Coordinator Manual - CW version 2

As a new Coordinator, you’ve just taken a big step toward helping your community become stronger, more self-reliant and closely-knit. 

This is the coordinator's manual for the standard Community Weaver version 2.3

If this is your first time to this Guide, we recommend you watch a short video introducing you to Community Weaver 2  Afterwards, if you want step-by-step instructions for using any of the sites features, this Guide then walks you through everything you need to know.  

In reading through this manual, you’ll become familiar with activating and deactivating members, editing member’s profiles, ads and transactions as necessary to ensure productive experiences, and running a variety of reports to quantify the activity in your TimeBank. All the functions described in this manual are performed by a Coordinator, and are not available to regular members.  See the Member Help Guide for step-by-step instructions geared towards the sites main functions.

If you ever have questions or ideas for improving Community Weaver, we hope you'll visit our uservoice forum and let us know.

Did you know that you can also make more significant modifications to your TimeBank through several advanced development and customization options?

If you need further assistance, please come to our Support Scction.  If you are comfortable with technology and helping others, we also invite you to join our volunteer TimeBanks Technical Support Team to help other TimeBank Coordinators with their questions and special needs.
 
Enjoy your experience with Community Weaver, and best of luck to you in your endeavor!
 
We are looking for your suggestions to improve this manual. Please submit your contributions at CW Coordinator Manual Forum.  Please note that you will need to login to this Actio Hub to add comments.

What's new in Community Weaver

Changes and improvements to Community Weaver.

On September 13/14, 2012  Community Weaver 2.0 was updated to version 2.1.

What's new in Community Weaver 2.1 (for coordinators)

On September 13/14, 2012 Community Weaver 2.0 was updated to version 2.1.

A number of security updates were implemented. They did not create any changes in the look and feel of Community Weaver for members. 

Featurization was implemented to allow coordinators to have more and easier choices for switching new features on or off.

On January 25, 2013 the CW 2.1 feautures were finally rolled out to all. Coordinators have the oportunity to choose which of the features they want to implement. See the documentation.

On February 7, 2013 we rolled out a new spam account prevention feature. This feautre has been installed and enabled on all Community Weawer sites.

 

 

What's new in Community Weaver 2.0 (for coordinators)

Welcome to Community Weaver 2.0!  TimeBanks USA has created a new online help guide to help you make this transition.  First, there are some new features we are excited to introduce you to in Community Weaver 2.0 (note: there is another version of this page designed for your members).

Open Source

The most exciting thing about Community Weaver that makes it fundamentally different from Community Weaver 1.0 is that it is open source.  It is built on the open source platform drupal and combines modules created by many others, plus a few more created by TimeBanks USA, and all of that source code is available for anyone to see and use.  

Another benefit of the design of Community Weaver 2.0 is that, unlike Community Weaver 1.0, each TimeBank is now its own site with its own domain and database.  This means that you can make small or quite extensive changes to your own site without affecting others.  

It took more than a year of work and significant investment of time and money by many people to create this tool for you.  We hope you'll enjoy:

New Features

  1. Expiration Dates - All service ads (offers and requests) are automatically set to expire in 3 months from the day they are created in Community Weaver 2.0.  This date can be changed at any time by the member or a coordinator. 
  2. Locations - User's locations are displayed on a Google Map on the user's profile in Community Weaver 2.0.
  3. Transactions between Multiple Members - Transactions can be recorded between two users or between one user and several other users in Community Weaver 2.0.
  4. Users can sign up for multiple different Community Weaver site with the same email address.  They can still only have one email address registered with any given TimeBank.
  5. Coordinators can change the layout and theme of their own Community Weaver sites from the Control Panel.  They can also add new pages and other site content from the Control Panel.  Sites can be customized even more by experienced Drupal developers.  Developers who want to work on your site need to request Site Admin access.  Geek Gene also offers several customization packages to help you customize your own site.
  6. Community Weaver 2.0 has a number of new ways to send broadcast emails to all members.  You can send very tailored mass emails directly from your Control Panel based on specific search criteria such as what neighborhood members live in.  Check them out.

Changes from Community Weaver 2.0

  1. You may be accustomed to finding members through the Community Weaver 1.0 Member Directory or Member Search.  You can still find members by any of the search criteria you used in Community Weaver 1.0 in Community Weaver 2.0, but you may need to accustom yourself with how to perform these searches in Community Weaver 2.0.  The Member Roster in Community Weaver 2.0 automatically sorts by most recent members, not an "A-Z" directory.  You can still quickly find any member by their name, username, or email address.  See Search and Find Members.

    * Where is the "Member Directory" (or "Advanced Member Searches") - To find members based on their name, username, email addresses, neighborhood, affiliationlocation, user permission levels, birthdays, or other profile information, go to the Control Panel and click on Admin Member Rosters & Reports (RSS & CSV) under Members in the right-hand column to search for members based on any of these critera or more.

    How do I make a "Contact List Report" - To create a report of contact information for all of your members, go to the Control Panel and click on Admin Member Rosters & Reports (RSS & CSV) under Members in the right-hand column.  Filter your search if needed, and click on the CSV icon in the bottom left-hand corner of the page.  This will produce a spreadsheet of user information including contact information.

  2. There are three different levels of Coordinators in Community Weaver 2.0 - Primary Coordinators, Coordinators, and Assistant Coordinators.  Assistant Coordinator is a new type of Coordinator permission level in Community Weaver 2.0 who is able to see but not edit more private information about members (contact information, exchange history, coordinator notes, etc.) and does not have the ability to edit aspects of your site itself.  You are allowed to have as many of each of you like.  

    Note: Only the Primary Coordinator from Community Weaver 1.0 will be automatically imported into Community Weaver 2.0 as the site's Primary Coordinator.  To be safe, all other Coordinators are only imported as Assistant Coordinators.  Primary Coordinator must upgrade them to higher permission, if you prefer.

  3. "Alerts" means something new in Community Weaver 2.0, different than what it did in Community Weaver 1.0.  Alerts and Announcements add information to the home page of your Community Weaver site, and neither generates emails to members of your TimeBank.  Use the broadcast email tool to send mass emails to members.
     
  4. Members must have email addreses in Community Weaver 2.0.  Members without email address were imported into Community Weaver 2.0 with fake email addresses using this convention: offline_[username]_[userID]@timebanks.org.  Nothing will happen if you send emails to these email addresses.

After Your Site Launches

Please note that the Primary Coordinator of your TimeBank should configure the following things about your new Community Weaver site as soon as you can after it launches:

  1. Upgrade any Additional Coordinators to Coordinators or Primary Coordinators, if you would like for any of them to be able to see the Control Panel.  See #2 above to understand why you must do this.
  2. Ask members to update their birthdays on their user profiles.  These were not imported from Community Weaver 1.0 (sorry, long story...).
  3. In order for service ads and exchange expiration dates to function properly, you should Configure your Time Zone Settings.
  4. Edit your homepage, footer, mission, and logo.  The html for each of these was imported from you Community Weaver 1.0 site but the layout and styling of Community Weaver 2.0 is different than 1.0, so it may not look quite right here and you probably want to adjust it.
  5. Let us know your ideas for improving Community Weaver in future releases.

COORDINATORS - Responsibilities, Activities and Permissions

The Responsibility of a Coordinator

Becoming a Coordinator for a TimeBank means you have a vision of how people in your community can work together in a better way

A sample of the tasks you’ll perform in this role include helping new participants get themselves started with Community Weaver, alerting your group to specific needs of individual members, monitoring activities as necessary, and keeping your site content fresh as members come and go.  As a Coordinator, you have some special tools that members don't have.  You have the ability to:

Keep in mind that different coordinators have different levels of access to these features in the site.

Coordinator Permission Levels Explained

Each TimeBank can have as many Primary Coordinators, Coordinators, and Assistant Coordinators as they like. Those roles can be given to multiple members of the timebank. (Which means that the term "Primary" Coordinator is probably a misnomer.)

NOTE: A coordinator can only assign the role he/she has, or also a "lower" role. 

IMPORTANT: Be sure that at least one person always has the role of Primary Coordinator. If you are the only Primary Coordinator in your CW, and you want to leave that role, then you must FIRST assign another person to the role of Primry Coordinator BEFORE you remove that role from your account.

In other words, if only one person has the role of Primary Coordinator and he/she either deletes that role of that account is deleted, then the TImebank will have no Primary Coordinator and no other coordiantor will be able to grant that role.

 

Each can do different things, according to this list:

TB Assistant Coordinators
 
Assistant Coordinators are able to see more information about users in order to help facilitate exchanges for them.  Assistant Coordinators can:
  • See all other user's private contact information (phone number, address, and email address) 
  • See all other user's exchanges and account balance
  • Post service ads for other people
  • Record exchanges for other people
  • See and Edit Coordinator-Only Options (including seeing and editing Coordinator Notes, activating or deactivating Guardian Angel Mode, and Setting Broadcast Email Subscription Options)

However, Assistant Coordinators cannot:

  • See the Control Panel
  • Edit user profiles
  • See messages between users
TB Coordinators
 
Coordinators can do everything an Assistant Coordinator can do, and they can also:

However, Coordinators cannot edit some things about the layout and content of the site, such as the theme, quicklinks, neighborhoods, counties, and affiliations.

TB Primary Coordinator
 
Primary Coordinators can do everything a Coordinator can do, but also can:

Assigning Coordinator Roles

There are three coordinator roles. Any member who also has a coordinator role can assign that same role to any other member.

Each TimeBank can have as many Primary Coordinators, Coordinators, and Assistant Coordinators as they like. Those roles can be given to multiple members of the timebank. (Which means that the term "Primary" Coordinator is probably a misnomer.)  For details about the roles, see: Coordinator Permission Levels Explained.

Please note: A coordinator can only assign the role he/she has, or also a "lower" role.

IMPORTANT NOTE:  At least one person need to have the 'TB Primary Coordinator' role. If there is only one Primary Coordinator in your timebank and that person wants to pass that role on to another member, they should assign that role to the other member before they delete that role from their own profile.

Change Primary Coordinator's username

A Primary Coordinator cannot change his/her own username, but a Primary Coordinator can change the username of another Primary Coordinator.

Therefore, is a Primary Coordinator wants to have his/her "username" change they have to ask another Primary Coordinator to do it for them. If there is currently only one account that has the role of Primary coordinator, assign the role of Primary Coordinator to another member or create a temporary second Primary Coordinator account to do the job.

Please note:

  • In each Timebank any number of members can be given the role Primary Coordinator simultaneously.
  • Since a Primary Coordinator can only give someone else that role if they have it themselves, be sure that always at least one member has the role of Primary Coordinator.
  • It is good practice to have two members with the Primary Coordinator role to help in case one person deleted their own Primary Coordinator permissions.

 

TimeBank's Representative to TBUSA

Each TimeBenk that affiliates itself with TBUSA is required to have one person as its representative to TBUSA.

The TimeBank's Representative:

  • is the person who has signed the Affiliation Agreement with TimeBanks USA.
  • is responsible for his/her TimeBanks relationship to TBUSA.
  • has a personal account in TBUSA's  Action Hub, which is linked to their TimeBank.
  • is responsible to keep her/his timebank information in the Directory of Timebanks up-to-date.
  • is reponsible to pay all required fees for their TimeBank.

The current TBUSA affiliate agreement is now the Community Weaver Licensee Agreement.

If a TimeBank wants to change its representative to TBUSA, please go to "Change or Confirm your TimeBank's Representative"

 

MEMBERS

Member's accounts

Each TimeBank member will have his/her own account in your Community Weaver TimeBank.  Either the account's "username" or the email address for that account can be used, together with the password, to login to the member's account.  'Usernames' and email addresses are unique in each timebank. 

  • Each username exists only once in each timebank.
  • Email addresses can used only once in each timebank unless the feature "Multiple Email Addresses Allowed" is enabled and activated.
  • An account must be given the role "Member" in order to see and use Community Weaver features.
  • To prevent an account from accessing member features, remove the role (unclick) "Member" in their profile.

 

Search and Find Members

There are several ways to find a member on Community Weaver.

From the Give & Receive Menu

  1. All members can search for members by finding and clicking View All Members under the Give & Recieve menu.  
  2. (Optional) Selected a neighborhood or affiliation to sort by these criteria.
  3. Type in the any part of a member's Full Name.
  4. Click on Apply.
  5. Click on the user in the list to view their full profile.

From Any Page

  1. Locate the Search Field in the top right-hand corner of your site from any page.  
  2. Type in the any part of a member's Full NameUsername, or Email Address and click Search.
  3. Click on the username in the search results to view the profile of the member.

From the Coordinator Control Panel

  1. Click on Admin Member Rosters & Reports (RSS & CSV) under the Members section on the top-right hand side.  Note: this is an expanded version of the Member Roster that all members can access from the Give & Receive menu.
  2. (Optional) Selected a neighborhood or affiliation to sort by these criteria.
  3. Type in the any part of a member's Full Name OR any part of a member's Username or Email Note: If you do not find the user after the first try, start typing the username or email address of the member slowly in the search bar.  The username or email address of the user may appear in the autocomplete options beneath the search bar.  Simply click on the autocomplete options to select it. 
  4. Click Apply.
  5. Click on the user in the list to view their full profile.
    Note: You can also find members according to a variety of other searches available from this page, including upcoming birthdays, languages spoken, and group project or driving preferences.

Add New Members

There are two ways to create a new account for a prospective member.

  1. Anyone can go to the timebank's home page and create a new account. If the prospective member creates their own new account they immediately can enter a password of their own choosing and will automatically receive a notification to confirm that their email address is correct and valid. The prospective member will also automatically be requested to agree to the Terms of Use for your timebank. For the details see: "Create new account". 
  2. A 'TB Coordinator' or 'TB Primary Coordinator' can create a new account for a prospective member from the Control Panel. If  a coordinator creates the account, the prospective member does not know the password entered by the coordinator. The prospective member will not be asked to agree, nor will they be shown the timebank's 'Terms of Use'. The prospective member will also not be automatically sent a email verification request. See the details below.

To minimize a coordinators work load it is best to ask all prospective members to create their own account, as mentioned in item 1 above.

For coordinators adding a new member:

  1. From the Control Panel click on Add a New Member, under the Add New Content section in the top left-hand side. 
  2. Fill in the information accordingly. Certain information is required for each account.
  3. If you want to immediately give that person membership access, check "Member" under Roles. Otherwise, do not assign a role.
  4. If you want the member to receive a notification about the new account, check mark "Notify user of new account" uder Roles.
  5. Click on Create New Account.

Note: All users must have email addresses in Community Weaver 2.0.  If you need to add a member without an email address, you'll need to create an email address or use a false one for that user.

Approving New Members

When someone registers to join your time, bank an email with their account details will be sent to the coordinators.

You will will need to approve your membership before you will be able to see other members, post ads, or exchange services.

Everyone who requests a new account will be sent a notification email with a request to click on a link to validate their email address.  Until they validate their email, they will be listed as "Awaiting Email Confirmation." After they validate their email they will be listed under "Email Address Confirmed."

Please note that, for example, if the notification email lands in their spam folder and they do not notice it, then all future email from Community Weaver could easily also end up in their spam folder. Therefore it is important to be sure that they actually can receive email from Community Weaver. Best practice is to only approve new members AFTER they have confirmed their email.

Coordinators and Primary Coordinators can approve new members from the Control Panel under Users Awaiting Approval of their Membership on the right-hand side.

  1. Check the name of the user whose membership you would like to approve.
  2. Click "Approve Selected Users"
  3. Click "Confirm"

This will give the applicant the membership access in your Timebank. They will then will be able to see other members, post ads, or exchange services.

You can always change permission levels of a user once they have been approved.

Deleting a new account in the list "Users Awaiting Approval of their Membership"

If someone has created a new account they will be listed in a box in the Control Panel called "Users Awaiting Approval of their Membership". 

If you want to delete one of these accounts:

  1. Clik on the username to open up the account of that user (not yet member).
  2. Click on "Edit User Account"
  3. Scroll to the bottom of the page
  4. Click on "DELETE"
  5. You will be asked to confirm the delete action
  6. Click on "DELETE" again

That account will be deleted.

 

Edit Member Profiles

Coordinators and Primary Coordinators can edit user profiles.  Consult the following list to find out where you need to go:
  1. Search and find any user and go to their profile
  2. Click on Edit User Account in the left-hand column, under the user's contact information, to edit:
    * Username
    * Password **
    * Roles / Permissions (Note: you can by going to Edit these Roles / Permissions of Multple Users from the Control Panel, right-side under Members)
    * Block the member
    * Minimum or Maximum Hour Limits
    * Photo:  The image you upload can be of type GIF, PNG or JPEG.  Other image types such as TIFF and RAW will not work.  Note: After you upload a new photo you must refresh the web browser (Control-R or Command-R) for the new image to appear.
    * Location
    * Email settings (Don't bother checking the box in Contact settings--this function is not used.)
  3. Click on Edit Coordinator-Only Options in the top right-hand column to edit:
    * Guardian Angel Mode Settings
    * Coordinator Notes
    * Broadcast email subscriptions
  4. Click on Edit Profile Details in the left-hand column, under Availability, to edit:
    * First and Last Name
    * Neighborhood and Affiliations
    * Group Project and Community Driving preferences
    * Living Situation
    * Transportation
    * Languages
    * Birthday
    * Description
    * Availability
    * Personal Links
  5. Be sure you click Save to record your changes.

** Note Coordinators and Primary Coordinators cannot see user passwords, but they can reset them for users.

Edit Member Roles / Permissions

To change the permission level of any user:

  1. Search and find any user and go to their profile
  2. Click on Edit User Account in the left-hand column
  3. Beneath Roles, check/uncheck the boxes for Member, TB Assistant Coordinator, TB Coordinator, or TB Primary Coordinator.
    • To access the member's features in CW, a user account must have the "Member" role assigned to it. Coordinators who are not assigned the "Member" role cannot access member features in CW.
    • To remove members access, uncheck the "Member" role in the profile.
    • You do not have to check every coordinator permission level, only the highest coordinator level you want the person to have.
  4. Scroll down to the bottom of the page and click the Save button (lower left) to save the changes
You can only change the permission level of someone with the same or a lower permission level than you.  e.g. only a Primary Coordinator can make another member a Primary Coordinator.
 
 
You can also change the permission levels of several users at once in Edit Roles/Permissions of Multiple Users, under the Members section in the top right-hand column of the control panel.
 

Blocking (Deactivating) Members

Coordinators and Primary Coordinators can block (deactive) members.  Blocked members cannot sign in and they will not appear on member lists.  It is recommended that you do not delete that members with recorded exchanges. It is better to block them.

  1. Search and find any member and go to their profile.
  2. Click on Edit User Account on the left-hand column of their profile.
  3. Change status from "Active" to "Blocked."
  • If the member was already blocked, you'll get a message saying that they can't be unblocked again--that's OK.  Note that the totals of service ads by category will not automatically be reduced when the ads are unpublished.
  • Members can be deleted, but this is not recommended because their past exchanges, which involved other users, will be reassigned to Anonymous.  Block them instead.
  • IMPORTANT: The content (offers, requests, messages, comments, etc) of blocked member will still be visible. To prevent blocked member's content from being visible, it needs to be unpublished.

To unpublish all content of a blocked user go to: Un-Publish Blocked Member's Service Ads

Un-Publish Blocked Member's Content (service ads, exchanges, messages, etc.)

To unpublish all content (offers, requests, messages, comments, etc) of a blocked user:

  1. In the Control Panel, goto Edit Roles / Permissions of Multple Users. 
  2. Search for members with status blocked.
  3. Choose the members to have their content unpublished.
  4. Use the "Update option" Block, ban, and unpublish all content by the selected users, including all of their service ads, exchanges, mesages, etc.

Find all accounts with a role

If you go to Control Panel link 'Edit Roles/Permissions of Multiple Users' you will be able to search for all accounts with a certain role or set of permissions.

  1. Go to "Control Panel."
  2. Go to the section "Members."
  3. Click on "Edit Roles/Permissions of Multiple Users."
  4. Under "Show only users where" click on "role is."
  5. Choose the role from the pull down list.
  6. Click on "FILTER."

You will see a list of accounts with the role which was selected.

To redo the search with another role, first click on "UNDO" and repeat the steps 4,5, and 6 above.

You can also use the "Update options" to change, add or delete that role from all accounts chosen. In the same manner, you can delete, block, or unpublish individual or multiple accounts. Deleted account CAN NOT be restored. 

The "Update option" is very powerful.  Only use the options that you understand.

 

 

Make Changes to Multiple Member Accounts

PLEASE use this tool thoughtfully and carefully. It can quickly make changes that can be very difficut or impossible to un-do.

If you go to Control Panel link 'Edit Roles/Permissions of Multiple Users' you will be able to search for all accounts with a certain role or permission.

Using the 'Update options" you will also be able to change, add or delete that role from all accounts chosen. In the same manner, you can delete, or block & unpublish individual or multiple accounts. Deleted account CAN NOT be restored.  The 'Update option" is very powerful. Only use the options that you understand

 

Related topic:  UnPublish a Blocked Members Content (service ads, exchanges and messages)

COMMUNICATION

Your Timebank's EMAIL address

The default email address for your TimeBank is  <shortname>@community.timebanks.org. This will become the "From:" address for emails and notifications sent from your TimeBank. For example if your TimeBank is  sandbox.timebanks.org  the default email address of your TimeBank is sandbox@community.timebanks.org.

Replies that come to sandbox@community.timebanks.org will be sent to all "TB Primary Coordinators of your TimeBank. See more details at: Emails to the primary coordinators

 

VERY IMPORTANT:

All email sent from your Community Weaver will be sent from the email server community.timebanks.org. One criteria that spam filters use to identify spam mail is when the "From:" address of the email uses a domain that is different from the domain of the email server sending that email. For this reason it is important to use an email address for your TimeBank that has the domain "community.timebanks.org".

To improve the speed and security of mail sent by CW, all outgoing mail from CW is required to use the domain "timebanks.org" Configuring a "From:" email address that is not using "timebanks.org" will prevent CW mail server from sending the message.

Please note that the recipients of <shortname>@community.timebanks.org is updated / refreshed once every 24 hours, so if a primary coordinator changes his or her email address in your Timebank, then it will take up to 24 hours before it is updated in the primary coordinators email list. This means that the primary coordinator who changed an email address will not receive from that list until the list is updated.

To change the email address of your TimeBank:

  1. Go to Control Panel
  2. Go to the section  Customize Your TimeBank
  3. Click on Edit Web Site Information
  4. Edit the field E-mail address

Emailing all coordinators

Any of the coordinators of a CW Timebank can send an email to all other coordinators of their own timebank by sending an email to  the address  <shortname>-coordinators@community.timebanks.org. Only coordinators of your Timebank have the permissions to use this email address.

For example if your timebank is  sandbox.timebanks.org  you can send an email to sandbox-coordinators@community.timebanks.org and all of the coordinators in sandbox.timebanks.org will receive a copy of the email at the email address listed in their accounts in the Timebank.

Please note that the recipients of <shortname>-coordinators@community.timebanks.org is updated / refreshed once every 24 hours, so if a coordinator changes his or her email address in your Timebank, then it will take up to 24 hours before it is updated in the coordinators email. This means that the coordinator who changed an email address will not receive from that list nor will they be able to send to that list until the list is updated.

Emails to the primary coordinators

Anybody can send an email to all of the primary coordinators of a timebank by sending an email to the address  <shortname>@community.timebanks.org.

For example if your timebank is  sandbox.timebanks.org  then anyone can send an email to sandbox@community.timebanks.org and it will be forwarded to all of the primary coordinators in sandbox.timebanks.org. Each primary coordinators will receive a copy of the email which will be sent to the email address listed in their accounts in that Timebank.

Please note that the recipients of <shortname>@community.timebanks.org is updated / refreshed once every 24 hours. If a primary coordinator is removed from that role, then it will take up to 24 hours before it is updated in the primary coordinators forwarding list. If a Timebank member is given the Primary Coordinator role, his/her email will be added to the forwarding list immediately.

 

 

Manage the "Contact Us" Form

To change the text of the Contact Form, Primary Coordinators

  1. Go to Control Panel
  2. click on Manage Contact Form under Customize Your TimeBank
  3. Edit existing or add new contact forms

The default "Contact Us" form automatically sends an emails to all Primary Coordinators. The default address for the contact form is  <shortname>.timebanks.org  (where <shortname> is your Timebank's short name). This email address is an alias that forwards email to the email addresses of your primary coordinators. Once every 24 hours the email addresses of your primary coordinators are updated in the alias's data.

You can set up several contact forms for different purposes (categories) and you can also set different recipient email addresses for each of the categories.

 

 

Send Broadcast Emails

Coordinators and Primary Coordinators can send broadcast emails to specific groups of members based on search criteria:

  1. Go to Send Broadcast Email from the Control Panel (under Members, top-right column)
  2. The default setting is for the mail to be sent to "Any" which means everyone. (Any means all accounts including those awaiting email confirmation, those with with no role, members, and all coordinators). You may narrow the list of recipients by choosing members that have certain User Roles (for example ro send to  "Members"), or belong to certain Affiliations, Neighborhoods.  Select your criteria and click Apply.
  3. Select members from the list at the bottom of the screen who you would like to receive your mass email.  
    Notes:
    • If you want to select all of the members in your search list, click on the check-box in the top- left-hand corner just above the list  "Select All [#] Members in this View."
    • If you click on members on one page and then view other pages, the system will remember members you have checked on those other pages.
    • If you choose to send across "all pages," then want to deselect some, you should do that before writing or pasting the message into the body of the mail.
       
  4. The email message body already includes the message footer but the first time you do, you'll want to set the correct address in the footer.*
  5. Copy or write your message into the message field of the email.**
  6. Click Send Mass Mail.
  7. You'll get a confirmation screen.  Click Confirm and your email will be processed for sending.  ***
  8. It will send within about three hours, depending on how busy your site is.
  9. The email will be sent from the address yourtimebankshortname@community.timebanks.org
The footer is attached to the bottom of broadcast emails as required for CANSPAM compliance.  The next time you send an email from this screen, all the text and settings will remain from the last message, including the message footer you set the last time.
 
** If you change any selections for recipients of the mass mailing, the body of the message will revert to the previous sent message. Therefore it might be best to compose your message in an external editor and then paste it into the mail mailing message field.

*** If you get an error message in a red box, it may be because the addressees include an offline member that has a "fake" or "offline" email address in their profile.

Manage Subscriptions

You can subscribe or unsubscribe members from all mailing lists by changing their Coordinator-Only Options:

  1. Search and find any user and go to their profile.
  2. Click on Edit Coordinator-Only Notes on the top-right hand side of their profile.
  3. Find Opt Out of Broadcast Email and select Receive normal broadcasts (default) or Opt out of messages
 

Guardian Angel Mode - Get Notifications about Member Activity

The Guardian Angel function allows Coordinators and Primary Coordinators to receive emails notifying them of messages and exchanges by that member.

To activate Guardian Angel Mode when creating a new member:
  1. On the Coordinator Control Panel menu, find the Add New Content section on the left hand side. 
  2. Click on Add a New Member.
  3. Fill in the information accordingly.  Be sure to check "Member" under Roles.
  4. Look for Guardian Angel Mode and check the box next to Activated.
  5. Click on Create New Account.
To activate Guardian Angel of an existing member:
  1. Search and find any user and go to their profile 
  2. On the right side of this screen, click on Edit Coordinator-Only Settings.
  3. Look for Guardian Angel Mode and check the box next to Activated.
  4. Scroll down to the very bottom of the page and click Update to save your changes.

Add an event to the calendar

1) Open a Create Event page...

  • In the address bar of your web browser enter <timebankname>.timebanks.org/node/add/event (substituting your time bank's short name for <timebankname>)  OR
  • From the coordinator's control panel click the link for Add a New Community Event.

2) Describe the event in the Create Event page...

  1. Enter the event name, the "from" date and time, and the "to" date and time.
  2. For a recurring event, click Repeat and specify the frequency, period, and end date.  The Advanced, Except, and Additional links give more options for recurring events.
  3. To allow the event to appear on your home page under Featured Events,  click Special Functions then select Featured Listing.
  4. Optionally, you can upload an image, specify the event's location, enter a detailed description, and preview the event listing.

3) Click the SAVE button to record the event in the calendar.

 

REPEAT an event.   To access the repeat function, save the event with one of the required fields EMPTY. That will force a refresh of the deiplay and will bring up the repeat function. This is a work-around to overcome a incorrect settig, which is on the fix-it list.

.

 

OFFERS and REQUESTS (Service Ads)

Create and Edit Ads - Offers or Requests - on Behalf a Member

A Coordinator can place an ad (offer or request) or record an exchange for members who are unable to do so for themselves.

Post an Ad (Offer or Request) on Behalf of a Member

  1. Hover over Give & Receive and click on Post a Service Ad.
  2. Complete all required details.
  3. Be sure you change the Author of the ad to the member for whom you are posting this ad.
  4. Preview the ad if you like (optional) and then click the Save

Edit a Member’s Ad

  1. Search and find any user and go to their profile
  2. On the member’s profile, click on the title of the ad you would like to edit
  3. The ad will appear in View mode. Click on Edit (to the right of View)
  4. Preview the ad if you like (optional) and then click the Save
  5. Delete the ad if you want to stop the Ad on Behalf of the Member

Note: Expired ads can be reactivated at any time by simplying resaving an expired ad with a new expiration date.

Step-by-step instructions for adding images.

Finding and Reactivating Expired Offers and Requests

Offers and Requests you have created in Community Weaver are automatically given an expiration date of 3 months from the day it is created.  When they expire, they are removed from pulic view. They are not deleted.

Members can reactivate their own expired adds See the instructions for members.

Coordinators can see the entire list of expired ads by going to the ControlPanel and clicking on "Expired Service Ads" and can edit each ad (entering a future expiration date) to reactivate it.

 

 

 

 

 

View recent offers and requests from newest to oldest with RSS Quick Links

Community Weaver provides access to offers and requests via the Give & Receive tab and the Control Panel tab.  You can also use RSS to view the most recent offers and requests by date changed from newest to oldest (instead of by category). 

To make it easy for your members to view offers and requests this way, you can add these quick links to the top of each page:

 

To create a link for requests:

  1. From the Community Weaver Control Panel, select Quick Links then ADD ITEM.
  2. For Path enter http://<yourtimebankname>.timebanks.org/all_requests/rss.xml where <yourtimebankname> is the short name of your time bank, e.g. northeast.
  3. For Menu link title enter Recent Requests
  4. For Description enter Recent requests by date with the newest at the top
  5. If you want this to appear at the top of the quick links, enter -30 for Weight.
  6. Click Save.

To create a link for offers:

  1. From the Community Weaver Control Panel, select Quick Links then ADD ITEM.
  2. For Path enter http://<yourtimebankname>.timebanks.org/all_offers/rss.xml where <yourtimebankname> is the short name of your time bank, e.g. northeast.
  3. For Menu link title enter Recent Offers
  4. For Description enter Recent offers by date with the newest at the top
  5. If you want this to appear at the top of the quick links, enter -30 for Weight.
  6. Click Save.

YELLOW PAGES for Coordinators

For a description of how the Yellow Pages functions, see:  TimeBank Yellow Pages in the Members Manual.

As a TB Coordinator, please read the Coordinator's Notes about Yellow Pages

 

Control Panel links for "TB Coordinators"

Download a CSV report of the TimeBank Yellow Pages

TimeBank Yellow Pages - Print Preview  (members view)

TimeBank Yellow Pages Promotional Directory - Print Preview

 

Additional configurations that can be used by  "TB Primary Coordinators"

Edit Yellow Pages Excluded Categories

Edit Offers and Requests Categories

 

 

 

Download a CSV report

At the bottom of the View TimeBank Yellow Pages display is a 'csv' link. Although members can see the csv icon, only coordinators are able to download the csv file of the Yellow Pages. It works the same as other csv reports. The yellow_pages.csv will list all of the Yellow Pages entries and is not influenced by the filter for the online display.

Excluded Categories (for Yellow Pages)

Yellow Pages Excluded Categories

It is not useful to include some categories in the directory. For example, listing members under the "Miscellaneous" category does not provide useful information for a Yellow Pages directory. The default setting excludes all "Miscellaneous" categories and sub-categories. You can edit the exclusion list:

  1. Go to the Control Panel.
  2. Go to the section Customize Your Timebank
  3. Click on Yellow Pages Excluded Categories

Notes about Yellow Pages

Important issues for Coordinators to know about:

  • It may be confusing to members that the Yellow Pages display in Community Weaver shows first the 'top-level categories' in alphabetical oder and then the 'top-level: sub-category' in alphabetical order.

  • In the printed directory it shows only top-level category or sub-category and in alphabetical order. The result is that anyone who has, for example, chosen “Home:Plumbing” will appear in the printed directory under both “Home” and “Plumbing”.

  • Currently the filter for states/provinces in the 'View Yellow Pages' display does not successfully filter for states/provinces in a country that is not the timebanks default country.

  • The link to see a print preview of the full TimeBank Yellow Pages directory, which is: <http://XXXXX.timebanks.org/yellow_pages/print?dialog=0> is available to all members but only the coordinators will be shown a link to it in the Control Panel. If you share that link with your members, then they will also be able to see a print preview in their web browser. (Of course, you need to replace the XXXXX in the URL with your timebanks shortname.)

Preview Promotional Directory

As “TB Coordinator” or “TB Primary Coordinator' you can use the link in the Control Panel,  in the section Service Ads:  

TimeBank Yellow Pages Promotional Directory - Print Preview (preview the promotional directory)

You can use the link 'Yellow Pages Promotional Directory - Print Preview' to preview the Yellow Pages promotional directory (showing only member' names and not their contact information). This link does not immediately send this directory to your printer. This will list the categories (top-level and sub-categories are listed separately) in alphabetical order and the members who chose that category. It will show the name, city and state/province (as an abbreviation), but no telephone number nor email address.

From the preview in your browser you can then print the directory.

Preview full directory (members view)

As “TB Coordinator” or “TB Primary Coordinator' you can use the link in the Control Panel,  in the section Service Ads:  

TimeBank Yellow Pages - Print Preview (for the full directory which all members can print) to see how the printed version of the View Yellow Pages is formatted. This is the preview of the full directory that members can print. This preview is online, in your browser.  From the preview in your browser you can print the directory.

The Yellow Pages directory that members can print will not show the member's email address and telephone if they have chosen to hide it from members of the TimeBank.

Please note that clicking on the 'Yellow Pages Print Preview' does not open a new tab in your browser (as Community Weaver usually does) . Closing the display of the print preview closes the Community Weaver tab in your browser. A useful work-around is to click on this link with your middle mouse button or wheel which will usually open a new browser tab with the print preview display.

 

HOURS / EXCHANGES

Editing (or Deleting) an existing exchange

Coordinators can edit or delete anyone's exchanges.

1. As coordinator, go to the user's profile and scroll down to the list of exchanges.

2. Click on the service performed to open up the exchange details. You will see the exchange description and the Exchange Certificate number.

3. At the bottom of the page you can click on either "Change" to edit it or "Erase"  to delete it.

Note: Entering zero hours is not allowed.

Note: Clicking on the "Edit" at the top of the page will also allow you to edit or delete it, but this view does not show the member's name, only their user ID number, and therefore is less useful.

Record Exchanges Among Multiple People

You can record exchanges between more than one person in Community Weaver 2.0.  To do this:

  1. Hover over the Give & Receive tab in the menu. A drop down menu will appear; click on Record an Exchange.
  2. Click on One to Many or Many to One (next to One-to-One)
  3. Enter the Description of Service.
  4. Select a Service Category (subcategories can be accessed by clicking the plus sign)
  5. Enter the Date, Members Receiving Service,  Members Receiving Hours, and Number of Hours to be given to each recipient.
  6. Click on the Generate Exchanges button.

After you record an exchange:

  1. Hours will be subtracted from the account of the person who received the service and added to the account of the person who performed the service.
  2. You and the other members will receive an email notifying them that they have been involved in an exchange.
  3. You can see your exchange history at any time.

Note: When entering the Recipient and Provider of the service, as you begin to type the username of the member, the system will automatically search for that member and will prompt you with usernames starting with those letters.  Click on one to add it to the field.

Note: you can use full hours or any increment of quarter hours.
 

REPORTS

Produce Reports Via Spreadsheet

Note that the online search criteria do not affect the .csv file data exported.  The file includes all available data, regardless of the search criteria.   You can search, sort, and extract data from the .csv file using your spreadsheet program.  The following steps use the OpenOffice.org Calc spreadsheet program to view the .csv files, but the method is similar for other spreadsheet programs such as Excel.

First Download a .csv File from the Control Panel

  1. Refer to this overview of reports.
  2. Log into Community Weaver as a coordinator and click on the Control Panel tab.
  3. Click on the link for the desired report.
  4. Scroll to the bottom and click on the CSV button.
  5. When the data export finishes, your browser's download pop-up window will appear. Save the file to your computer.

Report of Members (Sorted by User Login, City, User Email, etc. )

  1. Download the members.csv file from the control panel's Admin Member Rosters and Reports (RSS CSV) link.
  2. Open the file with your spreadsheet program.  The spreadsheet program will import it.
  3. Delete any columns you do not want in the report, then mark all the remaining data, including the header row.
  4. Eliminate blocked members:  In the menu bar click Data then Sort. Sort by column User Active ascending.  This will bring the rows with User Active = No to the top of the spreadsheet.  Delete these rows.
  5. Now sort the remaining active members into the desired order, for example by Last Name ascending and First Name ascending.
  6. Save your report.

Number of Members in My Time Bank

  1. Create the Report of Members above.
  2. Scroll down to the last member.  The number of members is the row number minus one (the column headings use one row).

Number of Hours Exchanged over a Time Period.

  1. Download the exchange_history.csv file from the control panel's Exchange History (RSS & CSV) link.
  2. Open the file with your spreadsheet program.  The spreadsheet program will import it.
  3. The file is sorted by Date Service Performed.  Delete all rows before and after the desired time period.
  4. Scroll to the last amount in column with the header named "Amount".  In the cell below the last amount we will enter a cormula that will calculate the total of hours.
  5. Put a formula like =SUM(D2:D257) into that cell, replacing 257 with the row number of the last amount.
  6. Save your report (.csv format will lose formulas so use a different format like .ods or .xls).

See also Produce Reports for Members, Offers and Requests, Exchanges, Birthdays, and more.

Produce Reports for Members, Offers and Requests, Exchanges, Birthdays, and more

Updated for CW v2.2

From the Control Panel you can quickly produce a number of built-in, standard reports.

Please note that the data export to a CSV file includes all the Timebank's data for that section of Community Weaver.  The CSV file is not created from the search results. To search, sort or limit the contents of the CSV file, you will need to use a spread sheet program (MS Excel or OpenOffice Calc) or a database program or any other program that can read and work with CSV files.

If you do not see exactly the report you would like to produce:

  • You can always export the full member roster, member balances report, member activity summary, all current offers and requests report, or exchange history into any spreadsheet program or database program and sort and/or filter the data according to your own preferences.

In the Members section, in the top right-hand colum:

  • Use the Admin Member Rosters (RSS CSV) and Reports to find members based on name or username or to see all members that belong to certain affiliations or neighborhoods.  Export your custom search to a .csv file or an rss feed by clicking the icon in the lower left-hand corner.
  • Use the Member Balances (CSV) report to see hours sent and earned by user.  Sort by clicking on the column headers.  Export your custom search to a .csv file by clicking the icon in the lower left-hand corner.
  • Use the Member Activity Summary (CSV) report to see the number of exchanges, balance of hours, and last access by user.  Search by member first, last or full name, neighborhood, or affiliation.  Sort by clicking on the column headers.  Export your custom search to a .csv file by clicking the icon in the lower left-hand corner.
  • Use the Upcoming Birthdays (CSV) report to see members with upcoming birthdays.  Export your custom search to a .csv file by clicking the icon in the lower left-hand corner.
  • Use the Members Without Exchanges report to see all members who have not recorded any exchanges.

In the Service Ads section, in the middle of the right-hand colum:

  • Use the All Current Offers and Requests (RSS & CSV) report to find all current service ads based on date, category, neighborhood, affiliation, or keyword.  Export your custom search to a .csv file or an rss feed by clicking the icon in the lower left-hand corner.  This is the essentially same report as the View All Service Ads report available to all members, except that the one available to all members does not have a date range, active and roles search filters and cannot export .csv files.
  • Use the Offers (RSS & CSV) report to find all current offers based on date, category, neighborhood, affiliation, keyword, or username.  Add additional fields to your report and hold down control or the apple command key to select multiple fields.  Export your custom search to a .csv file or an rss feed by clicking the icon in the lower left-hand corner.  This is the essentially same report as the View All Offers report available to all members, except that the one available to all members does not have a date range search filter and cannot export .csv files.
  • Use the Requests (RSS & CSV) report to find all current offers based on date, category, neighborhood, affiliation, keyword, or username.  Add additional fields to your report and hold down control or the apple command key to select multiple fields.  Export your custom search to a .csv file or an rss feed by clicking the icon in the lower left-hand corner.  This is the essentially same report as the View All Requests report available to all members, except that the one available to all members does not have a date range search filter and cannot export .csv files.
  • Use the Expired Service Ads report to find all expired offers and requests based on time, category, neighborhood, affiliation, keyword, or username.  Add additional fields to your report by holding down control key or the apple command key.  Reactivate an expired service ad by clicking on it, changing the expiration date to a new date in the future, and saving the service ad.  Examples of specifying how long since the service ad expired:  "4 weeks ago" or "1 month ago".

In the Exchanges section, in the bottom of the right-hand colum:

  • Use the Exchange History (RSS & CSV) report to find a list exchanges ads based on date range, neighborhood, affiliation, keyword, provider, or recipient.  Sort by clicking on the column headers.  Export your custom search to a .csv file or an rss feed by clicking the icon in the lower left-hand corner.
  • Use the Frequently Exchanges Services (CSV) report to exhange numbers and hours totals by category.  Export your custom search to a .csv file by clicking the icon in the lower left-hand corner.

Understanding CW Reports

Updated for CW v2.2

Please note that the data export to a CSV file includes all the Timebank's data for that section of Community Weaver.  The CSV file is not created from the search results. To search, sort or limit the contents of the CSV file, you will need to use a spread sheet program (MS Excel or OpenOffice Calc) or any database program or any other program that can read and work with CSV files.

Download details for the improvements:  Improved Reports (October 2013) for CW 2.2

Download the descriptions of the column headers for each report:  Improved Reports - Header Descriptions October 2013

Also see Known Issues for the CSV Reports for a description of issues that have been reported and are known to TBUSA.

Additional explanations for DATE Column headers:

  • Created date = The date and time that the member's account was created. This data was also imported from CW1.
  • Last access = The most recent date and time that the member requested a page after logging in to their account in your CW. This is only updated every 180 seconds. The "last access date and time will also be set when the member's account is created. This data was also imported from CW1.
  • Last login - The most recent date and time that the member logged in to their account on your CW. This is only recorded since the transfer to CW2.
  • If the "Last access" and "Last login" are exactly the same, then the member only accessed pages within 3 minutes after logging in.
  • If "Last access" is more recent than the "Last login", then the member accessed pages more then 3 minutes after logging in.
  • If the "Created date" and "Last access" date are the same, then the member has not accessed the account since it was created.
  • If the "Last login" field is empty, then the member has never logged into the account in CW2 (since October 25, 2011 when CW 2.0 was deployed).

Yellow Pages Report

See: Download the Yellow Pages report.

CONFIGURE your TimeBank

Name of Your Timebank

As Primary Coordinators you can change the name of your timebank at any time.

Please note that this does not change the URL or web address of your timebank.

  1. Go to the Control Panel
  2. In the section "Customize Your Timebank"
  3. Click on "Edit Web Site Information"
  4. Edit the field "Name"
  5. Click on "Save Configuration"

Within 24 hours the new name will also automatically be updated in your timebank's entry in the Directory of Timebanks

 

Configure Time Zone Settings

Primary Coordinators must configure their TimeBank's time zone settings so that dates and times work properly throughout Community Weaver.  To edit your time zone settings:

  1. Click Configure Time Zone & Settings under Customize Your Timebanksbottom left-hand column in the Control Panel.  
  2. Set your time zone and week date format.  
  3. To change the format of the date (especially for non-US time banks), click on Configure Time Zone & Settings link then the FORMATS link.  On that page you can configure the long, medium and short date formats as desired.
  4. Be sure to save your configuration

 

Edit Terms of Service

The "Terms of Service" which are shown to a person creating an new account (which they must agree to before creating an account) can be edited by a cordinator:

  1. Go to your Control Panel
  2. Under the sectoin "Edit Web Site Content" click on "Edit an Existing Web Page"
  3. Click on "Edit" for the Terms of Service
  4. Edit and save.

Note: Do not delete the web page, just edit it. If it is deleted you will need site-admin access to reconnect it to the new accout registratoin page.

Manage Counties

You may have noticed in the member's profile, they cannot choose a county. Or in some cases, the wrong counties are listed. And no matter how hard you looked, you did not find a link to the manage county page in the Control Panel. Oops, a link to the manage counties page was forgotten. Since it is only the link that is missing, let me tell you how to find the page that manages the list of counties.

For example, If your Timebank is sandbox.timebanks.org  you would go to: sandbox.timebanks.org/admin/content/taxonomy/5

  1. Login is as a Primary Coordinator
  2. Substitute your actual timebank URL for the name "sandbox" used in the example above <your TB short name>.timebanks.org/admin/content/taxonomy/5
  3. On that page you can add or delete or change the list of counties for your Timebank.

 

Manage Neighborhoods and Affiliations

Primary Coordinators can add and edit Neighorhoods and Affiliations which members can join through their profiles. 

Click on Manage Affiliations under Customize Your Timebank in the bottom left-hand column of the Control Panel.  You can Add, Edit, or Delete Affiliations from here.

Click on Manage Neighborhoods under Customize Your Timebank in the bottom left-hand column of the Control Panel.  You can Add, Edit, or Delete Neighborhoods from here.  The generic description mentions "terms" in "my neighborhood".  What they are really talking about is neighborhoods in my time bank.

You can add members to Affiliations or Neighorhoods manually by editing their profile.  They can also do this themselves.

Editing the Categories for Offers and Requests

WARNING NOTE: Using categories that are different from other Community Weaver sites will increase the difficulty of developing the sharing of service ads and exchanges across different TimeBanks.

The primary coordinator can edit categories for service ads (offers and requests) as seen on the Give & Receive

  1. Go to the Control Panel.
  2. Go to the section Customize Your Timebank
  3. Click on Manage Offers and Requests Categories

Here you can change the order of the list of categories. You can assign a sub-category to another top-level category. Although it is not recommended, you can also assign a category as a additional sub-category creating a 'tree' with many levels. Using the 'edit' button, you can edit the name and description of each category.

You can add new categories to your list for offers and requests as seen on the Give & Receive page.

 

WARNING: If you delete categories in which ads are already placed, your timebank will loose access to those service ads.

Known bug and work-around:

  • If you add new categories they will not automatically be used by the Yellow Pages.
  • If you add new categories and want them to be used by the Yellow Pages, please ask Community Weaver support to connect them to Yellow Pages.   Request Community Weaver Support  Until this bug is fixed, this will have to be done every time you add new categories.

 

 

 

 

 

 

HOME PAGE Customization

Edit the Home Page (incl. events, and alerts)

From the Control Panel, you can edit everything you see on the Home Page of your Community Weaver site.  

Please note that in CW 2.0 the events and alerts are only visible to members who have logged into your Timebank.

You can

  • Edit the Text of the Home Page (under Customize Your TimeBank, bottom left-hand column in the Control Panel).  HTML is accepted.
  • Add and Edit a Community Event (under Add New Content, top left-hand column in the Control Panel).  Make the event appear as a featured event by selected "Featured Event" under "Special Functions."  You can edit the event by clicking on the event from the Home Page and then clicking edit.
  • Add or Edit an Alert on the Home Page (under Add New Content, top left-hand column in the Control Panel).  Appears above the main body of text in the center of the Home Page until it expires.

Note: Alerts do not generate emails to members.  To send information to members by email, send broadcast emails from the Control Panel.

Note: Apologies for a known issue with Alerts that could not be resolved for the version 2.0 release of Community Weaver: When updating an alert, you must resave the alert twice. Changes to the title will not be saved until after the second save.

You can also

(Step-by-step instructions for adding images)

For tips about editing links, see "Configuring LINKS to other pages or web sites."

Edit your "Web Site Information" (Name, Email, Mission, etc.)

Your site  "Web Site Information" page allows you to change important setting that affect your entire Community Weaver web site.

To edit your web site information:

  1. Go to your Control Panel
  2. In the section "Customize Your TImebank: click on "Edit Web Site Information"
  3. You can edit the fields:
  • Name  --  The name of your web site. Once every 24 hours this name is automatically imported into your Timebank's profile in the Directory of Timbanks.
  • E-mail address  --  The "From" address in automated e-mails sent during registration and new password requests, and other notifications. Strongly recommended is the address YourTimebank'sShortname@community.timebanks.org. For example, if your timebank is the SANDBOX, then use  sandbox@community.timebanks.org.   

    Please note that the description for this field “Use an address ending in your site's domain to help prevent this e-mail being flagged as spam.” is incorrect.    It should read “Use an address ending in community.timebanks.org to help prevent this e-mail being flagged as spam.”

    • Why is this important? There are 2 reasons.

      1. People may reply to the emails sent by your CW site. Therefore the "From" address should be a valid email address. Using the recommended address:  YourTimebank'sShortname@community.timebanks.org means that any replies are forwarded to your site's Primary Coordinators' email addresses.  You can use any valid email address in this field, but if it is not a "community.timebanks.org" address, then you will have to deal with the spam issues described in item 2.

      2. To minimize the likelihood that your sites automatic notifications end up in someone's spam folder, the domain of the "From" address of your notifications should be "@community.timebanks.org."  This is because the domain "community.timebanks.org" is our mail server.  Spam filters compare the the domain of the mail server sending the email with the "From" address domain and if they are different, then there is a higher likelihood that the email is spam and will be moved to the spam folder.

  • Slogan  --  This is displayed on your home page if you electe to make it visible.
  • Mission statement  --  This is displayed on your home page and once every 24 hours this name is automatically imported into the "Mission Statement" field in your Timebank's profile in the Directory of Timbanks
  • Footer message  --  Is displayed on your home page below the lower blue bar.
  • Anonymous user  --  The name displayed for users whi are not yet fully registered or for exchanges with members who were later deleted, etc..
  • Default front page  --  Should be "welcome" to display the home page.

 

Add and Edit Quicklinks

Creating quicklinks is an easy way to give users quick access to new pages you have created, as well as any other URL, in or outside of Community Weaver.  

Quicklinks appear in right side of the header throughout the site.  To create a quicklink:

  1. Click on Manage your Quicklinks under Customize Your TimeBankbottom left-hand column in the Control Panel.
  2. Click Add Item to create to Quicklinks.
  3. Edit or Delete existing quicklinks from the menu beneath.  For example, to replace the obsolete Software User Manual link:

For tips about editing links, see "Configuring LINKS to other pages or web sites."

 

Edit the Footer on your homepage

Login as Primary Coordinator.

  1. Go to your Control Panel
  2. Find the section “Customize Your Timebank”
  3. Click on the link “Edit Web Site Footer Text”
  4. Edit the text that appears in the footer of your TimeBank web site.

Note: HTML accepted.

Announcements on your home page

In the Control Panel

To create a new announcement click on: Add an Announcement to the the Home Page

To edit an existing announcement click on : Edit an Existing Announcement

Announcements appear on the top right-hand corner on the Home Page. Please note that the announcements are only visible to members who have logged into your Timebank.

You may have wondered: Where did my announcements go?  Well we have just discovered (May 2012) that CW was designed so that announcements will become invisible on the last day of the month. An announcement created on May1  will disappear on May 31. An announcement created on May 30 will also disappear on May 31.  The announcement is not deleted, just no longer visible.

 

To reinstate an announcement,

  1. Go to edit an existing announcement by clicking on : Edit an Existing Announcement and
  2. Click on [Edit] for the announcement that you want to reinstate.
  3. Scroll down to the section "Authoring information" and click on it to open it
  4. Delete the contents of "Authored on"
  5. Save it

This will enter today's date in the "Authored on" field the announcement will be visible for the rest of this month.

Tip: In the section "Authoring information" You can also choose another CW member for the "Authored by" field.  That announcement will then show that it was "Submitted by" that person.

 

 

 

 

Note: Announcements do not generate emails to members.  To send information to members by email, send broadcast emails from the Control Panel.

How do I change my time bank's LOGO?

For best results, choose or create a logo that has a resolution less than 200 x 200 pixels, preferrably 150 pixels height. The width can be up to 400 pixels.

 

  1. Log in as Primary Coordinator and go to the Control Panel
  2. In the section entitled Customize Your TimeBank click "Change Logo and Layout Setting"
  3. Click CONFIGURE.
  4. Click on "timebanks default" (which is based upon the "acquia marina" theme). This is the default Drupal theme and Community Weaver 2.0 was created to use and was only tested with this theme.  If you change to another theme you will probably cause other problems such as disappearing sections  or a crashed site.  Especially important, do not use the experimental "iUi" theme.
  5. Click "Logo image settings" to expand the section.
  6. Uncheck the 'Use the default logo" box.
  7. Clear the "Path to custom logo" field.  (If you want to return to the default value, it is "sites/yourtimebankname.timebanks.org/files/acquia_marina_logo.gif".)
  8. Click the Browse button and upload your time bank's logo file.
  9. Scroll to the bottom of the page and click the SAVE CONFIGURATION button.  To make multiple updates to this screen (e.g. page elements and logo) you must make all the changes before clicking this button.
  10. Click refresh on your web browser to see the effect of your changes. 

When you are in the "timebanks default"  theme you can also enable or disable the display of certain page elements. For example you can turn on or off:

  • Logo   (default is on)
  • Site name   (default is off)
  • Site slogan   (default is off)
  • User pictures in posts   (default is off)
  • User pictures in comments    (default is on)
  • Search box   (default is on)
  • Shortcut icon   (default is on)
  • Primary links   (default is on)
  • Secondary links   (default is on)

If you have the 'TB site-admin' role and have experience with Drupal themes, you can make other theme changes. See  http://actionhub.timebanks.org/faq/what-other-files-do-i-need-theme-my-o....

Add and Edit Pages

Coordinators and Primary Coordinators can create custom content within your own site by creating new web pages and adding whatever content you want to these pages:

  1. Click on Add a New Web Page under Add New Contenttop left-hand column in the Control Panel.  
  2. To edit existing pages, click Edit an Existing Web Page Edit under Web Site Content, middle left-hand colum. 
  3. To add images see Step-by-step instructions for adding images
  4. You can create announcements, quicklinks, or tabs to link to pages you have created.

For tips about editing links, see "Configuring LINKS to other pages or web sites." 

  • Note 1: if you do not create a link to your new page somewhere in the site, users may not know the page is there, but it will still appear in site searches.

 

  • Note 2: If you want to create or edit a page and prevent it from being visible in your site (for example, because you are still drafting it) when in edit mode:
  1. Scroll down to and click on the section 'Publishing Options'
  2. un-check the box at 'Published'
  3. save  (Unpublished pages will have a faint pink background)

To publish it, replace the check mark at 'Pubished' and save.

Add a new tab

The coordinator can add additional tabs to Community Weaver.  These appear to the right of the tabs for Home, Give & Receive, and My Account. 

A.  Create the web page.

  1. From the control panel, add a new web page.  See Add and Edit Pages
  2. Fill in the fields for Title and Body then click the SAVE button.  This returns you to the page where you view the web page you created. 
  3. Copy the web page's URL from the web browser's URL bar to the clipboard.  It will be something like <yourtimebankname>timebanks.org/page/<new-page>.

B.  Create the tab.

  1. To go to the page that enables you to add, delete, and change tabs, enter the following into the URL bar of your web browser: <yourtimebankname>timebanks.org/admin/build/menu-customize/primary-links (where <yourtimebankname> is the short name of your time bank.  Press enter. 
  2. Click on ADD ITEM.
  3. Paste the web page's URL into the Path field, fill in the fields for Menu link title and Description then click the button for SAVE.
  4. Your new tab will appear.  When you click on it your new web page will be displayed.

Tips:

Expand "Menu Settings" to access "Parent Item".  This is where you link the new tab to other tabs, setting it to "primary links" places your new tab on the main row of tabs.  Selecting an existing tab name places it under
that tab.  Weight moves the new tab in the order you want, higher values move right or down, lower values move left or up.  Before adding content, expand "Input Format" and select "Full HTML".

Privacy and Data Visibility

A few notes about privacy in Community Weaver 2.0:

  • All members can see each other's offers and requests, but they cannot see each other's exchanges or balance of hours.
  • Members can see each other's locations, displayed on a Google map on their profile.
  • Members cannot see each other's phone numbers or email addresses.  They can contact each other by sending a message through Community Weaver.
  • Coordinators of all levels have the ability to see all members' profile information, including phone numbers, email addresses, addresses, offers and requests, exchanges, birthrdays, and other profile information.  
  • Coordinators of any level cannot see any member's password ever, but they can reset them for them.
  • Coordinators and Primary Coordinators can view member's messages to each other through the site.
  • Coordinators of all levels can add Coordinator Notes about a member, which members cannot see, whether about themselves or others.  Coordinators can see Coordinator Notes created by other Coordinators.

KNOWN ISSUES

The following are known issues in Community Weaver 2.  The issues are both descrlibed and a workaround or fix is provided if available.  These issues will be resolved in Community weaver 3.

Formatting issue - [field_firstname-formatted] [field_lastname-formatted]

If you see

[field_firstname-formatted] [field_lastname-formatted]

instead of the member's name, use the following workaround:

  1. Go to the member's profile.
  2. Click on "Edit Profile details"
  3. Click on "SAVE"
  4. Look at member's profile to confirm that it is resolved for that member.

TECHNICAL tips

Technial tips and information for Community Weaver coordinators.

Configuring LINKS to other pages or web sites

Who: TB Coordinators and TB Primary Coordinators have access to do this

What: To place a link under a word in that text, wen writing or editing the text of a page in Community Weaver, follow these steps:

  1. In the editor write the text.
  2. Highlight the text that will become a link.
  3. Click on the icon in the editor menu that is a globe with a chain link, which will open a "Link" dialog box.
    1. If the link will go to another web site (not your Community Weaver) copy the URL of the other web page into the field URL. Note that the "Protocol" files will be "http://".   OR
    2. If the link will go to another part of your own timebank's Community Weaver, copy the part of the URL that is after the domain name. For example, if your timebank is "http://democw.timebanks.org" and you want to link to the page "http://democw.timebanks.org/members" then copy only  part of the URL  "/members" into the field "URL."  Note that the "Protocol" field will change to "<other>."
  4. Now choose the target.   Click on the tab  "Target."
    1. If you want the link to open in the same tab as the current view, you can leave it as "<not set>"  or choose "Same Window (_self)."
    2. If you want the link to open in a new tab, choose:  "New Window (_blank)"
    3. If you want the link to open in a popup window choose: "<popup window>"
    4. If you want the link to open in the top most window, choose: "Topmost Window (_top)."
  5. Click on "OK" to save the settings.

You can edit a link at any time and choose a different target or a different link.