Page 1 of 24

SPEAKER BUREAU REQUESTOR INSTRUCTION GUIDE

To access the Speakers Bureau site go to http://speakers.unitedwaysatx.org Speaker Bureau Application: Log In: STAFF: Email: Your United Way work email. (e.g. jdoe@unitedwaysatx.org) Password: the password used to log into your United Way PC. LOANED EXECUTIVE: Email: Your United Way email that was assigned to you. (e.g. jdoe@unitedwaysatx.org) Password: the password used to log into your United Way email account. OTHER: Email: Will usually be your work email unless United Way is provided with a different email.

Password: Password provided to United Way by you.

Page 2 of 24

DASHBOARD displays on login.

The Dashboard contains a Calendar and Active Request Section. Calendar – Provides a view of all confirmed Speaker and Tour request(s). Month – shows all confirmed Speaker and Tour request(s) for the month. Day – Shows all confirmed Speaker and Tour request(s) by selected day. Week - Shows all confirmed Speaker and Tour request(s) by selected week. Moving your cursor (Mouse Pointer) over the “Check Mark ” displays the name of the company requesting a speaker or tour (Left Image). Click on the “Check Mark ” to see details (Right Image).

Active Request Section – Displays a view of all pending request(s) waiting to be confirmed and all confirmed request(s) that have not yet taken place.

Page 3 of 24

MENU TO THE LEFT OF ALL SCREENS

SUBMIT REQUEST: Screen used to submit a single speaker, multiple speakers, agency reps for agency fair, and tour Requests. ACTIVE REQUESTS: Viewing, editing and review of pending request(s) and confirmed request(s) that have not yet taken place. REQUEST HISTORY:

1. Viewing of all request: pending, confirmed, expired, and canceled. 2. Editing of pending request(s) and confirmed request(s) that have not yet taken place. 3. Rating of completed request(s)

AGENCIES: Displays every agency and its information. Displays all Speakers affiliated to agency. Displays all Tour Guides affiliated to agency. SPEAKERS: Displays speakers and their rating. TOUR GUIDES: Displays tour guides and their rating. LOGOUT: Exit Speaker Bureau Application INTERACTIVE UW AGENCY MAP: United Way Agencies displayed on a Google Map.

Page 4 of 24

SUBMIT REQUEST

There are four different types of requests. SINGLE AGENCY SPEAKER: Schedule one Speaker for a company meeting/event. MULTIPLE AGENCY SPEAKERS: Schedule multiple Speakers for a company meeting/event. AGENCY FAIR: Schedule multiple agencies. TOUR: Schedule company tour to an agency.

Page 5 of 24

SINGLE AGENCY SPEAKER – Schedule one Speaker for a company meeting/event.

FILLING OUT THE REQUEST FORM. Campaign: Select the campaign type from the dropdown screen from which the company you are making the request for belongs to.

Account Number: If you have the Account Number you can enter it and the Company field and Address field will be displayed. If you don’t have the Account Number, skip to the Company field. Company: Scroll thru the list to select the Company the Account Number and Address field will be displayed or begin typing company name in blank field to narrow accounts displayed.

Page 6 of 24

First Name: Company contact first name. Last Name: Company contact last name. Contact Phone: Company contact phone number. Enter the numbers starting with area code and the system will format. Email: Company contact email. Meeting Address: This field will be prefilled when a company has been selected. If the Meeting Address is different clear address and type in the new address. Meeting Location (Optional): if a meeting is being held in a specific room or location at the company, enter information here. Use this format when typing new address: Address, City, State Zip code

Meeting Date: Use Calendar Icon to the right of the Meeting Date field to select date.

Meeting Time: Use Clock Icon to the right of the Meeting Time field to select time. Language: Use the dropdown to select language preference. English is the default. Agency Selection

Select up to 3 agencies from the dropdown list. When you select 2 or more agencies, all selected agencies will receive an email informing them of an upcoming meeting/event. First agency to confirm will be assigned the meeting. The request will expire for the other selected agencies. If you have a company that wishes to have a specific agency, then select the agency from the dropdown list and leave the other 2 selections empty. The selected agency will be the only one receiving an email. Preferred Speaker

If you have a preferred speaker select the speaker from the dropdown list. There is NO GUARANTEE that speaker will be assigned. Notes or Special instructions: Notes or special instructions for the speaker.

Page 7 of 24

SUBMIT REQUEST: Only one request. SUBMIT AND ADD MORE: Submit more than one request for the same company. Company information

will remain on form. All date/time and agency information will be cleared. SUBMIT AND CLEAR: Submit requests without exiting. All data cleared from form.

Page 8 of 24

MULTIPLE AGENCY SPEAKERS - Schedule multiple Speakers for a company meeting/event.

FILLING OUT THE REQUEST FORM. Campaign: Select the campaign type from the dropdown screen from which the company you are making the request for belongs to.

Account Number: If you have the Account Number you can enter it and the Company field and Address field will be displayed. If you don’t have the Account Number, skip to the Company field. Company: Scroll thru the list to select the Company the Account Number and Address field will be displayed or begin typing company name in blank field to narrow accounts displayed.

Page 9 of 24

First Name: Company contact first name. Last Name: Company contact last name. Contact Phone: Company contact phone number. Enter the numbers starting with area code and the system will format. Email: Company contact email. Meeting Address: This field will be prefilled when a company has been selected. If the Meeting Address is different clear address and type in the new address. Meeting Location (Optional): if a meeting is being held in a specific room or location at the company, enter information here. Use this format when typing new address: Address, City, State Zip code

Meeting Date: Use Calendar Icon to the right of the Meeting Date field to select date.

Meeting Time: Use Clock Icon to the right of the Meeting Time field to select time. Language: Use the dropdown to select language preference. English is the default. Agency Selection

You will be able to select up to 3 agencies from the dropdown list. Preferred Speaker

If you have a preferred speaker select the speaker from the dropdown list. There is NO GUARANTEE that speaker will be assigned. Notes or Special instructions: Notes or special instructions for the speaker. SUBMIT REQUEST: Only one request. SUBMIT AND ADD MORE: Submit more than one request for the same company. Company information

will remain on form. All date/time and agency information will be cleared. SUBMIT AND CLEAR: Submit requests without exiting. All data cleared from form.

Page 10 of 24

AGENCY FAIR - Schedule multiple agencies.

FILLING OUT THE REQUEST FORM. Campaign: Select the campaign type from the dropdown screen from which the company you are making the request for belongs to.

Account Number: If you have the Account Number you can enter it and the Company field and Address field will be displayed. If you don’t have the Account Number, skip to the Company field. Company: Scroll thru the list to select the Company the Account Number and Address field will be displayed or begin typing company name in blank field to narrow accounts displayed.

Page 11 of 24

First Name: Company contact first name. Last Name: Company contact last name. Contact Phone: Company contact phone number. Enter the numbers starting with area code and the system will format. Email: Company contact email. Meeting Address: This field will be prefilled when a company has been selected. If the Meeting Address is different clear address and type in the new address. Meeting Location (Optional): if a meeting is being held in a specific room or location at the company, enter information here. Use this format when typing new address: Address, City, State Zip code

Meeting Date: Use Calendar Icon to the right of the Meeting Date field to select date.

Meeting Time: Use Clock Icon to the right of the Meeting Time field to select time. Language: Use the dropdown to select language preference. English is the default. Agency Selection

Select up to 9 agencies from the dropdown list. Notes or Special instructions: Notes or special instructions for the agency reps. SUBMIT REQUEST: Only one request. SUBMIT AND ADD MORE: Submit more than one request for the same company. Company information

will remain on form. All date/time and agency information will be cleared. SUBMIT AND CLEAR: Submit requests without exiting. All data cleared from form.

Page 12 of 24

TOURS – Schedule company tour to an agency.

Filling out the request form. Campaign: Select the campaign type from the dropdown screen from which the company you are making the request for belongs to.

Account Number: If you have the Account Number you can enter it and the Company field and Address field will be displayed. If you don’t have the Account Number, skip to the Company field. Company: Scroll thru the list to select the Company the Account Number and Address field will be displayed or begin typing company name in blank field to narrow accounts displayed.

Page 13 of 24

First Name: Company contact first name. Last Name: Company contact last name. Contact Phone: Company contact phone number. Enter the numbers starting with area code and the system will format. Email: Company contact email. Tour Address: This field will be prefilled when a company has been selected. If the Meeting Address is different clear address and type in the new address. Number Attending: Number of individuals attending tour. Use this format when typing new address: Address, City, State Zip code

Meeting Date: Use Calendar Icon to the right of the Meeting Date field to select date.

Meeting Time: Use Clock Icon to the right of the Meeting Time field to select time. Language: Use the dropdown to select language preference. English is the default. Agency Selection

Select up to 3 agencies from the dropdown list. When you select 2 or more agencies all selected agencies will receive an email informing them of an upcoming tour. First agency to confirm will be assigned the tour. The request will expire for the other selected agencies. If you have a company that wishes to have a specific agency, then select the agency from the dropdown list and leave the other 2 selections empty. The selected agency will be the only one receiving an email. Notes or Special instructions: Notes or special instructions for the tour guidess. SUBMIT REQUEST: Only one request. SUBMIT AND ADD MORE: Submit more than one request for the same company. Company information

will remain on form. All date/time and agency information will be cleared. SUBMIT AND CLEAR: Submit requests without exiting. All data cleared from form.

Page 14 of 24

ACTIVE REQUEST - Allows for view, edit and review of all pending request(s) waiting to be confirmed and all confirmed request(s) that have not yet taken place.

EXPORT TO EXCEL BUTTON: Exports request that are dsplayed on screen to an Excel spreadsheet.

REASSIGNED SELECTED REQUEST BUTTON: Transfer a request from one requestor to another requestor.

SUBMIT A REQUEST BUTTON: Submit a request. FILTERS:

REQUEST NUMBER: Display the selected request. SELECT COMPANY: Display request(s) for selected company. SELECT AGENCY: Display request(s) for selected agency. SELECT STATUS: Display request(s) for selected status. (e.g. Pending, Confirmed, etc.) START DATE and END DATE: Display request(s) in the selected start date and end date range. DISPLAYED REQUEST

Page 15 of 24

EDIT: Editing of pending request(s) and confirmed request(s) that have not yet taken place.

Editing is allowed only for the selected items in orange and blue.

Editing the items in blue will result in: 1. Pending Request(s):

A. Requestor will get confirmation that the updated information has been submitted. B. Agency contact(s) will get a notification of the updated information.

2. Confirmed Request(s): A. Requestor will get confirmation that the updated information has been submitted. B. Agency speaker or tour guide will get a notification of the updated information

Editing the items in orange (DATE or TIME) will result in: 1. Pending Request(s):

A. Requestor will get confirmation that the updated information has been submitted. B. Agency contact(s) will get a notification of the updated information

2. Confirmed Request(s)

A. Agency speaker or tour guide will get a notification of the updated information. B. Agency conatct will get a notification letting know to login to RECONFIRM or DECLINE request.

1. RECONFIRM - Agency can still handle the request based on the updated information. 2. DECLINED – Agency can no longer handle the request based on the updated information.

Single Agency Speaker Request where one agency was selected.

A. Requestor will get notification the request was DECLINED based on the updated information. B. Requestor will need to submit a new request.

Page 16 of 24

Single Agency Speaker Request where multiple agencys were selected.

A. Requestor will get notification the request was DECLINED based on the updated information and that a notification was sent to the other selected agency(s).

B. Notification will be sent to the other selected agency(s). C. Notification will not be sent to the agency that DECLINED.

REVIEW: Displays the history trail of the request.

CANCEL: Cancel a request.

Page 17 of 24

REQUEST HISTORY: 1. Viewing of all request: pending, confirmed, expired, and canceled. 2. Editing of pending request(s) and confirmed request(s) that have not yet taken place. 3. Rating of completed request(s)

EXPORT TO EXCEL BUTTON: Exports request that are dsplayed on screen to an Excel spreadsheet.

SUBMIT A REQUEST BUTTON: Submit a request. FILTERS:

REQUEST NUMBER: Display the selected request. SELECT COMPANY: Display request(s) for selected company. SELECT AGENCY: Display request(s) for selected agency. SELECT STATUS: Display request(s) for selected status. (e.g. Pending, Confirmed, etc.) START DATE and END DATE: Display request(s) in the selected start date and end date range.

Page 18 of 24

DISPLAYED REQUEST

EDIT: Editing of pending request(s) and confirmed request(s) that have not yet taken place.

Editing is allowed only for the selected items in orange and blue.

Editing the items in blue will result in: 1. Pending Request(s):

C. Requestor will get confirmation that the updated information has been submitted. D. Agency contact(s) will get a notification of the updated information.

2. Confirmed Request(s): C. Requestor will get confirmation that the updated information has been submitted. D. Agency speaker or tour guide will get a notification of the updated information

Editing the items in orange (DATE or TIME) will result in: 1. Pending Request(s):

C. Requestor will get confirmation that the updated information has been submitted.

Page 19 of 24

D. Agency contact(s) will get a notification of the updated information 2. Confirmed Request(s)

C. Agency speaker or tour guide will get a notification of the updated information. D. Agency conatct will get a notification letting know to login to RECONFIRM or DECLINE request.

1. RECONFIRM - Agency can still handle the request based on the updated information. 2. DECLINED – Agency can no longer handle the request based on the updated information.

Single Agency Speaker Request where one agency was selected.

C. Requestor will get notification the request was DECLINED based on the updated information. D. Requestor will need to submit a new request.

Single Agency Speaker Request where multiple agencys were selected.

D. Requestor will get notification the request was DECLINED based on the updated information and that a notification was sent to the other selected agency(s).

E. Notification will be sent to the other selected agency(s). F. Notification will not be sent to the agency that DECLINED.

REVIEW: Displays the history trail of the request.

CLONE: Allows for resubmitting of a previous request.

RATE: Rate the speaker after meeting is completed.

When a meeting is completed a button will appear. Click on RATE button to rate the speaker.

CLONE

Page 20 of 24

RATE THE SPEAKER:

COMMENT: Enter any comments about the speaker.

SUBMIT: Click on SUBMIT button to complete Agency Speaker Feedback.

Page 21 of 24

AGENCIES: 1. Displays every agency and its information. 2. Displays all Speakers affiliated to agency. 3. Displays all Tour Guides affiliated to agency.

EXPORT TO EXCEL BUTTON: Exports agencys that are dsplayed on screen to an Excel spreadsheet. FILTERS:

SELECT CATEGORY: Display agencys aligned to filtered category selection. SELECT AGENCY: Display request(s) for filtered agency selection. ADDRESS: Display agencys by filtered address seclection. PHONE: Display agencys by filtered phone selection

PROFILE: Displays agency information.

SPEAKERS: Displays all Speakers affiliated to agency.

TOUR GUIDE: Displays all Tour Guides affiliated to agency.

Page 22 of 24

SPEAKERS: Displays speakers and their rating.

EXPORT TO EXCEL BUTTON: Exports speakers that are dsplayed on screen to an Excel spreadsheet. FILTERS:

SELECT AGENCY: Display speakers for filtered agency selection. SPEAKER NAME: Display speakers by filtered speakers seclection. START DATE and END DATE: Display speakers in the selected start date and end date range.

Page 23 of 24

TOUR GUIDES: Displays tour guides and their rating.

EXPORT TO EXCEL BUTTON: Exports tour guides that are dsplayed on screen to an Excel spreadsheet. FILTERS:

SELECT AGENCY: Display tour guides for filtered agency selection. SPEAKER NAME: Display tour guides by filtered speakers seclection. START DATE and END DATE: Display tour guides in the selected start date and end date range.

Page 24 of 24

INTERACTIVE UW AGENCY MAP: United Way Agencies displayed on a Google Map.