Operator Guide: Point of Contact
- A Point of Contact is a person who has information about a particular event. A Point of Contact may be internal to the specific organization (within a unit account or within the Maryland Wing) or it may be external to that organization. Internal Points of Contact have contact information automatically populated upon selection from eServices data, with an option to remove or change the phone or email associated with a particular event.
- In addition to all permissions of a Member, Points of Contact have permissions to modify event information and view additional event and attendance information for those events for which they have been assigned as a Point of Contact in the system.
The Event List for a member assigned as Point of Contact for some events is displayed below, highlighting the additional links that are present for a Point of Contact compared to a member without elevated permissions.
The event viewer page for a POC contains functions not available to non-POC members. The page is shown below and descriptions for each function are provided below the image.
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The 'Edit event' link will display the 'Eventform' page which allows POCs to adjust event information. Specific functions are described in detail below.
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The 'Move event' link displays a pop-up window to move the event start date/time. Select the event 'Start' time and the 'Meet', 'End', and 'Pickup' times will be adjusted accordingly to match the relative times in the current event.
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The 'Copy event' link displays a pop-up window similar to the 'Move event' link, with the option to set the event status of the new event to something different than the copied event. This is useful when using past events as a template to duplicate calendar events for future occurrences.
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The 'Delete event' link displays a confirmation dialogue box. If confirmed, the event will be removed from the calendar
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The 'View audit log' link displays the 'Audit Viewer' page. This page lists all creation, change, and debrief item activity for the event.
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The 'Attendance scanner' link signs out the current member and opens a session where the only member privileges are to add attendance records to the current event. No other elevated permissions are accessible once this link is activated. To return to full permissions, sign out of the scan add session and sign back in as a member with POC permission.
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The 'Add attendance' link displays the add attendance page.
The edit event page allows for modifying all aspects of a calendar event. It is a single, multi-part form with numerous options to organize and communicate event and attendance activity. Functionality of the edit event page is displayed in the images below.
There are several helpful attendance functions available. In addition to members signing up for events themselves, scan add attendance, and POC ability to add members to events, there are methods to view and interact with attendance records after they are added/established.
From the Event Viewer page, a POC can click the 'Show emails' link to display a pop-up window with all primary email addresses, including parent email addresses for cadet members. These values can then be pasted into an email program for sending. A similar function exists to capture the CAPIDs of attendee records with a status of Committed/Attended -- no CAPIDs will be captured for those with an attendance status that indicates they did not participate.
The attendance spreadsheet contains event and member attendee information. It is available to POCs for download by clicking on the 'Download Attendance Spreadsheet' link on the Event Viewer page immediately above the attendance listing.
The first tab of the attendance spreadsheet shows event and custom attendance field information such as name and pre-fill values.
This example shows the custom attendance field selections (as seen on the edit event page) for the displayed spreadsheet.
The second tab of the attendance spreadsheet shows attendee information and values of custom attendance fields for each member.
