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

30 May

vTools Events Release coming

Upgrade Announcement – On June 7, 2017 vTools will be undergoing system upgrades.

Starting Wednesday, 7 June 2017 from 3:00 p.m. to 4:00 p.m. EDT (UTC-4) vTools.Events will be inaccessible.

The latest release of vTools.Events (v6.1.1) will be upgrades to provide a calendar option in the registration email confirmations.

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.

09 Jan

vTools.Events version 6.1 has been released

On 22 December 2016 Events version 6.1 was released.
Events 6.1 introduces the following usability and interface enhancements :

  • Events is now integrated with vTools.eNotice so that you can create and send meeting announcements without having to re-enter your event information. Events announcements includes a new option – “Create eNotice from Event’. When selected, a new eNotice opens and the announcement details are copied.
  • Correction of draft results when selecting sort by column.
  • The registration form includes text indicating the payment will be made in PayPal when the event includes pricing.
  • The registration form email address tooltip indicates the email address provided will be used to send registration confirmation.
  • Corrected a defect when deleting menu items. User will be able to delete all menu items, if desired.
  • Events will inform the user of the deletion of pricing if the user disables registration. When a user sets the registration start and end dates to the same value, this disables registration. The system will warn the user that this setting will disable registration.
    Additionally, if there is pricing set up for the event, the system will warn the user that this setting will also delete all pricing. The user will have the option to cancel the change or disable registration and delete pricing, if applicable.

  • About page includes correct link to Events tutorials.
  • Correction of draft search to return all draft events in the results when ‘Draft’ option is selected.
15 Dec

New Events – eNotice Integration is here

We are happy to announce the integration of Events with eNotice is available for all your events and meetings.

With this new feature, you can create an eNotice using the meeting information entered in vTools.Events.

Follow these steps:

  • View your meeting or event in vTools.Events
  • Select the new option “Create eNotice from Event
  • The contents of the meeting will be copied into a new eNotice.
    The eNotice message will include all of the key details of your announcement including

      Title and image, if applicable.
      Header, if applicable
      Date / Time
      Description
      Contact email
      Extra Contact Information, if applicable
      Footer, if applicable
      Location info and map
      Registration link, if applicable
      Registration Information (dates and menu items not pricing info found in the tooltip) , if applicable
      Agenda
      Speaker – Display Name and Topic and image if applicable
  • Edit the eNotice, if needed. This includes message content, filters (mailing target audience, grade/status).
  • eNotice automatically assigns the mailing target audience using the organization selected (HOST) on the meeting/event.
  • Submit the eNotice – SEND EXPRESS rules will continue to be enforced.

Click here for more information – Events-eNotice Integration.

13 May

Accepting Credit Card Payments

Functionality for accepting credit card payments for Regions 1-7 is made possible by a joint effort between IEEE Concentration Banking Program and vTools.   It enables Sections, Chapters, and Affinity Groups that are using vTools.Events to accept credit card payments for meetings and have funds deposited directly into the Organizational Unit’s (OU) Concentration Banking account.

 

If you are interested in using this option for your OU and you do not have a Concentration banking account, you can read more on the IEEE Concentration Banking Program web page or contact concentration-banking@ieee.org

 

Deposits to a local bank account can be made available for OUs in Regions 8, 9, and 10 per special arrangement. Contact concentration-banking@ieee.org for additional information.

 

Benefits of this service are multi fold:

* It allows OUs to start offering small sale credit card payments if they have not been able to do so in the past.

* It reduces cost to OUs, since outside vendors often charge high fees for small sale credit card payment services.

* It centralizes credit card payment processing and provides benefits associated with such consolidation: better accounting and record keeping, integration with Concentration Banking System (CBRS) when appropriate, and improved security.

 

Please note the following rules and fees for using the credit card payment functionality:

* This functionality is not meant to be used for large events, such as conferences. If there is a need to process payments for a large event please contact MCE Sales to get started.

* The fees for each credit card payment are the following: 2.2% of the total amount charged + 0.30 US Dollars; * Payments are deposited into the Organizational Unit’s Concentration Banking account in Regions 1 – 7. Deposits to a local bank account can be made available for sections in Regions 8, 9, and 10 per special arrangement. Contact mailto:mga-im@ieee.org for more information.

* Fees for credit card payments should be included in the L50 report on Sch IV under line 5.60 – Other General & Management expenses;

* Volunteers are responsible for issuing refunds when necessary using IEEE Concentration Banking or local bank checks (applicable to Regions 8, 9, and 10 if not using Concentration Banking);

* Volunteers are responsible for complying with any local and federal tax laws and regulations;

* Even though vTools Events uses PayPal as the payment clearing house, there is no access to the PayPal accounts in vTools.Events;

* Payment reports are available from vTools Events and the Concentration Banking System.

* Organizational Units cannot use their own PayPal accounts for this functionality.