Blackbaud Sphere Friends Asking Friends®:
Big Brothers Big Sisters – Bowl for Kids’ Sake (BFKS) SETUP Manual
Contents
Login to BlackBaud Sphere (formerly Kintera Sphere) 1
A brief introduction to BlackBaud Sphere modules 1
Setting up a Bowl for Kids’ Sake event 2
Customizing your BFKS event 2
Testing your BFKS event 9
Activating your BFKS event 11
Login to BlackBaud Sphere (formerly Kintera Sphere)
· Go to http://internet.blackbaud.com
· Click the CLIENT LOGIN link at the top
· Under the Client Login area, enter your Login Name and Password. Click Login to Sphere.
This brings you to your landing page for Sphere where you can access the various modules.
· To Log out, click the Logout link in the upper right corner or close the browser window.
A brief introduction to Blackbaud Sphere modules
Once you have logged in, you are presented with the Landing page where you can access the various modules of Sphere. Many are listed under the Quick Links shortcut pane on the left.
Along the top is a mouse-over menu that provides a more detailed menu of options.
Hover your cursor over Control and you are presented with menu items where you can run global reports, administer your site and access the Image Library.
Hover your cursor over Contacts and you are able to access your CRM that contains individual and organizational contacts for all events and forms. This is also where your database management tools reside.
Click on the Registration Form link to access the registration module area.
Click on the Kintera Thon shortcut at the left to go into the Thon module where we set up our Bowl for Kids’ Sake and other Friends Asking Friends type events. The menu path is Communities > Special Events > Friends Asking Friends > Kintera Thon.
Tip: For training in managing your CRM, registration forms and other Sphere modules, go to Training & Support > Self-Paced Courses.
Setting up a Bowl for Kids’ Sake event
Create the new event
· Go to Communities>Special Events> Friends Asking Friends> Kintera Thon (or click the Kintera Thon Quick Link in the left panel).
· Click New to open a Complete Initiative Information screen
· Type a name for the event that has your agency name, the event and the year.
For example: Greater Anytown Region Bowl for Kids’ Sake 2011
Fields with red asterisks are mandatory. The Description and Goal fields are Optional. To modify them and other event-level fields after the event is created, hover over the event name and select Properties.
· In the Fund field, select the default (General) fund option or an events fund if you have set one up.
IMPORTANT NOTE: For your event to display the branded Bowl for Kids’ Sake designs and language, you must select an Event Group in this screen. Otherwise you will have to build your site from scratch.
o For a pyramid BFKS event, select “BFKS Pyramid 2010 design_template
o For a standard BFKS event, select “BFKS Standard 2010 design_template”
NOTE: If your event uses a Company structure, where multiple teams will be coming from one company or group, you should use the pyramid template.
(Note the underscores in the correct template names)
· Click Submit to create the event. Click Finish. You are returned to your list of events.
Customizing your BFKS event
Hover your cursor over the newly created event and click Website Info to get to the Webinfo Checklist. This is where you customize the event for your agency.
To create a Friendly web address
To create a web address that is more people-friendly, click on the Edit link to the right of the Friendly web address line.
· In the first box type the name of your town, city or region
· In the second box type ‘bfks’ or ‘bowl’
TIP: by not including the date of the event in this URL, you can re-use the URL year after year. This builds the brand and saves your agency time by not having to update links that point to the event each year.
· Click Submit. You should receive a message indicating that the URL has been accepted.
Return to the Website Info page: click the underlined ‘>Webinfo Checklist>’ link near the top.
You will notice that the event status is Under Construction. For now we will leave it in this state until we do some more customization.
Event Information
Click on the Event Information link.
Event Details
· Click the calendar icon beside Event Date and select the first day your bowling event will take place.
· Click the calendar icon beside End Date and select a date that is sometime a few months past the last date of your event.
- Optional: Enter a brief description for your event
- Optional: Enter an event goal for online fundraising. A $10,000 goal is entered as 10000 with no dollar sign or commas.
Event Location
- Optional: Enter the name of your venue in the Location text box. This information appears in the Event Information menu link, which by default is titled About BFKS.
If there is only one venue, enter the address in Address Line 1 and 2.
Tip: If the event occurs at more than one location, list them all in the Location text box and leave Address 1 & 2 blank. Enter the HTML character <br> to go to a new line (line break tag). Enter the HTML character <p> to skip a space and go to a new line (paragraph tag).
For example:
Smiley’s Bowl<br>
123 Main Street<br>
Anytown, ST 99999<p>
Laser Lanes<br>
Anyville Expo Center<br>
1 Expo Drive<br>
Anyville, ST 99999
· Enter the venue’s City and State. If there is more than one, enter your agency’s city.
- Optional: If there is one venue, you can enter the zip code and check the box to add a MapQuest® link on the Event Information page.
Event Contact Information
This is displayed online and in emailed confirmations sent to your bowlers and donors.
· Change the Event Contact Email to that of the person who will manage this event.
- Optional: Enter the Event Contact Phone number
Suggested: Enter the Event Contact Name; typically same person whose email was entered.
· Navigate to the bottom and click Save.
Return to the Website Info page by clicking the >Webinfo Checklist> link near the top.
Fee Structure
Click on the Fee Structure link.
- Optional: You may wish to enter a Suggested Goal Amount for your bowlers.
Registration Fees
This is also called the Registration Type. You must have at least one Registration Type set up. Do not set up Types for Team Captain and Bowler – the system keeps track of those roles.
Some examples of Registration Types:
- Bowler and Student Bowler (if they have different fundraising goals)
- Registration Type for each venue or bowling session
For detailed instructions on setting up a Registration Type, please see Training & Support > Self-Paced Courses > Events > Thon (Friends Asking Friends) > Fee Structure.
Return to the Website Info page by clicking the >Webinfo Checklist> link near the top.
Front Page Customization
Click on the Front Page Customization link.
The front page is set up for you. You must add your Agency Name:
· Locate the textbox labeled subHeader. Replace the text [Agency Name] with the name of your agency.
- Optional: You can add Sponsor Graphics for main sponsors to display above the Header:
-- In the dropdown box at the top of the screen, indicate whether you want to display 1, 2 or 3 Sponsor Graphics.
-- Upload your graphics (be sure to name the image) or select them from your account Image Library. You can add the URL of the Sponsors’ websites in the Link boxes.
- Optional: You can add a Main Graphic to display above the Body text.
Tip: See the BBEvents_graphic_guide.pdf on Agency Connection for information about size, resolution and placement of all your BFKS graphics.
- Optional: You can edit the text in the Body area. Consider adding your local fundraising goal or your agency’s website URL. PLEASE NOTE that this area uses HTML tags.
Tip: A good practice is to copy and save the entire content of the Body text box into a notepad document before you edit. This way if you accidentally make an error with the HTML tags, you can copy and paste the original text back.
- Optional: You can add Google Analytics code in the appropriate box to determine how many people visit your site. Visit http://www.google.com/analytics/ for more information.
- Optional: You can add a small logo image file and link at the top of your left-panel menu. Some agencies add their logo and a link to their public website. You can also add this as a regular menu link for a cleaner look.
· Click Save.
Return to the Website Info page by clicking the >Webinfo Checklist> link near the top.
Event Text
Click on the Event Text link.
Printable Donation Form Address Information
· Customize the address that will appear on the Printable Donation Form to indicate where check donations should be mailed.
· Review the Printable Donation Form Additional Information text box and edit if needed.
NOTE that the Save button under each area of the Event Text page must be clicked when editing that section.
- Optional: Scroll down to the area labeled 'About your Organization' Page. Enter any additional information pertaining to your agency here. You can change this at any time. This will show up on the ‘About Us’ menu item, which by default is labeled About Big Brothers Big Sisters.
- Optional: Scroll down to the area labeled 'About your Event' Page. Enter any additional information pertaining to your event here. You can change this at any time. This will show up on the ‘Event Information’ menu item, which by default is labeled About BFKS.
- Optional: There are other areas of information you can optionally alter on this page. If you make any changes to any area, click the Save button directly below the area you changed.
Return to the Website Info page by clicking the >Webinfo Checklist> link near the top.
· Click the green Update Your Event Now button. Going forward, click this button every time you make any changes to an option in the Webinfo Checklist.
Preview your Site
The site is now ready to be placed into Preview mode. You will now be able to see the event site. You can continue to edit and make changes to the event configuration.
Click on the Preview radio button located near the top of the Webinfo Checklist.
(NOTE: You will now notice that the options ‘Activate’ and ‘Disable’ appear. We will leave the site in ‘Preview’ mode for now so we can test the appearance, receipting, etc. Once you place the site into ‘Active’ mode, you cannot go back to ‘Preview’ mode.)
You may now preview the site by clicking the blue Go button near the top of the Webinfo Checklist.
Tip: Any test transactions you create will be deleted when the site is activated.
Event Schedule
-Optional: Click on the Event Schedule link.
You can add the various bowling dates, locations and times here one at a time by filling in the required fields and clicking Add Event Schedule Item. This will create a list of items that you can re-order, edit or delete at any time. This information will appear on the ‘Event Information’ menu item, which by default is labeled About BFKS.
Return to the Website Info page by clicking the >Webinfo Checklist> link near the top.
Click the green Update Your Event Now button.
Website Features
Click on the Website Features link. This is where you activate menu items and certain features.
This entire page has been pre-configured for your use, although you may make changes.
- Optional: click Add/Edit/View Custom Menu Items to add items to your event menu. The items display under the Home menu header. You can add:
o Web pages – you can create individual pages under Content > Stand-alone Webpages that can display as pages in your BFKS site. You can display photos, prizes, directions, additional event information, etc.
o Links to other websites – copy and paste the site’s URL and paste into the menu item definition.
o Documents – upload documents to the File Library of your CMS site. Copy the document’s URL from its Properties tab and paste into the menu item definition. Useful for Team Captain packets, flyers, downloadable forms.
- Optional: turn on or off various Email Notifications – these are sent to the Event Contact Email.
- Optional: turn on the Sponsorship Opportunities and View Our Sponsors pages if you will be using this functionality. Be sure to set up the Sponsor Information in the Webinfo Checklist.
- Optional: add a Bulletin Board, Awareness Quiz, Poll or other features. Add PayPal as a payment option – processed using Blackbaud’s account, you do not need a PayPal account.
· If any changes were made, scroll to the bottom and click Save.
Return to the Website Info page by clicking the >Webinfo Checklist> link near the top. Click the green Update Your Event Now button.
For detailed instructions on setting up the Event Schedule and Website Features, see Training & Support > Self-Paced Courses > Events > Thon (FAF) > Event Schedule & Website Features.
Image and Text Library for Page Customization
Click on the Image and Text Library for Page Customization link.
Area to Customize: Image Library
- Optional: You customize the images available for participants to use on their team or personal fundraising pages by adding images.
Check out the “Start Something” section Media Center on Agency Connection for more branded images.
· Click Manage images.
· In the Manage Event Images window, perform the following steps:
o Click Browse to select the image to import.
o For Name this image, enter a name for the image, and then click Submit.
o The image will be added to the image list.
o Click General Donation Default if you want the image to be added by default.
o For Personal Page, click Default if you want the image to be added to participants' personal pages by default.
o For Team Page, click Default if you want the image to be added to team pages by default.
o Click Finish.
o Select Allow participants to upload their own images for their custom pages if you want to allow participant to upload their own images.
o Click Save.
NOTE: Please try to size pictures about 300 pixels high by 300 pixels wide.
- Optional: You can customize the videos available for participants to use on their team or personal fundraising pages by adding videos that are hosted on YouTube. We do not recommend checking the box to Allow linking to videos selected by the participant.