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Last Updated: 1/7/15

Getting Started for Administrators

As administrators there are some things you should do that will greatly benefit other users in the long run and make the general transition to the new system smoother. So, before your users jump in and start making new events and using the new tools, we recommend that you do the following things:

1. Modify Events permissions as needed

Because of the new Events tab, there is now a new set of permissions corresponding to Events. In general we added default permission settings for each security role that allows everyone access to all the new features. From the Home Page, click on Common Tasks, Manage Security Role Details.  Click on each Role to see how we set the permissions and modify them if needed.

The example pictured above shows the default event permission settings for administrators. 

2. Get to know the Basics

Take a look at the Quick Start Event Management page.  Go ahead and create a new test event.  In Database, click on the Events tab at the top, then click on Add New Event at the top left of the Calendar.   Go to the Where tab in the Event Wizard. Now you are ready for step 3...

3. Set up Rooms, Locations, Serving Positions, and Resources

Your users have to select a Room or Offsite Location for EVERY event. 

Go ahead and add all of these to Database now.  It will save a lot of time later and cut down on duplication by your users. (You may want to prevent many of your users from editing this info.)  You only need to add the rooms that require scheduling.  You also need to specify who is responsible for approving the use of rooms and resources.  Here's how:

Set up Rooms

To start setting up rooms, click on Add New Event at the top of the calendar:

  • Click on the "Where" tab
  • Click on the "Edit Rooms" button at the bottom
  • Click on the "New" Button
  • Name the room, click Ok
  • Select a Campus if you are a multi-site church.
  • Set any other important options like:
    • Room capacity
    • Allow Double Booking
    • Who can approve requests for the room
    • Who should be notified when the room is requested.
  • Click Save

The room has now been added to the list of possible rooms. You can always come back and edit the room details later by clicking "Edit Rooms" and selecting it from the drop-down list. Click New again to add another room.

Set up Locations

  • Open the "Where" tab
  • Click on "Edit Locations"
  • Click on the "New" Button
  • Enter a name for the location, click Ok
  • Enter all the other relevant info, but especially the address.  This is very important to help users find the location on a map.
  • Click Save

The room has now been added to the list of possible locations. You can always come back and edit the location details later by clicking "Edit Locations" and selecting it from the drop-down list. Click New again to add another location.

NOTE: If your church has multiple campuses you might want to setup a “Location” for each campus too so that when an invite goes out, it will use the Location instead of the Campus/Room name.  The Campus & Room Name appear together, but they use the main address of the church when people click on the link for a map.   This could be misleading.   Offsite Locations always show the address.

Set up Serving Positions

Now that you setup your Rooms and Locations, it's important to create Positions for your main ministries where people can be scheduled to serve.   You can have unique Positions for each ministry.  Positions are defined as what job someone will do at events.  For example, let's say you have a Ushering/Greeting ministry team.  Every week you need to fill 10 positions at your worship services: 2 front door greeters, 2 back door greeters, 4 ushers inside the worship area, etc.  You need to create Positions for each of these slots.  Positions are different from Involvement.  Involvement is more simply a list of who's on the ministry team with a few indications of their role on the team (leader, member, coach, etc.)  Positions are about who's going to do what job at a particular event.

We encourage you to let your leaders create these positions, however, there might be certain positions that you want to standardize for the major ministries of the church.  It might be helpful to do this prior to making events.

  • Open the "Serving" tab
  • Click on "Edit Serving Positions"
  • Click on the "New" Button
  • Enter a name for the position, click Ok
  • Select the ministry with which the position is associated.  Each Ministry Team can have it's own set of Serving Positions.   You may want to create more Ministry Teams prior to adding Serving Positions.   You have to add Ministry Teams from the Administration screen.
  • Click Save

The position has now been added to the list of possible serving positions. You can always come back and edit the position details later by clicking "Edit Serving Positions" and selecting it from the drop-down list. Click New again to add another position.

Set up Resources

We give you the ability to reserve resources!   So add those resources that require scheduling.  Things like church vehicles, portable sound equipment, video projectors, musical instruments, tables and chairs are all good examples of things to add.

  • Open the "Resources" tab
  • Click on "Edit Resources"
  • Click on the "New" Button
  • Enter a name for the resource and click Ok
  • Select the campus where the resource is located.  Note that resources can be shared across all campuses.  Select "All Campuses" in this case.
  • Set other options like Quantity and who is responsible for approving the use of the resource and who should be notified every time the resource is requested.   Please understand that if a resource requires approval, you will be required to secure approval before you can publish any event publicly.  So only set approval requirements sparingly or it could unnecessarily hold up the publication of your events.
  • Click Save

The resource has now been added to the list. You can always come back and edit the resource details later by clicking "Edit Resources" and selecting it from the drop-down list. Click New again to add another resource.

Now you're ready to jump in!  Look through the Help items to the left of this page to get familiar with the features that are most important to you.

Special Note about Screen Sizing

The Event Wizard may have its right/left margins cut off if the following scenario takes place and you are using a wide screen monitor.

  1. You have a wide screen monitor and then maximize the Elexio Database to full screen.
  2. Open the Event Wizard and then restore the Elexio Database window to its default size.

This happens because there is code to take advantage of wide screen monitors by making the event wizard a percentage of the size of its parent window (i.e. The main database window). This is analyzed once when the wizard is loaded. If you change the size of the parent, it will not re-size the wizard until you close and reopen it. This cannot happen on a small monitor. 



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