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).

Using the 1-Click function

MiBaseNZ has created this 1-click function page to provide admin with a fast and efficient way to export data or make changes to the database and all it takes is just one click of a button.

Go to Setup -> 1 click function

As you can see from the image below, there are two columns of functions. 1 click functions

Export Directly from Database

Simply choose the data you would like to export from the database. Each button exports different data which is explained in the description.

  • Active Toys to Excel
  • Not Active Toys to Excel
  • Members to Excel: active members also includes expired members
  • Rosters to Excel

Different Function with 1 Click

These functions are applied directly to the database.

  • Reservable all toys
  • Not reservable all toys

As the description says, with these buttons you can either make all toys available to be reserved or not.
Note: this applies to both admin and members. So if you have selected toys not available to be reserved as you don’t want members to reserve them, admin cannot reserve them either.
If there are only some toys you would like to be able to reserve or some toys you don’t want available for reservation, you will need to go to the individual toy’s edit page and select or deselect the box ‘This Toy can be reserved’.

 

Additional Days For…

This function is great if you would like to extend the due date of all the toys currently on loan, active reservation dates, and membership expiry dates for both active and expired members for a certain number of days without having to manually change the dates for each individual toy/member.

The following article How to add additional days explains this further.

Activating the Roster System

MiBaseNZ’s Roster System allows both admin and members to book duties for your library. You can choose to just have it in the Admin Website or you can allow members to use it in the Member Website and also choose to view it on the Public Website.

 

Admin Website

The Admin Website is already set up and ready to use. All you will need to do is set up the Roster Preferences and Duty Roster under the Member page.
This must be done before using the system and before it is activated in the Member and Public Websites.

To do this, follow these links:
Creating Roster Preferences
Setting up the Duty Roster

 

If your toy library would like to use the Roster System in the Member and Public Website, certain settings will need to be activated.

Member Website

By setting up the Roster System in the Member Website, it allows members to log in and choose for themselves when they would like to complete their duties.

To find out how to do this, go to Activating the Roster in the Member Website

Public Website

If you choose to have the roster on your Public Website, members cannot select a duty from there. It is just to show everyone who is doing what roster and when and how many spaces are available.

To find out how to do this, go to Activating the Roster in the Public Website

 

Automatic Emails for Duties

To let members know about their upcoming duties, you can set up an automatic email to be sent so many days before the duty is to be completed.

Go to Roster Reminder Automatic Email to find out how.

Another reminder email you can use is the Due to Duty email. When a member’s membership is due to expire and they still have some duties to complete, this can be set up to be sent so many months/weeks before the membership expires. There are three Due to Duty templates to use which allows you to stagger the reminders as this email is only sent once.

Go to Due to Duty Automatic Email to find out how.

 

Where you can view Duty Roster information

There are a number of places members’ duties can be viewed within MiBaseNZ.

  • Member Stat page: under the table heading ‘TotDuties’, you can see the total number of duty hours a member has done since they joined. This is a great way to see who helps out a lot.
    Go to Member Stat page
  • Daily Stat page: you can see under the table header ‘Roster’ which member has completed a roster that day.
    Go to Daily Stat page
  • Members List: under the table header ‘RosterDue’ you can see the total number of duty hours the member is owing. If the number is red, the member owes duties. If the number is negative, the member has completed more duties than expected.
    Go to Members List page
  • Reports: although you can export the roster calendar to PDF or Excel, you can also select the ‘Roster with a date range’ report.
    Go to Reports
  • Member Detail Page: you can access this page by clicking the member id number on the Roster page. Scroll down to the heading ‘Roster’. You can see recorded duties if any or what duties still need to be completed.

 

Watch the Recorded Webinar

 

Activating the Roster in the Public Website

By choosing to have the roster on your public website, you are allowing everyone to see who is doing what roster and when and how many spaces are available.
Members cannot select a duty from there.

You can decide what information can be shown by changing the settings below.

Go to Setup -> Public Settings

Public Settings

Type in the word ‘roster’ and change the following settings to your liking.

Roster settings for Public Website

  • #118: This is the important one. For the roster calendar to be viewed on the Public Website you need to select Yes
  • #113: showing members names – selecting Yes you will see ID number and name, No you will only see the ID number
  • #107: when someone joins up to your toy library using the online signup form, you can add the Roster Preferences field to the signup form by selecting Yes

Activating the Roster in the Member Website

If you would like members to choose for themselves when they would like to complete their duties when they log into the Member Website, you will need to change the settings below.

Go to Setup -> Members

Members Settings

Type the word ‘roster’ in the description. The following settings will appear. Once you have changed these settings to your liking you will also need to search for setting #209 by typing the number in the id as this setting does not appear when searching by the word ‘roster’.

Roster Setting 209

  • #213: This is the important one. For members to see the roster calendar in the Member Website you need to select Yes
  • #200: automatically approves a duty when a member selects one rather than waiting for admin to approve. Select No if you do not want this to automatically happen
  • #201: when a member logs in 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: Yes to exclude the coordinator (committee member)  from roster duties, No to include
  • #219: 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, 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
  • #209: 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

 

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 in 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).

Booking a duty in the Member Website

Being able to book your own duty on the Member Website is a great option to provide for your members as they can choose a time/day that is most convenient for them. MiBaseNZ’s Member Website makes booking a duty easy for members to do at home. Follow the steps below to see how to do it.

 

Step 1: Member Login

Members need to log in to the Member Website using their login details.

Member login page

 

Step 2: Select Roster at the top of the page

Members will see a list of all the days available. If a duty is available there will be an Add My Duty button for that day. There usually is only a select amount of slots for each session so if this button is not there it means there are none available for that day. 

Step 3: Click Add My Duty

Select the session you would prefer and click the Add My Duty button. This button will then change to a red Delete My Duty button so if you change your mind or you can no longer make that session you have the option of deleting the duty.

Your selected duty will then appear under the heading Roster Duties on the My Library page. The toy library will be notified of your duty booking.
You can also delete your duty on the My Library page under the heading Roster Duties. The toy library will also be notified when you delete your booking.

Days and Times page

To assist you and your members with the Reservation, Roster, and Click and Collect functions, MiBaseNZ has created this Days and Times page where you can set up the opening days and times of your toy library as well as any holiday closure dates, for example, the Christmas period.

Go to Setup -> Days and Times

Days and Times

As you can see from the image below, there are 4 dropdown menus you will need to select from.

  • Day of the Week: select the day you are open
  • Open / Close Time: by clicking on the individual box, a time select or dropdown menu will appear. You can either use the arrows to select the time or click directly on the hour or minutes and another box will appear for you to choose from. You will also need to select the time as ‘am’ or ‘pm’ by clicking directly on this button and it will change between options
  • Period: select the number of times in a month this day is open

Click the yellow Save button. It will be added to the list below. You will need to do this for every day you are open. All fields are mandatory! If you do not fill in all fields, you will not be able to save, and the fields will be highlighted to remind you. If you make a mistake after saving, you will need to delete and start again. To remove a day and time, click the orange Delete button alongside it.   View the video here: https://www.youtube.com/watch?v=nray1GlwVY4

Holidays

Here you can add all the holidays or any days you choose for when your toy library closes. Each year you will need to remember to delete the old dates and add the new ones as these dates will be seen on the Public and Member websites. As you can see from the image below, there are 3 fields for you to fill. Adding holiday dates

  • Holiday Name: be specific so it is clear to all members
  • Start: add the date the holiday will start. You can either type in the date by clicking in the box or click the calendar icon and select from the calendar that appears
  • End:  this date only needs to be added if the holiday is over a period of time. If it is one day for a Public Holiday, for example, leave it blank

Click the yellow Save button. It will be added to the list below. The first two fields are mandatory! If you do not fill in these fields, you will not be able to save, and the fields will be highlighted to remind you. Incomplete fields when adding holidays If you make a mistake after saving, you will need to delete and start again. To remove a holiday, click the orange Delete button alongside it.

Roster Preferences – add or delete

If you require your members to help you in the library, you will need to setup duty preferences for the members to choose from. MiBaseNZ has created the Roster Preference page where you can add or delete a preference suitable to your library’s needs. This will also assist you when setting up a new member.

Go to Member -> Roster Pref

Fill in the required fields seen below and click “Add a New Roster Group”.

  • Roster Group:
    – roster
    – normal duty
    – roster coordinator – usually for a committee member
    – cleaning – this is good for once or twice a year when a library does a special cleaning session and needs more helpers
    – student – if your library uses any
    Most libraries just use ‘roster’
  • Roster Hours – type in the time you would like the duty to run for eg. 10.00 am- 12.00 pm.
  • Roster Day – choose the day from the dropdown box
  • Hours – type in how many hours the session will go for. The number of hours depends on how busy your library is
  • Volunteers – type in the maximum number of volunteers you would like to help for that session
  • Location – type in a location if you have more than one.
    Adding a location is nice particularly if a library has moved. When the member receives a roster reminder email, the location will be on there

If your library is open for two sessions in one day, you will just need to create two separate roster preferences.

Your new roster preference will be added to the list below.

If you would like to remove a roster preference, click the “Delete” button alongside it.

View the video here:

(This video has two sets of instructions in it. The first will show you how to setup the roster preferences, the second, how to setup a duty roster)

 

Now you can generate your roster in the Duty Roster page

How to add or remove a member from a duty roster

This must not be confused with adding, editing or removing an actual roster. This is about a member completing a duty or having to remove them from a roster as they are unable to complete the duty.

For more information regarding rosters, follow this link Generating and deleting a duty roster.

 

Adding a member to a duty roster

There are two places where a member can be added to a duty roster.

  1. The member can log into the Member Website and select the duty for themselves under the Roster page.
    All they need to do is choose a date they would like to complete the roster and click the Add My Duty button
  2. Admin can add the member via the Duty Roster page on the admin website. Go to Member -> Duty Roster
    Find the date the member would like to complete the duty and select the member’s name from the dropdown menu

 

Removing a member from a duty roster

There are three places where a member can be removed from a duty roster.

  1. The member can log into the Member Website and delete the duty for themselves under the Roster page or under the heading Roster Duties in the My Library page.
    Deleting a dutyWhen they do this, an email will be sent to Admin to notify them that a member has deleted a duty.
  2. The same way a member is added in the Duty Roster page. In the dropdown menu, to remove the name/member, select the blank space at the top of the list.
  3. In the Member Detail page under the heading Roster, click the blue Edit button and from the Select Member dropdown box, click the Reset to not allocated option. Click Save Roster Duty