Great Ideas

Great Ideas

Meeting Minutes

Posting meeting minutes on your website is a great way to keep general members and board members in the loop and a convenient place for them to go to find information.

Posting Minutes
1.  Create a website content page where the minutes will be presented
2.  Save your minutes as a pdf
3.  On the website page, create the text that will serve as the link to the minutes.  Or you can use a graphic that serves as the link.
4.  Link the text or the graphic to the pdf file that you upload.

Restricting Access
You can limit who has access to website content pages and your minutes.  Create a content page that is restricted to members only.  For board minutes, create a content page that is restricted to contacts with dashboard access.  (All of your board members will need dashboard access.)

Creating Forms For Board Members Only

There may be times when you want to have forms on your site that are restricted to only board members. Examples may include:
  1. plan of works
  2. reimbursement forms
  3. take a board vote
  4. purchase meal for board meeting

To create a form that will be available for board members only, you need to do the following:

1.  Have a custom field that asks: "Are you a member of the board?" 
Typically this custom field is set for "Admins Only" which means that it is not available for parents to see. Admins can edit the custom field at the contact card status. To have the custom field created for your organization, submit a Help Desk Ticket and one of our team members will set it up for you.

2. Create the form and add in the form condition.
  1. Go to Store & Forms / Select the Form / Form Conditions.
  2. Use the drop down menus to set the condition.

Plan of Work

If your parent organization collects Plans of Work, you can use a Membership Toolkit information form to collect all of this information.  Board members love the convenience of doing it online and your President and Treasurer will be able to view requests. Restrict access to the form to only board members so parents not on your board will not see the form.

How To Create a Plan Of Work:
1.  Create a new form:  Store & Forms / Forms / New Form.
2. Include instructions in the preamble so board members know what information you are trying to collect and the purpose of submitting the form:  Form / Description.
3.  Choose the following settings for your form:  Form / Settings - Required? No; One Per Family; As Many as Wanted.
4.  Set up one line item (data field) for each piece of information that you need to collect:  Form / Line Items / Add a Data Field.  
5.  Restrict access to the form for only board members (a custom field is required for this):  Form / Form Conditions.

EXAMPLE:




Faculty Favorites Form

Adding a Faculty Favorites Form to your website is a great way to:
  1. get your faculty to register and purchase membership.
  2. give room parents, grade coordinators, and parents ideas for holiday and year end gifts.

The Faculty Favorites form is an information form or data only form.
The information is collected and can be downloaded in an excel spreadsheet.
The information does NOT self publish on your website so you will need to decide how and where you want it presented. 

Form Settings
Form should be set for one time only and to present one per family.

Form Condition
You will want to place a form restriction or form condition on the form so that only members of your faculty will see the form.  

Ideas for Presenting the Information On Your Website:
  1. Create a word document for each grade that includes the information presented. Save the document as a pdf and then link to the grade level's faculty favorite's document from a page on your website.
  2. Include the information on a content page on your website.
  3. Create a table on your website with the information and you can copy from the excel spreadsheet.  (I don't think this presents as nice as the other options.)

Presenting Information on A Restricted Website Page
Your information can be included on a website content page that is restricted so only families that are logged in to your site will be able to view the content.



Board & Chairman Nomination Forms

Create a form to collect nominations and interest for your board and chairman positions. Set-up the form as either a data form or as a volunteer form.

Using a Data Form

  1. Include data fields (previous experience, information the nominee would like to share with the committee


Using a Volunteer Form

The benefit to creating a Volunteer form to collect nominations is using the Volunteer Report .




Teacher Spending Accounts

Some organizations are able to supply their teachers with an annual spending account so they can buy supplies whenever they want and submit receipts for reimbursement. There is a way to do this so the teachers can log in and:
  1. see how much money they have remaining.
  2. see the receipts and deductions they have made throughout the year.
  3. upload their receipts for reimbursement.
To set this up:
  1. Create an account credit for each teacher with the money that they have available to spend.
  2. Create a SKU for teacher reimbursements that is set up as a custom amount.
  3. Create a form that has the SKU and a data field to submit their receipts. Include other data fields as needed. Possibly even a section for the treasurer to mark notes. 
  4. Restrict the form to only teachers and set it up so an admin is notified anytime the form is submitted. 
  5. Teachers can fill out the form, check out, and apply the account credit to complete their payment.
  6. Teachers will be able to see their balance and history by going to account balance under their User Profile.
  7. If you are using the Accounting Tools, you can set this up with liabilities, account credits, and the appropriate expense accounts.

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