Program: A general category or department (Examples: Music, Sports or Education.)
Group: A class, club, team, etc. that is under a program.
Session: A meeting, or series of meetings, of a Group or a sub-group. (A Group must have at least one Session.)
*Note – Sessions give you many options to divide up a Group. In most cases a Group will have only one Session. But in some instances multiple sessions are very useful. For example:
- A group is very large, and needs to be divided into sub-groups
- A group has teams
- A group has a sub-group or committee
*Note – A group can have multiple Leaders. It is a better practice to assign all Members of a leadership team as Group Leaders, than to create a separate Session for a leadership team.
Session > Auto Assign: Admin can set registration for a Group so that new group members are automatically assigned to the next available Session that they qualify for. With Auto Assign, the registrant does not see the sessions.
Session > Approval: Admin can set registration so that Admin approval is required before membership status is given. For example:
- If payment is required
- If a recommendation is required
- For Groups requiring tryouts or prerequisites
Attendance: A roster of Group Members that are marked either present or absent at a Session meeting.
Announcement: A comment added to a group. Can only be added by Admin or Group Leader.
Announcement > Title: The Title is apublicly viewable summary of an Announcement. 75 characters max.
Announcement > Pitch: The Pitch is the announcement. NOTE! This is publicly viewable. Content may include text, images and video.
Announcement > Comments: Only Group Members and Administrators can make Comments. They are not publicly visible. Only Group Members can see comments for their Group.
CREATING, EDITING AND REORDERING PROGRAMS, GROUPS AND SESSIONS
To create a new Program: click [Add New Program] at the bottom of the Program page.
To reorder Programs: click [Reorder Programs] at the bottom of the Program page.
To edit a Program: on the Program page, click [edit program] to the right of the Program name.
To delete a Program: on the Program page, click [edit program] to the right of the Program name. Click [Delete] at bottom of the page. Confirm deletion of Program.
*Note – Deleting a Program permanently removes record of that Program and any Groups and Sessions and membership it contains. Deleted Programs cannot be recovered.
To create a new Group: on the Program page, click [add new group] to the right of the Program you want the new Group to be under. Group description content may include text, images and video.
To edit a Group: on the Program page, click [edit group] to the right of the Group you'd like to edit.
To reorder Groups within a Program: on the Program page, click the REORDER ICON to the right of the Program that you want to reorder.
To create a new Session for a Group: on the Programs page, expand a Group window. Then click [add new session].
To delete a Group: on the Program page, click [edit group] to the right of the Group. Then click [Delete] at the bottom of the page. Confirm deletion of Group.
*Note – Deleting a Group permanently removes all record of that Group and any Sessions and membership it contains. Deleted Groups cannot be recovered.
To edit a Session: from the Programs page, expand a Group window. Then click [edit session(s)].
*Note – Sessions cannot be reordered
*Note – By default, the top Group of the top Program is expanded, and therefore is the featured Group. So, if you want to promote a Group, move (reorder) that Group to position 1 (top), and move its Program to position 1 (top).
To delete a Session from a Group: from the Programs page, expand a Group window. Then click [edit session(s)]. Select the Session you wish to delete. Click [Delete] on the bottom of the page. Confirm deletion.
*Note – Deleting a Session permanently removes all record of that Sessions and membership it contains. Deleted Sessions cannot be recovered.
To create a new Announcement for a Group: from the Programs page, expand a Group window. Then click [add new announcement]
To edit an Announcement: from the Programs page, expand a Group window. Then click on the Announcement you want to edit. On the Announcement page, click the [Edit announcement] button.
To delete an Announcement: from the Programs page, expand a Group window. Then click on the Announcement you want to delete. On the Announcement page, click the [Edit announcement] button. Then Click [Delete] at bottom of page.
*Note - Deleting an Announcement permanently removes it and all comments that it may contain. Deleted Announcements cannot be restored.
To view list of members in a Group: on the Programs page, expand a Group window. Then click [members].
To send an email to all members of a Group: on the Programs page, expand a Group window. Then click [email group].
To view past attendance records or take attendance: on the Programs page, expand a Group window. Then click [attendance].
USERS AND PERMISSIONS
Site Admin: The “Owner” of the site. Site Admin can create, view and manage: Programs, Groups, Sessions, Members, Children, and Attendance, as well customizable pages and images and color schemes.
Coordinators: Have the same permissions as Site Admins except for a few top-level administrative differences.
Group Leaders: Teachers, coaches, etc. Can manage attendance of groups that they lead. Can also view members including children in their groups for contact information and notes.
Members: Adult users with a profile. Can enroll themselves in a Group.
*Note - Site Admin, Coordinators and Group Leaders must also be Members. (A non-Member cannot be assigned as a Group Leader, or Coordinator.)
*Note - Members have NO visibility into other Member and Children’s information.
Parents: Members who have created a Child or Children in their profile. Can enroll themselves or their Children in a Group. In a Child’s profile, a Parent can assign another Member (or other Members) as a Parent to that Child.
Children: Children are linked to an Adult Member, and can be assigned to Groups. (“Children” are not true users and so cannot log in or perform actions.) All electronic communication goes to the Parent’s email.
Visitors: Can view the site without logging in or creating a profile. Some information including Group descriptions and Announcements can be seen by visitors. Visitors have NO visibility into Member and Children’s information.
Profiles are design to be user facing, meaning that the Member is responsible to input and update his or her own information.
Username: At initial sign up, a Member chooses his or her Username, after which, it can only be changed by the Admin. Username must be unique within the Organization. Username is not case-sensitive.
Email address: The FireflyHQ system relies on email for communication with Members. A valid Email is required for a Member to create a Profile, register for a group, etc.
*Note - An Admin can create a Member profile, without a valid email (using a “dummy” email: “FirstName_LastName@example.com”) however Admin must then maintain that Member’s profile (not recommended).
Password: Member chooses his or her password at initial sign-up, and may change it later if desired. It is recommended (but not required) for a password to contain at least six characters, and includes numbers, punctuation, and both upper and lowercase letters.
*Note - Admin can change a Member’s Username and/or Email address without seeing or changing the Member’s Password.
Notes: Members (and Children) have in their profile a field for Notes. This is useful for general information, notable medical conditions and allergies. Notes are visible, and editable by the Member (or Parent), Group Leader and the Admin.
Private Notes: Members (and Children) have attached to their profiles a field for Private Notes. This field is visible and editable only by the Admin and Coordinators. Members cannot see Private Notes in their profile. Parents cannot see Private Notes in their Children’s profile.