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Podcast Publishing Process

We will be prompted by someone who has created a new video on Riverside, our podcasting recording platform - they’ll send an email to admin@hunterbiblechurch.org and ask for their episode to be processed.

Processing the podcast episode on Riverside

  1. Log in to Riverside with a Google account. Select the administration@hunterbiblechurch.org Google account.

  2. Select “Projects” and select the project corresponding to the episode you need to process. If processing something for Richard’s “Small Group Toolbox”, select:

    Projects > Small Group Toolbox > Edits > Select Episode > Edit

  3. When in the episode, select AI Tools > Magic Audio > Apply

  4. Select AI tools > Eye contact > Apply (wait for it to complete the process)

  5. Select Captions > 4th from the top (white background, black text)

  6. Select Share > Export > Video > Export Video… (then select “Go to Exports”)

  7. Wait for Export to finish

  8. Edit the title of the export (e.g., for Richard’s podcast, name it “Small Group Toolbox - Ep X Title”

  9. Create an image for the episode
    a) Ask Co-creator: “Can you please create a title image for this episode with the words [title]?”
    b) Select the best image and save it

  10. Create some show notes by asking Co-creator “Can you create some show notes?” Copy these and keep in a Word/Google doc

  11. Click back into the recording and copy the transcript. Paste it into a Word/Google doc and check through to make sure the sentences flow properly.

  12. Download the video from Riverside

Sharing to Spotify

  1. Open Spotify for Creators
    Login as hunterbiblechurch (get the code sent to the admin email)

  2. Select your podcast (for Richard’s, select “Small Group Toolbox”)

  3. Select “New Episode”

  4. Select your downloaded file

  5. Paste in the Title and Description from Riverside (see Riverside podcast processing step 10)

  6. Upload cover art (which you downloaded from Riverside in step 9)

  7. Edit the Episode to say Season (1) and number (X)

  8. Select “Next”

  9. Select “Publish Now”

  10. Select “Publish”

  11. Go to the the Spotify episode. Under the new episode, select More Options (three dots) > Copy link to the episode

  12. Listen on Spotify > three dots > Share > Embed > Copy code (you can’t copy the Embed code from Spotify creator, it needs to be on the Spotify listening platform)

Create a HBC resource

  1. Log into Squarespace (log in with the admin Google account)

  2. Select Pages > Member Resources Blog

  3. Add post (+ button)

  4. Type the Podcast name and episode title into the blog post title area

  5. Add an Element > Embed > Code Snippet > Embed data > Paste code

  6. Add a text element > paste the transcript (see Riverside processing step 11)

  7. Save and publish

Notify podcaster

  1. Email the person who has requested you process the podcast back with links to the podcast on Spotify and the link to the blog post on our member resources page

  2. Archive the email in the admin inbox!

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Printing labels

Using the HBC App

For routine labels (e.g., kids church, Connect Series, Tuesday Feed), we have some pre-sets loaded into a tool on the HBCApp. Instructions below:

  1. Log into the HBCApp

  2. Select Label Tools

3. Under “Label sheets”, select the Elvanto group you want to print labels for.

You can also select the way you want the information to appear, add some extra text if needed (“Title on label” field) and select your font size.

4. Select “Label sheet” - it will export a pre-formatted PDF for our standard label sheets.

5. Place label sheets (24 to a page) in the printer bypass tray, with the labels facing down

6. Print settings: 1 sided, paper tray = bypass tray, paper type = thick2

Manual formatting (mail merge)

Use this process if you need to print labels with extra information that doesn’t exist in Elvanto. These instructions are for 24 label sheets, but you can alter this process to print on different sized labels.

Process:

  1. Download your data into an excel file

  2. Open Microsoft Word > Mailings > Start Mail Merge > Labels

3. Select label vendors = other/custom
If someone has set up our labels on your computer in the past, they should appear as LA4/24L on your list.
Otherwise, select “New label” and load in the label dimensions as shown below:

4. Select label LA4/24L and click OK. This should cause the outlines of the labels to appear on your Word doc (if they don’t appear, select “table layout” > View gridlines)

5. Click Select recipients > Use an existing list > Select your exported data list from saved location (make sure “first row of data contains column headers” is ticked)

6. Select Insert merge field
A list of all the fields (columns) from your spreadsheet will appear. You can insert the fields you want and format them.

7. Select “update labels” to fill out the page of labels using your data, and “preview results” to see what they would look like.

8. When ready to print, select “Finish & Merge” > edit individual documents > all
This will open up a separate word document with all your labels formatted. You can have a look through all the labels top make sure they look ok, then print them

9. Place label sheets (24 to a page) in the printer bypass tray, with the labels facing down

10. Print settings: 1 sided, paper tray = bypass tray, paper type = thick2

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Marriage Documents Process

Marriage Documents Process

The couple should have filled in their details on the Cognito Form “Marriage Request Form” (available here) 

When a form is completed, an email notification comes through to admin@hunterbiblechurch.org with a copy of the completed form

Using the information in the form, complete the following documents - taking care with spelling and ensuring all required fields are filled out. If there is missing information, contact the couple via email (on the form) to request the additional information before printing documents.

Notice of Intended Marriage (NOIM)

“Notice of Intended Marriage” - available here or in the folder “Marriage Documents” on the Admin Google drive

    1. Follow instructions provided on the form to fill fields out correctly

    2. Double check spelling of names to ensure they match what was filled out in the form by the couple

    3. If bride or groom was born in NSW record the town or suburb of their birthplace as well as the state

    4. Leave the signature fields blank

    5. For “Qualification” of witness, put “AUTHORISED CELEBRANT” - but leave date blank 

    6. Date notice received (#18 on form) leave blank. Will be signed by celebrant when the form is completed with the bride and groom

    7. Rites used = “RITES OF THE FELLOWSHIP OF INDEPENDENT EVANGELICAL CHURCHES” 

    8. Tick boxes for Party 1 and Party 2 for “Have you given the document referred to in subsection 42(5A) of the Act to the parties?” (this is sent automatically when they fill out the form) 

    9. Celebrant Numbers are:

      GREGORY JAMES LEE (N28127)

      DAVID MALCOLM MOORE (N28128)

      SAMUEL JAMES HILTON (N28129)

      RICHARD KEITH SWEATMAN (N28126)

      DAVID BRUCE ALLEN (N28733)

      DAVID JOHN ROBERTSON (N30146)

      ANDREW JAMES HORSFIELD (N30573)

      SCOTT BETLAND CURTIS (N30806)

      STUART CHARLES HARRISON (N32590)

      SAMUEL GEOFFREY JOHN TALBOT (N33098)

    10. Save completed document as a PDF with couples name in the folder “Marriage Documents” 

    11. Print 2 copies of the document (not double sided) 


Official Certificate of Marriage & Declaration of No Legal Impediment to Marriage

“Official Certificate of Marriage” and “Declaration of No Legal Impediment to Marriage” - available here or in the folder “Marriage Documents” on the admin Google drive 

    1. Follow instructions provided on the form to fill out fields correctly

    2. Double check spelling of names and information to ensure it matches the form

    3. Declaration of no legal impediment to marriage - leave “declared on (date)” field blank

    4. Leave signature fields blank + Witnesses to marriage (this doc is filled out on the wedding day) 

    5. Save as Word Document and PDF with couples names to admin folder “Marriage Documents” 

    6. Print off 2 copies on 200gsm (thick) paper - back to back


Decorative Marriage Certificate

Decorative Marriage Certificate Template - available on admin Google drive in the folder “Marriage documents” (linked here)

    1. Fill out the fields, ensuring all alignment remains the same:
      Full Name of Celebrant
      Location of Wedding Ceremony, Suburb, State
      Rites should say “Rites of the Fellowship of Independent Evangelical Churches”
      Date of Marriage 

    2. Print off the template onto a blank piece of paper

    3. From the locked brown cupboard, get a blank marriage certificate. 

    4. Place the printed template on top of the marriage certificate and hold up to the light to make sure the respective fields align correctly 

    5. If alignment needs no adjusting, print template onto Marriage Certificate (place marriage certificate face down in the bypass tray). 

    6. If any mistakes are made, the certificate number needs to be noted in the Marriage Registry (hard copy folder where all our marriage documents are filed), with a note that the certificate has been destroyed. Then shred the certificate.

Once all forms/certificates are printed:

  1. Place into a white A4 envelope labeled with couple’s name: 

    1. 2x copies of Notice of Intended Marriage 

    2. 2x copies of “Official Marriage Certificate” (printed on 200gsm paper) 

    3. 2x copies of “Declaration of No Legal Impediment to Marriage” (printed on heavy paper)

    4. 1x copy of Decorative Marriage Certificate 

  2. Put the white envelope full of documents in the locked cupboard in the office.

  3. In the locked cupboard is a white folder which is the Marriage Registry. Fill in a new row of the table in the folder with the number from the back of the decorative marriage certificate and details of the couple getting married and the celebrant

  4. Email the Marriage Celebrant to let him know that the documents are ready and are in the locked cupboard at the hub. 


After the date of marriage:

  1. Set a reminder to check with the Minister that the documents have been completed and send off One copy of the ‘Official Certificate of Marriage’, ‘Notice of Intended Marriage’ and the ‘Declaration of no Legal Impediment of Marriage’ to

NSW Registry of Births, Deaths and Marriages

GPO Box 30

Sydney

NSW 2001


2. Then file the remaining copies of the ‘Official Certificate of Marriage’, ‘Notice of Intended Marriage’ and the ‘Declaration of no Legal Impediment of Marriage’ in the folder in the locked cupboard.

3. If the decorative marriage certificate is still there, email the couple and let them know that they can collect it from the GS office when they’re ready.

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Sending SMS through Elvanto

You’ll need to have your permissions updated to allow SMS contact, and if you’re sending on behalf of someone, they’ll need to have their phone number activated in SMS Broadcast (chat to Steve or Debbie for help).

Sending a text message:

  1. Click Settings > integrations > SMSBroadcast

  2. Change the “dedicated phone number” field to the phone number you’re wanting to send from. Save.

  3. Pull up your send list > contact people > SMS only

  4. Type in your message

  5. Send test SMS and make sure it comes through from the intended person, has no typos and any links work.

  6. When happy, click SEND

When in doubt, please ask for help! We want our text messages to be high quality as it’s quite an ‘intimate’ form of communication, so we want to make sure it’s done right :)

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Tiny Tunes Rego & Follow Up Process

Last updated March 2026

Tiny Tunes Rego & Follow Up Process

Garden Suburb and City

Registration process

Prior to program

Print out attendance sheet (from Elvanto group for that term; include photo permissions)

Registration desk

Regular families to sign in via ticking box

New attendees to register via the form 

All to pay $5 per family for tap+pay machine

+/- name tags (based on preference of team leader)

After sign in, take photo of attendance sheet and email to admin

During

Team leader to take note of kids with photo permissions from sign in sheet

Designated photographer to take photos for promotional purposes and verbally confirm with parents (delete any photos with faces of kids with no photo noted). They need to wear photographer lanyard.

Follow up process

Admin:

Process new regos

  • Add in as “new” (unless more information is known that can place them in another people category)

  • Manually add in children from the form

    • Fill in “demographics” and “school grade” based on ages

      • Baby - stay with parents: 0-1yr

      • Baby - creche: 1-2yrs

      • Could start school in 3 years: 3 yr old

      • Could start school in 2 years: 4 yr old

      • Could start school in 1 years: 5 yr old

    • Link with parent (label as “child” and the parent as “primary”)

    • Add to Tiny Tunes group for that location and term

  • Add a note on all new profiles

  • Add into Connections flow “Pursue through Tiny Tunes” step
    Assign to Amelia Archer (City) or Emily Clarke (GS)

  • Send text message to new regos

    • When a rego form is approved, they will end up in the Elvanto group Tiny Tunes SMS First Contact GS or Tiny Tunes SMS First Contact City

    • Go to settings > Integrations > SMS Broadcast to update the number you are sending on behalf of

    • Send an SMS to the parents in that group using this script

      Hi %firstname%, thanks for joining us this week at Tiny Tunes - we loved having you! Just checking in to see how you found it and if there's anything we can help with. Just let me know! 


      GS: Send from Emily Clarke
      CIty: TBC

    • Remove those people from the group when the text has been sent

  • Input group attendance into Elvanto for that week


Weekly

  • Group attendance report in Elvanto from attendance sheet + add in new regos

  • Print next week’s attendance sheet

Advanced search: groups contains Tiny Tunes LOCATION TERM YEAR

  1. Display fields: Last name, first name, photo permission

  2. Sort by: Last name ascending

  3. Search

  4. Export as xls

  5. Format - add the date the sign in sheet is for and format to fit on one A3 piece of paper

  6. Print and leave in GS print room for collection

During each school holidays

  • Update Elvanto group linked to the form

    • Create a group for the next term e.g., Tiny Tunes City Term 4

    • Link new group to the Tiny Tunes rego form for that campus

  •  Send text message to all attendees from previous term
    Hi %firstname%, it’s been such a joy having you with us at Tiny Tunes this past term! We are taking a short break over the school holidays and we’ll be back up and running on the [date]. We’d love to see you back if you’re able to join us!

Connection AL

  • Decide best step and pursue new information

    • Leave in Pursue through Tiny Tunes step

    • Invite to Life

    • Invite to Sunday gathering

    • Invite to Life 1:1

    • Pass on to membership team (figure out this process with membership team)

  • Change people category where known


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Venue hire

We do hire out our venues both to members of our church family as well as members of the public. We ask that all queries go to admin@hunterbiblechurch.org

Here are some principles that we want to hold on to as we hire out our venues:

  • We want to maintain spaces that are useful for ministry, and gospel ministry is our first priority

  • We want our church family to be able to celebrate their life events in church spaces, because it’s their space but also because it’s a great opportunity to invite friends and family to come to church

  • We want people from outside church to have a really great experience of dealing with us

The process:

  1. Check the master calendar and the venue bookings calendar for availability

  2. Send through associated costs and hire conditions (linked below)

  3. If they wish to proceed with hiring the venue, get them to fill out the venue hire form to finalise their booking (linked on the venue hire costs docs)
    HBC member fees for private event (e.g., birthday party)
    HBC member fees for weddings and other Christian events
    HBC member fees for funerals
    Non-member hire fees
    HBC members wanting a wet weather option for their events (read this before proceeding with booking; slightly different procedures apply!)

  4. Place booking in the venue bookings calendar

  5. Calculate their hire fee and confirm with hirer. Email finance@hunterbiblechurch.org so they can invoice the hirer.
    Note: If they’re wanting to book a wedding on a small budget and need to lower the price, we LOVE being able to do this for them. Get them in touch with your admin team leader.

  6. Talk to Debbie about booking any extra cleaning services

  7. Contact hirer to see if they need an orientation to how to unlock and lock up the venue; organise one if required

  8. After event, contact finance@hunterbiblechurch.org to process the return of their bond

Other notes:

  • If someone external to church is wanting to hire the venues, just double check with your admin team leader (Jocelle/Debbie/Dave)… there might be some extra things to consider

  • There’s some extra administrative steps to do with processing wedding documents if you’re booking a wedding! More of that in a separate blog post.

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HBC City Emergency Evacuation Plan

Tabled to the HBC Safe Ministry Committee: August 2025

 

Site Map

 

Evacuation Equipment

The evacuation equipment shall be stored in the kitchen 

 

Alarm

When an emergency alarm sounds, the priority shall be to

  1. Evacuate all people to the Evacuation Point

  2. Conduct a sweep to check that no people are left inside, if safe to do so.

The following personnel will be responsible for the following activities.

 

Evacuation Roles and Responsibilities

Chief Warden

Oversees and controls whole site response

The Chief Warden shall

  1. Take charge of Site and announce to attendees:

“The fire alarm has sounded. We are going to evacuate through the nearest fire exit and meet at the Emergency Evacuation Point on King Street. 

(if there is a Kids Program running…)

The kids team will be evacuating your children and they will meet you at the Emergency Evacuation point”

  1. Identify/appoint Fire Warden 1 (Foyer and Auditorium), and Fire Warden 2 (if there is a Kids Program running)

  2. Ensure the Fire Wardens are aware of their responsibilities

  3. Wear the white hat and vest and megaphone

  4. Take lead at the Emergency Evacuation Point 

  5. Communicate to parents “The kids team is conducting a roll call and we will let you know when you can collect your children”

  6. Communicate to attendees to remain at the Emergency Evacuation Point, clear of the building entrance, until emergency services arrive in order to keep the building entrance clear of pedestrian traffic and minimise vehicle traffic on King St.

  7. Liaise with Fire Wardens once the site is cleared, and delegate to appropriate persons to conduct a search for any missing persons if it is safe to do so.

  8. Communicate with Emergency services when they arrive.

  9. If the fire alarm is likely to be a false alarm or minor issue (e.g. burnt toast) then encourage people to stay at the Emergency Evacuation Point so that people can re-enter the building when the all-clear has been given. If however fire/smoke is evident and it is highly unlikely that re-occupation of the building is to occur in the near future, people should be allowed to disperse provided this will not impede Emergency services personnel or vehicles. 

  10. Communicate with all people on site that they may return to site once the all clear is given. 

 

Fire Warden 1: Foyer + Auditorium

Core Responsibility: Oversee evacuation and then do a site sweep of their area

Fire Warden 1 shall

  1. Wear the fire warden vest and hat, stored in the kitchen.

  2. Determine the best Auditorium exit points. 

  3. Instruct people to use those exits to move to the Emergency Evacuation Point directly and not collect children. e.g. “The kids team is taking your children to the Emergency Evacuation Point”

  4. Conduct a sweep to check there are no persons in the Auditorium, Kitchen, Kids areas, store rooms and bathrooms (if safe to do so). If there is no kids program and no Fire Warden 2, conduct a sweep of all rooms. 

  5. Report back to the Chief Warden that the area has been cleared and await further instruction.

 

Fire Warden 2: Kids Areas 

Core Responsibility: Oversee evacuation and then do a site sweep of their area.

Fire Warden 2 shall:

  1. Wear the fire warden vest and hat, stored in the Kitchen

  2. Oversee the evacuation of all the Kids areas 

  3. Ensure all personnel have been evacuated from the Kids areas.

  4. They shall notify all Kids Team leaders to 

    1. Evacuate all children to the Emergency Evacuation Point

    2. Bring rolls of children attending

    3. Conduct a roll call at the Emergency Evacuation Point

    4. Coordinate orderly collection of kids by parents

  5. They shall liaise with the Team Leaders and report any missing children to the Chief Warden

 

Sunday Church

The Chief Warden shall be the City Campus Director, or (if not on site) the most senior member of staff, or their delegate.

Fire Warden 1 shall be the Service Area Leader (or their delegate)

Fire Warden 2 shall be the Kids Area Leader (or their delegate)

 

Women’s Growth Group

The Chief Warden shall be the Day Leader of Women’s Growth Group, or (if not on site) the most senior member of staff, or their delegate.

Fire Warden 1 shall be a Women’s Growth Group Leader appointed by the Chief Warden.

Fire Warden 2 shall be the Little Buds Team Leader (or their delegate)

 

General Events 

The Chief Warden shall be the most senior member of staff, or their delegate.

Fire Warden 1 shall be appointed by the Chief Warden.

Fire Warden 2 shall be appointed by the Chief Warden.

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HBC Garden Suburb Emergency Evacuation Plan

Tabled to the HBC Safe Ministry Committee: August 2025

Site Map

 

Evacuation Equipment 

The evacuation equipment for the Main Complex shall be stored behind the curtain on the North side of the Auditorium.

 

Alarm Response

When an emergency alarm sounds, the priority shall be to 

  1. Evacuate all people to the Evacuation Point.

  2. Conduct a sweep to check that no people are left inside, if safe to do so.

The following personnel will be responsible for the following activities.

 

Evacuation Roles and Responsibilities

Chief Warden: Responsible for whole site response

The Chief Warden shall:

  1. Take charge of Main Complex site and announce to attendees:

    • “The fire alarm has sounded. We are going to evacuate through the nearest fire exit and meet at the Emergency Evacuation Point on the grass outside. Please do not leave the site - we need to keep the driveway clear for emergency services.

      (if there is a Kids Program running…) The kids team will be evacuating your children and they will meet you at the Emergency Evacuation point”

  2. Identify/appoint Fire Warden 1 (for general site), and Fire Warden 2 (if there is a Kids Program running)

  3. Ensure the Fire Wardens are aware of their responsibilities

  4. Wear the white hat and vest and obtain the megaphone

  5. Take lead at the Emergency Evacuation Point 

  6. Communicate to attendees to remain on-site until emergency services arrive in order to keep the entrance to GS clear from traffic.

  7. Communicate to parents “The kids team is conducting a roll call and we will let you know when you can collect your children”

  8. Liaise with Fire Wardens once the site is cleared, and delegate to appropriate persons to conduct a search for any missing persons if it is safe to do so.

  9. Communicate with Emergency services when they arrive.

  10. Communicate with all people on site that they may return to site or leave, once Emergency Services have given an all-clear (or other reasonable instruction).

 

Fire Warden 1: Foyer + Auditorium

Core Responsibility: Oversee Evacuation and then do a site sweep of their area

Fire Warden 1 shall

  1. Wear the fire warden vest and hat, stored in the Auditorium.

  2. Determine the best Auditorium and Foyer exit points. 

  3. Direct people to use those exits to move to the evacuation point directly and not collect children. e.g. “The kids team is taking your children to the Emergency Evacuation Point”

  4. Conduct a sweep to check there are no persons in the Auditorium, Kitchen and Foyer bathrooms (if safe to do so). If there is no kids program and no Fire Warden 2, conduct a sweep of all rooms and spaces.  

  5. Report back to the Chief Warden that the area has been cleared and await further instruction.

 

Fire Warden 2: Kids Areas (lounge, hall, playground, GS house)

Core Responsibility: Oversee Evacuation and then do a Site sweep of their Area.

Fire Warden 2 shall:

  1. Wear the fire warden vest and hat, stored in the Hall

  2. Oversee the evacuation of all the Kids areas 

  3. Ensure all personnel have been evacuated from the Kids areas and Hall toilets

  4. They shall notify all Kids Team leaders to 

    1. Evacuate all children to the Emergency Evacuation Point

    2. Bring rolls of children attending

    3. Conduct a roll call at the Emergency Evacuation Point

    4. Coordinate orderly collection of kids by parents

  5. They shall liaise with the Team Leaders and report any missing children to the Chief Warden

 

Sunday Church

The Chief Warden shall be the Garden Suburb Campus Director, or (if not on site) the most senior member of staff, or their delegate.

Fire Warden 1 shall be the Service Area Leader (or their delegate).

Fire Warden 2 shall be the Kids Area Leader (or their delegate).

 

Women’s Growth Group

The Chief Warden shall be the Day Leader of Women’s Growth Group, or (if not on site) the most senior member of staff, or their delegate.

Fire Warden 1 shall be a Women’s Growth Group Leader appointed by the Chief Warden (or their delegate).

Fire Warden 2 shall be the Kids Team Leader (or their delegate).

 

Friday Youth

The Chief Warden shall be the Youth Pastor, or (if not on site) the most senior member of staff, or their delegate.

Fire Warden 1 shall be Senior Youth Section Leader (or their delegate).

Fire Warden 2 shall be the Junior Youth Section Leader (or their delegate).

Special Friday Youth Actions

Chief Warden shall:

  1. Direct Youth Leaders to conduct a roll call using the Elvanto Check-In system

  2. Direct a Staff member (or their delegate) to contact parents via Elvanto:

    1. Go to Reports.

    2. Select Check-in from the View drop down.

    3. Select the Overall Check-In Attendance report.

    4. Change the date range to just today's date.

    5. Click Generate.

    6. Click the mail button in the top right of the screen.

    7. Select SMS Only.

    8. Advise parents of the evacuation. Confirm all youth are accounted for. Communicate appropriate pick up time (default to regular end of youth time) after the arrival of emergency services in order to keep the GS entryway clear of traffic.
      Suggested SMS template:
      Hi parents — just letting you know the fire alarm has been triggered at the HBC Garden Suburb site. All youth have been safely evacuated and are accounted for. Emergency services are on their way, so we ask that you wait until after [TIME] to come for pickup to help keep the driveway clear.
      Thanks for your understanding and support!

 

General Events (Main Complex)

The Chief Warden shall be the most senior member of staff, or their delegate.

Fire Warden 1 shall be appointed by the Chief Warden.

Fire Warden 2 shall be appointed by the Chief Warden.

 

GS Office

If there is a Smoke Alarm or Emergency in the Site Office, the Chief Fire Warden shall be the most senior member of staff, or their delegate.

They shall have similar responsibilities as the Chief Fire Warden on the Main Site, applied as best suited to the GS Office.

Special Actions

Chief Warden shall:

  1. Alert all personnel in the Building; Office, the Garden Cottage, Downstairs Classroom and Toilets

  2. Conduct a sweep of these areas if safe to do so.

  3. Contact emergency services and act as the liaison.

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Event Registration

Event Registration

  • Use link in email informing admin of a new form submission to navigate to the form

  • Check registration information

    • WHEN NOT LINKED TO AN ELVANTO PROFILE (some of the time)

  • Hit “link” and search for their name. If they’re in the database, you can then click on their Elvanto profile to link the submission to someone in Elvanto. Then proceed as per someone already linked to an Elvanto profile.

  • If the submission does not have a profile already in Elvanto, you’ll need to create a new person and link the new person.

  • WHEN LINKED TO AN ELVANTO PROFILE (most of the time - you’ll see someone’s name in green at the top of the form submission)

    • Check details (any discrepancies will be highlighted in orange)

  • Leave form submission if you believe that details need to be updated. Otherwise copy details that are in Elvanto already and paste into form field (e.g., maiden name “Hope” updated to married name “Vanderhout”)

  • Hit “Approve”

  • Navigate back to submissions

    • Repeat for any remaining registrants

  • Archive form submission email in admin inbox

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Elvanto Rosters

Elvanto Rosters

  • Services > edit multiple > specify time frame + congregation

  • Adding volunteers

    • Find correct ministry position (e.g., “production team member”)

    • Click the + button 

    • Clear all the search filters

    • Search for the volunteer you want rostered

    • Drag them to the correct slot

  • Deleting volunteers

    • Press the red bin icon next to their name > remove

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How People Get Elvanto Access

How People Get Elvanto Access

Access to Elvanto is managed through Elvanto Department Positions, A Google Spreadsheet and a HBC App script that keeps access in sync with people in various positions.

  1. Give them a Department Position

    • Add a Department Position to the person. That Department Position should have a corresponding Access Level in the ‘Elvanto Departments and Access Syncing’ spreadsheet.

  2. HBCApp will auto-update their Elvanto Access Level

    • Every 30 mins (or so) a script will run on the HBCApp.com site that will update Elvanto People and make sure they have the Elvanto Access prescribed by the Dept Position with the highest level of access. E.g. If Sam is a Barista who needs 1-Roster Access, and also a Area Leader who needs 3-Edit Access, he will get 3-Edit Access.

    • This will also remove people’s access level if they are no longer in a Dept or if they change their people category. Only people in Joining, Attending and Growing can have Elvanto Access.

  3. People with 1-Roster access can create their own login

    • If people get assigned 1-Roster Access, we don’t ask them to sign an access agreement, nor do we send them a login link.

    • Instead, they might receive a Roster Reminder email (e.g. to serve on a Sunday). That email invites them to login and see when they are serving in the future, and to do that, they'll need to go through the ‘forgot password’ process and create a login.

  4. HBCApp will update people in the ‘Needs to Sign Database Agreement’ Group

    • If someone needs Access above 1-Roster, and they have NOT yet signed the Database access Agreement, the HBCApp will automatically add them to the ‘People who need to sign the Database Access Agreement’ Elvanto Group.

    • People who no longer need access will be removed from the group.

Admin Jobs Regarding Elvanto Access

  1. Monthly email asking people to sign database access agreement

  2. Monthly email asking people to re-sign the database access agreement after 3 years

  3. Review Submissions to HBC Database Access Agreement

    • When people sign the Database Access Agreement, they will appear in the Submissions tab. These submissions will need to be reviewed and cleared.

      • Please ensure the “Date Access Policy Read” matched the date they signed the form.

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