netAserve - Script StudyTracker

StudyTracker- Setting up and using StudyTracker

StudyTracker is a ministry driven lesson study system design to work from the netAdventist website software plateform. Within StudyTracker you will have the ability to create lessons, track interests and assign new contacts(Interest)to coordinators and instructors for further study or followups. StudyTracker also has the ability to track and organize contacts into like interests or smaller groups to enhance the lesson experience. There is more help on the http://studytracker.netadvent.org website. This is the same website homepage where you log into your StudyTracker account. In the right column you will see a box with links to studytracker help.

Installing and Setting up StudyTracker

Sign in to your netAdventist website.
Select the Dashboard link at the bottom of the homepage.
Select the Setting tab and in the Setting navigation bar select Extensions.
Once on the Extensions activation page, select the Activate link for StudyTracker. Once you have activated StudyTracker, verify that Forms is also activated. If not, select the Activate link for Forms. Note: Studytracker uses Forms in it's Lessons component. If Forms is not activated you will get an error in StudyTracker when you try to use Lessons.

Adding Studytracker Administrators

In Studytracker you can have multiple adminstrators but you can only have one default Studytracker admin. The default StudyTracker admin is the one to which new students will be assigned, as well as new contacts created as a result of bible questions & prayer requests.

Sign in to your netAdventist website if not already signed in.
Select the Dashboard link at the bottom of the homepage.
Select the User Admin tab at the top of the page. Select the Add New User button. Note: If you are already the site admin for your website, it is recommended that you create a new user profile to use as your StudyTracker admin account. This is not required but is best practice. If you wish to use your site admin account, find your account in the index, select the Edit button, scroll to the bottom of the page and select the Studytracker admin checkbox in the Access and Privileges section. Select save to complete. Log off and log back for the changes to take affect.
Add first and last name and an email for the Studytracker admin account. Scroll to the bottom of the page and select the StudyTracker admin access group from Access and Privileges and Save. You may also grant this access to an existing account by editing the account and select the Studytracker admin checkbox.
Once the new account has been created you will get an email with an activation link in it that will let you activate the account and create password. Select the link to activate your account from your email system. You will be taken to a netAdventist webpage to create a password.
Enter a password in the first field then confirm it in the second field. Then select the Submit button.
You will be taken to a blue netAdventist log in page. Log in with your StudyTracker admin email and new password by selecting the link at the bottom of the page.
You will be taken to your websites homepage. Scroll to the bottom of the page and select the StudyTracker link.
You will then be taken to the StudyTracker dashboard and the rest of the tools available in StudyTracker.

Creating Coordinators and Instructors in Contacts

StudyTracker is set up to have multiple administrators, any number of coordinators under each administrator, and any number of instructors under those coordinators. Administrators create coordinators, coordinators create instructors. Interests can sign up themselves by completing lessons and once a lesson is completed, the Interest will be asked to sign up. Administrators and Coordinators can assign Interests.

Adding Coordinators

To create a coordinator sign on to StudyTracker as the StudyTracker admin.
You will be taken to the Studytracker homepage. Scroll to the bottom of the page and select the StudyTracker link.
Select the Contacts tab on the StudyTracker dashboard.
At the top of the page select the New icon.
At the top of the contact information entry page select Coordinator from the drop down menu. Note: In the drop down you will also see Instructor and Contact. If you choose these contact types they will be entered as personal contacts and will not be seen unless you sort your contacts my selecting “My personal Contacts” from the sort drop down list.
Fill in contact information. StudyTracker requires, at a minimum, that you add first and last name and an email address.
When finished select Save.

Adding Instructors

To create an Instructor, sign on to StudyTracker as the StudyTracker Coordinator.
You will be taken to the Studytracker homepage. Scroll to the bottom of the page and select the StudyTracker link.
Select the Contacts tab on the StudyTracker dashboard.
At the top of the page select the New icon.
At the top of the contact information entry page select Instructor from the drop down menu. Note: In the drop down you will also see Instructor and Contact. If you choose these contact types they will be entered as personal contacts and will not be seen unless you sort your contacts my selecting “My personal Contacts” from the sort drop down list.
Fill in contact information. StudyTracker requires, at a minimum, that you add first and last name and an email address.
When finished select Save.

Adding New Contacts(Interests)

To create a new contact, sign on to StudyTracker as the StudyTracker Instructor
You will be taken to the Studytracker homepage. Scroll to the bottom of the page and select the StudyTracker link.
Select the Contacts tab on the StudyTracker dashboard.
At the top of the page select the New icon.
At the top of the contact information entry page select New Contact from the drop down menu. Note: In the drop down you will also see Instructor and Contact. If you choose these contact types they will be entered as personal contacts and will not be seen unless you sort your contacts my selecting “My personal Contacts” from the sort drop down list.
Fill in contact information. StudyTracker requires, at a minimum, that you add first and last name and an email address.
When finished select Save.

Assigning Interests

To assign a contact(interest) to an instructor, you must first be a an administrator or coordinator. Sign in to Studytracker.
You will be taken to the Studytracker homepage. Scroll to the bottom of the page and select the StudyTracker link.
Select the contacts tab on the StudyTracker dashboard.
Above the contacts list, you will see a list of links. One will be called Reassign to the selected owner with a dropdown list in front of it.
In the dropdown list, check on the contact or interest you wish to assign to a different instructor. Once selected in the drop down list select the Reassign to the selected owner link.

Creating Lessons

You must be a Studytracker Administrator to create lessons. Sign in to your netAdventist website with your StudyTracker Admin account.
Select the StudyTracker link at the bottom of the homepage. This will take you to the StudyTracker dashboard.
Select the Content tab at the top of the page.
Choose the Add Lesson Group button on the top right.
Enter a title for a Lesson group. Think of Lesson groups as folders where you add multiple lessons for a given topic. Set your Privileges and Sharing. Select Add lesson Group. Note: Each lesson can be grouped by topic and will be displayed in sequential ordered so that topics can be fully explored in a desired order. At the end of each lesson, Students/Interests are able to request information about related topics, request someone call them back or select an offer. Lessons can only be built by the StudyTracker admin.
On the "What would you like to do next?" screen, select Add Lesson to add a lesson to your lesson group.
A box opens where you can add a name to your Lesson. Select Add Lesson when finished.
The lesson name and group will already be assigned. If this is your first lesson and lesson group, you will only show one lesson group. Also, you will not have any Offers yet to add. Choose the update contact information to require students to update their personal information. Set your Privileges and Sharing as desired. Once finished select Next.
To add fields to your lesson select the Add link next to the type of field you would like to add. The fields are added to the Lesson fields preview area. To add content to a lesson, use the Formatted Text field. Use the Single select field select to add questions to your StudyTracker lesson. Within the edit for these field you have the ability to force a student/interest to answer the question before proceeding. Note: Adding lesson material is similar to adding and editing Form fields in netAdventist. See the Forms instructions for more information into creating lesson fields. To add content with an editor similar to Content Pages, select the formatted text field then hover over the field and select edit.
To move or edit the Lesson field, hover over the field. Move the field up or down with drag and drop or select the Edit link while hovering over the field to edit it.
Once you have edited your Lesson fields select Next.
The Message to Submitter fields allow you to create a message that students/interests will see after they have submitted a Lesson. Use the editor to create a message that will be seen by students completing a lesson.
Select Done.
The Lesson you created is automatically saved as a draft Lesson. To publish the lesson you will need to select the drop down arrow in front of the lesson group and then pick your lesson. Once you have picked the lesson select the Publish button to publish your lesson.
Next create an Offer to add to your lesson group. Lesson are used so a student/interest can request additional information or get a call back. Select the Add Offer button and add an offer. Once finished select Add Offer. Select a Lesson group to add an offer to it. Select Lessons, at the top of the page, select the drop down arrow in front of the lesson group and then pick your lesson. Select the Edit link for the lesson you wish to add an Offer to. Choose an Offer and select Next. You will need to include the Address field to your lesson if you select an offer before you can save. You also include the email and phone fields as well. Then select Save.

Assigning Tasks

StudyTracker allows admins(if the setting in the regular Dashboard>Settings>Studytracker is set that way) and coordinators to create tasks for themselves and to any instructors. Instructors can only assign tasks to themselves. To assign a task as a coordinator.

Sign into Studytracker with a coordinator account. .
Scroll to the bottom of the page and select the StudyTracker link.
Select the Tasks tab at the top of the page.
You are taken to the tasks page.
On the right in the Add tasks box, give your task a name and in the Who’s responsible drop down box select a instructor. In the When it’s due drop down select a delivery date or choose a day from the calendar.
When finished select the Add This Task button.
Your task is assigned. To see your task in a list select All in the Task Upcoming For drop down.

Creating Tags

Tags are used to sort contacts with like interests, demographics or or topic. To create a new tag. Tags can be added at the administrator, coordinator or instructor level. You can add tags in contacts by select the Add Tag link or you can select the Tags tab and add them there.

Sign into a StudyTracker account.
Scroll to the bottom of the page and select the StudyTracker link.
Select the Contacts tab at the top of the page.
Select a contact by checking the check box.
Select the Add Tag link. A tag will be added to this contact. You can sort contacts by selecting a single or multiple in the right Tags box and your contacts will sort by that choice.
You also can smart tags with Zip code by selecting the Tags tab.
At the top of the page select the New Smart Tag icon.
Enter in a smart tag name. Enter a zip code: one, multiple or a range or leave it blank depending on what your trying to tag. Enter in any comment.
Once finished select Create. The tag will show in the list.
Once the tag is created you can assign it to coordinators, instructors and new contacts or interests by select the check box next to a contact on the Contacts page and assign the tag.

Managing Interests in StudyTracker

The Contacts tab in StudyTracker is designed to be an interactive database where user contact information can be added searched, and sorted using titles, like interests, notes, and/or tags.
Data is entered:

Manually by a StudyTracker Admins, Coordinators or Instructors; Added from users completing StudyTracker Lessons
Imported via CSV file
Claimed from ministries that share interests

Once entered, Interest data can be exported via CSV file, PDF files in the form of Labels, business cards, or postcards.

Steps for a New Interest:

Sign in to your netAdventist website.
Select the StudyTracker link at the bottom of the homepage. You are taken to the StudyTracker dashboard.
Select the Contacts tab at the top of the page. You are taken to a page containing your current contacts index list.
To add a new contact manually, select the New button in the top right hand corner. A page will open up allowing you to enter contact info and demographics.
At the top left corner is a drop down for selecting a new Contact or Coordinator. Leave this on Contact for adding user demographic information you are a small organization.
Select the Create button when finished. You are taken back to the contacts main index list page.
Once a contact has been added, Select the contact name. The contact information page opens. On this page you can add notes, background information, relationships, edit demographics or print a vCard by selecting one of the category links. When finished editing, select the Update button. You are returned to the contacts main index list page.
At the top of the page you can search through all your contacts by entering any part of a name and selecting the Search button. You can also search by demographic information by select the search by city, state, country, zip, or email link. Entering in a portion of a demographic and select the Search Contacts button. Contacts containing your search criteria will be displayed.
Below the search field there is a Show drop down list. By select a category in the drop down list you can modify the contacts that are displayed.
You can add Tags to your contacts by selecting the checkbox in front of the contact(s) name. Next select the Add Tags link above your contact list. Enter a tag name and press the Add this Tag button. Notice that your tag is added in the right column in the Single Tags box. By selecting the individual tag you can show all the contacts that contain that tag.
You can also search by multiple tags. To do this select the Search by Multiple Tags link. Select the tags you want to search by and press the Apply Multiple Tags button. There are several options when selecting multiple tags. You can change your tag search criteria but selecting an individual tag several times. If a tag is unselect a search will not be performed over the tag and all contacts will be displayed. Select the tag once and tag is highlighed. A search will be done for contacts that contain the selected tag or tags. Select the tag twice and the tag is crossed out and displays in Red. A search will be done for everything that doesn't contain that tag.
To Import or Export a CSV file select the link in Import/Export box on the right side. A chooser box will open to allow you to pick a file to upload or choose a file location on your computer for download.
To make Labels, Cards or Postcards, select the associated link in the Download PDF box. A PDF file will be created with the selected contact or contacts.
You can send out an email to selected contacts by selecting the Click to Create Notifications link in the Notify Selected Contacts box. First select the contact you wish to send a notification to. Next select the Click to create Notifications link. Enter your message and press Send. A notification will be sent to the selected contacts.

Settings and Claiming Interests

You can "Claim" interests that are shared by a ministry in StudyTracker. Once you Claim the interest, it is added to your list of contacts for you to manage.

Sign into a StudyTracker account.
Scroll to the bottom of the page and select the StudyTracker link.
Select the Settings tab at the top of the page.
Add your ZIP code(s) in the Zip Codes box. If you cover more than one ZIP code, enter then with a coma in between. (ie: 90210,90212,90213)
If you want to be notified when a new interest is added in your ZIP codes, add your email address in the "Unclaimed Notify" box.
You can get a text message instead by using your cellphone number with an SMS gateway (See: http://en.wikipedia.org/wiki/List_of_SMS_gateways)
Don't forget to Save Changes when done. It takes ~24 hours for shared interests to start flowing.
You can Claim interests in your ZIP code(s) by clicking the Contacts tab.
Click the Unclaimed link to view the shared interests in your ZIP code(s).
Click the Select All link at the top right column or manually select the interests you want to Claim.

The Claimed interests are now part of your contacts and can be managed along with all your other contacts.

StudyTracker Widget (netAdventist Site Administrators only)

You will need to add the StudyTracker widget to your homepage or template where you wish to have students access Studytracker.

Sign into your netAdventist website.
Scroll to the bottom of the page and select the Dashboard link
Select the Website pages tab.
You will be taken to a page where you can edit your home content. Select the Edit link.
Scroll to the bottom of the page and select the Change link for Widgets. You will be take to the template page.
Select the Widgets tab in white at the top of the page.
Select Click here to add widgets link in one of the yellow containers. Available widgets will be displayed with a check box in from of each widget.
Select the StudyTracker widget by checking the box in front of the widget.
Select the Add Widgets button at the top of the widget selection box. Once added widgets can be moved and placed in any order within the container they are placed by drag up or down. When finished select Done. The light box will close taking you back to the Add Lesson Group's page.