Frequently Asked Questions
How Do I Register A New Account?
1. Make sure you are logged out (click "Log Out").
2. Click "Register" link on the navigation menu on the right of the screen.
3. Enter in your valid email address, preferred login name and password.
- Note that your email address must be in our database in order to register in this way. This is database is maintained by the administrators.
4. An email will be sent to the email address provided, click the activation link in the email to activate your account
- Note that if possible, your new account will be automatically placed in the most appropriate class and year available ("eg Group AZCOM 2011"). If not accurate, you should change it to the correct one.
How Do I Sign up for Events?
1. Register
a new account
2. Login to the account
3. Complete your profile
4. Await approval by a coordinator for your group (AKA Group Leader). Once approved, you should receive an email.
5. Navigate to the Event Browser
6. Click on the Event you wish to attend
- If the event is not listed, your group may not be authorized to view that particular site.
7. Click "Sign Up" button on the event which you wish to attend
- If the event is not listed, use the navigation links on the left of the page to select the appropriate date range. By default, it shows all the events in the current quarter that have not already occurred.
- If unable to sign up for an event, it is possible you have maxed out your events for the quarter, the event has already begun, the group you are in has maxed out their attendance for the given event, or the event is already fully booked. An administrator can override any of these issues.
How Do I Unregister for An Event / Cancel?
1. Login
2. Click on Personal Statistics
3. Click on the event you wish to unregister from
4. Click "Cancel"
- You cannot cancel an event within a certain period before it has begun, or any time after it has begun. An administrator can override this issue.
How Do I Change My Avatar?
Having an avatar is optional and must be done through the PHPBB Forum.
1. Login
2. Click on PHPBB Forum
3. Edit your profile
How Do I change my Groups Avatar?
Having a group avatar is optional and must be done through the PHPBB Forum by an Administrator through the Administration Control Panel.
1. Contact an administrator that is not Dr. Devine
2. Ask them to do it
How Do I Add A New Event?
This must be done through the google calendar, only a few have access to this. Contact Dr Mifflin.
How Do I Cancel An Event?
This must be done by an administrator or high ranking coordinator. It can be done by deleting the event in the Google Calendar. This will notify all of the people signed up for the event that it has been canceled. To preserve attendance integrity, however, if the event has already begun or transpired, this will NOT delete the event. Every individual must be canceled individually by an administrator in that case.
Another way is for an administrator to go to the event and click "Cancel Event." This will remove all members from the event and prevent people from signing up for it.
How Do I Take Attendance?
This can only be done for events that have already begun or transpired. It also can only be done by coordinators.
1. Navigate to the event page
2. Click on the Radio Buttons corresponding to the user and appropriate attendance status
- Careful where you click! Once clicked, the command is initiated instantly, attendance is logged, and an email is sent with your name on it. This can be modified immediately of course but try not to spam anyone's inbox.
Alternatively:
1. Navigate to the Site Statistics page
2. Search for the event(s) you wish to take attendance on by entering various filter criteria
3. Click "Take Attendance" at the bottom of the page
5. Click on the Radio Buttons corresponding to the user and appropriate attendance status
- Careful where you click! Once clicked, the command is initiated instantly, attendance is logged, and an email is sent with your name on it. This can be modified immediately of course but try not to spam anyone's inbox.
What is a Group Leader?
A Group Leader is generally a coordinator. They have the power to take attendance and approve membership into a group (if not automatically approved by the scheduling software). They also approve your profile paperwork so you may sign up for events.
How do I promote or demote a group leader?
Group leaders must be promoted/demoted by administrators.
If you are an administrator, navigate to the user's profile page, assign user to the desired group, approve their membership (so they are not pending), and click Make Group Leader / Demote Group Leader.
Alternatively, you can navigate to the group in the User List and Promote / Demote in the same way.
How Do I Create a New Group?
1. If you are an Administrator, go to the PHPBB Forum and scroll to the bottom, click on the administrator control panel (ACP)
2. Click on "Manage Groups" on the left column
3. Enter a name under "create group" and submit (this does not create the group yet)
4. Select "display in legend" for this group to show up in the scheduler
5. (optional) Upload an avatar (make it appropriate). Max 90x90, 6kb
6. Click Submit
7. Go to the emailer/directory to make sure it shows up in the scheduling software
Why Do I Have to Select a Default Group?
Your default group should be selected for you automatically. However if something went wrong or if you intentionally removed your default, one must be selected.
If the group is consistent with your campus directory entry, you can do this yourself in your profile. Otherwise, this can be done by an administrator or a coordinator.
A default group is the group under which you will sign up for events. Different groups have different rules for signing up, the default group is your ruleset. Without a default group, the system would not know which rules to apply to you.
How do I Add a User To A Group?
If you are trying to join a group, navigate to your profile page, select the group you wish to join under "Request Membership," and await a group leader to approve your membership.
If you are a group leader and you wish to add someone to a group you control:
1. Navigate to User List and select the group.
2. Scroll to the bottom of the page and search for the user you wish to add.
3. The user will show up in the list, click the "Add Member" button in the appropriate row.
Why Are There No Events in The Event Browser?
If you are seeing no events in the Event Browser, it means your user is not permitted to view any sites. Either that or the system is broken and you should contact an administrator.
How Do I Upload Files?
Personal information such as the Blood Borne Pathogens form should be uploaded at the bottom of the profile page.
Folders on the Files Page have permissions set by administrators according to your group. Some folders cannot be viewed at all, some can be modified.
To upload, navigate to the folder you wish to upload to and click "Upload."
If your permissions prohibit you from uploading, it will show you an error.
How Do I Set Maximums?
First off, you must be an administrator.
Maximum total people at an event: Admin Sites Page.
- You can also override this maximum for a specific event at the bottom of the event page.
Maximum events each user can join each quarter: Admin Quarters Page.
- eg. Users of AZCOM 2018 can only attend 4 Clinical Events in Fall 2017-2018
Maximum of each group allowed at each events: Permissions Page.
- eg. Only 4 AZCOM 2011 students allowed in each clinical CASS Clinical event in Winter
What is the campus directory?
The campus directory is the list of names, email addresses, and default class/group of everyone permitted to register.
This list is only viewable by a few people but is used to restrict who can sign up for the scheduling software. It also allows automatic selection of the default group.
Once a person has registered, it plays little role in how the software works.
An administrator can add a custom entry to the directory to allow someone to register through the Admin Settings Page
What is the Student Liability Form?
The Student Liability Form must be downloaded, filled out, and uploaded to your profile prior to signing up for HOME events.
After uploading, a coordinator (group leader for your default group) will be alerted to examine the form and approve you for signing up for events.
What is the HIPAA form?
The HIPAA form is the certificate awarded to you upon finishing the lawroom course on HIPAA.
After completing the HIPAA lawroom course, download your certificate and upload it to your profile.
After uploading, a coordinator (group leader for your default group) will be alerted to examine the form and approve you for signing up for events.
What is the BBP (Blood-Borne Pathogens) Form?
The BBP form is the certificate awarded to you upon finishing the lawroom course on BBP.
After completing the BBP lawroom course, download your certificate and upload it to your profile.
After uploading, a coordinator (group leader for your default group) will be alerted to examine the form and approve you for signing up for events.
Why are my immunizations not up to date?
The database is manually updated by an administrator uploading a list of delinquent immunizations. After uploading, the system will automatically update the status of users to allow/deny them access to sign up for events
Why is the "remember me" not working?
Are you getting logged out on a device you clicked "Remember Me" on? It likely means your cookies are corrupted. On most platforms you can hold "Ctrl" and tap the F5 key. This should reload your cookies!