Chapter Administrator's Help Files

Chapter Administrator's Help Files

Chapter Online Resource Management Centre

PEO's Chapter Admin Site homepage

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https://members.peo.on.ca/index.cfm/ci_id/1638/la_id/1.htm

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Online Chapter Administration Centre

1) Introduction to the "Chapter Admin Centre"

2) Users and passwords

Event Calendar Module

3) Event Calendar Guide

4) How to load the Event Calendar on your website

5) Calendar search function

Electronic Newsletter/Email distribution Module

6) Creating an e-Newsletter

7) Email Subscription Lists

Postal Lists

1. Chapter – Introduction to "The Chapter Admin Centre"

Go to the PEO Chapter Site Administration page Hint: You may want to bookmark this page

Enter your username and password. When you are authenticated you will be granted access to the Chapter Site Administrative Centre.

This is the “gateway website” for Chapter webmasters, website content contributors, site managers, calendar event planners and e-Postmasters. From here you will be able to manage your own Chapter Events Calendar, dispatch newsletter via email and manage content on your website. Your Primary Chapter Administrator (the person your chapter selects) can assign rights and user privileges. You do not need to contact PEO for passwords.

Administration

The Primary Chapter Administrator will have access to all modules:

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2. USERS

The Primary Chapter Administrator will have access to all modules:

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Your Primary Chapter Administrator (the person your chapter selects) can assign rights and user privileges. You do not need to contact PEO for passwords.

3. Event Calendar Guide

2. Fill out and submit the "Event Form".

To add an event to the calendar fill out this form and submit. Important Note:

Once you have filled in the fields, click " Submit

". Failure to save the data before "viewing the event" will result in lost data. If you do not saved the data you will have to re-enter the information.

When you Submit

the event will automatically be sent to PEO’s Main Event database.

View this event = This will allow you to preview how this event will be displayed in the pop-up window. View Registrant Listing = Full functionality to come in Phase 2.

Link to Main Calendar = Will show you the event name in the Month view on your Chapter's Calendar. Edit this event = Will allow you to edit event fields.

5. How to load the Event Calendar on your website

You can add a calendar event viewer to your website so visitors can view events by chapter, region or province.

Example Chapter Website Case Study - Chapter Brampton

Option A - "Stand alone"

On your homepage there is a link to the Calendar which will pop up in its own window when clicked. (default)

Option B - Nestled in Site

On your homepage there is a link to the Calendar which will open in the main window frame when clicked.

Homepage Calendar Icons

Insert a graphic image or a title on your chapter's homepage

Right click on image and "Save Picture As..." and copy the image to your image folder or contact [email protected] and ask for assistance.

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5. Calendar Search Function

Visitors to your calendar can search by: | Date | Chapter / Region / Province | Categories |

6. How to create a newsletter dispatch

1. Select Newsletter

2. Select "Create Newsletter"

3. Fill out form and "SUBMIT".

4. What do the fields mean?

1. Select Newsletter

2. Select "Create Newsletter"

3. Fill out form and "SUBMIT".

If you do not submit the information all data entered will be lost. "Submit" does not send the email. It simply saves the information.

4. What do the fields mean?

Fields and their meaning: * indicates mandatory fields

1. Newsletter

Name Name you choose to identify the email content

2. Newsletter Category AGM Events notifications Newsletters Others Surveys

Assists when searching

3. Newsletter

Template * A) Simple You create the entire email content yourself

B) Header and

Footer

Select this option and the the content will be placed in a template created for your chapter.

4. Sender

Alias Name that appears in the "From" field, e.g. Chapter Name

5. Sender

E-mail *

Email box where email that does not reach the intended reciepent is return to: Recommend:"[email protected]"

6. Reply

E-mail

When a receiptient receives an email and hits reply, the reply is redirected to this to this email account. Out of Office replies are also directed to this account.

7. Subject

Line * Text that appears in the subject line of the email.

8. Content HTML * Text Content * PRISM lets you send both HTML and Text content. How the email is displayed is dependen t on how the recipient has set up their email program. Additional Help:

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9. Dispatch

Date * Future date you wish to send this email and email is to be sent.

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Time *

Future date and time this email is to be sent. We recommend email blasts be scheduled between 11:00 p.m. to 6:00 a.m.. 11 . Subscriptio n List * All Chapter Members Algoma List 5 Algoma List 6 Algoma List 7 Algoma List 8 Algoma List 9 Golf Tournament Member Update Weekly Report

See Subscription list.

12 . Test E-mails * Please enter a comma separated list of e-mails to receive test dispatches of this newsletter. (e.g. [email protected], [email protected]. )

To preview the email enter email address here. See: Testing and Dispatching

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7. Email subscription

Lists Administration

Each Chapter has a "Master List" divided into two categories; "Email" and "Postal". Only members wishing to receive email from your chapter will populate your "All Chapter Members" primary list.

Your primary list contains all members wishing to receive correspondence by email.

That main list can be broken down by membership type.

E.g. I only want to an email to EITs

The primary list is made up of PEO licence holders. You can create sub lists of those members, e.g. those members interested in golf, or you can create new subscriptio n lists of non-members, e.g. people in governmen t, media lists, etc.

How do I edit subscription lists?

Identify which subscription list you wish to edit..

8. Generating a Postal List

Postal Lists are created on demand. Each time you extract a list the list will be fresh. All information is updated dynamically. 1. Click on "Postal Lists" .

You can download either your entire postal list, or just those of members who do not subscribe to your electronic newsletter.

Full Postal List = All Members

Post List - nonsubscribers = just those members

who need to receive your newsletter by Canada Post.

This will create a postal list of those EITs who don't subscribe to your electronic newsletter.

* Depending on the size of the list this download can take several minutes.

The Postal List is generated in an Excel Spreadsheet. You can save this file or send it to your printer.

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