MEMO: LITTLE BELLA & MENTOR INFO TRACKING

Transcription

1 MEMO: LITTLE BELLA & MENTOR INFO TRACKING Hi Program Leads! This off-season, our team looked for ways to make our registration process easier. We wanted to improve the user experience for parents registering their Little Bellas for our programs and for our Mentors raising their hands to volunteer. We also wanted it to be easier for you, our amazing Program Leads, to access key information about the girls and the Mentors in your programs. This memo is meant to introduce you to some processes and systems we re going to switch to this year. One of the biggest needs we were solving for was for you to be able to more easily track the Little Bellas in your programs. Our new plan for this is to (a) send you weekly reports on all the Little Bellas registered for your program; and (b) offer a Google docs template for tracking this information more easily. Another major need we solved for is for you to be able to track your Mentors and Junior Mentors at two stages (1) when they are first inquiring about mentoring; and (2) after they ve been given the thumbs up by you and have signed up to mentor in your program. To help you track Mentor and Junior Mentor information, we will: (a) provide you with login access to our new registration platform, RegFox; (b) enable you to download reports about your Mentors and Junior Mentors; and (c) offer a Google docs template for tracking this information more easily. As you start to use these new systems, let us know how we can adapt them to continuously work better for you! Thanks! Els 1

2 TABLE OF CONTENTS Cover Letter p. 1 Table of Contents p. 2 Step 1. USING YOUR LITTLE BELLAS / MENTORS GOOGLE DOC p. 3 Step 2. TRACKING LITTLE BELLAS REGISTRATIONS p. 4 Step 3. DIRECTING MENTORS TO APPLY & SIGN UP p. 5 Step 4. SETTING UP YOUR REGFOX ACCOUNT... p. 6 Step 5. TRACKING MENTORS & JUNIOR MENTORS p. 7 Step 6. DOWNLOADING MEMORIZED REPORTS IN REGFOX p. 8-9 Step 7. VIEWING INFORMATION AT A GLANCE IN REGFOX p. 10 2

3 Step 1. USING YOUR LITTLE BELLAS / MENTORS GOOGLE DOC A Google sheet that looks something like this has been created for each one of your programs: We think this template can serve as a helpful organizational tool, especially for tracking program numbers (Little Bellas, Mentors and Junior Mentors), attendance projections and contact information. However, please make it your own and use it in whatever way works best for you to stay on top of program information and organizational tasks. These Google docs have already been shared with you, but please let us know if your program was missed. In case helpful, the links to these Google docs can also be found in the login portion of the Little Bellas website (Mentors -> Mentor Training) under Resources à Google Doc Links. SOME IMPORTANT NOTES: 1. Please don t move your Google document into or out of folders in your Google drive, as doing so will make the document disappear for the Little Bellas national staff. 2. Each Google doc contains multiple tabs. Look in the lower left corner. You will see this: As pictured above, the labels on the small grey tabs represent different spreadsheets. Click on these labels to toggle between the spreadsheets. Explanations for the tab names here: Bellas REG = Little Bella registrations Mentor SIGNUPS = Mentors you ve okayed who are registered Jr Mentor SIGNUPS = Jr Mentors you ve okayed who are registered Mentor Interest Form = Mentors who ve applied via littlebellas.com Jr Mentor Interest Form = Jr Mentors who ve applied via littlebellas.com 3

4 Step 2. TRACKING LITTLE BELLAS Every Friday, you will receive an from entitled Your RegFox Report is Ready for Download. In this , there will be a link to a report containing registration information for all of the Little Bellas who have registered for your program. If you click on the link, it will automatically download the report in.csv (comma separated values) format, which can be opened and viewed in Google sheets, Excel, and other spreadsheet software programs. (Note: if you make formatting changes to your downloaded RegFox report in Excel or a similar spreadsheet software program, be sure to save the report in that program s format to retain all of your changes ex: use save as.xls for Excel, rather than just hitting save and keeping it as a.csv). As detailed on page 4, we have created and shared you on a Google sheet. The columns in the Bellas REG tab of this Google sheet precisely match the columns on your auto ed and downloaded RegFox report. Simply look at the downloaded RegFox report and compare it to the information already in your Bellas REG tab of your Google sheet. Find any new Little Bellas registrants, then copy and paste them in the first open rows of your Google sheet. By default, the participants are listed first to last based on when they registered, so if at any point you sort your sheet by any other column, be sure to re-sort by registration date (last column on the right) before comparing, copying and pasting. (Note: we suggest just copying and pasting just the newly registered Little Bellas to avoid duplication of effort because the previous Little Bellas registrants have already been carefully formatted in your Google document). A few notes on formatting from the RegFox report to the Google sheet: o o o o Formatting - font: The RegFox report text is 12 pt and the Google sheet text is 10 pt. To standardize, paste the new registrants into your Google sheet, then change the font to 10 pt). Formatting unmerging cells: Sometimes the cells after the ability level column accidentally merge with the attendance cells that follow. (I ve seen this happen at times in the parent contact information too). To correct, select the affected cells and go to Format -> Merge Cells -> Unmerge. Program attendance: Attendance information will be blank if the participant can make all of the program dates. If the participant cannot make all of the program dates, the date fields she can make will say yes and the date fields she cannot make will say no. Simply delete the yes answers to clearly see when your Little Bellas will be absent. Multi-sibling registrations: When families check out multiple siblings at a time, we only require them to fill out family contact information once. As a result, parent/family contact information will sometimes be blank in your spreadsheet. Simply locate the sibling whose family contact information is complete and cut and paste it into the lines for the other siblings. 4

5 Step 3. DIRECTING MENTORS TO APPLY AND SIGN UP A. Applications / Interest Forms As a refresher, when you launch a new program or recruit new mentors (or someone finds us surfing the web), the first step a prospective mentor takes is to fill out a form on our website to indicate their interest. Prospective mentors fill out a form by navigating to: à GET INVOLVED à BECOME A MENTOR link: Junior Mentors (ages 15-18) have a separate form. Their form is found by navigating to: à GET INVOLVED, BECOME A JUNIOR MENTOR link: B. Signups / Registrations Once you ve either confirmed that a mentor from a prior year is returning or have interviewed and welcomed a new mentor to join your program, you provide that mentor with the Mentor Signup link for your program(s). All Mentors (including you, the Program Lead!) must sign up in order to mentor in your program. This step is key, and the earlier it gets filled out the better, as it collects jersey sizing for timely orders and attendance information critical to your planning, plus essential emergency contact information, legal waivers, new mentor bios/pics, and other important information. Not every program has Junior Mentors (ages 15-18), but if yours does, they must also sign up to be part of your program, using a separate Junior Mentor Signup link. Again, this step is key, as it collects essential legal release forms (different for Junior Mentors than for Mentors), emergency contact information, etc. Mentor and Junior Mentor Signup Links for each program can be found in the login portion of the Little Bellas website (Mentors -> Mentor Training) under Resources à Program Links. 5

6 Step 4. SETTING UP YOUR REGFOX ACCOUNT Look in your inbox (whichever forwards to) for an from entitled You ve been invited to join Little Bellas. Click on the link in the body of the . The link will bring you to a screen where you will create your own password and click sign up to confirm. Write your password down somewhere so you don t forget it! In case it doesn t auto-populate, your username is your Little Bellas address. This will land you at a page that looks like this: Click View Campaigns under the blue RegFox icon. You are now logged into the back end of our new registration platform, RegFox! For future logins, go to or just Google RegFox login and it will pop right up. 6

7 Step 5. TRACKING MENTORS & JUNIOR MENTORS By logging into your RegFox account (instructions above on page 6), you will be able to access Mentor and Junior Mentor information and reports for your program. When you log in, you should see something that displays your various campaigns. All Program Leads should be shared on the MENTOR INTEREST FORM 2017 and JR MENTOR INTEREST FORM 2017 (the Mentor and Junior Mentor application / interest form campaigns which are universal across all program geographies) as well as Mentor and Junior Mentor signup campaigns specific to their program. Example here: You can download reports related to these campaigns or view registrant data at a glance. Instructions on how to do both follow. Downloading pre-made reports is probably the easiest route. Once you do this, we suggest you follow the same steps you did with the Little Bellas automated reports and copy and paste new entries only into the appropriate tabs on your Google doc. IMPORTANT NOTE for the Mentor and Junior Mentor interest forms: We have updated your Google docs with all the applications that came into our old system since the end of last season from fall 2016 through February 14, These are already housed in your Google document under the tabs Mentor Interest Form (for Mentor apps) and Junior Mentor Interest Form (for Junior Mentor apps). Starting February 15, 2017, all Mentor and Junior Mentor applications have come in through RegFox. So, look to RegFox for this information moving forward. Because this data is stored in two systems, it is ESPECIALLY IMPORTANT that you don t overwrite the data in your Google documents on these tabs just copy and paste new entries to the bottom of the list, please! 7

8 Step 6. DOWNLOADING MEMORIZED REPORTS IN REGFOX Probably the easiest way for you to access Mentor and Junior Mentor information is to export reports that have been pre-made for you. To do so, follow these steps: 1. Navigate to Reports in the top navigation bar. 2. Click on Exporter at the bottom of the left-hand navigation bar. 3. Click on the box entitled Registrant Data in the main workspace s upper left corner. 4. Click on Load Memorized Reports (a small line of font under the headline in the main workspace that reads Export Registrants). 5. Load Memorized Report will become a dropdown menu. 8

9 6. Click on Load Memorized Report again to reveal an array of pre-made reports. 7. To output your program s Mentor or Junior Mentor signup info, find the report that starts with your program location and ends in MentorSignup 17 or JrSignup 17. For programs with more than one session, note the listed SEASON. To output interest form data, select Mentor_Interest_Form or Jr_Mentor_Interest_Form. 8. Click Download at the bottom of the page. PLEASE DON T EDIT REPORTS, THANK YOU! 9

10 Step 7. VIEWING INFORMATION AT A GLANCE IN REGFOX You can view the registrant information in your RegFox campaigns by doing the following: 1. Navigate to Reports in the top navigation bar 2. Click on Registrants second from the top of the left-hand navigation bar. 3. Click on Show Search Filters in the main workspace s upper right corner. 4. Among the search filters that appear, Campaign (All) is the one you want. 5. Click on Campaign (All) dropdown menu and your different Campaigns appear. For viewing Mentor signup data, select MENTORS [Your Program Name]. For viewing Junior Mentor signup data, select JR MENTORS [Your Program Name]. 6. To review an individual Mentor or Junior Mentor s signup information, hover over the line with the person s information and click on Details which appears at the far right. 10