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

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

18 Jun

vTools Upgrade – Events, eNotice, Voting – on 18 June 2018

Upgrade Announcement – On June 18, 2018 vTools will be undergoing system upgrades.

Starting Monday, 18 June 2018 from 5:00 p.m. to 7:00 p.m. EDT (UTC-4) vTools.Events, vTools.eNotice and vTools.Voting will be inaccessible.

The latest release of vTools.Events (v6.5), vTools.eNotice (v1.9) and vTools.Voting (v2.1.0) will be upgraded.

The following new features enhancement will be deployed:
Events 6.5 :

    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

eNotice 1.9:

  • Utilization of new web services
  • Expand usage of eNotice to support Societies
  • Provide Express option for Student Branches and HKN Chapters

Voting 2.1.0

    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

We apologize for any inconvenience this may cause you.
Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns.

22 Dec

How to find if a report has been submitted

To find if a report has been submitted for an event, go to the Search page

On the Search page, select the filters to search for events that have already been saved in vTools.Events.

Search results include the column labeled ‘Reported On’.

  • If there is a date shown for the event listed, this is the date a report was filed for that event
  • If ‘File Report’ is shown for the event listed, no report has been filed
    Click on ‘File Report’ to submit the attendance numbers and submit the report for that event
  • If there is a blank in ‘Reported On’, the event has not taken place and therefore a report can not be filed yet.

If Search results does not show an event for which you want to submit a report, you must create the event and provide the reported information.

To File a Report for a Past Event not already in vTools.Events
Select Event/Report Administration

Click on File a Report for a Past Event

Select My event is not yet in the system!

  • A blank event form will open
  • File out the event form and include the attendance numbers
  • Click ‘Save & Publish’

For more information, view the following tutorials

  • Search and View Events (PDF)
  • File a Report (L31) for a Past Event on Search Events (PDF)
  • File A Report for a Past Event on Event/Report Administration (PDF)
13 Dec

Upcoming: vTools.Events provides new dashboards and streamlined report submission

In the next version of vTools.Events, all volunteers will be able to view and manage all of their events and any report details as one view through the use of administrative dashboard-like pages. Reporting an event (L31) will be made easier by simply by providing attendance numbers.

Events/Report Administration.
This administration dashboard will include a list of the top 20 events displayed in three (3) tabs (Recent, Upcoming, Draft).
Options include:
• Schedule a new event
• View the published event as the public would on the web
File a report for past events
• Manage a single event on it’s own dashboard

Manage a single event
This dashboard is where users will find all of the current volunteer administrative options:
• Edit
• View
• Registration and Attendance details
• Creating from existing event
• File a report – New – click to enter attendance numbers and submit!

One view of an event and report details
Search Events results will include all events in vTools.Events with reporting details and options such as:
o Reported On date, if applicable
o An option to file a report
o View published event
o Manage a single event and all related report content

Streamlined report submission
• To file a report, the volunteer need only provide the attendance numbers
• A ‘File Report’ option will be available on Search Events, Events / Report Administration and when managing a single event’s content