BITSAA.org Portal Administration - Group Admin : Batches

1. (tech-team@bitsaa.org) BITSAA.org Portal Administration Admin : Batch Group Guided Tour

2. Slide Number : 2 tech-team@bitsaa.org Welcome aboard! Congratulations on becoming the Group Administrator of your BITS batch (Year of Entry) on the BITSAA International Portal. The group admin has all privileges to manage online activities going on in the batch’s group section. As you go along exercising these privileges, you will pick up more details about the same. In the following guided tour, we attempt to introduce you to some of the introductory features you should know before you begin your distinguished new role as a batch administrator at BITSAA. Not to mention, at any time, if you face a difficulty, you can get back to the BITSAA Technology Team. We are just an email away! Let’s get started!

3. Slide Number : 3 tech-team@bitsaa.org Identify your admin privileges 1 Description Upon visiting your batch (here 2005 batch) home page from the main menu (like the one shown in the figure), you should be able to identify the ‘Group Admin Options’ drop-down as marked here. If you are able to see this, bingo! You now have the given privileges to administer this batch group section. Problems Not able to find the drop-down as marked in this image? Try refreshing the page once and if you still can’t locate the options list, please drop a word in reply to your introductory email sent by the Tech-Team.

4. Slide Number : 4 tech-team@bitsaa.org Exploring Options : Content Management > Group Description 2 Description You can add a brief text about the purpose of the batch group & its activities here. This is the text that appears on the landing page of your group. You can edit this as per your requirements. Its as easy as using Word! You can insert photos, media, Flash presentations here, if you like. We have already inserted some standard text for you to get you started. 1 2

5. Slide Number : 5 tech-team@bitsaa.org Exploring Options : Content Management > Custom Pages 3 Description Custom Pages are various additional content pages like some information, event etc, or some instructions that you want to appear inside your group section. You can add one or more custom pages from this marked link. Again, making the custom page is as simple as typing in Word! List of all custom pages attached to your group. You can change the order they appear in the menu (shown in inset) on the group homepage (the landing page). 1 2

6. Slide Number : 6 tech-team@bitsaa.org Exploring Options : Content Management > File Library 4 Description BITSAA portal lets the group admin (and possibly other group members, depending on the options set by the site admin) to upload files to be accessed by all group members. These files are stored as collections (containing multiple files). You can keep collections private to only group admin(s) or open to all members. List of all collections created in the group. You can view and manage (add/delete items) in these collections from here. 1 2

7. Slide Number : 7 tech-team@bitsaa.org Exploring Options : Calendar Management > Add a New Event 5 Description You can also create calendar events and dates for your group members to notify them about a group activity. You can set an event inactive and then specify a date to auto-activate it by the system. The ability to specify time zone is for easy integration of the event in members’ favorite calendar program. What more? You can even set recurrence settings if you decide to setup a recurring event on a daily, monthly or weekly basis. You also have a flexibility of setting up a recurrence by a particular date. 1 2 3 4

8. Slide Number : 8 tech-team@bitsaa.org Exploring Options : Calendar Management > View Dates & Events (Edit) 6 Description You can choose to view and subsequently edit a previously created event by clicking on the ‘Edit’ icon next to an event. The event can then be edited from the same form used while creating it. 1

9. Slide Number : 9 tech-team@bitsaa.org Exploring Options : Photo Management 7 Description This list shows all photos posted by members currently in your group. You can edit the photo properties like captions and descriptions etc. or choose to delete the photos from the under the options heading for each photo. The photos posted on the group may need to be approved by the group admin i.e. you depending on the settings for the group. Please pay special attention to the legend shown above the list. Once, approved the photos will appear on the homepage as well as upon clicking ‘Photos’ from the topmost navigation links. 2 1

10. Slide Number : 10 tech-team@bitsaa.org Exploring Options : Blog Management 8 Description This shows all active blogs started in this group, lists down the number of posts in each and shows last activity time. You can approve pending entries in the blog and set blog configurations like the name, description, auto-approval, who can post etc. from here. 2 1

11. Slide Number : 11 tech-team@bitsaa.org Exploring Options : Member Management > View Current Members 9 Description Lists down all members who have presently joined this group along with their batch and location. You may choose to remove a member from the group by selecting this option. 2 1

12. Slide Number : 12 tech-team@bitsaa.org Exploring Options : Member Management > View Pending Members 10 Description Displays all members who have posted membership requests to join this group. This depends on the options the site admin has chosen while setting up this group, i.e. whether membership request is required to join the group or any registered member can join. After verification of the member’s credentials, you may choose to approve or deny the request to join the group. 1 2

13. Slide Number : 13 tech-team@bitsaa.org Exploring Options : Member Communication > Message Group 11 Description You can send a common message to all members in your group. You can choose to attach a file along with your communication too. The members will receive the message in their profile inbox and will be notified over email of an awaiting message for them on the portal. The text area of your communication. Please note this allows only simple messages and not rich text. You can use emoticons though by choosing them from the set above. 1 2

14. Slide Number : 14 tech-team@bitsaa.org Exploring Options : Member Communication > Email Group Members 12 Description You can send a common email to all members in your group. Be careful! Please check to see if you have selected the correct group to send the message to from the marked drop-down. The body area of your email message. Problems If you get an error : “Sorry! The feature you are attempting to access is not permitted by your member type. “, its because you are not registered as an alumnus. We’re sorry, student members cannot send mass emails to group members. If required, you can contact the Tech-Team or any other group adminwho is an alumnus. 1 2

15. Slide Number : 15 tech-team@bitsaa.org You are now good to go! From the Technology Team’s side, you now possess all the knowledge to exercise group admin privileges on your batch group. In case you get stuck somewhere, we are always willing to help. Drop us a line on email. That’s all! We hope that the guided tour was helpful!