Quick PTLY Starter Guide Videos¶

WIKI PAGE UNDER DEVELOPMENT¶

Joining a new organisation can be tough.  There is so much to learn and so much information to remember.

It can be especially difficult if you have a complete new software platform to get to grips with too.

Your Potentiality Database is a powerful tool to have at your fingertips therefore we have created some short videos to help you familiarise yourself with the basics before you delve in.

We will be continually adding videos to this list so please revisit when you can.

1. Quick Guide on Navigating your PTLY Platform
2. Sending Group Emails
3. Searching your Database
4. Managing Events - COMING SOON
5. Creating New Menu Items and Pages 
6. Adding News Items - COMING SOON
7. Sharing Content Via Links & QR Codes
8. Adding, Confirming and Updating Payments
9. Requesting a Withdrawal

1.  Quick Navigation Guide  ¶

2.  Sending Groups Emails¶

3.  Searching your Database¶

4.  Managing Events -UPCOMING VIDEO - WATCH THIS SPACE ¶

5.  Creating New Menu items/Pages                     ¶

6. Adding News items - UPCOMING VIDEO - WATCH THIS SPACE ¶

7. Sharing Content via Links & QR Codes ¶

8.  Adding, Confirming and Updating Payments¶

9.  Requesting a Withdrawal¶

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The following is a summary of this video:¶

`This video provides an overview of navigating the Potentiality platform, focusing on key functionalities and user interface elements to help new users become familiar with the system. Here's a brief summary and instructions:¶

1. Dashboard Navigation:

   • Access the administrative dashboard upon login to view and create charts.
   • Return to the dashboard anytime by clicking the dashboard icon on the left navigation bar.
   • Pin the navigation bar to keep it static by clicking the pin icon.

2. Help and Support:

   • Visit the support guides for step-by-step instructions and videos.
   • Use the support chat box for questions and feedback.
   • Raise support tickets for queries instead of emails to ensure timely responses.
   • Send data securely through the platform, not via email, for data security.

3. Public Website Management:

   • Access the front-end database to edit menus and create content like news and photo boards.

4. User Management:

   • Manage users by adding or searching for them.
   • Customize user profiles and database fields as needed.

5. Communication and Notes:

   • Access the main communication log for all outgoing communications.
   • Create and send emails using drafting templates.

6. Events and Emails:

   • Create and manage events, view merchandise, and manage stock control.

7. Fundraising:

   • Manage pledges, donations, and use the donor prospecting tool to identify potential donors.

8. Finance:

   • Manage payments, view overdue payments, and handle financial transactions.

9. Search and Engagement:

   • Use the top site search to find individuals and view engagement icons for quick insights.
   • Right-click on names to open profiles and make amendments.

10. Profile Management:

    • Customize fields and update user profiles.
    • Use the address auto-populate feature for new addresses.
    • Delete user profiles or invite users to the database as needed.

11. Viewing as User:

    • View the site as a user to understand their perspective.

For any questions or further assistance, users are encouraged to open a support ticket.`

The following is a summary of this video:¶

`This video provides a tutorial on how to send a group email using a specific email platform. It covers two main methods for creating and sending emails, along with various features and options available in the platform. Here's a brief summary and instructions:¶

Method 1: Drafting the Email First¶

1. Navigate to Drafting Templates: Go to the communication section and select notes form drafting templates.
2. Draft the Email: Click on "draft an email," enter the subject, and enable "save automatically as you type" to prevent losing progress.
3. Add Content: Insert paragraphs, headlines, and any relevant events or news items by dragging and dropping them into the email.
4. Customize Content: Change images and text by clicking on the respective icons. Use the duplicate option to replicate content blocks.
5. Save as Template: If needed, save the draft as a template for future use by naming it appropriately.
6. Advanced Options: Set the reply address and opt-out options to manage recipient preferences.

Method 2: Selecting Recipients First¶

1. Search for Recipients: Use the search feature to filter contacts based on email availability and communication consent.
2. Select Groups: Choose specific groups (e.g., alumni, staff) to target your email.
3. Exclude Unwanted Contacts: Remove individuals who should not receive the email by deselecting them from the list.
4. Confirm Recipients: Finalize your recipient list before proceeding to draft the email.

Sending the Email¶

1. Load Template: If using a saved template, load it from the drafting templates section.
2. Personalize: Add placeholders for personalized fields like preferred first name.
3. Review and Send: Ensure all content and recipient settings are correct, then send the email.

Additional Tips¶

• BCC and Test Copies: Use BCC to protect recipient privacy and send test copies to verify the email.
• Future Sending: Schedule emails to be sent later if needed.
• Email Count Verification: Confirm the number of recipients to ensure accuracy.

This guide provides a structured approach to creating and sending group emails efficiently using the platform's features.`

The following is a summary of this video:¶

`The video provides a tutorial on how to perform basic searches in a database using the Potentiality platform. Here's a brief summary and key instructions:¶

1. Accessing Search Functionality:

   • Navigate to the "Users" section on the left-hand side of the screen.
   • Click on "Search" to access the search interface.

2. Basic Search Operations:

   • By default, searches cover the entire database, with the total count displayed in the top right corner.
   • Use filters like "Peer Years" and "Groups" to refine searches. The count updates based on selected criteria.

3. Group Searches:

   • You can search by groups (e.g., alumni, staff) to send bulk emails or export data.
   • Deceased members are excluded by default to prevent accidental contact.

4. Additional Filters:

   • Use toggles to filter users who have logged in, have email addresses, or mailing addresses.
   • Opt-in/opt-out options allow you to contact users based on their communication preferences.

5. User Fields:

   • Search specific fields like house color, last name, or group membership.
   • Options include searching for entered values, blank values, or using partial matches.

6. Advanced Search Features:

   • Use "Contains Entered Value" for partial name searches.
   • "All the Value" excludes specific groups from the search.
   • Check for missing data, like date of birth, to update records.

7. Exporting and Bulk Search:

   • Export search results to Excel for further analysis.
   • Use reference numbers for bulk searches.

8. Geographical Searches:

   • Search by location using miles or kilometers to find users near a specific area.

9. Event, Payment, and Communication Searches:

   • Filter users based on event attendance, payments made, or communications received.
   • Further refine by specific criteria like donation amounts or payment methods.

10. Saving Searches:

    • Run a search before saving it for future use.
    • Save and organize searches into categories for easy access.

The video concludes by encouraging viewers to look out for an advanced search tutorial.`

The following is a summary of this video:¶

`This video provides a tutorial on how to create and manage menu items and pages on the Potentiality platform's public website. Here's a brief summary with instructions:¶

1. Accessing the Website:

   • Navigate to the left-hand side of your screen and click on "Public Website" under the navigation bar.
   • Select "View Website" to access your page.

2. Editing Menu Items:

   • Click the yellow "Edit Menu" button or select "Edit Menu" under "Public Website."
   • View and modify main menu items and submenus by expanding them with the plus icon.
   • To move a menu item, drag it using the four-arrow handle and drop it where a dark gray line appears.

3. Creating New Pages:

   • Click "Add" to create a new menu item.
   • Choose the type of menu item (e.g., Editable Page) but note that changing the type after creation will result in data loss.
   • Set visibility options (Everyone, Member Only, Public Only, Admin Only) to control who can see the content.

4. Using the Content Builder:

   • Click on a menu item to open a blank page and select the "Content Builder" button.
   • Use the drag-and-drop interface to add elements like headlines, paragraphs, images, buttons, and more.
   • Customize text formatting, colors, and sizes.
   • Upload images from your computer or use previously uploaded images from the Potentiality server.

5. Finalizing and Saving Changes:

   • Ensure visibility settings are correct before finalizing.
   • Save changes once content is complete.
   • To edit again, return to the content builder.

6. Additional Tips:

   • Refresh the page to see changes.
   • Use admin-only visibility while creating content.
   • Contact support if needed.

This overview should help users replicate the tasks demonstrated in the video.`

The following is a summary of this video:¶

`This video provides a guide on how to share content within Potentiality using a link or QR code, emphasizing the importance of not sharing URLs directly from the browser's address bar due to session ID issues. Instead, it recommends using the share tools available in the admin tools menu when on the front-facing website. Here’s a brief summary and instructions:¶

1. Access Front-Facing Website: Navigate to your public website by clicking "Public Website" > "View Website" from your admin tools.

2. Select Content to Share: Choose the page or event you wish to share. For events, click on "View Event Details" to access the specific event page.

3. Use Share Tools:

   • Full Link: Click the orange icon at the top of the page and select the full link option. Hover over the copy icon to copy and paste it into an email or document.
   • Friendly URL: Create a user-friendly URL by entering a custom name (e.g., "London Dinner 2028") and clicking "Create." Test it by opening a new tab and pasting the URL.
   • Shortened URL: Ideal for platforms with character limits like Twitter. Click "Create" to generate and copy the short URL.
   • QR Code: Customize the QR code by selecting colors and adding a logo. Click "Create" to generate the QR code, which can be copied and shared.

4. Monitor Engagement: By default, all clicks and scans are recorded. You can disable this feature if needed.

5. Customization: For QR codes, use the browse server to select or upload a logo to include in the QR code.

For further assistance, the video encourages contacting their support team.`

The following is a summary of this video:¶

`This video provides a comprehensive guide on managing payment transactions within a finance system. It covers adding, confirming, and updating payments. Here's a brief summary and instructions:¶

Adding a Payment:¶

1. Navigate to Finance: Click on "View/Add Payments."
2. Add/Update Transaction: Select "Add New Transaction."
3. Enter Details:
   • Amount: Input the payment amount.
   • Description: Optional, but can be useful.
   • User Type: Choose from registered user, non-registered user, or do not attach to a user.
   • Date: Select a specific date or leave it as today.
   • Payment Type: Commonly "Donation."
   • Campaign/Fund/Appeal: Select existing or type a new one.
   • Periodicity: Choose single, monthly, quarterly, etc.
   • Privacy and Display Name: Decide how names and amounts are displayed.
   • Soft Credit: Acknowledge joint donations without duplication.
   • Gift Aid: Select appropriate option based on donation type.
   • Payment Method: Choose method and confirm if money is received or expected.
4. Create Transaction: Hit "Create Transaction." Use "Reset Values" for multiple entries.

Confirming a Payment:¶

1. Search Unconfirmed Payments: Adjust search settings to view unconfirmed payments.
2. Select Payment: Click on the payment(s) to confirm.
3. Confirm Transaction: Choose "Confirm or Refund Existing Transactions."
   • Payment Method: Select the method used.
   • Send Confirmation: Decide whether to send a confirmation email.
   • Payment Date: Set as due date or choose a specific date.
4. Confirm: Finalize the confirmation.

Updating a Payment:¶

1. Select Transaction: Choose the transaction to update.
2. Update Item: Select "Update Item" from the transaction options.
3. Modify Fields: Change the necessary fields, such as campaign name.
4. Save Changes: Refresh to see updated details.

This guide allows users to efficiently manage payment records, ensuring accurate and up-to-date financial information.`

The following is a summary of this video:¶

`The video provides a guide on how to request a withdrawal from an integrated payment gateway used for collecting online payments, such as for events, merchandise, and donations. This gateway allows clients to manage funds and withdraw them into designated bank accounts, with the flexibility to choose different accounts for different purposes.¶

Instructions to Request a Withdrawal:

1. Access Finance Section:

   • Navigate to the finance section of your platform.
   • Click on "Add Payments" to access the withdrawal options.

2. Request a Withdrawal:

   • Click on "Request a Withdrawal."
   • If a withdrawal is already requested, you will see a notification.

3. Choose Transactions:

   • Select the transactions you wish to withdraw (e.g., all transactions, specific events, appeals, or campaigns).
   • Click on "Balance" to view the available funds for withdrawal.

4. Select Bank Account:

   • Choose the bank account to which you want to withdraw the funds.
   • If no account is listed, raise a support ticket with your bank details to have it added.

5. Finalize Withdrawal:

   • Add a reference for the transaction.
   • Optionally, download a spreadsheet of transactions.
   • Click "Send Request" to initiate the withdrawal.

6. Processing:

   • Note that fees and charges will be deducted from the withdrawal amount.
   • Funds are typically received within 24 to 48 hours.

For further assistance, users are encouraged to contact the support team.`

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