administrators can see the admin link. Select the Overview button in the drop down list to see the page below. Overview ServiceU Training 94

95 Basic Info Overview o o o o o o o o Organization Info Organization contact information for ServiceU. Please keep this up to date. Departments and Categories - A search feature that helps to break up the calendar into smaller sections for major organization groups such as ministries. Bulk Update Departments/Categories You can edit the department or category assignment for multiple events in a single step. Privacy Policy - Where you enter your organization s website privacy policy which will be displayed on the public calendar. Login Security - Limits the location a user can log into the system with IP addresses. Please consult ServiceU before using this setting. Turn Features of System On/Off - Turn on or off major features available to you and your users in the ServiceU system. View/Pay ServiceU Invoices - Contains all of the ServiceU invoices sent to your organization and you can pay your bill here with a credit card or electronic check. Transaction Settings Administrators can adjust the organization s transaction settings for CVV2 requirement and international transactions. ServiceU Training 95

96 Organization Info Org Info This page contains important information about your organization. It is important that ServiceU has your correct contact information. Additionally the Time Zone field will ensure your organization is on the correct time in the ServiceU database. Please keep this page up to date. ServiceU Training 96

97 Departments Department List A Department is a search feature that enables event searching and sorting on the internal calendar and the public calendar. Each event that is scheduled must be assigned to at least one department or ministry. Churches will normally use the department section for ministry searches. Keep in mind that a large numbers of departments will make this feature difficult to use. Add departments by selecting the Add Department button Delete or edit departments by selecting Edit or Delete. ServiceU Training 97

98 Note: Department or ministry calendars can be created in the Search section. A department list will be available on your public website calendar to allow people to search your calendar of events by department. Add Department Show Department on Public Searches If you select Yes, departments will show on the public calendar for searching. Note: This does not mean that if you answer No, an event will not show on the calendar. The public event controls are available when you create an event. This Department should be used for scheduling and searching events If you select Yes, departments can be selected for an event. Select No if the department is to be used for the newsletter and not for calendar events. This Department should be used for subscriptions and newsletters If you select Yes, departments can be selected for subscription s. Select No if the department is to be used for event scheduling only. Select the Save button after you enter the department name and settings. ServiceU Training 98

99 Categories Categories A Category is a search feature that enables event searching and sorting on the internal calendar only. Categories are not available for searching or sorting on the public calendar. Categories are not required for EventU to function correctly. Many ServiceU organizations do not have a need for categories. Searching and Sorting with categories is only available in the Events/Calendar feature found under the Search link. Add Categories Enter the category name and select the Save button. ServiceU Training 99

100 Bulk Update Departments/Categories Bulk Event Editor Bulk event editing allows you to change the department and/or category assignment for multiple events in a single step. You can search for a specific event by name or date, or search for all events assigned to a specific department or category. Select the events you wish to edit by checking the checkbox to the left of each event, or select the ALL option at the top. Once you have added your selections, click the Next option. You will then choose the departments and or categories you with to add the event to, or that will replace the existing event(s) information. ServiceU Training 100

101 Login Security Security Login Security is a security setting that will restrict any users on the EventU system to only log in from a designated IP addresses on a network. ServiceU is very serious about security and we have taken many other precautions such as encrypting passwords. Limiting IP addresses is not considered a necessary security option. Note: Unless you are the Network Administrator for your organization or you are knowledgeable about IP addressing, you should NOT attempt to use this feature. It is possible for you to lock out all of your organizations users including your self. Turn System Features on/off This page will allow control over the features that users can see in the ServiceU system. By default ServiceU will show all of the available features included in the billing package that your organization has purchased. If there are certain features that are not going to be used, you can un-check those features so they do not show for the users. Note: If there are system features that have been turned off administrators will still have access to those features in the Admin section by using the Overview link that shows in the Admin drop down box. ServiceU Training 101

102 View/Pay ServiceU Invoices Invoices The ServiceU invoice section contains record of all of the invoices that have been ed to your organizations billing person and an option to pay the invoice online. Pay your ServiceU bill online by selecting the gray button that says Pay Bill Now. This option will open a new window were you can pay using both credit card and electronic check. Automatic Payments can be setup using the Pay Bill Now option. Look for a check box on the billing page that says Automatically pay my balance... A record of all ServiceU invoices can be seen in the box showing dates and totals. A copy of the invoice sent via can be seen by selecting the blue dates in the invoice date box. ServiceU Training 102

103 Pay Bill Now Pay your bill online You can pay your ServiceU bill online with a credit card or an electronic check. Enter the amount that you would like to pay, then select the credit card or check option and enter your billing information. Automatic Monthly Payment If you would like to setup an automatic credit card or electronic check payment, select the checkbox option that says Automatically pay my balance On the 10th of each month using The billing information above. The automatic payment option is located at the bottom of the screen. Note: If a transaction is declined for any reason the automatic payment feature will be turned off. Future automatic transactions will not occur unless you set it back up in this section. ServiceU Training 103

104 Transaction Settings Require the card verification number Anyone completing an online transaction with a credit card will be required to enter the CVV2 or card verification number. The CVV2 is the 3 or 4 digit security code normally located on the back of a credit card. Block Transactions from international locations Restrict your organization s accepted transactions to only domestic IP addresses. No one will be able to complete a transaction from an international IP if this setting is enabled. ServiceU Training 104

105 Users Overview o o System Users - People that can log into the system with a password. The Users section will enable you to add new users, edit current users, delete users, and transfer the ownership of events to other users. Configure Custom Fields Configure the fields that will be used for exporting transaction data from TransactU to other systems, including Shelby Contributions and ACS Contributions ServiceU Training 105

106 System Users A system user is anyone in your organization that needs to access the ServiceU calendar and scheduling program. Users can include people who need to schedule events, people who need to approve events, staff people who just need to see the calendar, or facilities people who need to see and run reports. Users Add a User Add new Users, Administrators, and View Only Users. Users will have access to the system immediately after they are added. Delete a User Delete a user and transfer the user s events to another user. Transfer ownership of events Transfer the ownership of events so another user can edit the events. User Info Changes Report Logs showing the creation and edits of user accounts. Edit - Edit current user settings such as: User status, address, and user name. **Administrators can also reset a user s password from the Edit User page. ** Note: In the User Type column it may say Pending User Confirmation. Pending User Confirmation refers to a confirmation that a user receives after they are added. Users must click a confirm link in the . ServiceU Training 106

107 Add a User The user level is the setting that determines if a user is a View only user, Normal User, or an Administrator. Administrators have access to the admin section and can edit all events on the calendar. Users can only edit the events they have created or events that have been transferred to them. View Only Users can only look at the calendar and reports. View Only Users CANNOT edit or make changes. The department options are for the user home page. The user will see departmental events on their home page in the Upcoming Events section. When you are finished adding or editing a user, select Save and Continue. Note: Each user must have a unique address. Do not confuse administrators with coordinators because they are different settings. Do not select all of the departments for a user that needs to see all events, such as a coordinator. The department selection does not have anything to do with user rights or coordinating. Users immediately have access to the system after they are added. Keep that in mind if you have not set up your organization or trained your users. ServiceU Training 107

108 Calendar Setup Overview o o o o o o o Event Workflow Controls the approval process for routing and approving event requests. Calendar Coordinators Is the highest level of coordinating. Calendar Editors Can edit all events on the calendar. Saved Addresses Shows in the event wizard so they can be selected as an event location. HTML Backup Settings Controls the monthly and optional daily calendar backup s. Outlook Import File A CSV file that contains calendar data for the next year. Note: There is another Outlook option in Events/Calendar located under the Search link. The Event/Calendar Outlook option is more versatile because it will let you control the date range and it has filtering options. Event Change Policies - Event Change Policies allow you to establish a time frame that controls when events can be submitted, edited, or canceled by your users. ServiceU Training 108

109 Event Workflow Workflow On this page you can customize the Event Approval Workflow process that your organization will use for approving events. EventU features a multi-tiered approval process for routing and approving event requests. Select the check box for the coordinating levels that you need. Tentative Approval Will go to a Calendar Coordinator. Calendar Coordinators will receive all event requests. Resource Approval Will go to Resource Coordinators. Resource Coordinators only approve events with resources selected. There can be separate coordinators for each resource group. ServiceU Training 109

110 Support Service Approval Will go to Support Service Coordinators. Support Service Coordinators only approve events with support services selected. There can be separate coordinators for each support service form. Final Approval Will go to a Calendar Coordinator. Calendar Coordinators will receive all event requests. Web Approval Will go to a Web Coordinator. Web approval is the step before a finally approved event is sent to the public calendar. Require a user to provide a reason for their changes This requires that a user enter information about the event edit. The text will show in the event notes for coordinators to review. Require Final Approval when Editing Resources Will go to a Calendar Coordinator. This requires that a calendar coordinator approves an event when the resources are edited. This approval is in addition to resource approval. Require Final Approval when Editing Support Services Will go to a Calendar Coordinator. This requires that a calendar coordinator approves an event when the support services are edited. This approval is in addition to support service approval. Send Reminder to Admins about Old Pending Events This will help Administrators ensure that events don t stay on a coordinators homepage too long. Send Reminder to Coordinators about Old Pending Events and to Users about Old Rejected Events This will help Coordinators ensure that events don t stay on their homepage too long. Note: Events cannot be edited while they are pending approval, except tentative approval. However the events can be resubmitted at any time. The tentative approval page for coordinators does show edit options. The reason events cannot be edited while pending the other levels is the event edits, as opposed to resubmitting, do not change the status of an event or resend the events back to previous approvals. This would be confusing to coordinators so the edits are not allowed. Hints: Entering a coordinator in more than one area of approval is probably NOT a good idea, depending on what you are trying to accomplish. Having a coordinator in more than one area does NOT increase the amount of data a person can see. All types of coordinators see ALL information selected in an event. Additionally a problem caused by this is a coordinator will have to approve an event more than once. If you only have one coordinator, it is helpful to make that person a tentative coordinator because of the available editing options on the approval page at that level. Make sure you have a coordinator or auto-approve settings turned on for all levels of approval that are selected in the workflow area. If you do not then events will get stuck in the approval process. Auto approve settings are located is the resource and support service sections. Resource and Support Service coordinators only receive approvals when an item is selected from their specific group. You can have multiple coordinators set up for a single level of approval. However, only one coordinator needs to approve the event. Once approved by a coordinator, the event will move to the next level of approval. ServiceU Training 110

111 Calendar Coordinators The EventU system has a built in workflow approval process for notifying and requesting approval for events from key people in your organization. The Calendar Coordinator is the first and/or last person in this approval process, if this is being used; event requests go first to the Calendar Coordinator for tentative approval and last for final approval. Depending on the approval process you set for your organization, the event may also go to Resource and Support Service Coordinators for their approval. Calendar Coordinators You can determine the Calendar Coordinating level by selecting the Tentative Only, Final Only or Both buttons next to the name of the person you would like to be the Calendar Coordinator. After you select an option their name will appear in the top box labeled Calendar Coordinators. EventU will automatically route all new event requests to the Calendar Coordinator for approval if you enable Tentative Approval and/or Final Approval in the Workflow process. Remove a coordinator by selecting the Remove button. The Tentative level of approval is the first step in the work flow process. The Final level of approval is the last step in the workflow process. Resource and Support Service approval occur between Tentative and Final approval. ServiceU Training 111

112 Calendar Editors Calendar Editors A Calendar Editor is a user that can edit ALL events in your organization regardless of who created the event. Select the Give Permission button to add a Calendar Editor and select the Remove button to remove a Calendar Editor. Note: There is a setting that allows users to only edit another specific user s events and a setting that allows a user to edit only one specific event. It is not necessary to add an administrator as a calendar editor because an administrator can edit all events. ServiceU Training 112

113 Saved Addresses Saved Addresses will show on the first page of the event wizard so they can be selected as an event location. This option is generally used for off site events however it doesn t hurt to enter your organizations address. Select Add Address to add a new address. Select Edit Address to change the addresses and Delete to remove the addresses. Event Wizard When an address is selected the public calendar will show the address as well as a map option which will show a map of the location entered. ServiceU Training 113

114 HTML Backup Settings Backup s HTML Backups are HTML calendar files sent via . The files are sent once a month unless you sign up for the optional daily backup for a monthly fee. This section allows you to define an account that you would like an HTML Backup of the calendar sent to. Select Yes, enter in the address, and click Save. Outlook Import File Outlook Import The Outlook import file is a CSV file that can be import into an Outlook calendar folder. The instructions on this page will take you through each step of the process. Click on the link Click here to download this file to download the file to your computer. Note: This file is update on a daily basis only. There is another Outlook option in Events/Calendar located under the Search link. The Event/Calendar Outlook option is updated in real time and it will let you control the date range as well as filtering options. ServiceU Training 114

115 Event Change Policies Event Change Policies allow you to establish a time frame that controls when events can be submitted, edited, or canceled by your users. To set up your organization s change policies, go to the Admin menu, Calendar Setup and select the Event Change Policies. Event Change Polices apply to three major aspects of event scheduling: Creation of New Events Editing of Existing events Cancelling of Existing Events New Events The new events policy establishes a "deadline" for new event submission. For example, you do not want your users to submit a new event 3 days before the event is scheduled to start. You create a New Event Policy of 3 days, which prevents users from submitting a new event less than 3 days before the event s first scheduled occurrence. The New Events section contains two identical sets of menus. This allows you to create 2 different messages that will appear at different times, depending on when the user submits his or her event. One message can be a warning, but still allow the event to be submitted, while the other message enforces the policy and prevents the event from being submitted. ServiceU Training 115

116 New Events Policy window Enabled The Enabled checkboxes indicate which policy and/or warning message is in effect. You may choose one or both, depending on your organization s needs. Time Window The Time Window section is where you establish the time frame for the policy to be in effect. You may choose any number of: Days (includes weekends) Weekdays (does not include weekends) Hours Prior to the start date of the event. ServiceU Training 116

117 Display Message The Display Message checkbox will display your customized warning message to users when the policy has been violated. If only this option is selected, users will still be able to submit events, regardless of the policy in place. Prevent Change The Prevent Change checkbox enforces the policy you created in the Time Window section, and will not allow the event to be submitted. Message Text (HTML) The Message Text section contains your customized warning message that your users will see in a pop-up window if the policy is violated. You may use HTML tags to alter the appearance of the text. The Preview link will show you a preview of your warning message in a pop-up window, exactly as your users would see had they violated a policy. ServiceU Training 117

118 Preview Window Message Tokens When you create your custom warning message, you can include message tokens that will automatically populate your message with policy data. The two message tokens that are currently available are: [[TimeWindowSize]] [[TimeWindowType]] Simply include the message tokens where you would like the policy data to appear in your message, and the appropriate data will be populated in your message when it is viewed by the user. The advantage of message tokens is that if your policies ever change, you will not have to alter your warning message. The updated policy information will be automatically reflected in the message. [[TimeWindowSize]] This token controls the numerical data of your policy, which you can think of as the size of the time period (1 day, 2 days, 5 hours, etc.). ServiceU Training 118

119 [[TimeWindowType]] This token controls the time period of your policy, which you can think of as the type of time period (Days, Weekdays, and Hours). Both tokens can be used together to greatly simplify the updating of warning messages, should your policies ever change. Editing The Editing section is identical to the New Events section in appearance and in function, except that it controls when an existing event can be edited. If you establish a 3 day editing policy, the event can not be edited less than 3 days from its first scheduled occurrence. Adding or changing resources/dates/support services/etc. is considered editing, as well as resubmitting the entire event. Cancelling The Cancelling section is identical to the New Events and Editing sections, except that it controls when an existing event can be cancelled and removed from the calendar. If you establish a 3 day cancellation policy, the event can not be cancelled within 3 days of its first scheduled occurrence. ServiceU Training 119

120 Policy Security The link for Policy Security settings is located in the upper right-hand corner of the Event Change Policies page: Clicking the link will open a pop-up window containing a list of users who can be granted special permissions regarding Event Change Policies. User drop down box The User drop down box contains the list of users for your organization. If you have a user you wish to give Policy privileges, select their name from the drop down list and click the Include User link. The user s name will appear in the list directly below the drop down box. ServiceU Training 120

121 Administer checkbox You can grant any user Administer rights for Event Change policies; that user does not have to be an Administrator. Administer rights allow the user to change any of the policies that are currently in place. Override checkbox The Override checkbox allows the selected user special override privileges when creating, editing, or cancelling events. The user will be warned, but will have the option of ignoring any policies and continuing with the creation, editing, or deletion of an event. ServiceU Training 121

122 Newsletters Overview o o o o o Main Newsletter Options - Contain important options for the Newsletter such as the option to turn on the public subscription option, the reply to address and the approval setting. Message Coordinators - Approve new newsletter messages if your message approval setting is turned on. Message Users - Can create new messages. Users will not see the option to create new messages unless they are listed as a Message User. Format - Where you can create HTML templates for the newsletters. Upload Unsubscribers - Is for un-subscribing multiple subscribers at the same time by uploading a file with a list of addresses. ServiceU Training 122

123 Main Newsletter Options Newsletter Options Allow Signups This controls if public users (viewing your public calendar) are able to subscribe to departments so they can receive a weekly of upcoming events and/or messages. Reply to This is the address that will show as the From and/or Reply to address in the subscription . Reply to Name This is the name that will show as the From and/or Reply to name in the subscription . Require Approval? This allows you to turn on or off the requirement for approval from the message coordinator when a user creates a subscription message. This is similar to event approval. ServiceU Training 123

124 Subscription Confirmation Text This message will be included in the confirmation sent to new subscribers. Confirmation s will be sent to all new subscribers which include imported subscribers and manually entered subscribers, no exceptions. Day for Newsletter: This allows you to select what day of the week the newsletter will be sent. Message Coordinators Message Coordinators are users that approve new messages or edited messages for a Newsletter. Select the Add button to add a Message Coordinator and select the Remove button to remove a Message Coordinator. Message Users Message users can create newsletters. Message Users Select the Add button to add a Message user and select the Remove button to remove a Message user. ServiceU Training 124

125 Format Format Format is for creating graphical templates for newsletters using HTML. From Date, To Date, and Subject - Is search criteria for finding previously created templates. When you enter your search criteria select the Search button. Add New Custom Template Is how you create a new template. Select the View button to preview the template. Select the Edit button to change the template. Select the Delete button to delete the template. ServiceU Training 125

126 Newsletter Template This page enables you to wrap graphics and links around the newsletter messages, using HTML. If you need help with this please contact ServiceU Client Services. ServiceU Training 126

127 Sample Newsletter This is a sample Newsletter with the HTML Template. ServiceU Training 127

128 Upload Un-subscribers Upload Un-subscribers Upload Un-subscribers is for importing a list of addresses that need to unsubscribed. This can be helpful if you need to move a group of subscribers from one department to another or if you have a list of subscribers that are no longer with your organization. 1. Select a department from the drop down list. 2. Select the Browse button to look at the files on your computer or type the file path. 3. Select the upload file button. Be sure that your CSV file has one column labeled Address and that your addresses are all in the same column under Address or it will not work. You can also click on the here link to use a pre-formatted file. ServiceU Training 128

129 Online Payments o o o o o o Financial Administrator Can see all reports, all payment forms, approves refunds and optionally approves payment forms and registrations with payment. Transaction Viewers Can see the transaction and deposit report. Payment Wizard Users Can create payment forms. Accepted Forms of Payment Choose to accept credit cards, or electronic checks and if you require the CVV2 code on the back of credit cards. Online Payment Approval Settings Controls the requirement to approve all payment forms and events with registration that have a cost. Receipt Messages Is for adding a message to the receipt page. ServiceU Training 129

130 Financial Administrator Financial Administrators can: See all payment forms. Access the transaction and deposit report. Optionally approve payment forms and registrations with a cost. Required to approve all refunds. Select the Add button to add a Financial Administrator. Select the Remove button to remove a Financial Administrator. Transaction Viewers Transaction Viewers can: Access the transaction and deposit report. Select the Add button to add a Transaction Viewer. Select the Remove button to remove a Transaction Viewer. ServiceU Training 130

131 Payment Wizard Users Payment Wizard Users can: Create Payment forms. See Payment reports only for the payments the user created, except when other settings apply. Select the Add button to add a Payment Wizard User. Select the Remove button to remove a Payment Wizard User. Accepted Forms of Payment Accepted Payment Types for Payment/Donation Forms Accepted Payment Types E-Checks Electronic Check or ACH. This is only available with specific merchant providers; please contact ServiceU for more information. Credit Cards You can accept any major credit card that your merchant provider allows. This setting will affect all payment/donation forms for your organization. There is a setting per form and registration forms have a separate setting for accepted payment types. ServiceU Training 131

132 Online Payment Approval Settings Required This will require all payment/donation forms to be approved by a financial administrator prior to accepting transactions. Not Required Payment forms will not require the Financial Administrator s approval prior to accepting transactions. This setting only applies to payment/donation forms. Payment Approval for Event Registration forms is located in the Event Workflow. Receipt Messages Receipt messages will show on the receipt page that is displayed after a payment is made. This message is NOT included in the receipt . ServiceU Training 132

133 Public Events o o o o o Setting up your Website Contains public links including the public calendar, department calendars, and some registration links. Look and Feel - Contain links to style sheet pages for controlling the colors and font of the public pages including the calendar and registration pages. Social Networking Settings Enable links on your public pages for users to share your event information via social networking sites. Web Coordinators Receive approvals for events set to show on the public calendar. Events Submission by the Public Is a public form that enables non-users to request an event. ServiceU Training 133

134 Setting Up Your Web site Setting Up Your Website Setting up your website gives you the links and event feeds you can use to link your website. There are many ways to link to your public calendar information. You can find more information by clicking on the here link next to the method you are interested in. Public Event Feeds Create an event feed to your public events using many popular formats, including ical, RSS, and XML. Public Department Event Feeds Create an event feed to only public events in a specific department. Organizational Calendar Links Event List View Shows a list style calendar. Event Monthly Calendar View Shows a standard block style calendar Today s Events View Shows a list style calendar of the current day s events. ServiceU Training 134

135 Department and Category Calendar Links List View for Departments Shows a list view calendar of specific departments. Calendar View for Departments Shows a standard block style calendar of specific departments. List View for Categories Shows a list view calendar of specific category. Calendar View for Categories Shows a standard block style calendar of specific categories. Links to Special Pages Direct Page for Newsletter Subscriptions Shows a small option where public viewers can sign up for a weekly Newsletter. Direct Page for Open Registrations Shows a list of all events with registration forms that have be set to show on Open Registrations. Direct Page for Open Payments Shows a list of all active payment/donation forms that have be set to show on Open Payments. ServiceU Training 135

136 Look and Feel These links are for style sheet pages that allow you to control the colors and fonts of public pages. Search Header Section - Will control the top portion of the calendar which contains the date and department search. Listing Sections - Will control the list style calendar, the open registrations page, and the open payments page. Monthly Calendar Page - Will control the monthly calendar. Event Details Page - Will control the event details page. Event details can be found by selecting an event name on the public calendar pages as well as some other pages. List Website Templates Will enable you to wrap graphics and links around the registration and payment pages, using HTML. If you need help with this please contact ServiceU Client Services. Registration/Payment/Volunteer Pages - Will control the registration and payment forms, and volunteer pages. (volunteer options not yet available) ServiceU Training 136

137 Calendar Style Sheets Header Style Sheet Monthly Calendar Style Sheet You can use each of the individual style sheets to customize the public page of your calendar. Any changes you make can be previewed in the Preview Area box. After you make a change, click on the screen somewhere and the preview area will update. Be sure to select the Save Settings button when you are ready to save your changes. If you need help with this please contact ServiceU Client Services. ServiceU Training 137

138 Website Templates A website template is a way of graphically customizing your online event registration and payment/donation forms to blend seamlessly into your website. You can create a template using the HTML or CSS code from your website. Add Template TemplateID, From Date, and To Date - Is search criteria for finding previously created templates. When you enter your search criteria select the Search button. Add New Template Is how you create a new template. Select the View button to preview the template. Select the Edit button to change the template. Select the Delete button to delete the template. TemplateID can be used to link to different templates which allows different graphics to be used for different forms. Add this code to the end of a registration or payment/donation form link: &inttemplateid=(number) Example: Registration Form: Registration Form with parameter: ServiceU Training 138

139 Sample Template This page enables you to wrap graphics and links around the registration and payment forms, and volunteer pages using HTML. If you need help with this please contact ServiceU Client Services. ServiceU Training 139

140 Sample Registration Form This is a sample registration form using a Website Template. ServiceU Training 140

141 Social Networking Settings You can enable links on your public pages to allow users to share your event information on social networking sites, such as Facebook, Twitter, and MySpace. To enable your social networking settings, go to the Admin menu, Public Events and click on Social Networking Settings. Social Networking Settings Enable Social Links Turn your social networking links on or off for your public pages. Image Links Choose the sites you wish to display an icon for on your pages. Generally, you will limit this to two or three options. Show Additional Links Popup You can then have a link that will allow the user to choose from a list of additional sites. ServiceU Training 141

142 Share Text When users share your information, you can set a default message that will appear when the event is shared. Example of Sharing an Event on Twitter: Web Coordinators Web Coordinators approve events before they go to the public calendar. Select the Add button to add a Web Coordinator and select the Remove button to remove a Web Coordinator. Note: Web approval is only for approval of an event showing on the public calendar. A Final Coordinator will see the event before the web coordinator will. When an event is finally approved the event will show on the internal calendar and the resources will be reserved before web approval is required. ServiceU Training 142

143 Registration Settings Organization Info o o o o Registration Form Templates Are registrations forms that are saved in the system so users can select them and save time in creating a new form from scratch. Registration Form Settings Are settings that control the use of registration form templates. Accepted Forms of Payment Choose to accept credit cards, or electronic checks for your event registrations. Logos for registration/payment forms Is for uploading images to registration and payment forms. ServiceU Training 143

144 Registration Form Templates Basic Form Info Add Registration Form - Create a new Registration template. Edit - will let you edit the questions on the form and other settings. View - will show what the form looks like from the perspective of the registrant. Copy - will add a duplicate form in case you need to have a similar form that can be edited. Delete - will delete the form from the admin section and the users section. If the form is being used information in the reporting section will be lost. Description - Enter the name you would like to give your form. Introduction - Will show at the top of the form for the users. It can be used for instructions on how the form should be completed or as a description of how the form will be used. Predefined Questions Standard questions that are connected to the information saved in the public profiles. It is recommended you use these fields whenever possible. ServiceU Training 144

145 Form Builder To add new questions select the Add Question button. Question This is where you type your question as it will appear on the form to your users. Report Title - If your question is more than a couple words, you may want to provide a report title. This will show up on the report related to this form, it will let you abbreviate the question so it does not take up too much room on the report. For example, your question might be "How old are you?" Your report title could be "Age" or something similar so that it doesn't take up so much room on your report. Office Use Only - This will let you hide questions from the users entering events. You may need to use this if you have a question you need to make unavailable to the users instead of deleting it. This will allow you to keep your information in your report. If you delete a question you will also delete the answers to the question in the report. Required - If you mark the question as required, the user will be required to provide an answer before submitting the form. Answer Type - You can tell the system how to ask the question by picking an answer type. A list of Answer Type Definitions and examples are located at the end of this manual. Actions - You can change the order of questions by selecting the up or down arrows, and you can delete a question with the X. If you delete a question you will also delete the answers to the question from the report. o X Select the X to delete o Up and Down Arrows Changes the order of questions. ServiceU Training 145

146 Report Viewer Viewer Only Enables access to the registration report. This level does not allow report editing or transaction refunds. Viewer and Coordinator Enables access to the registration report with editing and refund privileges. Refunds submitted from a registration report must be approved by a financial administrator before they can be processed. ServiceU Training 146

147 Attachments Attaching an image to a form can be helpful for users filling out the form. Title is the link name. How should this attachment be displayed - select the type of image/file that you would like to upload. The system will allow you to upload any file types, as long as the file size is less than 500KB. 4. Show On Form is for Image files such as JPEGs and GIFs, they will display as an image below the questions on the form. 5. Link On Form is for non-image file types such as Word, Excel and PDF. They will display as a link and when clicked the documents will open in a new window. 6. Required Registration Document is for requiring a public user to view the document before registration is allowed. This is helpful for Permission Forms and Release forms. Filepath - use the Browse button to locate the file that is saved on your computer for upload. A max of ten attachments can be loaded on each form. Image files such as JPEGs and GIFs will display as an image below the questions on the form. Uploaded documents such as Word, Excel, PDF, etc display a link, that when clicked, open the linked documents. 4. Select the Browse button to find the file on your computer. 5. Select Upload Attachment to save the file. 6. Select the Finish button to complete the form. ServiceU Training 147

148 Registration Form Settings User Registration Form Template Only If Yes, this will limit users to using only saved template forms. Users cannot create their own forms. Allow Use Registration Form Template If Yes, this will allow users to create their own registration form. If No, and the template option is No then no registration forms can be created. Allow Copy Registration Form Template If Yes, users can copy registration templates. Accepted Forms of Payment Accept Payment Type E-Checks Electronic Check or ACH. This is only available with specific merchant providers; please contact ServiceU for more information. Credit Cards You can accept any major credit card that your merchant provider allows. This setting will only affect your event registration forms. ServiceU Training 148

149 Logos for registration/payment forms Logos for registration/payment forms is for uploading pictures or organization logos that will be displayed in the header of a registration or payment form. This is a simple way to improve the look of public forms. If more advanced options are needed for controlling the look of public forms, go to List Website Templates located in the Look and Feel section. Example of Logo: Without Logo With Logo ServiceU Training 149

150 Resources Organization Info Resources are one of the most important features of Event Scheduling. Resources are any physical items that will be scheduled using the EventU reservation system. When an event is created, conflicts with resources are checked. This can save a calendar coordinator time because when an event is pending approval it will not have a conflict or the system will list detailed information about a conflict. o o o o o o Resource Groups, Resources, and Coordinators Resources are items that are reserved such as rooms, vehicles and equipment. Resource Setup Forms Forms attached to resources that allow users to request room setups with a resource reservation. Resource Combinations Pre-saved selections of resources and support services for common types of events. Conflict Settings Controls who can schedule a conflict and when a resource is marked as reserved. Conflict Report Shows a list of all events with conflicts. Day Blocker Reserve all resources a day at a time. ServiceU Training 150

151 Resource groups, Resources and Coordinators You will find this page by going to the Admin menu, Resources and clicking on Groups, Resources and Coordinators. At first you will only see Organization Level in the Resource Groups box. As you set up your Resource Groups, the list will display all of the groups that you have created and the page will look more like the picture below. To Add a Resource Group: 1. Make sure the Radio button next to Organization Level is selected. 2. Select the Add button at the bottom of the page in order to create a new Resource Group. To Edit a Resource Group: 1. Select the radio button next to the group. 2. Select the Edit button at the bottom of the page to view that Resource Group. Editing with Quick Links for Resource Groups Quick Links make editing much easier. The sections: resources, coordinators, attributes and documents can be accessed by using the edit buttons, but the quick links let you skip directly to the sections instead of clicking next through the extra pages. ServiceU Training 151

152 Group Name Group Name - This is the name of the Resource Group. The group name will appear for users to select in the event wizard. Auto Approve - This feature will automatically approve only the Resource requests for a specific group. Auto Approve will not affect Tentative Approval, Support Service Approval, or Final Approval; it will only affect the specific Resource Request for the group. This is needed when you have resource approval turned on in the workflow settings, and the group does not have a coordinator. (Default is No) Display Publicly - When resources are selected for an event the resources will show up as the location for the event on your public calendar on your website. If you do not want to show the Resources in this group as the location for the event then mark No to this question. Rooms should be Yes because they are locations, vehicles and other pieces of equipment should be No because they are not locations. (Default is Yes) Default Form - Select the Resource Setup Form that you would like to use for all of the Resources in this group. You may individually assign Resource Setup forms to single Resources when you create each Resource. This feature saves much time since a single form can be preset as the default for all of the Resources in that group. Description - Type an optional description for the Resource Group. ServiceU Training 152

153 Add a resource by selecting the button Add a Resource. Edit will let you change the resource settings such as the name, group, setup form, public setting and description. Delete will delete the resource, but only if it is not being used in an event. You will have to edit events and remove the resource if you need to delete it. After you select Add a Resource, you will see a page similar to the one pictured below. ServiceU Training 153

154 Resource Name Is the name or room number that will be used to identify the resource. Resource Group Lets you select different groups for adding resources. This is especially helpful when a room needs to be moved to another group when an event is already scheduled for it. It is not something you will use when adding a new resource because the correct resource group will already be selected. Forms are used to communicate the room setups and other room requests. Select the form that will be used to specify how this resource should be setup. Auto Approve This feature will automatically approve only the Resource Requests for a specific resource. Auto Approve will not affect Tentative Approval, Support Service Approval, or Final Approval; it will only affect the specific Resource Request for the resource. This is needed when you have resource approval turned on in the workflow settings, and the resource does not have a coordinator. (Default is No) Display Publicly When resources are selected for an event, the resources will show up as the location for the event on your public calendar on your website. If you do not want to show this Resource as the location for the event then mark No to this question. Rooms should be Yes because they are locations, vehicles and other pieces of equipment should be No because they are not locations. (Default is Yes) Description Will show for the users making a request but not on the public calendar. This will be used in addition to Resource Name to identify this Resource or give helpful information such as: max number of people 300. Inventory Items This will enable you to enter a number of the item available. The system will keep track of the actual number of items available. The number available will display in the resource section of the event wizard. Required Support Service Required a support service form to be displayed and completed by a user when a resource is selected. This is commonly used for resource inventory items and rooms with special features like Audio Visual equipment. Deactivate This Resource - This will remove the resource from the event wizard. If you have a unit based pricing structure you will continue to be billed for deactivated resources. ServiceU Training 154

155 Resource Setup Forms Learning about Resource Setup Forms In EventU, when you select a resource to be reserved, you can also specify how that room needs to be setup. EventU has a feature called Resource Setup Forms that allows people requesting new events to specify how they need each resource to be prepared for their event or how the resource will be used for the event. A Resource Setup Form is an electronic question form that is assigned to a specific resource. The EventU system then automatically displays the appropriate Resource Setup Form each time that resource is selected for an event. When a person scheduling an event completes an electronic question form, the EventU system routes the information, along with the rest of the event request, through the event approval process, and to the Resource Setup Form reports. Example of a Resource form in the Event Wizard: EventU does not limit the number of Resource Setup Forms that can be created for your organization. However, the fewer forms you use, the easier it will be to run reports, often it is only necessary to use one form. If you use one Resource Setup Form for all of the rooms in your organization, then you can run one report and it will provide a comprehensive list of all the rooms that will be used. On the other hand, if you use more than one different Resource Setup Form for all of your rooms, then it would be necessary to run the same number reports in order to obtain a comprehensive list of all the resources being used. When you create the Resource Setup Forms for your organization, you can specify your own questions and totally customize the form to fit the needs of your organization. The following pages will assist you in creating a Resource Setup Request for your organization. The instructions will take you through creating the request form and all of the questions on the form. ServiceU Training 155

156 To get started creating a Resource Setup Request select the Resource Setup Forms button from the admin section. This page will show a list of the Resource Setup Forms that are available in your organization. Resource Forms Add Resource Form button Create a new Resource Setup Request form. Edit - will let you edit the questions on the form and other settings. View - will show what the form looks like from the perspective of the registrant. Copy - will add a duplicate form in case you need to have a similar form that can be edited. Delete - will delete the form from the admin section and the users section. If the form is being used information in the reporting section will be lost. Add Resource Form 1. In the Description box, please enter the name you would like to give your form. 2. Introduction will show at the top of the form for the users. It can be used for instructions on how the form should be completed or as a description of how the form will be used. ServiceU Training 156

157 To add new questions select the Add Question button. To Edit or Delete a question select the appropriate link next to the question. Question - This is where you type your question as it will appear on the form to your users. Report Title - If your question is more than a couple words, you may want to provide a report title. This will show up on the report related to this form, it will let you abbreviate the question so it does not take up too much room on the report. For example, your question might be "How old are you?" Your report title could be "Age" or something similar so that it doesn't take up so much room on your report. Office Use Only - This will let you hide questions from the users entering events. You may need to use this if you have a question you need to make unavailable to the users instead of deleting it. This will allow you to keep your information in your report. If you delete a question you will also delete the answers to the question in the report. Required - If you mark the question as required, the user will be required to provide an answer before submitting the form. Answer Type - You can tell the system how to ask the question by picking an answer type. A list of Answer Type Definitions and examples are located at the end of this manual. Actions - You can change the order of questions by selecting the up or down arrows, and you can delete a question with the X. If you delete a question you will also delete the answers to the question from the report. o X Select the X to delete. o Up and Down Arrows Changes the order of questions. ServiceU Training 157

158 Report Viewer The viewer is the person who has access to run a report on this form. The reports can be found in the reporting section located at the top of the screen. Select the Add button to add report viewers. Attachments Attaching an image to a resource form can be helpful for users filling out the form. The most common type of attachment is an image containing diagrams of standard room setups. Title - This is the name you would like to use for the image that will be attached to the form. ServiceU Training 158

159 How should this attachment be displayed - select the type of image/file that you would like to upload. The system will allow you to upload any file types, as long as the file size is less than 500KB. 1. Show On form is for image files such as JPEGs and GIFs, they will display as an image below the questions on the form. 2. Link On form is for document type files such as Word, Excel and PDF. They will display as a link and when clicked the documents will open in a new window. File path - use the Browse button to locate the file that is saved on your computer for upload. Up to ten attachments can be loaded on each form. Image files such as JPEGs and GIFs will display as an image below the questions on the form. Uploaded documents such as Word, Excel, PDF, etc display a link, that when clicked, open the linked documents. 1. Select the Browse button to find the file on your computer. 2. Select Upload Attachment to save the file. 3. Select the Finish button to complete the form. Resource Combinations Resources Combinations Resource Combinations are pre-saved selections of resources and support services. Add Resource Combination Create a new resource combination. Edit Will let you edit a current resource combination. Delete Will let you delete a current resource combination. ServiceU Training 159

160 Add Resource Combination Select the resources and support services that need to be saved. Combinations are a great way for administrators to help users by providing pregrouped resources and support services for events. New users and users that do not schedule events often will not have to worry about remembering all of the resources needed for a specific type of event. ServiceU Training 160

161 Conflict Settings These settings control the possibility of entering events with conflicts. Who can schedule events that have conflicts? 1. No one No user can select a conflicting resource in the event wizard. (Recommended) 2. Only Admin Users Only administrators can select conflicting resources in the event wizard. (This works well if the administrators understand the ramifications of submitting conflicts.) 3. All Users All users can select conflicting resources in the event wizard. (Not recommended in most cases) When would you like your resources to be marked as booked? 1. After Event Submitted Resources will be reserved when the event is submitted for approval. (Highly Recommended) 2. After Event Approved Tentatively Resources will be reserved when the event is approved tentatively. 3. After Event Resources Approved - Resources will be reserved when the event is approved at the resource level. 4. After Event Support Services Approved Resources will be reserved after the event is approved at the support service level. 5. After Event Final Approval Resource will be reserved after final approval. Note: Coordinators will be notified of all conflicts, so allowing the possibility of conflicts can be double checked at the coordinating level. It is highly recommended that After Event Submitted is selected for the marked as booked option. The other levels cause a higher possibility that an event with conflicts will be submitted. ServiceU Training 161

162 Conflict Report The conflict report will show all future, approved events with resource conflicts. The events names are hyperlinked and can be clicked to view the event details page. Day Blocker Day Blocker will let you easily reserve all resources a day at a time. This may be helpful in alerting users about days the facility is closed. This feature is limited to one day at a time. Day Blocker will appear on the calendar as an event entered using the event wizard. ServiceU Training 162

163 Settings and Tools o o o o o o Organization Announcements Announcements administrators can send to all users in the system. Setup Diagnostics Is a diagnostic tool that will show potential problems with the setup and approval workflow. Large Form Editor - Is an editor that will show all types of forms in the system and allow editing. Organization Activities Logs showing changes in the system and who made the change. Quick Event Entry (15 at a time) - Is a fast way to enter events without resources or support services. Quick Event Entry (upload from Excel) Is a way to import events without resources or support services. ServiceU Training 163

164 Organization Announcements Announcements Organization Announcements is a helpful tool for alerting EventU users about things they need to be aware of. It is common to post announcements about scheduling related items such as staff meetings and the facility being closed. Announcements are sent to all users. Homepage Add Announcement Create a new announcement to be sent to all users. Edit Will let you edit a current announcement. Delete Will let you delete a current announcement. Announcements will show on the user s homepage. Simply click the New Announcement(s) link. ServiceU Training 164

165 Setup Diagnostic The Setup Diagnostic tool is helpful for new organizations getting started with setup and organizations editing a current setup. This tool is especially helpful in finding problems with the event workflow process. Messages in the color black indicate a proper setup for that specific area. Errors in the color red indicate a problem that must be addressed for the system to work properly. Warnings in the color blue indicate an issue that may need to be reviewed, but is not necessarily a problem for the system to work properly. ServiceU Training 165

166 Large Form Editor Large Form Editor The Large Form Editor contains all of the forms in your EventU organization. The forms can be both internal forms like resource setup forms and public forms like registrations. Originally this editor was used to help with the creation and editing of very large registration forms. Several years ago when we designed the current form editor a few of our customers had a need to create extremely large registration forms. The Large Form Editor was necessary because the pages for large registration forms would load faster than the pages in the event wizard and registration templates. We later made the registration pages load faster so the Large Form Editor was not necessary. However we found that it was also useful in some cases to have all forms for the entire system available in one place for administrators, so we decided to keep the Large Form Editor. View - Is a preview of the form. Edit Intro Will let you edit the instructions which show at the top of the form. Edit Form Will let you edit the form. Report Viewers Are people that have access to the form report. Upload Attachments Will let you upload files such as pictures and word documents. ServiceU Training 166

167 Organization Activities (Logging Info) Organization Activities will show a record of many types of system changes and edits. This will help you track things like deleted events, workflow changes and more. Select an item from the drop down list and the report will load. ServiceU Training 167

168 Quick Event Entry (15 at a time) Quick Event Entry will let you enter simple events that go straight to the calendar and skip the approval process. You cannot select resources or support services for these types of events. Normally this is used for Holidays and/or Office closed days. Quick Event Entry (Upload from Excel) Quick Event Entry from excel is a fast way to import events from another calendar. You cannot import events with resources or support services. The instructions on this page will help with this process. ServiceU Training 168

169 Support Services List of Support Service Forms and Coordinators Support Services are request forms for services. Support Services are not reserved and they are not checked for conflicts. Sample Forms - Are samples of how a support service form can look. In the EventU system, a Support Service Form is an electronic request form that is available in the new event scheduling process. Support Service forms are designed to provide a way for people who are scheduling new events to request unique items or services such as Child Care, Food Services, Audio Video Equipment, etc. Each Support Service is designed to have its own coordinator, who will receive an requesting approval for the Support Service to be supplied for the event. Creating Support Service Forms is identical to creating a Resource Setup Request. The difference between these two types of electronic forms is the way they are used by the EventU system. ServiceU Training 169

170 List of Support Service Forms and Coordinators From the administration section select the link List Support Service Forms and Coordinators to see the list of Support Services for your organization. The next page is pictured below. Create a new Support Service by selecting the Add Support Service button. Edit will let you change the support service settings and edit the questions on the form. View will show what the form looks like from the perspective of the user making an event request. Copy will add a duplicate form in case you need to have a similar form that can be edited. Delete will delete the form from the admin section, users section, and reporting section. Note: Any information in the report will be lost. Coordinators allow you set up a user to approve the request. ServiceU Training 170

171 Adding a Support Service Form Description is the name of the form as it will appear to the users. Introduction will show for users as they enter a new event. Support Service Requirement: The system will default to optional, but if you would like the form to be pre selected when a user is creating an event select Suggested. The users will be able to de-select the Support Service form if they do not need it. However, if you would like to require the form, select Required. Selecting required will mandate that the person scheduling the event has to view the form. Does this form require approval? Select Yes if you would like to require a coordinator to approve the form, Select No if you would like for the Support Service form to be automatically approved. (Note: You must have the support services option in the workflow section turned on if you need support service approval). ServiceU Training 171

172 Support Service Form To add new questions select the Add Question button. To Edit or Delete a question select the appropriate link next to the question. Question This is where you type your question as it will appear on the form to your users. Report Title If your question is more than a couple words, you may want to provide a report title. This will show up on the report related to this form, it will let you abbreviate the question so it does not take up too much room on the report. For example, your question might be "How old are you?" Your report title could be "Age" or something similar so that it doesn't take up so much room on your report. Office Use Only This will let you hide questions from the users entering events. You may need to use this if you have a question you need to make unavailable to the users instead of deleting it. This will allow you to keep your information in your report. If you delete a question you will also delete the answers to the question in the report. Required If you mark the question as required, the user will be required to provide an answer before submitting the form. Answer Type You can tell the system how to ask the question by picking an answer type. A list of Answer Type Definitions and examples are located at the end of this manual. Actions You can change the order of questions by selecting the up or down arrows, and you can delete a question with the X. If you delete a question you will also delete the answers to the question from the report. ServiceU Training 172

173 Report Viewer Viewer Only Enables access to the support service report. Viewer and Coordinator Is the Support Service coordinator in the event workflow process. This person will approve the specific support service requested in an event. Attachments Attachments can be helpful for users filling out the form. You can attach pictures or diagrams of setups. Title - This is the name you would like to use for the image that will be attached to the form. ServiceU Training 173