Committee Module Home Page

MiBaseNZ’s Committee module has been created to help libraries manage their volunteer work in a fast and efficient way.

There are two parts to this module.

  1. The yellow sections, which are free for everyone, include a page where toy libraries can add all their legal information and a page to list all committee members and their details including who has keys or bank access.
  2. The orange sections are the paid premium module and these include a page to add timesheets for your committee members and a page to add any events and meetings, including the minutes, that is held by the library.

If your library has purchased the premium module, the Home page will display these activities however if no premium module has been purchased the Home page will have no need to display anything.

If you are interested in the Committee premium module, feel free to contact us or read more on the Premium Module Page.

To start using the Committee module, go to Setup -> CommitteeSetup - Committee

 

Free Module Home Page

This home page will be blank, except for the module information in the blue box.

Committee home page

Premium Module Home Page

This Home page will feature the current month’s activities and the Meetings and Events calendar for the current month and the two next months.
At the beginning of each month, the month heading will update and the information recorded here will be removed ready for the new month’s recorded information. This information, although removed from the Home page, will still be listed on their relevant pages.

If you have added any events or meetings you will see different colours for each different type. Clicking the date will display the event or meeting’s information.

It is also possible to click the information to expand and see the complete event’s details with also a link to any documents attached.

Committee Module Home Page

 

On the left of the Home page, you can see five buttons. As explained above, the yellow buttons are part of the free module, the orange is the premium paid module.

  • Home Page: clicking this will bring you back to the home page as shown above.
  • Toy Library Legal: this page will list the legal information for your library including registration numbers and links to relevant websites
  • Committee: this page is where you add your committee members, as well as edit or resign them and see who has bank access, a key, access to the admin website, and more
  • Timesheet: this page is where you add new timesheets for each committee member as well as see timesheets for all the committee
  • Meeting and Events: This page is where you add all events, meetings, fundraisers, etc that are held for your library. Any documents related to the event, such as meeting minutes, can also be added

The five buttons will appear on each of the pages so the admin will not need to visit the home page to access them.

Follow the links for more information on each page.

Toy Library Legal

Committee

Timesheet

Meetings and Events

Toy Library Legal page

MiBaseNZ’s Toy Library Legal page is where your toy library can save the legal information required for all toy libraries. This information includes your Charity Registration and NZ Business numbers, the date you were registered, and a link to the NZ Toy Library Federation page.

All the necessary and required information for a toy library can be saved here, in one place, on this page.

To start adding this information, go to Setup -> Committee -> Toy Library Legal

In the blue information box are two links, to the Charities Services website and the NZ Business Number website. Search for your toy library, and the information to add to this page can be found there.

To find your Toy Library Federation link go to www.toylibrary.co.nz/find-a-toy-library, search for your toy library and copy the link into the field provided.

When all the information is added click Save.

A Success message will appear saying the information has been recorded.

Success message

Committee page

MiBaseNZ’s Committee page is where you can see the list of all your current Committee members as well as add any new members. You can view the member’s detail page, edit any of their information or resign them when they are no longer on the Committee.

When viewing the committee member’s detail page, be aware the first part of the page is part of the free module, the second part is the paid premium module which, if your library decides to have this, will show the list of timesheets entered. This is further explained below.

To start adding your committee members, go to Setup -> Committee -> Committee

 

Adding a Committee member

Click Add New.

Fill in the boxes. The only fields that are compulsory are the first and last name however it would be best if you could fill in as much as possible.
The bonus extras to this page are the four fields outlined below. Now you can keep on top of what Committee member has a key to the library, access to the bank accounts and to MiBaseNZ, and whether they are a library member.

The Thumbnail field also outlined is where you can add an image or photo of the Committee member which can be seen on their details page.
Before you do this, you will need to first upload their photo in the Upload Files page under Setup under the heading Running your Toy Library.
Follow this link to learn how to upload files to MiBaseNZ.

If you have already uploaded photos of your Committee for the Our Team or News page on the Public Website, then you will not need to do it again. Just copy ‘image name.jpg’ as outlined below and paste it into the Thumbnail field (see above).

If you have not uploaded photos already, when you do, the last two boxes ‘Access to file’ and ‘Category’ must have the selection as shown below. When the photo has been uploaded, then copy ‘image name.jpg’ as outlined below and paste it into the Thumbnail field (see above).

Once you have added all that you can click Save.

A Success box will appear. Click OK and it will take you back to the Committee member list page where the member will be listed.

Success message

 

Viewing a Committee member’s detail page

In the Committee member list, alongside each of the member’s details, you will see three buttons.

The first button allows you to view the member’s detail page.

As explained above, the details are part of the free module. Underneath these details is where you will see the list of timesheets entered for this Committee member if your library decides to purchase the premium module.

It will look like this.

You also have the ability to edit these timesheets from this page as well. Click the yellow Edit button, make the changes and click Save.

If your library has not purchased the premium module it will have this message.

To go back to the Committee member list page, click the Committee button.

 

Editing or resigning a Committee member

The second and third button alongside the member’s details allows you to edit or resign the member.

If you have made a mistake or would like to update any information, click the second button, make the changes and click Save.

A Success box will appear. Click OK and it will take you back to the Committee member list page.

Success message

The third button allows you to resign the member when they no longer want to be on the committee. When resigning the member they will be hidden from the page as you cannot completely delete a committee member. If the member would like to come back on the committee, however, you will need to contact us and we can activate them for you again.

 

Sort/filter/download the Committee member list

To sort or filter the list, click the arrows next to the heading you want to sort or filter the list by or type in the search boxes underneath the headings.

You can also download the list to PDF and/or Excel by clicking the Export to PDF or Export to Excel buttons. This will export the full list, not a filtered list. If you want to download a filtered list, export to excel and sort or filter through there.

 

Next to these buttons is the blue Documentation button. Clicking this, a short page instruction will appear giving you a quick overview of this page.

Timesheet page – paid module

MiBaseNZ’s Timesheet page is where you add new timesheets for each committee member as well as seeing timesheets for all the committee.

Before using this page you must ensure you have added your committee members. Follow this link to see how to Add Committee Members.

To start adding timesheets, go to Setup -> Committee -> Timesheet.

Click Add New.

Add new committee member timesheet

Fill in the boxes.

  • Committee’s Name:  select from the dropdown menu
  • Date:  this is compulsory. Click the box and select the date from the calendar that appears
  • Time in/out: either type in the time and whether it is AM or PM or click the clock and select a time scrolling up or down till you find the correct hour/minutes.
  • Note: add something if you would like but not necessary otherwise

Click Save.

A Success box will appear. Click OK and it will take you back to the Timesheets page where you will see the timesheet you have added.

Success message

If you have made a mistake or would like to update a timesheet, click the yellow Edit button alongside it make the changes and click Save.
If you would like to delete a timesheet, click the orange Delete button.

 

There are a couple of ways to sort or filter this table.

  1. Use the date range fields at the top of the page. Select the dates whether it’s weekly, monthly or fortnightly, and then select a committee member from the dropdown menu. Click  Search. To download this list to PDF or Excel, click the relevant buttons. Click Reset to see the full list again
  2. Click the arrows next to the heading you want to sort or filter the table by or type in the search boxes underneath the headings. This filtered list cannot be exported to PDF or Excel as it does for the above example. It will export the full list. If you want to download this filtered list, export to excel and sort or filter through there.

Next to these export buttons is the blue Documentation button. Clicking this, a short page instruction will appear giving you a quick overview of this page.

Meetings and Events page – paid module

MiBaseNZ’s Meetings and Events page is where you can add all events, meetings, fundraisers, etc that are held for your library. Any documents related to the event, such as meeting minutes, can also be added.

The aim of this page is to help the Committee to organise and schedule the various events where toy libraries are involved in.

To add an event or meeting, go to Setup -> Committee -> Meetings and Events

 

Adding an event

Click Add New.

Meetings and events page

Fill in the boxes.

Adding an event

  • Event Name: this is compulsory
  • Date: this is compulsory. Click the box and select the date from the calendar that appears
  • Type of Event:  select from the dropdown menu
  • Time in/out: either type in the time and whether it is AM or PM or click the clock and select a time scrolling up or down till you find the correct hour/minutes.
  • Place: type in the venue where the event is being held if you would like but not necessary otherwise
  • Note: add something if you would like but not necessary otherwise

Click Save.

A Success box will appear. Click OK and it will take you back to the Meetings List page where you will see the event you have added.

Success message

 

Viewing an event’s detail page

In the Meetings list, alongside each of the event’s details, you will see three buttons.

The first button allows you to view the event’s detail page which shows all the details previously entered in the form when you created the event.

Event detail page

You will see there is another heading called Document which was not on the Add New event form. This is where, if you would like to add minutes, an agenda or any other document to this event, it will appear here for any Committee member to access.

To add a document you will need to first upload the file before saving it to the event.

 

Adding a document to an event

The first step will be to upload the document to the Upload Files page under Setup.
Follow this link to learn how to upload files to MiBaseNZ.

When you upload a document, the last two boxes ‘Access to file’ and ‘Category’ must have the selection as shown below.

Once you have uploaded the document go back to Setup -> Committee -> Meetings and Events.

Find the event you wish to add the document to and click the Edit button.

You will now see an extra dropdown field called Minute which you do not see when adding a new event.
Select the document that you have uploaded and click Save.

Editing an event

A Success box will appear. Click OK and it will take you back to the Meetings list page.

Success message

 

Editing or deleting an event

As already mentioned above, the second button alongside an event is the Edit button. The third button is the Delete button.

Delete button

If you have made a mistake or would like to update an event, click the Edit button, make the changes and click Save.
If you would like to delete an event, click the orange Delete button.

 

Sort/filter/download the Meetings list

To sort or filter the list, click the arrows next to the heading you want to sort or filter the list by or type in the search boxes underneath the headings.

You can also download the list to PDF and/or Excel by clicking the Export to PDF or Export to Excel buttons. This will export the full list, not a filtered list. If you want to download a filtered list, export to excel and sort or filter through there.

 

Next to these buttons is the blue Documentation button. Clicking this, a short page instruction will appear giving you a quick overview of this page.

Setting up your Member Website

If you are reading this page it means your toy library has decided to use MiBaseNZ’s Member Website.

The Member Website is a fabulous tool to have as it allows your members to log in any time to see their membership, account and personal details, toy loans, and due dates, they can manage their own toy reservations, toy renewals, booking duties as well as view your library’s details and information.

It does not need to be activated as it is already available. All you will need to do is send the link to your members as well as their log-in details with the password.

Just like the Public Website, you can choose what functions/pages/modules you would like to use and see on your Member Website.
To do this you will need to check and change each setting on the Member Website Settings page.

There are two places you can access this page:

1.  The most direct way is to go to Setup -> Members

Settings for members

2.  Or indirectly, if you happen to be in the Public or Admin settings, you can select Member Website Settings at the top of the page

Using either option will take you into the settings page where you will see a list of all the settings you will need to check and change according to how you want your Member Website set up.
The list can be filtered by the modules/pages MiBaseNZ offers to make it easier to understand and to see the different functions you can choose (see outlined in the below image).

Member Website settings

There are 4 modules/pages you can filter the list by. They are:

  • Top Menu: these settings are for activating the modules/pages in the navigation bar that can be seen across the top of each page in the Member Website
  • Roster: if you have decided to activate the Roster page, these settings are related to specific functions and what information can be seen
  • Loan: these settings are related to toy renewals and whether your members can renew toys they have loaned and how often
  • Home Page: these settings are related to information that can appear on the Home page

There are four settings that do not come under one of the above options. These are:

  • #203 – online_renew: this setting allows members to renew their membership online. If you choose to activate this setting, one month before a member’s membership expires a red Renew Now button will appear on the Home page with a ‘Your membership is due to expire’ message. To activate this setting, select Yes
  • #207 – mem_edit: this setting allows members to edit their personal details. As you can see above, a brown Edit button will appear if this function is activated. The risk however of having this function available is members can falsify their details without you knowing. If you do want this option, select Yes
  • #208 – mem_reserves: this setting allows members to make their own toy reservations. If this setting is activated, when viewing a toy, at the bottom of the page there will be a brown Reserve Toy button which will take members to the Reservation page. To activate, select Yes
  • #215 – mem_transaction_intro: This setting is only relevant if you have chosen to activate the Transaction page (setting #214). If you have, this is where you can write an introduction to appear at the top of the page. Click Edit, type in your message in the text box, and click Save

 

To view, check and change each of the above groups of settings, follow the links below.

Settings for the Top Menu items

Settings for the Home Page

Settings for the Roster page

Settings for Toy Loans

Settings for Top Menu items

MiBaseNZ’s Top Menu items for the Member Website are the modules/pages in the navigation bar that can be seen across the top of each page.

Top Menu items for Member Website

Some of these modules/pages are automatic, one is a paid module, and two are linked with the public website settings. The remaining others will need to be activated on the Member Website Settings page if you choose to use them. See below for further information.

The automatic modules/pages are:

  • Home – for more information on this page read the article Member Website Home page schema
  • My Library – for more information on this page read the article My Library page
  • My Wishlist – for more information on this page read the article My Wishlist page
  • The Toys Menu is automatic however some settings are activated via the public website settings, Settings for the Toy Menu. The sub-heading Reservable Toys also needs to be activated in the public website settings if your library would like to use this function – follow this link to see how – Reservable Toys.

The FAQ page is linked with the public website settings, so if it has been activated there, it will appear on the Member Website. Read this article for further information – FAQ page.

The Click & Collect page is a paid module so your library will need to have purchased this for it to appear. For further information follow this link, Click & Collect module. To read the documentation for this module follow this link, Click & Collect Setup.

So, the remaining two pages are Transactions and Roster and to activate these you will need to go to Setup -> Members

Type the words “top menu” in the Description box. The list will be filtered to show the settings related to the Top Menu. Each setting can be easily changed by clicking the Edit button alongside it, making the change if necessary and clicking Save.

  • #213 – public_members_roster: select Yes to activate the Roster page in the navigation bar.
    Follow this link for further settings on specific functions for the Roster page
    Follow this link to learn how to add or delete roster preferences to this page
  • #214 – mem_transaction: Select Yes if you would like the Transaction page in the navigation bar. To add an introduction to the page, add it under setting #215

Settings for the Home Page

There is quite a lot of information that can be viewed on MiBaseNZ’s Member Website home page however there are only two settings that can be changed under the Member Website settings.

These settings include the option of using the member alert function (which is a red box that appears when a specific message, reminder or alert has been written by admin to this member) and showing members their list of children.

For more information and an overview of the Member Website home page, read the article Member Website home page schema.

With regards to the above two settings, go to Setup -> Members

Type the word “home page” in the Description box. The list will be filtered to show these two settings. Each setting can be easily changed by clicking the Edit button alongside it, making the change if necessary and clicking Save.

Member Website home page settings

  • #217: select Yes if you would like members to see any written alerts, No if not
  • #218: select Yes if you would like members to see their list of children, No if not

You can view the activated settings in the link above to the Member Website Home Page schema.

Settings for the Roster page

If you have activated the Roster page on your Member Website, thus allowing members to book their own duties, you will need to decide what functions and information you would like members to see and to use.

To see the options, go to Setup -> Members.

Type the word “roster:” in the Description box. The list will be filtered to show all settings related to the Roster page. Each setting can be easily changed by clicking the Edit button alongside it, making the change if necessary and clicking Save.

Roster settings

  • #200 – auto_approve_roster: When a member selects a duty session on the calendar, this setting will allow it to be automatically approved rather than waiting for the admin to approve it. Select No if you do not want this to automatically happen
  • #201 – mem_private: When a member logs on to the Member Website and views the roster calendar, you can decide if they can see the details of other members who have selected a duty, or not. Yes will show ID number, No will show ID number and member’s name
  • #202 – mem_coord_off: this setting will exclude coordinators (committee members)  from roster duties, select Yes to exclude, No to include
  • #209 – mem_roster_show_all: if you have selected No for setting #201, you can also add the member’s phone number as well by selecting Yes for this option.
    Toy Libraries show other members details to allow them to call each other if they need to swap their duties. Remember to ask for your members’ permission to show their details.
  • #219 – mem_cancel_roster: you can decide up to how many days prior to the duty a member is able to delete it. When a member deletes the duty, the admin will receive an email notification. If you do not want any member to be able to delete a duty, type in 0. The Delete My Duty button will not appear on the Member Website

 

If you are using the Roster System in the Member Website, you should then activate this below setting for the Admin Website. 

Go to Setup -> Administration

Type in ‘roster’ and change the setting to Yes.

Roster settings for admin website

What this will do is activate the two tables below on the admin Home page.

Roster tables in Admin home page

  • Members on Duty Today: will list what members will be completing their duty today
  • Member signed up for duty online: will list the members that have signed up for duty in the Member Website.
    If you have selected Yes for setting #200 above, this duty will automatically be approved. If you have selected No, an admin will need to approve it by clicking the pink Go to Duty Page button which takes you to the Duty Roster page where you can click the yellow Approve button (see below).

Settings for Toy Loans

Being able to renew toys on the Member Website is a great option to provide for your members particularly when they are having so much fun with a toy they would like to hold onto it for a little longer or for members who are unable to return it on the due date.

The following settings are related to how often a member can renew a toy and whether they can renew a toy that is overdue.

Go to Setup -> Members

Type the word “loan” in the Description box. The list will be filtered to show the settings related to toy renewals. Each setting can be easily changed by clicking the Edit button alongside it, making the change if necessary and clicking Save.

  • #206 – mem_times_renew: how many times would you like a member to renew a toy, type in the number. If you do not want this option available to your members, leave the field blank or add a 0. On the Member Website, instead of a Renew button, it will say “Renews not activated”
    Follow the link to see how to Renew a toy on the Member Website
  • #211 – overdue_toy_member_renew: if a toy is overdue, would you like the member to still be able to renew it? Select Yes if so, No if not. They will either have to return the toy or contact your librarian to renew it