GETTING STARTED In your web browser go to the link provided by T&T Software. This is a unique link for your organization. For example http://www.i-volunteeronline.com/yourorganization.asp. When you successfully reach this link the Welcome to i-volunteer Online screen should appear. When you first begin there are no events (unless you were provided the database that you used for the demo). To create an event, first login as follows: Key the password ( 1234 or the password that you used for the demo or were provided by T&T Software), and press Login. You can change this password under Preferences. When you login successfully, the buttons Administer and Preferences should appear. You are now able to change preferences, create new events, and edit existing events. You should now review and change the default preferences as necessary. Page 1 of 9
SETTING PREFERENCES The Preferences apply to all events. Press the Preferences button from the login screen. Change the Primary e-mail contact to an e-mail address that belongs to you. This is the e- mail address that your volunteers will be provided to contact for more information. It is also the administrative e-mail address that can receive a notification message when someone volunteers. Leave E-mails come from as confirm@i-volunteeronline.com. In any case this e-mail address should be an address in the same domain as the Outgoing SMTP mail server. Change E-mails appear from name to any of: the name of your organization, your domain, your e-mail, your volunteer administrator, or leave it blank to show e-mails come from set above as the sender s identification. Change Organization name to the name of your organization. You may optionally change the Outgoing SMTP mail server to send e-mail from your own e- mail server instead of ours, however it is strongly recommended that you leave the Outgoing server set to default or localhost. It is also recommended that you leave the Backup Outgoing SMTP mail server as its original setting. The backup server is used automatically in the event the primary server is unavailable; your volunteers would not notice any difference. If you change either of these be sure to set the user name and password correctly, which you may need to obtain from your organization s e-mail administrator. Typically leave URL to use in e-mail set to the same as the Start URL. You would change this if you wanted volunteers to use a link to your primary web site and then have your site programmed to redirect back to i-volunteeronline.com. Contact T&T Software for additional information if this is something you need to do; it will require a web programmer on your site. Optionally customize the text of other system messages to suite your needs. Remember, text set in Preferences applies to all of your events. Press Save at the top of the preferences window when you are ready to save any changes. Press Exit to return to the login screen. Page 2 of 9
CREATING YOUR FIRST EVENT Select -create new event- from the drop-down menu and press Administer. If you don t see the Administer button then you need to log in. You are in the administrative mode. From here you define or modify the event, or add or modify who is signed up to volunteer for the event. Think of this screen as your fully editable sign-up worksheet. Give your event a title. Optionally give the event a date and description. The title, date, and description will all appear in the event s header. Tip: The date should be in the future or the present day. If your event spans more than one day then you might wish to leave the date field blank and instead specify days or dates in the row and/or column headers. You can type the event s date range in the title or description. Alternatively you might break very large events up into multiple i-volunteer Online events. Optionally add additional instructions specific for this event that will be appended to the sign-up instructions from the Preferences. For example, You must be 21 or older to volunteer for this event. Volunteers are always prompted for their name and e-mail. Optionally add or remove labels for up to three additional fields of information to collect for this event. Fill in How to Cancel instructions only if and when you do not want volunteers to be able to cancel themselves online. Leave this blank if you want volunteers to be able to cancel themselves online. You can change this at any time leading up to the date of an event. URL shows the exact web address where anyone should go to sign-up for this event. Copy this URL into e-mail, newsletters, or on a web site that you use to recruit volunteers. Tip: If you publish the URL without the ending?eventid=########## then volunteers will be presented your list of events to choose from instead of linking directly to a specific event. The list of events is sorted alphabetically by title (up to any colon in the title) and then by date. So, for example, the following events would appear ordered in the list as follows: My Event: Orientation (1/15/2010) My Event: Activities (1/16/2010) My Event: Day3 (1/17/2010) Press Preview to see what the event will look like when someone accesses the URL. Add rows and columns to the sign-up sheet to create slots that represent stations or responsibilities that you need volunteers for. For example, to describe the slots, type a label, time, or any description into header rows and/or at the beginning of rows. Tip: If your headers are long, you can add multiple back-to-back headers or use HTML line break tags, <BR>. You may use basic HTML in the labels including, for example, bold tags, <B></B>, and even simple styles to add color. Tip: Use curly braces around text that you want to show in the administrative mode but not in the volunteers view. For example, {Comment}. Press the Reminders button to either send e-mail only to unconfirmed volunteers (because they have not yet clicked the confirmation link in their e-mail) or to all volunteers as a reminder of the Page 3 of 9
upcoming event. A window will appear reporting all of the volunteers that were sent e-mail. Important: For the Reminders button to work the administrator s browser must have its pop-up blocker disabled or set to allow pop-ups from the domain where you re using this system. Press Save (if you made any changes). Press Done to return to the login screen. Tip: When you are done administering an event, press Logout from the login page. Otherwise you will remain in administrative mode whenever you link to an event from your computer. Page 4 of 9
NOTES about ONLINE CONFIRMATIONS Volunteers marked NOT CONFIRMED (in the administrative mode) have not yet clicked the link in their confirmation e-mail to confirm their intent to volunteer. Use the Reminders button to re-send confirmation e-mails if necessary. If you think a volunteer has provided a mistyped e-mail address then you might want to follow up with the volunteer by phone. Unconfirmed volunteers slots can still be filled by other volunteers. If someone else signs up for an unconfirmed slot then an e-mail is sent to the original, unconfirmed volunteer notifying them that their slot has been taken. NOTES about ONLINE CANCELLATIONS When a volunteer cancels their slot online (and confirms the cancellation by clicking the link in a confirmation e-mail), their name will still appear (but only in administrative mode) with a red checked CANCELED. This lets the administrator know who was volunteered but has since canceled. Leave this box checked unless you wish to uncancel the volunteer. Slots Canceled appear available to volunteers and can be filled by other volunteers. Canceled - Confirmed Slot can be filled by another volunteer. Canceled - NOT Confirmed Slot remains taken until volunteer clicks link in confirmation e-mail Tip: You can disable online cancellations for individual events by typing any message in the How to Cancel field for the event. NOTES about ADDITIONAL FIELDS If you have added Additional Fields to an event s sign-up sheet by keying labels for those fields (at the top of the event editor), then the administrator can hide an additional field for a specific slot by keying N/A for the field s value in that slot. Otherwise putting anything else in a slot does not serve as a default value and will not appear to volunteers. OTHER NOTES See the Support section of the web site http://www-i-volunteeronline.com for additional tips. You may e-mail support@tandtsoftware.com with any individual questions. T&T Software is not obligated to make any programming changes or provide any assistance beyond ensuring that the system is working. The software or service is provided as-is under the terms of the license agreement. Visit the Support tab at www.i-volunteeronline.com for additional help and tips. Page 5 of 9
i-volunteer Online Limited License Agreement YOU MUST READ AND ACCEPT THIS AGREEMENT BEFORE PURCHASING OR USING "i-volunteer Online" AS A HOSTED SERVICE OR PURCHASING, INSTALLING OR USING THE SOFTWARE ON YOUR OWN SERVER. USING THE SERVICE OR THE SOFTWARE CONSTITUTES YOUR AGREEMENT TO THE TERMS AND CONDITIONS OF THIS LICENSE. DEFINITION OF TERMS "i-volunteer Online" ("i-volunteer") is a computer software application for managing signing-up, over a computer network including the internet, people to provide their time, services or attendance at fund raising, social, or other types of events. These people will hereafter be referred to as "volunteers." "T&T Software" is the author and sole owner of the i-volunteer software application. More information about T&T Software and its products is available at www.tandtsoftware.com. A "Licensee" is an organization or individual who obtains a license to use i-volunteer as a hosted service or to possess, run and maintain a copy of the i-volunteer software on its or his/her own server and web site under the terms of this license. Hereafter "licensee" is also referred to as "you." A "Hosted License" is a license to use i-volunteer as a hosted service such that T&T Software provides and maintains a private i-volunteer web page for you. A "Software License" is a license to possess, run and maintain a copy of the i-volunteer software including the source code on your own server. "License" refers to either a single Hosted License or a single Software License. "URL" is an abbreviation for Uniform Resource Locator, which is the full address to a web page on the internet. Hereafter "URL" is also referred to as a "link." GENERAL This is an agreement between T&T Software and the Licensee. i-volunteer is owned by T&T Software and is protected by U.S. copyright laws and other laws and by international treaties. In the unlikely event that a dispute arises regarding this Agreement or your purchase or use of an i- Volunteer license, the dispute may only be litigated in a court of competent jurisdiction in Roanoke, Virginia, USA, and this agreement shall be interpreted under the laws of the Commonwealth of Virginia, without regard for its choice of law provisions. As a condition to your use of i-volunteer you expressly agree to waive any challenges to personal jurisdiction and venue in such court(s). You agree that in no event shall T&T Software, its employees or agents be liable for any damages, whether direct or consequential, arising our of your purchase of a license or use of i-volunteer beyond a return of your license fee. T&T Software reserves the right to modify this agreement at any time during the license period. In the event of a modification, you will be notified and will have thirty (30) days to agree to such modified agreement or cancel the agreement for a pro-rated refund on the balance of your license period remaining under the prior agreement. You agree that this refund shall constitute your sole remedy and recourse should you choose not to accept the new license terms. Page 6 of 9
T&T Software may limit the number of discounted or promotional licenses made available to any individual or organization. LICENSE GRANTS This section applies to both Hosted Licenses and Software Licenses. You may not share or resell your i-volunteer service or software to secondary users. You may not copy the i-volunteer software or its screens or patterns for the purpose of copying or creating derivative works or software applications. T&T Software owns and expressly reserves unto itself all intellectual property rights in and to all aspects of its software, source code and applications. HOSTED LICENSE GRANTS This section applies if you are obtaining a Hosted License. Each Hosted License services up to 100 events per year and a volunteer base of no more than 2,000 individuals annually. For example, if your organization's volunteer base totals 2,100 individuals then you must purchase two licenses. Two or more organizations cannot share one i-volunteer license even if their total combined volunteer base is under 2,000. However it is okay to sign-up volunteers from outside of the licensee's organization as long as the licensee's organization is the events' primary sponsor and the cumulative number of unique volunteers for all events in a twelve month period does not exceed 2,000 individuals. If the size of your organization's volunteer base is uncertain then please inquire with T&T Software about the number of required licenses or special licensing for your organization. You agree to use i-volunteer for its exclusive intended purpose as described in this license and in the marketing material on T&T Software's web site. T&T Software will provide you with a URL to access an i- Volunteer web page for your organization. T&T Software will set up this web page for your organization and it is not shared with any other organizations. You may publish the URL to your web page for the purpose of soliciting volunteers for your events. Each event that you create also will have a similar but unique URL to access each event directly. Your web page will be set up with default preferences that your designated administrator may change any time. You will receive a single administrative password, which your administrator can change from your web page. All administrators for your i-volunteer web page will use this same password. It is your responsibility to keep this password secure. T&T Software will host your i-volunteer web page with a server hosting service of T&T Software's choosing and T&T Software is free to change that host at any time. T&T Software is not obligated to provide any specific details to any Licensee about the server host. T&T Software also reserves the right to change the URL that you use to access your i-volunteer web page as may be necessary, and will notify you in the event of such a change. Your data will be stored in a private database of T&T Software is choosing (currently an Access database). The database will be private for your organization and not shared with any other organization. The database and its contents are hidden or secured but not necessarily encrypted. T&T Software will not share your database or its contents with anyone unless required to do so by law. T&T Software will not share, sell, perform research on or in any way use the names, e-mail addresses or other information collected about your volunteers or your events outside of providing services to you incident to this license. It is your responsibility to notify T&T Software if your web page becomes unavailable. If T&T Software is aware that a web page is down then T&T Software will take the necessary steps to get your page back online as quickly as possible. However T&T Software makes no guarantees or promises about the time that the system will be available or unavailable. T&T Software also may periodically make your page unavailable in order to do system maintenance or upgrades with or without notice. T&T Software will attempt to do maintenance and apply upgrades as quickly as possible and outside of regular business hours. You acknowledge that e-mail is not a faultless technology. T&T Software makes no guarantees about the delivery, timely delivery, failure of delivery, or redundant delivery of any e-mail. You accept that in addition to Page 7 of 9
confirmation messages generated by the i-volunteer system, you may receive e-mail messages generated by the e-mail server about the status of or errors in the attempted transmission of e-mail to volunteers. This is a feature of the host s e-mail server and you acknowledge that T&T Software will not be able to control the generation or frequency of these messages. Alternatively you may be able to configure the Outgoing SMTP mail in the preferences to use your own e-mail server. T&T Software has tested i-volunteer extensively and believes that the software application is reliable and accurate. However, as with any software application, T&T Software cannot guarantee that the system is completely free of errors. Under no circumstance will T&T Software be responsible for any loss of your data or failure of the system or failure of e-mail. You have the ability to download reports that contain all of the relevant data for each of your events, and you are encouraged to do so regularly as a backup. Although T&T Software selects server hosts that make regular system backups, you cannot rely on these back ups in place of you own. T&T Software will not be able to restore any data or any events that you delete on your own either intentionally or accidentally from the system. T&T Software reserves the right to cancel your hosted license at any time for any reason. Except for unusual circumstances T&T Software would provide reasonable advance notice of such cancellation and provide a pro-rated refund. The duration of your hosted license varies with your purchase. Renewals will be available for Licensees in good standing. Unless requested otherwise, T&T Software may keep a backup copy of your database for some period of time after your license expires, however that is not guaranteed. You may cancel your hosted license within the first thirty (30) days of your purchase for a pro-rated refund. The license fee is not refundable thereafter unless your license is canceled by T&T Software or modified and not continued as noted above. SOFTWARE LICENSE GRANTS This section applies if you are obtaining a Software License. Each Software License services a volunteer base of no more than 4,000 individuals annually, of the licensee's organization. For example, if your organization's volunteer base totals 4,100 individuals then you must purchase two licenses. Two or more organizations cannot share one i-volunteer license even if their total combined volunteer base is under 4,000. However it is okay to sign-up volunteers from outside of the licensee's organization as long as the licensee's organization is the events' primary sponsor and the cumulative number of unique volunteers for all events in a twelve month period does not exceed 4,000 individuals. If the size of your organization's volunteer base is uncertain then please inquire with T&T Software about the number of required licenses or special licensing for your organization. T&T Software grants you a limited, non-exclusive license to install and use one instance of the i-volunteer application on a single internet server. One instance of i-volunteer may use one database. There are no restrictions on the server hardware on which you may install i-volunteer, including the number of CPUs or memory size. It is up to the licensee to ensure that the server meets the technical requirements to run the i- Volunteer application. Contact T&T Software or see www.tandtsoftware.com for more information about the technical requirements. You may install the software in a multiple server environment if and only if the multiple servers are used exclusively as fail-over or backup servers to the primary server. You may install the software on a third-party server or virtual server if and only if that server is secured for access by no other party besides you and the owner of the server and the owner s authorized agents for the sole purpose of server administration. No third party has any rights under this license to use, view, copy or make derivative works or applications from i- Volunteer except as is necessary and reasonable to backup the server. You may create an unlimited number of events on each licensed instance of i-volunteer, limited only by the resources and memory of your server. T&T Software occasionally may provide you with free maintenance updates or upgrades to the i-volunteer software, however upgrades are neither guaranteed nor guaranteed to be free of charge. You are responsible for the installation and configuration of the software on your own server including any updates or Page 8 of 9
upgardes. T&T Software is not obligated to help with installation or maintenance, although help may be available on T&T Software's timetable and fee schedule. A maintenance agreement is not currently available. After your initial purchase, you will receive the latest source code for i-volunteer. The source code is a group of.asp script files and related files. You may install the source code on an internet server (such as Microsoft Internet Information Server) that is designed to run.asp scripts. Anyone may access the running i-volunteer application through a web browser. In no case may you allow the source code to be visible to unauthorized users over a computer network, including your intranet and the internet. You must take necessary and reasonable precautions to ensure that only those individuals with bona-fide reasons to install or maintain the source code for your organization have secure access to the source code. The source code must not be stored anywhere on your intranet, the internet, or on any unsecured network, third-party network, or any location where it can be accessed in such a way to copy or view the source code without authorization. The i-volunteer source code may not be shared with or given to anyone who is not an employee, member or legal contractor for your organization without a bona-fide reason to possess the source code as previously described. Your organization may keep a backup copy of the source code and modify the source code for your own use only under the limited conditions set forth herein. T&T Software owns the i-volunteer application and source code and any derivative works that you create from it, no matter how much you change or upgrade the software application. You may not sell, assign or license i-volunteer, derivative versions or works of i-volunteer, or sell, assign or license services based on i-volunteer or derivative works of i-volunteer. Any modification of the source code voids all representation and assurances of this License or as otherwise may be available by law, including any warranties or guarantees that may otherwise be available. T&T Software offers no warranties or guarantees for the source code with or without your modifications. T&T Software is not obligated to help you make modifications. T&T Software s copyright notice must always appear in any derivative work both in the source code and when the software runs. You will be liable to T&T Software for all damages, costs and expenses, including its attorneys fees, for any action taken or resulting from your breach of these provisions and/or from any lost value or business opportunities by virtue of any unauthorized use made of T&T Software s source code. Before T&T Software will send you the source code you must mail or fax a notarized, signed and dated copy of this license agreement to T&T Software. Include your printed name, title, organization's name, address, and date. DISCLAIMER OF WARRANTIES AND LIABILITIES i-volunteer HAS BEEN TESTED EXTENSIVELY FOR RELIABILITY. i-volunteer AND ANY ACCOMPANYING DOCUMENTATION ARE PROVIDED "AS IS," WITHOUT A WARRANTY OF ANY KIND. ALL EXPRESS OR IMPLIED CONDITIONS, REPRESENTATIONS, WARRANTIES AND/OR GUARANTEES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT, ARE HEREBY DENIED AND DISCLAIMED. T&T SOFTWARE SHALL NOT BE LIABLE FOR ANY DAMAGES SUFFERED BY YOU OR ANYONE AS A RESULT OF USING, MODIFYING OR DISTRIBUTING i-volunteer OR AS A RESULT OF ANY FAILURE OF i-volunteer OR ANY FAILURE OF E-MAIL. IN NO EVENT WILL T&T SOFTWARE BE LIABLE FOR ANY BUSINESS INTERRUPTION, LOST REVENUE, PROFIT OR DATA, OR FOR DIRECT, INDIRECT, SPECIAL, CONSEQUENTIAL, INCIDENTAL OR PUNITIVE DAMAGES, HOWEVER CAUSED AND REGARDLESS OF THE THEORY OF LIABILITY, ARISING OUT OF THE USE OF OR FAILURE OF OR THE INABILITY TO USE i-volunteer, EVEN IF T&T SOFTWARE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. REGARDLESS, YOU EXPRESSLY AGREE THAT YOUR SOLE AND EXCLUSIVE REMEDY FOR ANY DISPUTE ARISING UNDER THIS AGREEMENT OR ANY LICENSE CONVERYED HEREBY SHALL BE LIMITED TO THE RETURN OF YOUR LICENSE FEE. FOR THE PURPOSE OF THIS DISCLAIMER OF WARRANTIES AND LIABILITIES, T&T SOFTWARE IS DEFINED AS T&T SOFTWARE, ITS OWNERS, EMPLOYEES, AGENTS, AND CONTRACTORS. Revised 07/22/2008 Page 9 of 9