Initial Setup of your MyU3A database

The following should be done initially to get you going after your member details have been added:
(in the following, Uuuuuuuu represents the full MyU3A name assigned to your U3A and DD is its assigned database code.)

Administration access

In your Browser set up https://myu3a01.myu3a.net/Uuuuuuuu/startup.html as a link to the Database Startup This is suitable for support people as well as back office people.
This enables access to the Live (production) database applications (apps) enabling back office personnel to do any necessary processing, access to the Practise database which is a copy of the database as at the time of backup on the previous night, and which provides a means of trying out a procedure, the effect of which you are not sure, prior to then applying the procedure to the Live system.
Each Database has two buttons: Admin and On line. Admin gives access to the (back office) Administration apps and Online gives access to many buttons which will eventually end up on your website (Classes offered, variously categorised, member login, new member joining, tutor access) as well as buttons to get back to the Startup or Admin screens.
Individual passwords at various Authority levels can be assigned for each system. To access the Administration applications enter the supplied password. Passwords assigned to the Administration system are unique so there is no need to enter a user Id. Note that these passwords are nothing to do with Members Ids and Passwords for individual access to the online system.
Initially, a password supplied (you will be given this password) gives Support Level 1 access (level 8, the highest user authority available). You would normally reserve this level to the technical support person(s). This password should be changed or disabled early in your use of the system.
Level 8 access has access to the passwords app. To use this, click on the Passwords app, enter xzx and click on the Name button to enable access to all assigned passwords. You may alter any assigned password or add new ones. When you initially look at the system you will see that there are two passwords set up, the level 8 num8 password and a level 1 Front Office password. If you use the level 1 password you will see that a lot fewer buttons appear on the Administration Apps screen. In addition, the operations available within each app are limited. As the level of authority increases, more functions are available (and more damage can be done!). How you operate is up to you, but I suggest that you restrict level 8 to one or two technically able people.
At a moderately large U3A, operating Monday to Friday, there are five people rostered for back-office operations, such as things that particular members are unable (or unwilling) to do themselves online, such as enrolling in or withdrawing from classes, changing their profile records, etc, as well as adding new courses or classes as required. Five people work well together and back each other up in the event of illness or holidays. We recommend assigning level 7 to these people and if a new member joins the group they should be given thorough training working with an experienced Data Entry member before eventually being "let loose" on the system. It is also normal to give the treasurer level 7 access.
Office Manager and Curriculum people are normally assigned level 6. This covers the ability to enter or modify courses and do such things as Badge printing.
It is normal to assign level 3 to trained Office volunteers if your U3A has an office. This enables the Front Office volunteers to handle many tasks, such as Class Apologies, rather than passing these on to the Data Entry volunteers. Whether this is feasible, of course, depends upon the size of your U3A operation.
We suggest that you set up different level passwords and see what effect they have in determining what levels are suitable for your environment.

Practical Application

We suggest that workstations for back-office operations have several tabs open in the browser at the same time to ease switching between applications. You might, for example, have one tab for Enrolments, one for Class Management and one for the Tutor Portal and other operations. If you have multiple screens available or a large single screen, you might consider using multiple Windows instead of multiple tabs, so that they can be displayed side-by-side.
Bear in mind that, because of the setup of MyU3A, access need not be restricted to the U3A Office (if you have one). This is particularly useful for the support person(s).

Further Information

	User Guide
	MyU3A Setup
	Transfer of Information between MyU3A and a local workstation
	Membership and Renewals
	Courses, Classes and enrolment
	Business Objects and Processes
	Information Apps
	U3A Configuration Apps
	Activity Tracking
	Special Purpose Apps
	The Email Distributer (omail)
	General Upload

User Assistance

At the foot of the first page of process Apps there is a Help button. Right click on this and open the User Guide for that App in a new window. By resizing the User Guide window and the operational window then setting them side by side, you can read what to do while doing it.

For further assistance, contact the office

Created: 18th July, 2019 Modified:18th July, 2019