Ward Administrators Guide



How do I change our ward settings for the site?

When you're logged in and have administrator access, you will see a link on the footer of the site titled [admin panel]. Use this to edit the master settings for the entire ward. Please use caution here, as improper settings can break the site.

How do I view / change the ward registration keys?

In the [admin panel] you can alter / view the three keys used for adhoc user registrations. This is when a user is manually registering themselves on the site, as opposed to the mass user import that usually takes place when the ward kicks off. There are three keys, granting three different levels of access: youth, leader, and administrator.

What is EditGrid and how do we use it?

EditGrid.com is a powerful and cutting edge technology which allows us to use online interactive spreadsheets which can be accessed by anyone with an internet connection.

Traditionally a spreadsheetexists as a file on someone's computer. EditGrid turns that paradigm upside down by creating the spreadsheet within an interactive site which can be simultaneously viewed and edited by multiple users. The advantage here is that there is always only one copy of the single spreadsheet, and it can be viewed and changed by anyone, anywhere (pending internet access). One of the neat features of EditGrid occurs when two people are editing the same spreadsheet at the exact same time -- they can *chat* with one another, and instantly see changes the other person is making in real time!

YouthMaster.org supports up to 5 EditGrid spreadsheets which are automatically embedded in your ward's version of YouthMaster. In the Tomball Ward, we use two spreadsheets: a quorum lesson calendar, and a young men's activities calendar.

If you would like to incorporate EditGrid technology in your YouthMaster.org site, simply create a free account at EditGrid.com then add some spreadsheets to your account. These can be created from scratch or uploaded from existing excel spreadsheets. Once they're in, go to your YouthMaster ward settings and enter the EditGrid username and the names of the spreadsheets you wish to embed in YouthMaster. (note: the spreadsheets must be set for public access from inside your EditGrid.com account)

EditGrid by design allows you to roll back to previous versions of the spreadsheet and see a history of any changes.

For an example of EditGrid in action, see the YouthMaster Demo Video

How do I turn on / off the four modules: Scouting, DTG, PP, and Attendance

In the [admin panel] you can enable / disable any of the four modules.

What is that Google Maps Key in the ward settings page?

The House Maps tool leverages the Google Maps API to plot everyone's address on an interactive map. In order to do this, each site (ward) must have obtained a free key from Google. The key must then be placed in the ward settings page. Usually I do this for you when I first setup your site.

How do I activate / deactivate user accounts when they move on?

Using the [Delete/Restore Users] tabs on the [admin panel] you will see a list of all accounts in your ward. Here you may activate / inactivate any of them by clicking the check box. You'll want to do this when people move or are no longer involved in YM / YW.

How do I alter the access level of a user?

By clicking on any user's name (pretty much anywhere it's displayed in the site: yearbook, reports, etc) you are taken to their profile where you can alter their level of access from a drop down menu (remember to click [Save] after making the change).

How can I see recent logins? How do I see site traffic / usage?

On the [admin panel] there is a tab titled [Traffic]. This will show you who has been logging in to the site in addition to all the requirements that have been checked off and by who (e.g. "Matt Farley checked off Tenderfoot Req #1 for John Doe on 1/15/2008").

How do I see who checked off requirements?

In addition to the above method, you can also see who has checked off what by viewing a youth's individual requirement page. This is usually accessed by clicking on their name in the header of the quorum / class group requirements page. For example, if you click on [Scouting] -> [Deacons] you'll see all the deacons and their scouting advancement. If you click the name of any of the deacons in the header, you'll be taken to their individual page where you can see who checked them off in addition to the requirements and user comments.

What should I know about built-in reports?

When a new ward is created, several built-in reports are also spawned. Youth will see a couple reports that adults do not: [My Duty to God] [My Scouting] and [My Personal Progress]. These reports are special in that they look different to each individual viewing them. They're also set apart by the fact that when a user (youth) subscribes to any of these three, their parents are also included in the monthly emailed subscription.

The other built-in reports are just common examples of what the custom reporting tool can create and save for others to view. If you come up with a preferred report for your ward, feel free to delete the built-in older version.

Miscellaneous Notes

  • Because you are the admin, you will see all modules, whereas youth and leaders only see modules that apply to them (i.e. males see scouting, females do not)
  • Reports function the same way -- reports created by Young Women will not show up for Young Men, and vice-versa (but as an admin, you will see all reports)
  • [Contact Us] email submissions: Bugs, requests for help, requests for new features, will be sent to the ward leaders. It is then up to them (you) to escalate such requests to myself when appropriate.