Access ACS 101 Day 2: Online Giving, Event Registration, Serving & Connections

Access ACS 101 Day 2: Online Giving, Event Registration, Serving & Connections

Copyright Copyright 2013 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of this publication by mechanical or electronic means, including facsimile transmission and e- mail, without the express permission of ACS Technologies Group, Inc. is strictly prohibited. Version 2013.1 Last Updated 2/12/2013 4:43 PM

Contents Contents Unit 4: Online Giving and Event Registration... 6 Adding Online Transactions... 7 Merchant Accounts... 8 Adding an Additional Deposit Account... 10 Online Giving Setup... 11 Giving Online... 16 Reports... 23 Importing Online Gifts to ACS Contributions... 25 Event Registration Configuration... 28 Setting up an Event... 34 Approving Events in Access ACS... 46 Registrations... 47 Editing and Canceling Events... 57 Managing Individual Registrations... 59 Generating Event Reports... 66 Exporting Event Registration Information... 67 Viewing Event Transactions... 68 Using the Event Registration Filter... 69 Unit 5: Volunteer Ministry... 71 Updating Security Profiles... 72 Renaming Attribute Categories... 75 Adding Volunteer Attributes... 77 Adding Qualifications... 78 Editing/Deleting Attributes and Qualifications... 79 Creating Volunteer Positions... 81 Entering Serving Opportunities... 83 Linking Volunteer Groups with Small Groups... 87 Adding Attributes and Qualifications to an Individual s Profile... 88 Volunteering for Open Positions... 90 Assigning Individuals Who Apply for Open Positions... 93 3

Contents Recruiting Volunteers... 95 Managing Volunteer Involvement... 99 Unit 6: Connections... 101 Completing Contact Assignments in Access ACS... 102 Logging Attempted Contacts in Access ACS... 104 Viewing the Directory of Outreach Contact Assignments in Access ACS... 105 4

Introduction to This Guide Introduction to This Guide Access ACS is the web companion to the ACS People Suite program. Through Access ACS, an organization can provide member and guest access to profile records, receive online gifts, allow members to sign up and pay for events, and search for volunteer opportunities. In this guide, you will learn basic setup and administrative functions. This guide includes the following concepts: Getting Started with Access ACS Administering your Access ACS Account Small Groups Online Giving and Event Registration Volunteer Ministry Reference Materials 5

Unit 4: Online Giving and Event Registration Access ACS provides tools for members and non- members to give online and register for events. Event registration can be customized to include paying and non- paying events. Both the online giving and event registration features require a compatible merchant account in order to process payments online. In this unit, we will cover the following concepts: Adding Online Transactions Merchant Accounts Online Giving Setup Giving Online Reports Importing Online Gifts to ACS Contributions Event Registration Initial Configuration Setting up an Event Approving Events in Access ACS Registrations Editing and Canceling Events Managing Individual Registrations Generating Event Reports Exporting Event Registration Information Viewing Event Transactions 6

Adding Online Transactions This lesson shows you how to add online transactions in Access ACS. To add online transactions 1. Point to the Admin tab, then click Add New Features. 2. Click Enable Online Giving. Figure 1: Admin - Add New Features Figure 2: Enable Online Giving Useful Information You must establish a merchant account in order to process online transactions. 7

Merchant Accounts Merchant accounts let you accept online payment by credit card, debit card, and electronic check. To set up costs for events in Event Registration and to use the Online Giving feature, you must have an approved merchant account from one of the following Access ACS compatible providers: Vanco Services Sage IATS TSYS Authorize.Net PlugNPay If you do not have a merchant account from one of the compatible providers, you can sign up for a merchant account through Access ACS. Useful Information To process debit cards, you will need an ACS Pay Plus account. After selecting a compatible merchant account provider, you must submit your merchant account profile to ACS Technologies for processing. After ACS processes your merchant account, it displays on the Merchant Account Profile page. 8

To sign up for a merchant account 1. Point to the Admin tab, then click Merchant Account Profile. Figure 3: Admin Panel 2. Click Get Started. 3. Fill in the fields on the page; fields marked in red are required to submit the form. 4. Click Submit. If you have a merchant account with the electronic check option, you can select electronic check payment. You can only select the payment options that your merchant account provider accepts. For example, if your merchant account provider only accepts Visa and MasterCard payments, only select Visa and MasterCard from the payment options. You will receive a notification e- mail after your merchant account is processed. If you have questions about your merchant account, contact your merchant account provider. If you have any questions about your merchant account or this process, you can contact us at customercare@acstechnologies.com or through the ACS Technologies Support Services at 1-800- 669-2509. 9

Adding an Additional Deposit Account You can add an additional deposit account to your merchant account. One reason to add another deposit account is to provide a way to use multiple bank accounts for Online Giving transactions or Event Registration transactions. To add a new deposit account 1. Point to the Admin tab, then click Merchant Account Profile. 2. Click Add New Deposit Account. 3. Download and fill out the Additional Deposit Account form. Fields marked with an asterisk are required. 4. Submit the form either by fax at 953-983- 8665 or through secure upload at https://www.vancoservices.com/descure/cs_upload.htm. 10

Online Giving Setup With Online Giving, your members can make contributions in Access ACS with credit cards, debit cards (depending on your merchant account provider), or electronic checks. After your merchant account is approved and you sign up for Online Giving, your members can make contributions in Access ACS. To set up general preferences 1. Point to the Admin Overview page, under Giving Summary, then click Online Giving Setup. Figure 4: Online Giving Setup 11

2. On the General tab, to let guests participate in online giving, select Public. Do not select this option if you do not want guests to participate in online giving. 3. To enable recurring contributions, select Scheduled Giving. 4. To let users view summary giving information, select Summary Information. 5. Select Credit and Debit Cards, Debit Cards Only, or Electronic Check to set up which type of payment(s) you accept for online giving. Note, if you select Credit and Debit Cards you will not be able to select Debit Cards Only and vice versa. 6. Click Save. Figure 5: Online Giving Setup General 12

To set up funds 1. Point to the Online Giving Setup page, then click the Funds tab. 2. Click Manage List. 3. Select the funds that you want to let individuals make online contributions to. 4. Click Save. Figure 6: Manage List 5. To change the order of the funds, on the Funds tab, drag and drop the funds in the order you want them to display online. 13

To set up the Online Giving Receipt statements 1. On the Online Giving Setup page, click the Receipts tab. 2. To enter the online giving statement for regular online transactions, select the Payments Processed tab. 3. Enter the Subject, Message Header, and Reply To Information. 4. Enter a Reply- to- Friendly Name. This name displays in the Reply to box when an individual receives a receipt confirmation e- mail. 5. Click Save. 6. To enter the recurring payments receipt notification, select the Recurring Payment Setup tab. Repeat steps 3-5. 14

Figure 7: Online Giving Receipts 15

Giving Online This lesson shows you how member and guests can give online in Access ACS. Access ACS offers two options for online giving: Give Now Enter new contributions. Manage Scheduled Giving Add, edit, or delete recurring gifts without having to go through your contributions. To enter a new contribution 1. Point to the Giving tab, then click Give Now. Individuals can also give from their own overview pages. On the My Overview page, under My Giving Summary, click Give Now. 2. Enter how much you would like to give. 3. Indicate whether the gift is a One Time or Recurring gift. Select Recurring to make your contribution automatically until a certain amount or number of payments is met. 4. Enter the date for the gift to be processed. 5. Click Continue. 6. The gift can be for one fund or can be distributed among the available funds allowed. Enter the correct amounts until the total amount of the gift is balanced. 7. In the Optional Memo field, enter notes about the contribution. For example, Money is to be used to fix the sanctuary roof. 8. Click Continue. 9. Choose the desired payment method. Select Add New Payment Method to create another credit card or ACH check account to use with online giving. 10. Click Continue. 11. Review the gift information. If the information is correct, click Process Gift. If the information is not correct, click Back to make corrections. 12. Print or review the receipt. 13. To add more contributions, repeat steps 3-13. 16

Figure 8: Give Now - Enter New Contribution Figure 9: Enter New Contribution Give 17

To enter credit or debit card information 1. Click Add a New Payment Method. 2. Make sure the correct Account Type is selected for the payment method you want to add. 3. Enter your card information. 4. To save the card information for future use, select Save for future use at the top of the form. 5. Click Continue. Figure 10: Payment Information To enter electronic check payment information 1. For Payment Type, select the Checking or Savings. 2. Enter your checking Account Number and the bank s 9- digit Routing (ABA) Number. 18

Useful Information The routing number is printed in the bottom left- hand corner of your check. 3. To save the banking information for future use, select Save for future use at the top of the form. 4. Click Continue. Figure 11: Electronic Check 19

The Manage Scheduled Giving tab displays the date and amount of your next scheduled contribution. On this tab, you can update your credit or debit card information and edit or delete contributions. Useful Information Click Review My Giving History in the right- hand corner to review your giving history. To update your credit or debit card information 1. Point to the Giving tab, then click Manage Schedule Giving. 2. Click Manage Payment Methods on the right- hand side of the page. Figure 12: Scheduled Giving Update Account 3. In the appropriate payment method block, click Edit. 4. Make the appropriate changes to the card information. 5. Click Submit New Payment Method. To edit a contribution 1. Point to the Giving tab, then click Manage Scheduled Giving. 2. Under Actions, click for the contribution you want to edit. 3. Edit the information. 4. Click Update. 20

Useful Information If you cancel a contribution, a message displays informing you that this action cancels all future payments towards this contribution. Click OK. Your inactive giving schedules are also listed on this page. Under Actions, click Activate to reactivate a giving schedule. There are four ways an individual can view their contributions 1. Point to the Giving tab, then click My Giving History. Figure 13: Giving tab - My Giving History 2. On the My Overview page, under My Giving Summary, click My Giving History. Figure 14: My Giving Summary - My Giving History 21

3. Point to the Home tab, click My Profile, then click the My Giving History tab. Figure 15: My Complete Profile - My Giving History 4. On the My Giving History tab, click 10 Most Recent Contributors, Show All, or During Date Range. Figure 16: Click 10 Most Recent Contributors, Show All, or During Date Range 22

Reports The Online Giving Report provides a list of online giving transactions. You can filter the report by date. This lesson shows you how to view Online Giving Reports and Bank Deposit Reports. To view the Online Giving Report 1. Point to the Reports tab, then click Online Giving Reports. 2. The Online Giving Report tab displays. Figure 17: View the Online Giving Report 3. In the From and To fields, enter the date range, or select the dates from a calendar. 4. In the Show drop- down list, select All, Members Only, or Guest Users Only. 5. In the Types drop- down list, select All Transactions, ACH Transactions, or CC Transactions. 6. In the Source drop- down list, select All, Online, or Kiosk. Note: Depending on how your Online Giving is setup, some of the options may not display. 7. Click Go. To view the Bank Deposit Report 1. Point to the Reports tab, then click Online Giving Reports. 23

2. Click the Bank Deposit Report tab (not shown). 3. In the Merchant Account drop- down list, select All Merchants or a specific merchant account to view information about. 4. In the From and To fields, enter the date range, or select the dates from a calendar (not shown). 5. If necessary, enter a Batch Total, BatchID, or Tran. ID. 6. Click Go (not shown). 24

Importing Online Gifts to ACS Contributions ACS. This lesson shows you how to import online gifts to ACS Contributions in Access To import Online Giving contribution postings 1. On the Workbench menu, under Manage Records, on the Contributions tab, select Enter/Post Contributions, and click Go. 2. Select Import Transactions. Figure 18: Import Access ACS Transactions 25

3. Click Access ACS Import. Figure 19: Access ACS Gift Import 4. Select the Transaction Date/Type from the drop- down box. 5. A list of transactions that can be imported display in the Selected for Import box. 6. To move a transaction to the Not Selected for Import box, click on the transaction once, and then click Deselect Record. This moves the selected transaction from the import file to the box at the top of the screen. Transactions not selected for import are held in this status until you choose to import them later. 7. Click Import. 8. Click Close or choose another set of transactions to import from the Select Transaction Date/Type drop- down box. 26

Figure 20: Import Transaction 27

Event Registration Configuration This lesson shows you how to configure event registration in Access ACS. To configure security settings for Event Registration in Access ACS 1. Point to the Admin tab, then click Security. 2. Click the User Profiles tab. Figure 21: Admin Security 3. Click a Lay Leader or Staff profile description to view a list of permissions. 4. In the Event Registration area, grant the right to Event Setup, Delete Event Registration Events, View Registration List, or Event Reports for each user profile that needs events set up for online registration. Figure 22: Administration - Event Registration Setup 28

Useful Information Only Staff profile types or Administrative logins can be granted rights to Delete Event Registration Events. Establish a merchant account in order to process online transactions. If you have a merchant account established for online giving, the same account is used for event registrations. Use an additional deposit account to capture event deposits separately from online giving to make reconciliation easier. 29

If your events occur on more than one campus, you must define each campus. To add a new campus 1. Point to the Events tab, click Events Setup. 2. Click the Campuses tab. 3. Type in the name of each campus, then click Save. Figure 23: Add a New Campus Useful Information Create a campus called Off- campus for events that occur away from your facility. 30

To track events by department, you need to define the departments. To add a new department 1. Point to the Events tab, click Events Setup. 2. Click the Departments tab. 3. Type in the name of each department, then click Save. Figure 24: Add a New Department 31

To submit events for approval by the Events Coordinator in ACS Facility Scheduler, you must set up your calendar preferences. To set up your calendar preferences 1. Point to the Admin tab, then click Options. 2. Under Calendar Preferences, select Use Facility Scheduler. 3. Click Save to accept the changes. Figure 25: Set up Calendar Preferences 32

You can set up one or more individuals as event registration administrators so they can receive e- mails about user registrations. To set up your event registration administrators 1. Point to the Admin tab, then click Options. 2. Under Assign Administrator E- mail, enter the e- mail address for any individual that will receive event registration notifications. 3. Select Event Registration. 4. Click Add. 5. Repeat steps 1-4 above to add additional event registration administrators. Figure 26: Assign Event Administrator E- Mail 33

Setting up an Event Expert. This lesson shows you how to set up an event in Access ACS with the Event Setup To set up an event 1. Point to the Events tab, then click Events Setup. 2. Click Create New Event. Figure 27: Admin - Event Registration Setup Useful Information The following event registration lesson demonstrates the functionality of the program when it is not integrated with the ACS Facility Scheduler. If your church uses the ACS Facility Scheduler with Event Registration, additional fields display to guide users through entering information on the event for the church calendar. 34

3. Enter the Event Name. 4. Enter the Start Time and End Time of the event. This is not the registration period for the event. This is the date and time of the actual event. 5. Enter any other event details. 6. Select Notify me when registration changes occur if you want the contact for the event to receive an e- mail summary each time changes occur such as new registrants, cancellation requests, or other registration changes occur. 7. To display the event on the public search page, select Yes. Select No if you do not want the event to display on the public search page. 8. Click Browse to locate a picture on your hard drive or network. Click Upload to upload the picture and display it with the event. 9. Enter the Event Description. 10. Click Next. 35

Figure 28: Event Setup Expert 36

11. Select whether to allow users to make payments for each registration period. Select Allow Payments for Each Registration Period if you want to allow users to make partial payments for events that have large costs involved. 12. Select Add Registration Period and enter the information. Repeat this step for every registration period related to the event. Figure 29: Add/Edit Registration Period 13. Enter a deposit amount to require users to make a minimum payment to register for the event. When completing the registration process, users can make an initial deposit payment, pay an amount of their choice between the deposit and full cost of the event, or pay the event cost in full. Enter 0 in the deposit amount field if you want to allow payments without requiring a minimum deposit. Useful Information Registration periods can be used for early registration discounts or late registration rates. They can be used to apply restraints to sign up for different versions of the event with different costs. 14. Select the payment options. 15. Enter the GL Code you want to use to track the deposits and payments for this event. 16. Select Do Not Allow Refunds After to enter a refund deadline and custom message. The refund deadline and custom message both display when a user registers for the event. 17. Select whether users can register guests. 37

18. Click Next. Figure 30: Event Setup Expert 38

19. Enter the maximum number of participants for the event. If you want to reserve spots, enter a quantity. 20. In the New Rule field, enter any restrictions, limitations, or instructions. Click Add Rule. 21. Enter a description for any downloadable forms or materials, such as Medical Release Form, that you want to include with the activity. Click Browse to find files on your hard drive or network. Click Upload to attach the files to the activity. 22. Select to Collect additional custom information from the registrant as part of the registration process or select to Allow registrants to order additional supplies for this event, such as T- shirts or books. 23. Click Next. Figure 31: Event Setup Expert 39

24. Use custom questions to gather any information you need for your event. There are an unlimited number of custom questions that can be set up for each event. Custom questions are optional. In the Question field, type the question or text regarding the information you are gathering. 25. In the Answer Type drop- down list, select the question type. Date of Birth- special field that reads date of birth from ACS People. If the registrant s date of birth is stored in ACS, it is automatically entered as the person registers. If not, the individual will enter the correct date of birth. Gender- special field that reads gender from ACS People. If the registrant s gender is stored in ACS, it is automatically entered as the person registers. If not, the individual will enter the correct gender. List of Options Provide choices for the registrant to select. Paragraph Text Provides registrants a text box to enter information. Single Line Text Provides registrants a one line box to enter information. Yes or No Let the registrant select yes or no. Note: If you select List of Options, in the Options field, enter the choices. Enter each choice as a separate line (see example on the next page). 26. If the question must be answered for event registration purposes, select Required. 27. Click Add Question. To add more questions, repeat steps 25-28 for each question. 28. Click Next. 40

Figure 32: Event Setup Expert - Custom Question Figure 33: Custom Question Option Box Example 41

29. Supplies are optional costs related to an event that an individual can select to add to the registration total. Supplies can also be free if you are only interested in collecting information. Enter a Description for the supply item. 30. In the Supply Capacity field, enter the total number of the item available for purchase. 31. Enter the Cost Per Unit and the Tax Rate (if taxable). Useful Information Tax is entered as a decimal amount. For example, 6% tax is entered.06. 32. Upload an image of the item. Useful Information Images can be.jpeg,.gif,.png, or.jpg format and cannot be more than 10 MB in size. The browser will not accept TIFF files because they are not compressed images. 33. Click Add Supply. Repeat steps 29-32 for each supply item. 34. Click Next. Figure 34: Event Setup Expert - Add Supply 42

35. Select to confirm the event. 36. Click Finish. Figure 35: Event Setup Expert - Confirm Event Useful Information Select Click here to confirm the event to allow individuals to sign up to immediately confirm the event and begin registration. Do not select this option if you want to update or add to event details before registration begins. This option is available to staff with the appropriate permission levels to login and approve events. 43

Figure 36: Event Setup Expert Summary Sub- events are optional events within an event registration. For example, in our Cool Kidz Summer Camp, additional options for horseback riding and river tubing are offered, but each comes with its own set of costs, permissions, custom questions, and supplies. When you set up a sub- event, the individual who registers for the original event can choose to take part in the extra activity, answer questions about that sub- event, and apply the total cost to the overall event registration. To set up sub- events 1. Point to the Events tab, then click Events Setup. 2. Click the event that you want to add a sub- event to. 44

3. Click Add Sub- Event. Figure 37: Admin Event Registration Setup Figure 38: Add Sub- Event Use the Event Setup Expert to set up your sub- event. 45

Approving Events in Access ACS This lesson shows you how to approve events in Access ACS. To approve an event 1. Point to the Events tab, then click Events Setup. 2. Click Pending beside the event in the list. 3. The status of the event changes from Pending to Confirmed. Figure 39: Approve an Event 46

Registrations This lesson shows you how members and non- members can register for events in Access ACS. To register for an event (Access ACS user) 1. On the Home page, under I Want to View, click Available Registrations. Figure 40: Available Upcoming Events 2. Find the event you want to register for in the list. 3. Click Register. Figure 41: Upcoming Events List Register 47

4. Click Next. Figure 42: Event Details Register 5. Select a registration period for each individual to register. 6. Need to update attendee information? Click the edit link next to each attendee name to quickly change name, address, phone, or e- mail information. 7. Click Add to register named guests. This option displays if you select Allow guests with names to register option in the event setup. Figure 43: Register Guests 48

8. Enter the quantity of unnamed guests you want to register. This option displays if you select Allow registrants to register guests (number of guests only). 9. Click Next. Figure 44: Register Attendees 49

10. If you entered a date after which no refunds can be allowed, a message displays. Click Continue. 11. Enter the quantity of optional items. 12. Click Next. Figure 45: Supplies 50

13. Complete any custom questions. 14. Click Next. Figure 46: Custom Questions 51

15. Select the payment amount. Individuals can choose to pay the total due, the minimum deposit (calculated if more than one individual is registered), or an amount of their choice that is greater than the minimum deposit but less than the total due. Figure 47: Select Payment Amount 16. Review the information. 17. Click Next if the information is correct. Figure 48: Review Information 52

18. Select a payment method. 19. Click Next. Figure 49: Select Payment Method 20. If paying online, enter the payment options and click Submit Changes. If paying in person or by mail, click Next. 21. Click Print Receipt. 22. To recommend the event on Facebook, click. 23. To send a message through Facebook to selected friends, click. 24. Click Sign Out when you complete registering for the event and want to exit. Click View My Account to return to the individual s overview screen. Figure 50: Print Receipt 53

To register for an event (non- user) 1. On the Web site or e- mail, click the event registration link. Figure 51: Event Registration Link 2. Find the event in the list. Click Register (not shown). 3. Select the Create an Account tab. 54

4. Enter the required information. Fields marked with an asterisk are required. 5. Click Sign Up and Register. Figure 52: Register as a Guest- User After you click Sign Up and Register, the registration process for non- users is the same as for Access ACS users. Proceed with registration steps from the first procedure of this lesson. 55

To register an individual for an event (Staff Entry) 1. Point to the Events tab, then click Events Setup. 2. Find the event in the list. Click Register. Figure 53: Register an Individual 3. Enter the first few letters of the registrant s first and last names. 4. Click Run Search. 5. Click Register. Figure 54: Locate the Individual to Register After you click Register, the registration process an individual is the same as for Access ACS users. Proceed with registration steps from the first procedure of this lesson. 56

Editing and Canceling Events This lesson shows you how to edit and cancel events in Access ACS. To edit an event 1. Point to the Events tab, then click Events Setup. 2. Click the Event Name you want to edit. 3. On the Summary page, click Edit Event. Figure 55: Edit an Event 4. Follow the steps for setting up an event to access the information you want to edit (not shown). 57

To cancel an event 1. Point to the Events tab, then click Events Setup (not shown). 2. Click for the event that you want to cancel. 3. Click OK. Figure 56: Cancel an Event Figure 57: Cancel an Event Confirmation 58

Managing Individual Registrations This lesson shows you how to manage individual event registration records. You can apply payments made in person to an individual account, print receipts, e- mail participants, cancel an individual previously registered and apply refunds. To apply payments made in person to an individual account 1. Point to the Events tab, then click Events Setup. 2. Click the Seats Sold link that corresponds to the event in which the individual is registered. Figure 58: Apply Payment to Individual 3. Select the individual or individuals to apply a payment for. Click Enter Payments to search for the individual if the registration list is more than one window in length. 59

Figure 59: Choose Amount Paid 4. Click the Amount Paid link for the individual you want to enter a payment for. 5. Click Enter Payment. 6. Enter the payment amount. 7. Enter the date of the payment. 8. Enter a memo for the payment, such as a check number, paid in cash, or a description of the payment. 9. Click Process Payment. Figure 60: Process Payment 10. To print a record of the transaction for the individual, click Print Receipt. 11. To edit the individual payment, click the icon. 60

Useful Information Use the Enter Payment option to record any adjustment to the total balance of an individual s registration. The feature is useful for recording credits applied because of staff discounts, credits to the registration earned through fund raising efforts, or adjustments from donor contributions to defray the cost of the event for the individual. All payments applied by administrators in Access ACS to an individual registration record display on the user event record when the users log into their accounts. To print a receipt for a payment applied to an individual registration 1. Point to the Events Tab, then click Events Setup. 2. Click the Seats Sold link that corresponds to the event in which the individual is registered. 3. Click the Receipt link. Figure 61: Print Individual Receipt 61

To send a mass e- mail to an individual registrant or to all registrants 1. Point to the Events tab, then click Events Setup (not shown). 2. Click the Seats Sold link that corresponds to the event. Figure 62: Event Setup Expert - Email Registrants 3. Select the individuals to include in e- mail list. To select all individuals, select the box next to the word Registrant. Figure 63: Event Setup Expert - Choose E- mail Recipients 62

4. Click Send E- mail. 5. Enter the e- mail subject and complete the body of the e- email. Use Insert to place custom fields to personalize the e- mail message for each recipient. 6. Click Check Spelling. 7. Click Send Message. Figure 64: Send a Mass E- mail 63

To cancel an individual s registration 1. Point to the Events tab, then click Events Setup. 2. In the Seats Sold column, click the number next to the event that the individual is registered for. Figure 65: Cancel an Individual's Registration 3. Click Cancel for the individual that you want to cancel. 4. Click OK (not shown). Figure 66: Cancel an Individual's Registration 64

To refund an online payment 1. On the Event Status page, click Pending Refund beside the individual requesting a refund. 2. Review the refund information. 3. Click Process Refund. Useful Information Be aware that you incur transaction fees from your merchant account provider when you collect online payments or issue refunds for online transactions. 65

Generating Event Reports This lesson shows you how to generate event reports in Access ACS. To generate an event report 1. Point to the Reports tab, then click Event Reports (not shown). 2. Click the Reports tab. 3. Select the Report Type. 4. Select the filtering criteria, such as date range, specific event, and registrant. 5. Click View Report to view the report in the Web browser or click Export to Excel to open the report as a Microsoft Excel spreadsheet. Figure 67: Generate an Event Report 66

Exporting Event Registration Information This lesson shows you how to export event registration information in Access ACS to Microsoft Excel. To export event registration information 1. Point to the Reports tab, then click Event Reports (not shown). 2. Click the Export tab. 3. Select the event to export. 4. Select the fields to export. 5. Click Export to Excel. Figure 68: Export Event Information 67

Viewing Event Transactions This lesson shows you how to view, print and export event registration transactions. To view event registration transactions 1. Point to the Reports tab, then click Event Reports. 2. Click the Transactions tab. 3. Select the start date and end date to view for the range of transactions. 4. Select the event to view. 5. Choose whether or not to include online payments in the transaction list. 6. Click Go. 7. To print the transaction list, click Print. Figure 69: View Event Transactions 8. To export the grid to Microsoft Excel, click Export Grid. 68

Using the Event Registration Filter The Event Registration Filter lets you quickly view registration information and keep up to date on the status, registrations, cancellations, guest lists, registration periods and sub- events for all events. In addition to being able to quickly filter event information, you can copy current event lists to activity, class or small group rosters To use the Registration Filter 1. Point to the Events tab, then click Registrations. 2. Select the event you want to view or filter. 3. Check the boxes of your choice under the headings: Status, Date Registered, Date Cancelled, Guest, Registration Periods, and Sub- Events. You can use any combination of selections in order to return the exact view of the event you need. Figure 70: Registration Filter 69

Useful Information Each time you choose a different filter (check box) on the left, the view for the event will change automatically. To copy and event roster to an activity, class or small group roster 1. Use a filter to view the list of individuals on the screen for the event. 2. Select the box next to Registrant to include all individuals on the screen, or select each individual. 3. From the I want to drop- down box, select Copy to Activity Group, Copy to Class Roster, Copy to Small Group, or Export to Excel. 4. Click Go. 5. Follow the on screen instructions and click Submit. Useful Information Only individuals who have a record in Access ACS can be copied to a roster. Guest users and guest registrations cannot be copied to a roster. 70

Unit 5: Volunteer Ministry Unit 5: Volunteer Ministry With Access ACS Volunteer Ministry, an organization can enter and maintain a complete list of serving opportunities where individuals can search and express interest. Members can search for serving opportunities that fit their profile or they can view a comprehensive list of all opportunities open for recruitment. When an individual expresses interest, an email is sent to the ministry leader for follow- up. Serving opportunities can be for single events on a specific date or recruitment for opportunities can be ongoing. This unit covers the following concepts: Updating Security Profiles Renaming Attribute Categories Adding Volunteer Attributes Adding Qualifications Editing/Deleting Attributes and Qualifications Creating Volunteer Positions Entering Serving Opportunities Linking Volunteer Groups with Small Groups Adding Attributes and Qualifications to an Individual s Profile Volunteering for Open Positions Assigning Individuals Who Apply for Open Positions Recruiting Volunteers Managing Volunteer Involvement 71

Unit 5: Volunteer Ministry Updating Security Profiles This lesson shows you how to update security profiles in Access ACS. To update a security profile 1. Point to the Admin tab, then click Security. 2. Click the User Profiles tab. Figure 71: Admin - Security Figure 72: User Profiles 3. Click a profile. 72

Unit 5: Volunteer Ministry 4. Set up the appropriate function and data rights for each user profile. Figure 73: Grant/Deny Rights Figure 74: Grant/Deny Rights 73

Unit 5: Volunteer Ministry 5. Grant the Define Positions security right for staff level profiles. Member or lay leader profiles do not have this section of rights. Figure 75: Grant Define Position Right to Staff Profiles 74

Unit 5: Volunteer Ministry Renaming Attribute Categories Access ACS includes a number of attributes to help people find ministry opportunities that fit their abilities and interests. These attributes are arranged in categories based on the SHAPE (Purpose- Driven Church) model. These categories can be renamed to fit the structure of your organization. To rename attribute categories 1. Point to the Serving tab, then click Setup. Figure 76: Serving Setup Useful Information You can access this page from the Admin tab. Point to the Admin tab, then click Serving Setup. 75

Unit 5: Volunteer Ministry 2. Click the Attributes tab. 3. Click the category tab you want to rename. Figure 77: Change Category Name 4. Click Change Category Name. 5. Enter the new name (not shown). 6. Click Save (not shown). 76

Unit 5: Volunteer Ministry Adding Volunteer Attributes Volunteer attributes are the gifts, talents, abilities and qualifications that an individual has for serving. This lesson shows you how to add volunteer attributes in Access ACS. To add a volunteer attribute 1. Point to the Serving tab, then click Setup (not shown). 2. Click the Attributes tab, then click the category tab you want to add an attribute to. 3. Click Add Attribute. Figure 78: Add an Attribute 4. Enter the attribute name. 5. Enter the attribute description. 6. Click Update. Figure 79: Add an Attribute Update 77

Unit 5: Volunteer Ministry Adding Qualifications Qualifications are steps or processes that must be completed before someone is allowed to serve in a specific position. To add qualifications 1. Point to the Serving tab, then click Setup (not shown). 2. Click the Qualifications tab. Figure 80: Add a Qualification 3. Click Add Qualification. 4. Enter the qualification name. 5. Enter the qualification description. 6. Click Update. Figure 81: Add a Qualification Update 78

Unit 5: Volunteer Ministry Editing/Deleting Attributes and Qualifications This lesson shows you how to edit and delete attributes and qualifications. To edit existing attributes or qualifications 1. On the Attributes or Qualifications tab, click for the item you want to edit. Figure 82: Edit an Attribute or Qualification 2. Edit the name, description, or active flag. 3. Click Update. 79

Unit 5: Volunteer Ministry To delete attributes or qualifications 1. On the Attributes or Qualifications tab, click for the item you want to delete. Figure 83: Delete an Attribute or Qualification 80

Unit 5: Volunteer Ministry Creating Volunteer Positions Positions are the generic roles that your volunteers fill. This lesson shows you how to create volunteer positions in Access ACS. To add volunteer positions 1. Point to the Serving tab, then click Setup. 2. On the Positions tab, click Add. Figure 84: Add a Position 81

Unit 5: Volunteer Ministry 3. Enter the position name. 4. Enter the position description. 5. For Show position with, select Opportunities. 6. On the Attributes and Qualifications tabs, select the appropriate attributes and qualifications. 7. Click Save. Figure 85: Add a Position Useful Information Position descriptions should be general. When you add positions in a serving opportunity, you can rename the description. For example, if you create a position titled cook, you can avoid creating several more detailed positions such as morning cook, lunch cook, and special event cook. As you design your serving opportunities, you can use the generic position cook and rename it for the particular service area. Create several similar positions only if each one requires a different set of attributes and qualifications. 82

Unit 5: Volunteer Ministry Entering Serving Opportunities Entering opportunities is different from creating positions. Opportunities are the serving ministries and often involve several positions. This lesson shows you how to enter serving opportunities in Access ACS. Terminology Positions are the roles volunteers fill, such as nursery worker or keyboard player. Opportunities are the specific instances in which volunteers fill those roles, for example, as a nursery worker at the 9 A.M. worship service or a keyboard player at the 9 A.M. worship service. To enter serving opportunities 1. Point to the Serving tab, then click Add Opportunity. Figure 86: Serving - Add Opportunity 83

Unit 5: Volunteer Ministry 2. Under Opportunity Details, enter the Opportunity Name. This is the program or event the volunteers will serve. 3. Enter a Description of the opportunity. 4. Enter the last date that people can volunteer for the opportunity. 5. Indicate if you want to make the opportunity available to volunteers. 6. Indicate if childcare is provided. 7. Indicate if the opportunity is associated with a specific small group. You will learn more about this in the next lesson. 8. To locate and select the supervisor or leader responsible for the opportunity, click Find. 9. Enter a few letters of the last and first names of the leader of the opportunity (not shown). 10. Click Find (not shown). 11. Click Select (not shown). 12. Enter a Contact Method. Figure 87: Create a New Serving Opportunity 84

Unit 5: Volunteer Ministry 13. Under Add Positions for People to Serve, select a Position. If you think the position name is confusing for a volunteer, enter an Alternate Position Name. 14. Enter the number of volunteers you want to serve in that position, or select Unlimited Positions to always leave recruitment open. 15. Select the position options: a. Urgent Position Use for openings you need to fill immediately. If selected, a yellow exclamation icon displays next to the position on the Current Opportunities tab. b. Featured Position Use for openings that deserve special attention. If selected, the position displays at the top of the Current Opportunities tab. c. Accept Sampling Use to allow the position to be filled on an interim basis. There are times when the person serving wants to try a position temporarily before making a permanent commitment. 16. Select the Occurrence of the position. 17. Select the dates, times, and days that the volunteer is needed. 18. Click Add Position. Repeat steps 13-18 for each position involved in the opportunity. Figure 88: Add Positions for People to Serve 85

Unit 5: Volunteer Ministry 19. Under Report to Location, enter the address information of the location where the volunteer will serve. Figure 89: Report to Location 20. Under Schedule Reminder Message, select Send E- mail to assigned volunteers if you want volunteers to automatically receive an e- mail reminder for the opportunity. 21. If you select to send a reminder e- mail, select when to send the e- mail. 22. Enter the body of the reminder message. 23. Click Save. Figure 90: Schedule Reminder Message Useful Information To immediately recruit volunteers for this opportunity, select I would like to recruit volunteers after saving this opportunity. 86

Unit 5: Volunteer Ministry Linking Volunteer Groups with Small Groups Volunteer teams often also function as small groups. You can link any serving opportunity to a small group in Access ACS. As you recruit volunteers, the recruits are automatically enrolled in the small group. Useful Information You must create the small group before completing the linking process. To link a volunteer opportunity to a small group 1. Set up a new serving opportunity. Refer to the procedures in the Entering Serving Opportunities lesson. 2. Under Opportunity Details, in the Associate with Small Group drop- down list, select the small group that the serving opportunity is associated with. 3. Complete the setup for the serving opportunity. 87

Unit 5: Volunteer Ministry Adding Attributes and Qualifications to an Individual s Profile This lesson shows you how to add attributes and qualifications to an individual s profile in Access ACS. To add attributes or qualifications to an individual s profile 1. On an individual s profile page, on the View Individual tab, click the Serving tab. 2. In the Attributes section, click Add Attributes. Figure 91: View Individual Add Attributes 88

Unit 5: Volunteer Ministry 3. Select the tab where the attribute or qualification is located. 4. Select the attribute or qualification. 5. Click Save. Figure 92: Add an Attribute or Qualification 89

Unit 5: Volunteer Ministry Volunteering for Open Positions This lesson shows you how users can volunteer for open positions in Access ACS. To volunteer for an open position 1. On the My Overview page, under I Want to View, click Available Serving Opportunities, or point to the Serving tab, then click Search Opportunities. Figure 93: My Overview - Available Serving Opportunities 2. In the Show all opportunities drop- down list, select Show opportunities that are similar to my profile to filter the list to show opportunities that match at least one attribute in your profile. 3. Click the more details link to view the details of an opportunity. 90

Unit 5: Volunteer Ministry Figure 94: Current Opportunities 4. Select I would like to try serving before committing if you re not sure of the fit and would like to test the waters before committing. 5. To send an e- mail to the leader of the serving opportunity, click I m Interested on the Current Opportunities page or the Position Details page. 91

Unit 5: Volunteer Ministry Figure 95: Position Details - I'm Interested Useful Information The five stars displayed on featured opportunities show how well the opportunity matches your profile. More stars mean a better match. 92

Unit 5: Volunteer Ministry Assigning Individuals Who Apply for Open Positions This lesson shows you how to how to assign individuals who apply for open positions in Access ACS. To assign an individual to an open position 1. On the My Overview page, under My Opportunities, click the opportunity. Figure 96: My Overview - My Opportunities 93

Unit 5: Volunteer Ministry 2. Select the individuals you want to accept or reject. 3. Enter a message to send to the prospective volunteer(s). 4. Click Accept or Decline. Figure 97: Manage Volunteers - Accept or Decline 94

Unit 5: Volunteer Ministry Recruiting Volunteers The recruiting tool in Access ACS is an advanced search to help you find individuals who match a specific set of attributes, qualifications or a combination of both in order to invite them to serve in a ministry. This lesson shows you how to recruit volunteers in Access ACS. To search for qualified volunteers 1. Point to the Serving tab, then click Volunteer Search. Figure 98: Serving - Recruit Volunteers 2. Select the Opportunity Name and Position. 3. Click Find Matches. Useful Information To search for matches with a specific attribute, qualification, or availability, click Advanced Search, specify the criteria, then click Find Matches. 95

Unit 5: Volunteer Ministry 4. Select the volunteers. 5. Click Send Invite. Useful Information To assign these volunteers without sending an invitation e- mail, click Assign to Position. Figure 99: Volunteer Recruitment - Send Invite 96

Unit 5: Volunteer Ministry 6. Select a notification preference. 7. Click Next. 8. Verify the e- mail information. 9. Click Send Message. Figure 100: E- mail Options Figure 101: Send Message 97

Unit 5: Volunteer Ministry To select volunteers who have not submitted online requests 1. Point to the Serving tab, then click Volunteer Search. 2. Select the Opportunity Name and Position. 3. Click Select a Person. Figure 102: Volunteer Recruitment - Select a Person 4. Enter the first few letters of the first and last names of the volunteer you are recruiting. 5. Click Run Search. 6. Click the volunteer name. Figure 103: Run Search 98

Unit 5: Volunteer Ministry Managing Volunteer Involvement This lesson shows you how to view or edit volunteer involvement by opportunity. 1. Point to the Serving tab, then click Manage Volunteers. 2. Select the opportunity. 3. If necessary, click Recruit to recruit volunteers. For more information about this process, see Recruiting Volunteers. 4. In the Volunteers section, in the I want to drop- down list, select to add comments, print information, or send a message. 5. Under Interested Volunteers, accept or decline volunteers. 99

Unit 5: Volunteer Ministry Figure 104: Manage Volunteers 100

Unit 6: Connections Unit 6: Connections You can view and respond to Connections assignments from ACS Connections through Access ACS. Partnering ACS Connections with Access ACS lets you reach interested visitors and members in need. Connection assignments can be viewed on a summary page to ensure that staff and lay leaders involved in connecting ministries can quickly follow up with their prospects. This unit covers the following concepts: Completing Contact Assignments in Access ACS Logging Attempted Contacts in Access ACS Viewing the Directory of Outreach Contact Assignments in Access ACS 101

Unit 6: Connections Completing Contact Assignments in Access ACS This lesson shows you how to complete contact assignments in Access ACS. Terminology Outreach Connections These are directly linked to the Connections module in the ACS desktop. Small Groups Connections These are designed to connect individuals with a small group. To complete a contact assignment 1. On the My Overview page, under My Assigned Outreach Connections, click the name of the individual with whom the contact was made. Figure 105: My Overview - My Outreach Connections Useful Information The My Assigned Outreach Connections section only displays current, incomplete connections. To view all connection assignments, click View More. 102

Unit 6: Connections 2. Under Enter Results, enter the date the contact was made. 3. Highlight applicable responses and click. 4. Enter additional comments. Useful Information Train your staff and volunteers to preface their comments with their initials. This makes it easy to determine who to approach if clarification is needed. 5. Under What are the results of the contact, select Close Connection. 6. Click Save. Figure 106: Complete a Contact Assignment 103

Unit 6: Connections Logging Attempted Contacts in Access ACS To log attempted contacts in Access ACS, follow the steps in the previous lesson titled Completing Contact Assignments in Access ACS. Under What are the results of the contact, select Keep Connection Open. Figure 107: Keep Connection Open 104

Unit 6: Connections Viewing the Directory of Outreach Contact Assignments in Access ACS The directory of outreach assignments is a comprehensive list of all assignments made for a particular date range. The list displays the leaders assigned to make contacts, the total number by individual, whether the contact was made or not, and whether there are overdue contacts. You can use this list to make sure that your staff and leaders are accountable for following up with their contacts. Not every user has access rights to view a directory of outreach contact assignments. These access rights are usually reserved for staff members or an Access ACS System Administrator. If the following options do not display on your page, contact your Access ACS System Administrator. To view the directory of outreach contact assignments 1. Point to the Directories tab, then click Connections. Figure 108: Directories Connections 105

Unit 6: Connections 2. Click an individual s name to view a list of contacts assigned to that individual. This list includes the contact type (description), due date, and status. Figure 109: Directory of Outreach Connections 106

Unit 6: Connections 3. To view detail information, including responses and comments, click View More. Figure 110: View More Figure 111: Outreach Details 107