access acs 101 day 2: online giving, event registration, serving...

Access ACS 101

Day 2: Online Giving, Event Registration,

Serving & Connections

Copyright

Copyright © 2012 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 2012.1

Last Updated 3/12/2012 12:04 PM

Contents

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Contents Unit 4: Online Giving and Event Registration .............................................................................. 6

Adding Online Transactions ..................................................................................................... 7

Merchant Accounts .................................................................................................................. 8

Online Giving Setup ................................................................................................................ 11

Giving Online .......................................................................................................................... 17

Reports ................................................................................................................................... 25

Importing Online Gifts to ACS Contributions ......................................................................... 26

Event Registration Configuration ........................................................................................... 29

Setting up an Event ................................................................................................................ 35

Approving Events in Access ACS ............................................................................................ 47

Registrations .......................................................................................................................... 48

Editing and Canceling Events ................................................................................................. 58

Managing Individual Registrations ......................................................................................... 60

Generating Event Reports ...................................................................................................... 67

Exporting Event Registration Information ............................................................................. 68

Viewing Event Transactions ................................................................................................... 69

Unit 5: Volunteer Ministry ......................................................................................................... 72

Updating Security Profiles ...................................................................................................... 73

Renaming Attribute Categories.............................................................................................. 76

Adding Volunteer Attributes .................................................................................................. 78

Adding Qualifications ............................................................................................................. 79

Editing/Deleting Attributes and Qualifications ...................................................................... 80

Creating Volunteer Positions ................................................................................................. 82

Entering Serving Opportunities .............................................................................................. 84

Linking Volunteer Groups with Small Groups ........................................................................ 88

Adding Attributes and Qualifications to an Individual’s Profile ............................................. 89

Volunteering for Open Positions ............................................................................................ 91

Assigning Individuals Who Apply for Open Positions ............................................................ 94

Recruiting Volunteers ............................................................................................................ 96

Managing Volunteer Involvement ....................................................................................... 100

Contents

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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

Introduction to This Guide

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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

Unit 4: Online Giving and Event Registration

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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


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Adding Online Transactions

This lesson shows you how to add online transactions in Access ACS.

To add online transactions

1. On the Admin tab, click Add New Features.

Figure 1: Admin - Add New Features

2. Select Enable Online Giving.

3. Click Next.

Figure 2: Enable Online Giving

Useful Information

You must establish a merchant account in order to process online transactions.


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Merchant Accounts

Merchant accounts let you accept online payment by credit 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:

• Sage (preferred provider)

• 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 Sage merchant account. Sage is the only merchant account provider that accepts

electronic checks.

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.


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To sign up for a Sage merchant account

1. On the Admin tab, click Merchant Account Profile.

Figure 3: Admin - Merchant Account Profile

2. Select the Yes if you already have a compatible merchant account gateway. Select I’m

not sure, can you tell me more? If you need more information on establishing a

merchant account.

3. If you selected Yes, enter your merchant account information.

Figure 4: Select a Provider


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Useful Information

Click Download Sage Merchant Account Application to apply for a Sage merchant account.

4. Enter account information (not shown).

5. Click Submit (not shown).

If you have a Sage merchant account with the electronic check option, you can also 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.

You can change your merchant account profile at any time during the ACS Technologies

approval process. You cannot edit your merchant account profile information in Access ACS

after your merchant account is processed. To make any changes after your merchant account

is processed, contact ACS Technologies Support Services at 1-800-669-2509.


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Adding Virtual Terminals

You can have more than one virtual terminal for merchant accounts. This means

you can allocate one for Online Giving deposits and another for Event Registration deposits.

Virtual terminals are only for Online Giving and Event Registration transactions. Virtual

terminals also give you the advantage of separating the deposits on reports with only the

transactional fees involved.

To add a virtual terminal

1. From the Admin tab, select Merchant Account Profile.

2. Select Add A Virtual Terminal.

3. The setup of the virtual terminal will take approximately 3-4 days from the time you

submit the request.

Figure 5: Add A Virtual Terminal


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Adding an Additional Sage Merchant Account

You can add additional an additional Sage Merchant account. One reason to add

another Sage merchant account is to provide a way to use multiple bank accounts for Online

Giving transactions or Event Registration transactions. An additional Sage Merchant account

will be required to use the Kiosk Giving option. You must have a new on premise Sage

account for Kiosks. ACH and Credit Card deposits for Kiosks are kept separate from Online

Giving and Event Registration deposits, making it easier to see exactly where your money is

coming from and how you can maximize it.

To Add an Additional Sage Merchant Account

1. From the Admin tab, select Merchant Account Profile.

2. Select Add a Sage Merchant Account.

3. Enter the Sage merchant account information provided to you after applying.

4. Click Submit.

Figure 6: Add A Sage Merchant Account


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Online Giving Setup

With Online Giving, your members can make contributions in Access ACS with

credit cards 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. On the Admin Overview page, under Giving Summary, click Online Giving Setup.

Figure 7: Online Giving Setup


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2. On the General tab, select Public to let non-members participate in online giving. Do not

select this option if you do not want non-members to participate in online giving.

3. Select Scheduled Giving to enable recurring contributions.

4. Select Summary Information to let users view summary giving information.

5. Select Credit Card, Electronic Check, or both to set up which type of payment(s) you can

accept for online giving. You must have a Sage account to accept electronic checks for

online payments.

6. Click Save.

Figure 8: Online Giving Setup – General


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To set up funds

1. On the Online Giving Setup page, click the Funds tab.

2. Click Manage List.

3. Select the funds that you want to allow individuals to make online contributions to.

4. Click Save.

Figure 9: 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.


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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.

Figure 10: Online Giving – Receipts


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Giving Online

This lesson shows you how member and non-members 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. On the Giving tab, 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 the Amount.

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. A note can be, 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 on screen. 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.


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Figure 11: Give Now - Enter New Contribution

Figure 12: Enter New Contribution – Give


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To enter credit or debit card information

1. Click Add New Payment Method.

2. Enter your Card Number.

3. In the month and year drop-down lists, select your card’s Expiration.

4. Click Submit Changes.

Figure 13: Payment Information

To enter electronic check payment information

1. For Payment Type, select the electronic check.

2. Enter you bank’s 9-digit Routing (ABA) Number and checking Account Number.

Useful Information

The routing number is printed in the bottom left-hand corner of your check.


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Figure 14: Electronic Check


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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. On the Giving tab, click Manage Schedule Giving.

2. Click Manage Payment Methods.

Figure 15: Scheduled Giving – Update Account

3. Make the appropriate changes to the card information.


To edit a contribution

1. On the Giving tab, click Manage Scheduled Giving.

2. Click next to the contribution you want to edit.

3. Edit the information.

4. Click to accept the changes. Click to cancel the change.


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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 three ways an individual can view their contributions

1. On the Giving tab, click My Giving History.

Figure 16: Giving tab - My Giving History

2. On the My Overview page, under My Giving Summary, click My Giving History.

Figure 17: My Giving Summary - My Giving History


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3. On the Home tab, click My Profile, and then click the My Giving History tab.

Figure 18: 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 19: Click 10 Most Recent Contributors, Show All, or During Date Range


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Useful Information

If you select During Date Range, enter start and end dates, then click Go.

Recent online contributions may not display until the transactions are posted to your church’s

financial records.


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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. On the Admin tab, click Admin Reports.

2. In the From and To fields, enter the date range, or select the dates from a calendar.

3. In the Show drop-down list, select Members and Non Members, Members Only, or Non

Members Only.

4. Click Go.

Figure 20: View the Online Giving Report

To view the Bank Deposit Report

1. On the Admin tab, click Admin Reports.

2. Click the Bank Deposit Report tab (not shown).

3. In the From and To fields, enter the date range, or select the dates from a calendar (not

shown).

4. Click Go (not shown).


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Importing Online Gifts to ACS Contributions

This lesson shows you how to import online gifts to ACS Contributions in Access

ACS.

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 21: Import Access ACS Transactions


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3. Click Access ACS Import.

Figure 22: 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.


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Figure 23: Import Transaction


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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. On the Admin tab, click Security.

2. Click User Profiles.

Figure 24: 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 25: Administration - Event Registration Setup


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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 virtual terminal to capture event deposits separately from online giving to make

reconciliation easier.


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If your events occur on more than one campus, you must define each campus.

To add a new campus

1. On the Admin tab, click Event Registration Setup.

2. Click Campuses.

3. Type in the name of each campus, then click Save.

Figure 26: Add a New Campus

Useful Information

Create a campus called “Off-campus” for events that occur away from your facility.


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To track events by department, you need to define the departments.

To add a new department

1. Click Departments.

2. Type in the name of each department, then click Save.

Figure 27: Add a New Department


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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. On the Admin tab, click Options.

2. Under Calendar Preferences, select Use Facility Scheduler.

3. Click Save to accept the changes.

Figure 28: Set up Calendar Preferences


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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. On the Admin tab, click Options.

2. Under Assign Administrator E-mail, enter the e-mail address for any individual that

will receive event registration notifications.

3. Select the Event Registration box.

4. Click Add.

5. Repeat steps 1 - 4 above to add additional event registration administrators.

Figure 29: Assign Event Administrator E-Mail


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Setting up an Event

This lesson shows you how to set up an event in Access ACS with the Event Setup

Expert.

To set up an event

1. On the Events tab, click Event Setup.

2. Click Create New Event.

Figure 30: 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.


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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. Select Yes to display the event on the public search page. 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.


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Figure 31: Event Setup Expert


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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 32: 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.


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18. Click Next.



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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.



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You can 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.

24. 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.

26. 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).

27. In the Required drop-down list, indicate if the registrant is required to complete the

question.

28. Click Add Question. Repeat steps 25-28 for each question.

29. Click Next.


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Figure 35: Event Setup Expert - Custom Question

Figure 36: Custom Question Option Box Example


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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.

30. Enter a Description for the supply item.

31. In the Supply Capacity field, enter the total number of the item available for purchase.

32. 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.

33. Upload an image of the item.

Useful Information

Images can be .JPEG, .GIF, .PNG, or .JPG format and cannot be more than 4mb in size. The

browser will not accept TIFF files because they are not compressed images.

34. Click Add Supply. Repeat steps 30-34 for each supply item.

35. Click Next.

Figure 37: Event Setup Expert - Add Supply


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36. Select to confirm the event.

37. Click Finish.

Figure 38: 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.


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Figure 39: 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. On the Events tab, click Events Setup.

2. Click the event that you want to add a sub-event to.


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Figure 40: Admin – Event Registration Setup

3. Click Add Sub-Event.

Figure 41: Add Sub-Event

Use the Event Setup Expert to set up your sub-event.


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Approving Events in Access ACS

This lesson shows you how to approve events in Access ACS.

To approve an event


2. Click Pending beside the event in the list.

3. The status of the event changes from Pending to Confirmed.

Figure 42: Approve an Event


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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 43: Available Upcoming Events

2. Find the event in the list.

3. Click Register.

Figure 44: Upcoming Events List – Register


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4. Click Next.

Figure 45: Event Details – Register

5. Select a registration period for each individual to register.

6. Use the Edit link next to each attendee name to 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 46: Register Guests


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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 47: Register Attendees


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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 48: Supplies


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13. Complete any custom questions.

14. Click Next.

Figure 49: Custom Questions


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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 50: Select Payment Amount

16. Review the information.

17. Click Next if the information is correct.

Figure 51: Review Information


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18. Select a payment type.

19. Click Next.

Figure 52: 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 53: Print Receipt


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To register for an event (non-user)

1. On the Web site or e-mail, click the event registration link.

Figure 54: Event Registration Link

2. Find the event in the list. Click Register (not shown).

3. Select the Create an Account tab.


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4. Enter personal information.

5. Enter an e-mail address.

6. Enter a confirmation e-mail address.

7. Enter a phone number.

8. Confirm that you meet the age requirement of over 13 years of age.

9. Click Sign Up and Register.

Figure 55: Register as a Guest-User

After clicking 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.


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To register an individual for an event (Staff Entry)


2. Find the event in the list. Click Register.

Figure 56: 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 57: 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.


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Editing and Canceling Events

This lesson shows you how to edit and cancel events in Access ACS.

To edit an event


2. Click the event you want to edit.

Figure 58: Edit an Event

3. On the Summary page, click Edit Event.

4. Follow the steps for setting up an event to access the information you want to edit (not

shown).


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To cancel an event

1. On the Events tab, click Events Setup (not shown).

2. Click next to the event that you want to cancel.

Figure 59: Cancel an Event

3. Click OK.

Figure 60: Cancel an Event Confirmation


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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


2. Choose the Seats Sold link that corresponds to the event in which the individual is

registered.

Figure 61: Apply Payment to Individual

3. Select the individual or individuals to apply a payment. Click Enter Payments to

search for the individual if the registration list is more than one window in length.


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Figure 62: Choose Amount Paid

4. Click the Amount Paid link for the individual you want to enter a payment.

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 check number, paid in cash or a description of

the payment.

9. Click Process Payment.

Figure 63: Process Payment

10. Click Print Receipt to print a record of the transaction for the individual.

11. Click the icon if you need to edit the individual payment.


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Useful Information

You can 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’s 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. On the Admin Tab, click Event Registration Setup.

2. Choose the Seats Sold link that corresponds to the event in which the individual is

registered.

3. Click the Receipt link.

Figure 64: Print Individual Receipt


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To send a mass e-mail to an individual registrant or to all registrants

1. On the Events tab, click Events Setup (not shown).

2. Click the Seats Sold link that corresponds to the event.

Figure 65: 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 66: Event Setup Expert - Choose E-mail Recipients


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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 67: Send a Mass E-mail


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To cancel an individual’s registration


2. In the Seats Sold column, click the number next to the event that the individual is

registered for.

Figure 68: Cancel an Individual's Registration

3. Click Cancel for the individual that you want to cancel.

4. Click OK to confirm (not shown).

Figure 69: Cancel an Individual's Registration


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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.


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Generating Event Reports

This lesson shows you how to generate event reports in Access ACS.

To generate an event report

1. On the Reports tab, 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 70: Generate an Event Report


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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. On the Reports tab, 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 71: Export Event Information


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Viewing Event Transactions

This lesson shows you how to view, print and export event registration

transactions.

To view event registration transactions

1. On the Reports tab, 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.

Figure 72: View Event Transactions

7. To print the transaction list, click Print.

8. To export the grid to Microsoft Excel, click Export Grid.


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Using the Event Registration Filter

The Event Registration Filter allows you to 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. On the Events tab, 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 and registration periods. You can use any combination of selections

in order to get the exact view of the event you need.

Figure 73: Registration Filter


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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. Check 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, or Copy to Small Group.

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.

.

Unit 5: Volunteer Ministry

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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


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Updating Security Profiles

This lesson shows you how to update security profiles in Access ACS.

To update a security profile

1. On the Admin tab, click Security.

Figure 74: Admin - Security

2. On the User Profiles tab, click a profile.

Figure 75: User Profiles


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3. Set up the appropriate function and data rights for each user profile.

Figure 76: Grant/Deny Rights

Figure 77: Grant/Deny Rights


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4. Grant the Define Positions security right for staff level profiles. Member or lay leader

profiles do not have this section of rights.

Figure 78: Grant Define Position Right to Staff Profiles


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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. On the Serving tab, click Setup.

Figure 79: Serving – Setup

Useful Information

You can access this page from the Admin tab. On the Admin tab, click Serving Setup.


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2. On the Attributes tab, click the category tab you want to rename.

3. Click Change Category Name.

Figure 80: Change Category Name

4. Enter the new name (not shown).

5. Click Save (not shown).


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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. On the Serving tab, click Setup (not shown).

2. On the Attributes tab, click the category tab you want to add an attribute to.

3. Click Add Attribute.

Figure 81: Add an Attribute

4. Enter the attribute name.

5. Enter the attribute description.

6. Click Update.

Figure 82: Add an Attribute – Update


79

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. On the Serving tab, click Setup (not shown).

2. On the Qualifications tab, click Add Qualification.

Figure 83: Add a Qualification

3. Enter the qualification name.

4. Enter the qualification description.

5. Click Update.

Figure 84: Add a Qualification – Update


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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 beside the item you want to edit.

Figure 85: Edit an Attribute or Qualification

2. Edit the name, description or active flag.

3. Click Update.


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To delete attributes or qualifications

1. On the Attributes or Qualifications tab, click next to the item you want to delete.

Figure 86: Delete an Attribute or Qualification


82

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. On the Serving tab, click Setup.

2. On the Positions tab, click Add.

Figure 87: Add a Position


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3. Enter the position name.

4. Enter the position description.

5. Select Opportunities.

6. On the Attributes and Qualifications tabs, select the appropriate attributes and

qualifications.

7. Click Save.

Figure 88: 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, 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.


84

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. On the Serving tab, click Add Opportunity.

Figure 89: Serving - Add Opportunity


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2. Under Opportunity Details, enter the Opportunity Name. This is the program or event

that 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. Click Find to locate and select the supervisor or leader responsible for the opportunity.

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 90: Create a New Serving Opportunity


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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 91: Add Positions for People to Serve


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19. Under Report to Location, enter the address information of the location where the

volunteer will serve.

Figure 92: 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 93: Schedule Reminder Message

Useful Information

Select I would like to recruit volunteers after saving this opportunity to immediately recruit

volunteers for this opportunity.


88

Linking Volunteer Groups with Small Groups

Volunteer teams often function also 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.


89

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. Click Add Attributes.

Figure 94: View Individual – Add Attributes


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3. Select the tab where the attribute or qualification is located.

4. Select the attribute or qualification.

5. Click Save.

Figure 95: Add an Attribute or Qualification


91

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 on the Serving tab, click Search Opportunities.

Figure 96: My Overview - Available Serving Opportunities

2. 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 position description to view the details of an opportunity.


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Figure 97: Current Opportunities

4. On the Position Details page, click I’m Interested, or on the Current Opportunities

page, click Interested to send an e-mail to the leader of the serving opportunity.


93

Figure 98: Position Details - I'm Interested

Useful Information

The five stars displayed on featured opportunities show how well the opportunity matches

your profile. More stars represent a better match.


94

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 99: My Overview - My Opportunities


95

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 100: Manage Volunteers - Accept or Decline


96

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. On the Serving tab, click Volunteer Search.

Figure 101: 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, and then click Find Matches.


97

4. Select the volunteers.

5. Click Send Invite.

Useful Information

Click Assign to Position to assign these volunteers without sending an invitation e-mail.

Figure 102: Volunteer Recruitment - Send Invite


98

6. Select a notification preference.

7. Click Next.

Figure 103: E-mail Options

8. Verify the e-mail information.

9. Click Send Message.

Figure 104: Send Message


99

To select volunteers who have not submitted online requests

1. On the Serving tab, click Volunteer Search.

2. Select the Opportunity Name and Position.

3. Click Select a Person.

Figure 105: 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 106: Run Search


100

Managing Volunteer Involvement

This lesson shows you how to view or edit volunteer involvement by opportunity.

1. On the Serving tab, click Manage Volunteers.

2. Select the opportunity.

3. Click Recruit to recruit volunteers.

4. 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.

Figure 107: Manage Volunteers

Unit 6: Connections

101

Unit 6: Connections You can view and respond to Connections assignments from ACS Connections through Access

ACS. Partnering ACS Connections with Access ACS allows you to 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

Unit 6: Connections

102

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 108: My Overview - My Outreach Connections

Useful Information

The My Assigned Outreach Connections section only displays current, incomplete

connections. Click View More to view all connection assignments.

Unit 6: Connections

103

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 109: Complete a Contact Assignment

Unit 6: Connections

104

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 110: Keep Connection Open

Unit 6: Connections

105

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. On the Directories tab, click Connections.

Figure 111: Directories – Connections

Unit 6: Connections

106

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 112: Directory of Outreach Connections

Unit 6: Connections

107

3. Click View More to view detail information, including responses and comments.

Figure 113: View More

Figure 114: Outreach Details

access acs 101 day 2: online giving, event registration, serving...

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