adding new sites and assigning people

TABLE OF CONTENTS

• Walkthrough
• Adding Your Sites & Assigning Reporters and Staff
• Updating Reporter and Staff Assignments for an Already Existing Site
• Turning On and Managing Time Zones
• Customize a View
• Need Cohorts? 

Walkthrough

For Clients Using the Data/Reporting Feature! If you have more than one site and use the Impact Suite to collect and display data for each site, you must:

1. Use the built-in report question asking your reporters to identify their current site (001 - Site Tracking Question)

2. Enroll your sites in the Impact Suite. If you select the site tracking question, but do not enter your site names, your reporters will run into an error message when they attempt to submit their reports.

Adding Your Sites & Assigning Reporters and Staff

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right side, click Manage sites & cohort.
   
   

3. Under Add a New Site, enter your site name and click Add.
   
   

4. If you have already enrolled staff and reporters to your Impact Suite, you can assign them to the new site by clicking on the link at the top of the page, Assign reporters and staff to [Name of Site].
   
   

5. Add Reporters and Staff as needed, and then click Update.
    
   Note: All staff members assigned to all active sites for their selected cohort will automatically be assigned to newly added sites.
   
   

Updating Reporter and Staff Assignments for an Already Existing Site

You can do this on the Manage Sites page.

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right side, click Manage sites & cohort.
   
   
3. Click on the site where you want to update reporter or staff assignments.
   
   
4. The Site Profile will open.
   
   
5. Open the Assigned Reporters and Staff panel and click the Edit button.
   
   
   
6.  Add Reporters and Staff as needed, and then click Update.

Turning On and Managing Time Zones

There are a few important notes before you get going with managing time zones in your Impact Suite.

• To manage time zones, you will need to create at least one site.
  
  
• All sites will be listed in the Pacific (PT) time zone by default. If this is your organization's right time zone, you won't need to do anything else. If not, use the steps below to manage your time zones. 
  
  

Here are the steps for managing time zones:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right side, click Manage sites. 
   
   

3. On the far right, use the More drop-down menu and select Manage Time Zones. 
   
   

4. A window will open. 
   
   

5. Step 1: Select the time zone to apply. 
   
   

6. Step 2: Select the sites to which the time zone should be applied. Your options are: 

   • Apply to all sites (current and new).
     
     

   • Apply to one or more sites. 
     
     

7. Click Update to save your work.

Check out this article for more information about Time Zones. 

Customize a View

Organizations with sites in multiple time zones might find it useful to see the time zone in their list of sites. Follow these steps to update your Default Site View. 

1. On the left, in your Mission Control, select Reporters, Staff, & Sites.
   
   

2. On the right, select Manage sites.
   
   
   
   

3. At the top of the page, you’ll see a section called Customize a View.
   
   

4. Select this option to create a specific view of your site and site profile data.
   
   At the top of the table, select whether you’d like to only see one or both of the following types of sites:
   
   - Active Sites
   - All archived reporters with data
   
   

5. Click the Column Selection and check Standard Panels. 
   
   

6. Next, check Name & Status, then Time Zone. 
   
   

7. To save this view, type a name into the Optional: Save View As field. (E.g. Sites and Time Zones)
   
   

8. Click View to display the table and to (if applicable) save the view.
   
   

9. To update your default view, go back to the top of the page and click Default and Saved Views. 
   
   

10. First, toggle to the option that includes the words "(Current Default View)." 
    
    

11. Then toggle back to your newly created view (Sites and Time Zones). 
    
    

12. Click the Make Default link. 
    
    

13. Click View to save your changes. 

Need Cohorts? 

Are you thinking about creating a naming convention to separate your sites into formal cohorts?

For example: Your program has sites in different states (Alabama: Real Help House; Connecticut: Boys & Girls Club), or sites connected to various universities (Cal Poly: Food Bank; Cal Poly: MLK Community Center), or sites assigned to different programs (State AmeriCorps: Marshall Middle School; VISTA: Marshall Middle School).

If so, your program might be interested in turning our Site Cohort feature. To do this, please reach out to us at support@americalearns.net; we will turn it on for you and help you get it all setup.

You can also check out the resources found here.