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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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