Dashboard: Overview
What is the Dashboard and how do I use it?
The Dashboard is the first screen you see when you log into AMS. The dashboard is a fully customizable space where you can instantly view your most important updates.
These updates are divided into sections that we call ‘Modules’.
What are modules? What kind of modules are there?
Modules are bite-sized pieces of your most important information. They allow instant access to updates so you don’t have to go searching.
Note: Hovering the cursor over a module will provide exact numbers and/or additional relevant information.
Projects
This module shows how many new projects were started in your organization over a period of time. It displays total active projects; and projects that are new to this year, new to this month, and new to this week.
Members
This shows increases and decreases in your new and/or active members over time.
Rental
The rental module shows the amount of money earned from both facility and rental, as well as your total revenue from bookings. This reflects data tracked about your bookings.
New Projects
New projects provides a list of the most recent projects created in your organization, with hyperlinks to each project.
Selecting an individual project will take you that project’s detailed breakdown.
Selecting “View All” will take you to the ‘Search’ subsection of the ‘Projects’ tab.
New Members
New members shows a list of the most recent members to join AMS and their email addresses.
By clicking a member’s name, you will be taken to their full Friend profile/account summary.
By clicking “View All” you will be taken to the ‘Search’ subsection of the ‘Friends’ tab.
Rental Requests
Rental Request shows a list of current pending rental requests.
Clicking “View All” provides an expanded list of any additional requests that did not fit onto the dashboard. Note: this list of requests is only visible via the dashboard.
New Flags
This module shows a list of all recent flags, who created them, and the date they were created.
Flags are important notices attached to Assets or Friends. They show recent information regarding Members and Assets.
Billing & Payments
This module provides a list of the billings and payments that are currently past due.
It provides the
- Name of the Friend or organization who owes the payment
- Date it was due
- Amount owed.
Clicking the name of the Friend or organization will take you to the actual invoice, which includes all the details of the invoice.
Clicking “View All” will take you to the ‘Our Payments’ subsection of the ‘Billings & Payments’ tab.
Upcoming Programs
This provides a list of all upcoming Programs within your organization.
It shows
- The name of the Program
- The date of the program
- How close the program is to full (in other words, how close it is to maximum capacity).
Clicking the name of the program takes you to a detailed breakdown of the program’s information.
Clicking “View All” takes you the ‘Calendar View’ subsection of the ‘Programs’ tab.
Volunteers
The Volunteers modules shows a list of volunteer hours that are currently pending approval from an administrator.
Administrators can accept hours by clicking the green check mark next to the request or can reject them by selecting the red x.
Clicking “View All” will show a list of all pending requests. Note: this list is only visible via the dashboard.
Please see Dashboard: Volunteers below for more information.
Current Invoices
This module provides a list of the billings and payments that have upcoming due dates.
It provides the
- Name of the Friend or organization who owes the payment
- Due date
- Amount owed.
Clicking the name of the Friend or organization will take you to the actual invoice, which includes all invoice details.
Clicking “View All” will take you to the ‘Our Payments’ subsection of the ‘Billings & Payments’ tab.
Created Invoices
This is a breakdown of the total value generated by invoices over a period of time. This reflects the data tracked about your invoices.
Booking Activity
This module provides a summary of all current booking activity. Equipment, Facilities and Library are views separately.
Items are also broken into three statuses: In, Out, and Overdue.
- IN: Bookings that are due today before noon (i.e end date was yesterday)
- OUT: Bookings that are going out today
- OVERDUE: Assets that are checked out, and were due back before today
Selecting the blue name and/or description will hyperlink you to the Friend profile/account summary of the person or organization who made the booking.
Selecting “View All” will take you to the ‘Activity’ subsection of the ‘Our Stuff’ tab.
How do I select the modules I want to see?
1. If you’re not at the Dashboard already, go to it by selecting the ‘Dashboard’ tab in the Main Menu
2. Click the white square with the plus sign in the centre OR select ‘Manage modules’
3. Select the modules you would like to see
4. You’re done!
Dashboard: Volunteers
How do I track and record volunteer hours?
If your organization has a volunteer program, you can track hours easier than ever before!
Hours can be submitted by administrators OR volunteers, and are automatically tracked by the AMS database.
What is the Volunteer Hours page? How do I access it?
The Volunteer Hours Page is only accessible via the “Volunteers” module on the Dashboard.
Please see “Dashboard: Overview” above to learn how to add modules to your Dashboard.
The Volunteer Hours page lists all volunteer work. Three views of this information are available:
- Mine to Approve
- All Pending Approval; and
- History
The All Pending Approval list is displayed by default. It shows all submitted Volunteer Hours currently pending approval by staff.
The Mine to Approve list shows the Volunteer Hours that are assigned to YOU (the currently logged in user) that are currently pending approval. These volunteer hours require YOUR approval.
Items in these lists have ‘approve’ and ‘deny’ icons that can be clicked to approve or deny submitted volunteer hours. Once an item has been approved or denied, the option to ‘delete’ the item from the list is provided.
The History list shows all Volunteer Hours that have been approved and tracked.
By clicking a members name, you will be taken to their full Friend profile/account summary.
AMS Bucks are recorded on a user’s account once Volunteer Hours have been approved. If a Volunteer Work entry is deleted, the AMS Bucks for that work are removed from the User’s Account. You can customize the name of your specific organizational currency!
How do friends submit volunteer hours?
Friends submit their Volunteer Hours using a link from the system login page.
Friends have a unique username associated with their account. It can be used to log Volunteer Hours using the link from the systems login page without actually logging in.
Volunteer hours are entered along with
- The date they were completed
- The name of staff member that assigned the work; and
- A description of the volunteer work completed.
How can I submit a Friend’s volunteer hours?
Administrators are able to submit hours for their volunteers.
1. Click the ‘Friends’ tab in the Main Menu.
2. Click the ‘Search’ subsection.
3. Search the name or contact information of the Friend/volunteer.
4. Once you’ve reached the Friend’s account summary, click the “Volunteer” tab.
5. Under the Volunteer tab, enter
- The number of hours worked
- The date on which they were completed
- The name of staff member that assigned the work; and
- A description of the volunteer work completed.
6. Click ‘Submit’ and you’re done!