17 Jan

vTools.Events version 6.7 has been released – 9 January 2019

On 09 January 2019, Events version 6.7 was released.

Events 6.7 introduces the following enhancement:

Upload  the HOST organization’s member list to registration

  • @Event – the on-site registration feature- now includes an option to upload a list of all the members for the host of the event
  • Once uploaded volunteers can quickly check in members from the list with one click.

Email the registrants of an event

  • Volunteers will be able to communicate with those who have registered and/or attended their meetings.
  • This new feature (Send eNotice to Registrants) utilizes the registrant list (saved for a single event) to load the email addresses to a custom recipient list in eNotice.

Attachments – Events now supports  attachments.  Up to 10 MiB can be uploaded to an event.

Outlook and iCal will be available on published view of an event, in the registration confirmation and available when a volunteer sends an eNotice from an Event.

Registration button – Whenever an event includes registration, the published view will enable/disable the registration button based on the dates when registration opens and closes.

Search by organizational unit – the Home page will provide a search for events based on the organization.

Please review the latest Events tutorials by clicking here
Questions, comments or suggestions can be emailed to mga-im@ieee.org

17 Jan

vTools.eNotice version 2.0.0 has been released – 9 January 2019

On 09 January 2019 eNotice version 2.0.0 was released.

eNotice 2.0.0 introduces the following enhancement:

eNotice has been updated with a user interface.   It is fully responsive to mobile devices

Manage eNotices

This dashboard provides up-to-the minute information on eNotices you’ve created as well as other officers who support your organizational unit.

The listing includes options to:

  • Search by Subject or Recipient (Organizational Unit)
  • Apply filters to display eNotices based on status – Draft, Submitted, Pending, Canceled, Sent
  • Sort the listing by Subject, Send by date, Reminder, Priority, Type (Express, Standard)
  • View and Manage a single eNotice – administrative options : Preview, Edit, Duplicate, Contact Staff, Send Test eNotice

Create eNotice‘ opens a blank eNotice form

Manage a single eNotice
This dashboard is where users will find all of the administrative options for a single eNotice.

This page includes:

    • Recipient information – the organizational unit / audience the eNotice will be sent to.

Options to manage an eNotice:

  • Preview
  • Edit
  • Duplicate
  • Delete
  • Contact Staff – email sent will include a link to eNotice
  • Send Test eNotice – sends a copy to the signed in user;  provides an example of how your recipients will see your eNotice
  • Copy Message Source – copy message to clipboard

eNotice Express now supports attachments. Up to 10 MiB can be uploaded to an eNotice.

Send eNotice to Registrants

Using vTools.Events, you will be able to send an eNotice to the registrans saved to a single event.

This new feature utilizes the registrant list (saved for a single event) to load the email addresses to a custom recipient list in eNotice.

In compliance with GDPR, every email address included in the custom recipient list will be validated to confirm the registrant has provided explicit consent to send emails to them from the local geo units and IEEE.   Only those who have provided explicit consent will be included in the custom recipient list and may receive eNotices.   Every eNotice includes a link to manage their consent preferences in the footer – for both IEEE members and those recipients on a custom recipient list as defined above.

This feature is only for a list of registrants that have been saved to a single event.

NOTE:  If consent has not been provided, the email address will be removed from the custom recipient list in eNotice.

NOTE: eNotice and Events does not support the manual upload of an email list at this time.

As with all of the vTools applications, upgrades to the next version of Ruby on Rails has been applied.

Please review the latest eNotice tutorials by clicking here
Questions, comments or suggestions can be emailed to mga-im@ieee.org

31 Aug

IEEE Upgrade on 5 September 2018

On Wednesday, 5 September IEEE is upgrading a number of Web sites and systems to bring you enhanced capabilities and an improved experience.

Starting Wednesday, 5 September from 07:00 PM EDT (23:00 UTC-04) to Wednesday, 5 September 10:00 p.m. EDT (02:00 UTC-4), the following functions will not be available: IEEE Shop, join and renew IEEE and IEEE societies, myIEEE, article purchasing on IEEE Xplore and some vTools applications. If you need assistance during this time, please direct your inquiry to the IEEE Support Center

Please note that due to this upgrade parts of the vTools will be inaccessible between Wednesday 5 September, starting at 7:00 p.m.(23:00 UTC-4) through 10:00 p.m. (02:00 UTC-4):

vTools.Events
– there will be no ability to validate member numbers for discounted price levels during registration

vTools.eNotice
– There will be no ability to create new or modify existing eNotices. There will be no ability to send express eNotices.
– There will be no ability to upload attachments

vTools.WebInABox
– there will be no ability to create new or modify existing sites
– “Officers” and “Other units” pages will not show any officer or unit data

vTools.Voting
– there will be no ability to create new or modify existing ballots
– voters should still be able to vote in open elections

vTools.OfficerReporting will not be available

WebEx will not be impacted

vTools.StudentBranchReporting will not be impacted

ReviewRoom will not be impacted

If you have any questions, please contact the vTools team at vtools@ieee.org

07 Aug

Register for a vTools event using IEEE Event Finder mobile app

We are excited to announce a new feature for users of the IEEE Event Finder mobile app.

vTools.Events has been enhanced to support mobile registration using the IEEE Event Finder mobile app.

Users who have IEEE Events Finder app can now register for local events as well as pay any admission fee that may be applicable. The user has a list of all mobile registration details on the IEEE Event Finder app

Payments are made through PayPal.

Volunteers will have access to all events registration submitted for their events (both web and mobile).

07 Aug

IEEE Upgrade on 11 August 2018

On Saturday, 11 August IEEE is upgrading a number of Web sites and systems to bring you enhanced capabilities and an improved experience.

Starting Saturday, 11 August from 06:00 AM ET (11:00 UTC-05) to Saturday, 11 August 2:00 p.m. ET (19:00 UTC-5), the following functions will not be available: IEEE Shop, join and renew IEEE and IEEE societies, myIEEE, article purchasing on IEEE Xplore and some vTools applications. If you need assistance during this time, please direct your inquiry to the IEEE Support Center

Please note that due to this upgrade parts of the vTools will be inaccessible between Saturday 11 August, starting at 6:00 a.m.(11:00 UTC-5) through 2:00 p.m. (19:00 UTC-5), Saturday, 11 August ET:

vTools.Events
– there will be no ability to validate member numbers for discounted price levels during registration

vTools.eNotice
– There will be no ability to create new or modify existing eNotices. There will be no ability to send express eNotices.
– There will be no ability to upload attachments

vTools.WebInABox
– there will be no ability to create new or modify existing sites
– “Officers” and “Other units” pages will not show any officer or unit data

vTools.Voting
– there will be no ability to create new or modify existing ballots
– voters should still be able to vote in open elections

vTools.OfficerReporting will not be available

WebEx will not be impacted

vTools.StudentBranchReporting will not be impacted

ReviewRoom will not be impacted

If you have any questions, please contact the vTools team at vtools@ieee.org

09 Jul

vTools.Events version 6.6 has been released – 02 August 2018

On 02 August 2018 Events version 6.6 was released.

Events 6.6 introduces the following enhancement:

  • Enhanced on-site registration feature that can be used with a mobile/tablet device called @Event.

 
@Event provides the following on-site functionality:

  • View registrations
  • Add new registration
  • Check-in attendees
  • Update registration information

If there are events that are occurring when volunteer signs in, an alert will be displayed with the “@Event” option.
Click on the “@Event” option to access the @Event Home page.

For more details on on how @Event can be used to record event attendance, click here.

Please review the latest Events tutorials by clicking here
Questions, comments or suggestions can be emailed to vtools@ieee.org

09 Jul

Want to know who has access to vTools?

The current security model automatically allows use of the tools by any volunteer who appears on the organizational roster. Volunteers can create meetings/events, WebInABox sites, run elections, etc., while members and in many cases general public can view meeting/event information, visit WebInABox sites, etc.
Volunteers should use their IEEE web account username and password to login. If you do not recall your Web Account information, you may go to: http://www.ieee.org/web/accounts to recover your username or password online.

For more information, please view the post Automatic Access Information.

19 Jun

vTools.Events version 6.5 has been released – 18 June 2018

On 18 June 2018 Events version 6.5 was released.

Events 6.5 introduces the following enhancements:

GDPR Compliance changes

  • Events registration will include IEEE Privacy Policy
  • Event Management will include the Data Access and Use Policy consent for volunteers

    Enhancements

    • Enhanced reporting information – when there are registrants for an event, the reporting pages will show the number of registrants
    • Utilization of new web services
    • Linkedin is presented on the public view of each event
    • Enable event creation for officers of Council OUs

    Please review the latest Events tutorials by clicking here
    Questions, comments or suggestions can be emailed to vtools@ieee.org

19 Jun

vTools.Voting version 2.1 has been released – 18 June 2018

On 18 June 2018 Voting version 2.1 was released

Voting 2.1.0 introduces the following enhancements :

GDPR Compliance changes

  • Removal of voter status option
  • Voting Dashboard will include the Data Access and Use Policy consent for volunteers

Enhancements

  • Utilization of new web services
  • Provide auto-load option for voter list
  • Updated links for required reporting for local election results and voter instructions

    Please review the latest Voting tutorials by clicking here
    Questions, comments or suggestions can be emailed to vtools@ieee.org