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.

Once the settings are changed you must log out and then log back in again for the settings to take effect.

• #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.

What this will do is activate the two tables below on the 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).

The post Settings for the Roster page appeared first on MiBase New Zealand.

Go to Setup -> 1 click function

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

The post Using the 1-Click function appeared first on MiBase New Zealand.

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

The post Activating the Roster System appeared first on MiBase New Zealand.

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

Go to Setup -> Public Settings

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

• #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

Once the settings are changed you must log out and then log back in again for the settings to take effect.

The post Activating the Roster in the Public Website appeared first on MiBase New Zealand.

Please note, once the settings are changed you must log out and then log back in again for the settings to take effect.

Go to Setup -> Members

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’.

• #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.

What this will do is activate the two tables below in the 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).

The post Activating the Roster in the Member Website appeared first on MiBase New Zealand.

These Automatic Emails, also known as Cron Jobs, will be sent during the night, between 1:00 am and 4:00 am. The cron job is always active within MiBaseNZ, you just need to specifically activate them for your system.

There are a number of different types of automatic emails you can choose to use. You can choose the day you would like them sent and how many days before or after the event they are sent.

To see the full list of automatic emails, go to Setup -> Automatic Email

Before you start activating and using these emails, you will need to set up the Header and Footer templates. Once set up, every email, when sent, will automatically have the header and footer included.
Follow these links to set up your library’s header and footer templates:

Header template
Footer template

You can see by the list below how many Automatic Emails you can choose to activate and use.

Above the list, you will see two buttons, Activate All and De-activate All. These buttons allow you to either activate all the emails at once (make sure they are set up ready to go) or de-activate them all (great if your library is closed for a short while and you do not want emails to be sent out) saving you from having to do them individually.

Simply click the required button and a Success message will appear stating the changes have been made.

You can also decide on whether you would like to receive the admin email report or not. Under the Email Admin column if you choose Yes, you will receive the admin email report even if members will not be receiving the automatic email from the system. If you choose No, the admin report will only be sent when at least one member receives the automatic email.

You also have the option of being able to send an email whenever you want and to all the members at once by clicking the Send it Now button. The automatic email must be active for this to work.

• #11 new_expire_covid: this one does not have an email template. It is linked with activating and deactivating the Temporary Closure module.

By clicking the links below, you will go to that specific Automatic Email to see how to set it up correctly.

• Birthday
• Roster reminder
• Overdue toy
• Membership Expired
• Membership due to expire
• Reservation reminder
• Duty due reminder Note: there is a further two duty due reminder templates, first and second. These were created for libraries to set up multiple reminders. Click the above Duty due reminder link for further explanation
• Member expired go to resign
• Due to expire membership with a negative balance
• Toy due soon reminder
• Member Statement

The post Setting Up Automatic Emails appeared first on MiBase New Zealand.

Step 1: Member Login

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

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.

The post Booking a duty in the Member Website appeared first on MiBase New Zealand.

Go to Setup -> Days and Times

PLease note, once the settings are changed you must log out and then log back in again for the settings to take effect.

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

Once done click Save. The day and time will be added to the list below.
You will need to do this every day you are open.
Also, all fields are mandatory. If you do not fill in all the fields, you will not be able to save them, and the fields will be highlighted to remind you.

If you make a mistake after saving it, you will need to delete it and start again. To remove a day and time, click the Delete button alongside it.
View the video here.

Holidays

Here you can add 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 you can see from the image below, there are 3 fields for you to fill.

• Holiday Name: be specific
• 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 Save.
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.

If you make a mistake after saving, you will need to delete it and start again. To remove a holiday, click the Delete button alongside it.

The post Days and Times page appeared first on MiBase New Zealand.

Go to Member -> Roster Pref

You will see the following.

Fill in the required fields.

• 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.
Note: if you would like these times to be listed in order on the Duty Roster page, make sure the morning sessions have a 0 in front of the hours. For example, 9.30am should be written as 09.30.

Once done, click Add a New Roster Group.

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 on the Duty Roster page.

The post Roster Preferences – add or delete appeared first on MiBase New Zealand.

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.
   When 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
   

The post How to add or remove a member from a duty roster appeared first on MiBase New Zealand.