Using the Harvest Church Website to
access Group Leader Resources
Shelby E-Groups Quick Reference
Adding a New Individual to the Group
Assigning Rights to Participants
For instructions on configuring
Outlook to work with your email account, click here.
If you need further help, please contact Denise at the church office.
From the Harvest Church Website, click the link for Resources for Group Leaders.
Click any of the links to open resources for leaders.
Some of the resources are secured with a User Name and Password as shown on the screen below. To access them, enter User Name leader and the password you were given. The secured resources are intended for group leaders only. Please keep the User User Name and Password confidential.
Once the User name and password are validated, the selected resource document will open. (Depending on your Internet Explorer security settings, you may have to allow pop-ups or choose to open or save files.) You can view, search, print and download these pdf documents.
This module helps reduce the need for micromanagement in your church by empowering small group leaders and providing an informational portal for group participants.
e-Groups allows leaders to govern
their own groups. By going online, leaders can add new individuals to a group
on the fly, take attendance for group participants, see past attendance
history, send group e-mail, and post announcements. Entered data is later
downloaded directly to your church’s database, eliminating additional data
entry work for your office personnel.
e-Groups also provides each group with a contact page, where each group participant can see photos of other group participants and use the online directory to look up an individual’s demographic information, such as phone number or address information. Attendees can see past and upcoming group events as well.
Click on the link Login to MyGroups
to access E-Groups.
The following ids and privileges have been set up for testing purposes. You will have to enter the test password you were given to login. Please note that group leaders will have access to functions that are not available to all group members. Group leaders can grant privileges for these secure functions to selected group members if needed for administrative support.
|
Login ID |
Privileges |
|
6977 |
Group Member |
|
6978 |
Group Member with attendance processing rights |
|
6979 |
Group Member |
|
6980 |
Group Member |
|
6981 |
Group Member |
|
6982 |
Group Member |
|
6983 |
Group Leader |
|
6984 |
Group Leader |
|
6985 |
Group Member |
|
6986 |
Group Member |
Once you log in with a valid id
and password, you will see tabs at the top for: Directory, Personal Profile,
and Groups.
Read the descriptions under News on the tab labeled Home for a general
overview of what you will find on each of these tabs. More information on the Groups tab can be found in the e-Groups
Quick Reference Guide below.
Log in to ShelbyWEBVIEW as a
group participant (or leader) and click on the Groups tab. If the participant
is in more than one group, the participant can access the desired group by
choosing it from the pull-down field in the top-left corner of the page.
Leader and Non-leader Logins
When a leader accesses e-Groups, an administrative page
appears. This page is slightly different from the non-leader page. When a
participant logs in and accesses the group web page, his or her photo appears
at the top of the directory to the right of the leader photo. When a leader
logs in and accesses the web page he or she is leading, only his or her photo
appears at the top of the screen. When a leader accesses the page, an
additional link called Edit Group Details appears below his or her photo. This
link is not available when a participant accesses the page.
Managing a Group Page
As a group leader, you have access to parts of the group
page that regular participants do not.
Post new events and announcements
Send a group-wide e-mail
Add a new individual to the group
Give certain group participants rights to edit the group page
Take attendance for the group
View an individual’s attendance history
View the attendance for the group for a particular day
View the overall attendance statistics for the group
Each group page has an area where the group leader(s) can
post upcoming events, make announcements, or share any other pertinent
information regarding the group activity.
These events are separate from the announcements
and events sections of the ShelbyWEBVIEW home page.
To update new events:
1) Log in as the group leader, select your group from
pull-down field in the top-left corner, and click the Edit Group Details
link.
2) On the Group Details page, click the Add Event link.
3) You will now be on the Event Details page. Here
you enter a title for the event, a description, a location, a beginning and
ending date and time, and an expiration date.
4) If you wish to remove an event, go to the Group
Details page. Then, click the Edit link next to the event. Finally,
click the Delete this Item link.
Note: When an
event expires, it will appear under the events area as an expired
event until removed.
If you wish to send an e-mail to the entire group, return to the Group Details page and click the E-Mail Group link in the top-left corner. This will launch your default e-mail program, such as Microsoft™ Outlook, with the participants’ e-mail addresses entered in the To: field.
For instructions on configuring Outlook to work with your email account, click here. If you need further help, please contact Denise at the church office.
Adding a New Individual to the Group
If a visitor routinely attends a group, you may decide to include
the individual as a participant in the group. Adding an individual to the group
through the e-Groups page will also place the individual into GlobaFILE and either Membership,
Prospects, or Miscellaneous Names
(you get the option to choose the module upon importing). Do not add a new
person through e-Groups if they are already in your church database. This will
produce a duplicate record. Instead, enroll the individual in the group through
Assigning Rights to Participants
As group leader, you can assign administrative rights to
other participants. Participants with administrative roles can have rights to either
change demographic information for the group participants, edit the group page
information (such as adding events or adding new attendance), or both. To set
rights, log in as the group leader and go to the Group Details page. Then,
click on the name of the participant that you want to grant rights to.
Check Is Group Owner to grant full update rights to the participant.
Check Edit Demographics to allow the participant to edit the demographic
information (phone numbers, address information, etc.) of group participants.
Check Edit Groups to allow the participant to update attendance information,
update events, add new individuals to the group, and send group e-mails.
Click the Update link when done.
Note: A participant with full administrative
rights is called an owner.
Group leaders and participants with group edit rights can
take attendance for the group. To take attendance:
1) Go to the Group Details page and click Attendance
Processing.
2) Start by choosing a meeting date. Select New Date to
take attendance for a day not currently in the system, or make changes to an
existing date.
3) If you choose New Date, the next likely meeting
date will highlight in the calendar below (i.e. if you set up the group to meet
weekly, then the day that falls seven days after the last meeting date will
highlight). You can select another date by clicking on the date in the calendar.
4) If you selected a date that is already in the system,
the calendar will disappear.
5) Next, choose to mark unmarked records either as present
or absent. In other words, if you select absent and a person has been enrolled
before the selected meeting date, but has not had attendance taken for the
selected date, the person will be initially marked absent.
6) Enter a comment for the meeting date, if desired. For example,
you could type Severe Snow Day to help explain low attendance recorded on a
particular day. You can choose to print these comments on attendance rolls in
the Attendance module.
7) Click the Continue link.
Note: You cannot change attendance once
it has been processed (downloaded into
8) Mark each individual as either absent or present and
click Update Attendance when done.
9) Attendance will now update on the e-Groups page. Each participant will see the attendance statistics for the new date upon logging in to the page. However, attendance information will not update in your church’s database until you import it through the ShelbyWEBVIEW module.
View Individual Attendance History
To view an individual’s personal attendance history, go to
the Group Details page and click on an individual in the list to the left. You
will see a list of all meeting dates and presence status for that day. You will
also see an absent/present ratio presented as a percentage and a graphical pie
chart.
Note: If you want to check to see if the attendance
information you took through e-Groups has been downloaded into your church’s
database, go to the GroupDetail page and click the
Show all Dates link at the top-right of the page. If the date reads Open in the
attendance grid, it has not been downloaded.
View Group Attendance Statistics
To view the group overall attendance history, go to the
Group Details page. Click the Show All Dates link at the top-right corner of
the page. This will take you the Date Details page, where you can see the absent/present
ratio for each meeting date, and see the overall absent/present ratio presented
by a pie chart.
View Group Attendance by Day
To revisit the attendance detail for a given meeting date, simply click on the meeting date on the Date Details page.