Getting Familiar with the New AITP Portal
Tuesday, April 3, 2012
Posted by: Elaine Miller, AITP Website Administrator
We trust that by now you are beginning to learn your way around the new portal site. If you would like to schedule a training class for your chapter or region leaders, please reply to firstname.lastname@example.org.
EDIT YOUR USERNAME: If you are used to being able to login with your email address rather than your member number, you can change your username by logging in with your current member number and your password from the old portal.
Select Manage Profile from the right hand menus in the My Profile box.
Select Edit Bio
Under Account Information: select the (change) hyperlink next to Username. Enter your new username twice and enter your password. Select submit.
USING SEARCH: If you are not sure where to find something, select Site Search from the bottom on the left hand menu. Enter your criteria in the search box. Or, type your search terms in the search box at the top of the left hand menu and click on "search”.
CHAPTER LANDING PAGES: If your chapter currently had a "visit site” button with a link to an external site from the old portal, your Landing Page (homepage) on the new portal has the same link to your external site. In addition to the Landing Page each chapter can create additional "Group Pages” on the new portal. If you would like to migrate your external site in stages, you would be able to create the replacement pages and still keep your Landing Page link to the external site until you are comfortable that all of your information has been migrated correctly.
EVENT REGISTRATION: The new portal supports only a single account to receive event registration payments and if you opt into the YM system, all payments will go into the Headquarters Account and it will be necessary for HQ to forward your payments to you. In order to avoid delay in collecting your payments, we recommend that you use your current system of collecting payments. See an example at the Dallas Chapter page,
GETTING A GROUP ROSTER REPORT: Those group (chapter) leaders with administrator authority will see a red bar above the Welcome message.
Click on Group Admin Options
Click on Member Management => Export Group Members
This will give you all the records is a csv file format which you can then create a directory list from only including contact information. We are working on getting the custom Roster report done so this is definitely a workaround.
You could also view the member list by selecting Group Directory which gives you the member name list with hyperlinks to the detail information. You can also print that listing by selecting the print page icon from the blue horizontal menu bar.
GETTING CHAPTER REPORTS: After you are logged in
Select Members Only from the right hand menus.
Select AITP Reports.
Select Chapter Reports.
You will see several reports which have been prepared and will need to be used by Chapters for completing COPA (Chapter Outstanding Performance Award) submissions. These include Members by Chapter as of 12/31/2011, ABoD (Association Board of Directors) Attendance Lists, Virtual Water Cooler Attendance Lists, and a Chapter Report Request Form.
If you do not see the report you need or to request a Roster, Expired Members Report, Renewal Report, or a Conflict of Interest Submitted Report, please complete the form. You should include your chapter or region name, the date needed by and your email address to send the report to. There is a text box to include special instructions. A validation code is required to complete the request. Requests are normally completed within 2-3 business days.
You can also reach the Chapter Reports by selecting AITP Leaders Only => Manuals & Forms => Chapter Reports.
SENDING GROUP EMAIL MESSAGES: There is a bulk email tool to send out messages to the entire group, but it is limited to those chapter leaders who have administrator authority.
When you log in as the admin you will see a red bar above the Welcome message.
Click on Group Admin Options
Click on Member Communication => Email All Group Members
You will be presented with the Step 1 page which needs a Subject and the Email Body. The "from” field will show the Group Administrator's information.
Step 2 allows you to either edit (takes you back to step 1) or send email (if it looks okay)
Other tasks that the Group Admin account lets you do is to create a calendar event or add a date to the Chapter calendar. Unlike the "old" portal, calendar events and dates only show up on the Chapter calendar unless you specifically request to add it to the national calendar (which we will do for region-wide or association-wide events).
You can request the association to send an email for you to all members or to all chapter leaders or to a specific Region. That is the "Email Broadcast Request" form that is listed under AITP Leaders. This would be useful if you want to invite the members of the District or Region to attend one of your events.
MISSING OR INCORRECT INFORMATION: select the "Contact Us” link on the blue menu bar under each page header. Someone from the Web Portal Team will reply. If you did not capture your current Guest List from the old portal, please send a request and we will send you a copy of the list.