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 GDPR compliant
  • 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

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.

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

10 Aug

Announcing vTools. Events – more than just a place to report past meeting activity

We are excited to announce that IEEE MGA has released a new version of vTools Meetings on Wednesday afternoon ET 27 July. This new version is re-branded vTools Events to better identify with the meetings and activities that are included.

vTools Events is fully responsive to mobile devices – both in event management and guest registration. This new, more intuitive look and feel, provides many new features and enhancements which include:

– Home Page with a global view of all events
– Enhanced event search option
– Redesigned event creation form
– Easier interface for event reporting
– More intuitive event registration setup
– More help text

Here is a screenshot of the new home page.
EventsHomePagePreview

All existing events are available in the new look and feel. Tutorials are available on the vTools Events Tutorial page.

Here is a screenshot of the event description.
Events Published
We encourage all geo units to use vTools Events to schedule future meetings. vTools Events is more than just a place to report past meeting activity.

All vTools Events and IEEE sponsored conferences are displayed in IEEE Collabratec™ and a data feed can be used in your organization’s website calendar.

Questions, comments or suggestions can be emailed to vtools@ieee.org.

12 Oct

vTools Meetings version 5.1.1 has been released

Meetings 5.1.1 introduces the following usability and interface enhancements:

  • When registration and payment set up errors are generated, the system will no longer return a blank screen.  All error messages will be displayed on the Schedule meeting form.
  • Price level descriptions entry box has been expanded.
  • Staff will no longer will be restricted from downloading a maximum of 500 records for Find Meetings and Find Meeting Reports results. 
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.