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 organization’s member list to registration

  • @Event  (the on-site registration feature) now includes an option to upload a list of all members for the HOST/OU of the event
  • Once uploaded, volunteers can quickly check in members from the list with one click

Email registrants / attendees of an event

  • Volunteers are able to communicate with registrants for an event using eNotice
  • Send eNotice to Registrants is a new feature that utilizes the registrant list (saved for a single event only) to load the email addresses to a custom recipient list in eNotice.
    • Note:   All recipient lists are compliant with all member communication preferences and GDPR
  • After the event has ended, use Send eNotice to Registrants to reach out to all attendees (including anyone who registered on-site)
  • For more information on eNotice and Send eNotice to Registrations, click here.

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

Outlook and iCal is available on published view of an event,  in the registration confirmation and when eNotices are sent using Event content.

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 includes a search by an organization.  The map is updated based on search results as well as ‘Recent Activity’ .

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

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 new user interface.   It is fully responsive to mobile devices.

The updates include the following:

Manage eNotices

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

The listing of eNotices includes options to:

  • Create eNotice – opens a blank eNotice form
  • Search by Subject or Recipient (Organizational Unit)
  • Status filters – apply filters to display eNotices based on status – Draft, Submitted, Pending, Canceled, Sent
  • Sort – display listing by Subject, Send by date, Reminder, Priority, Type (Express, Standard)
  • Manage – for a single eNotice  and access options: Preview, Edit, Duplicate, Contact Staff, Send Test eNotice
  • Create eNotice – opens a blank eNotice form

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

  • Preview- presents a view of how the recipent will see the eNotice in their Inbox
  • Edit – opens saved eNotice
  • Duplicate – make a copy of the eNotice
  • Delete
  • Contact Staff – email will include a link to eNotice; email is: enotice-admins@ieee.org
  • 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

This page also includes:

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

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 registrants as well as attendees saved for 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.

GDPR – 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.

NOTE:   This feature is only for a list of registrants and attendees that have been saved to a single event.  For more information on vTools.Events and Send eNotice to Registrants option, click here.

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 for an event 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

 

Alerts – If there are events that are occurring when a volunteer signs in, an alert will be displayed that includes the “@Event” option.     Click on the “@Event” option to access the @Event Home page for a single event.

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.

To report officers in order to have access to vTools, use vTools.Officer Reporting

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