USER`S GUIDE - Church Helpmate
Contents
1. You can set your own default calling times through the www OneCallNow com website Remember that once you change these times all future calls will be delivered according to the calling times you set online 1 Direct your web browser to www OneCallNow com and login using your organization s Group ID and PIN 2 Click on My Profile in the left hand Group Leader Menu to the left and then the tab Call Delivery Options 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 9 of 12 Indicates a required field Y Service Summary Call Delivery Options XY MyProfile Billing Caller ID 937 875 1427 Standard Call Delivery Hours Call times are currently set to Eastern Standard Time Start Hour 9 00 AM v5 End Hour 7 30 PM 5 Should Delivery Attempts Continue on the Next Day OYes No Standard Message Parts information MPpiayTones MPiay Greeting FAY ASING id Most plans do not include the option to Enable Polling fi turn off the One Call Now closing Save Cancel To change your calling window enter your start time next to Start Hour Enter the time you want to stop calling your Group members next to End Hour To continue attempts on a second day select the Yes button next to Should Delivery Attempts Continue on the Next Day Please remember that if you select Yes and your start time is 5 00 AM Your me2. One Call Now Upload Utility During the One Call Now upload process a progress meter will be shown letting you know the status When the upload is complete a confirmation window will be displayed giving you details about how many individuals and groups were uploaded NOTE Your computer must have an active Internet connection for the One Call Now upload process to function correctly Section 6 Recording amp Delivering Your Voice Messages 1 Dial 1 877 698 3261 2 You will be prompted to enter the pound sign followed by your One Call Now GroupID amp Pin Enter your Group ID and Pin as an 10 digit string for example 1234567890 3 Ifyou have not already recorded your Group Name and Introduction you will be prompted to do so now This Introduction will be played before every message you send For example Hi this is Pastor Bruce from the Your Church You will only do this step one time This will be the standard greeting played at the beginning of all your messages Your Message Introduction is limited to 3 seconds You may change your introduction at any time see Re recording Your Message Introduction on page 9 4 At the One Call Now Leader Menu press 1 to send a message to your group 5 You will hear a prompt asking if you need to record a touch tone response from your members Press if you do not need a touch tone response or press to capture a touch tone response i e Tf you can attend the me
3. Direct your web browser to www OneCallNow com and login using your organization s Group ID and PIN 2 Click on View your Reports and then click on Message Reports in the left hand navigation bar 3 Select which message report to view selecting the date range status source and type you wish to view then click on the View Results button to get a list of your call info Search Message Reports Search Criteria Select Date Range 3B Start Date 3 1 2009 HA OToday Last30 Days Date Range O Yesterday O Last 60 Days End Date 3 11 2009 E3 Status Complete Source Phone Type Phone Call Message Date Start Hour Status Messenger Deliveries Delivered a wil f Message Day End Hour Type Source Remain Unreached 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 8 of 12 Section 8 One Call Now Configuration Options The default calling time is set to deliver messages from 7AM to 9PM local time for each member being called You may temporarily override the default calling times by phone or you can change the default settings through the One Call Now website CHANGING YOUR CALLING TIMES BY PHONE You can change your calling times while you are recording your message If you change your calling times during message recording you will be overriding the default calling times for this message only 1 After you record your message you will come to a prompt that says To modify delive
4. used for example cell ph or work ph To do so open the desired Individual s record in the Individual Detail Form and select the desired ph from the One Call Now Deliver To option on the Contact Info tab iP individual Detail Form LOCKED L amp Adams Tony General team Contact Info Pucao e Phone s Cell Ph 555 240 1111 Work Ph 555 122 4000 Work Fax Other Ph 555 111 1234 fm Private Private Ext 1100 iv Private Home Ph 859 488 0111 E Private Home Ph2 F 5 Private ry FeV Home Fax Email amp Social Media Primary Email tony doesnotexisti23 com Secondary Email tony2email doesnotexist123 com Website http www doesnotexist123 com Household Web Site Emergency Contact Name Relationship Record 3 of 45 Filter Off Last Contrib Church Helpmate One Call Now Reports H adh ri Created 27 Jun 1998 Last Modified 05 Mar 2015 Last Attend 29 Mar 2015 go jg Show Hidden Household Mailing Address Active Tony amp Tonya Adams om 12345 Somewhere St Houston TX 77004 F Private OneCallNow Message Delivery Deliver to Home Phone z gt V Private p Never send bulk email A E Private Never send bulk email Personal Website z D mm F Private Last Modified By CH2015 Last Connection 13 Jan 2015 Within Church Helpmate we ve provided reports that are helpful in documenting what One Ca
5. SE OVET TOF more Standard Message Parts information i Play Tones E Play Greeting Q Z Enable Polling Most plans do not include the option to turn off the One Call Now closing Save Cancel Section 9 Receiving Additional Help e Church Helpmate User s Manual and Help file Chapter 15 of the Church Helpmate 2015 User s Manual and Help file system has a section dedicated to the One Call Now Upload Utility To open the program s built in help system select Help View Help System from the program s top menubar then choose Chapter 15 from the left hand navigation window e Helpmate Technology Solutions Technical Support for additional assistance with using your One Call Now service in conjunction with your Church Helpmate software contact Helpmate support by either of the following methods Email support helpmate com Phone 859 488 0764 M F 9 30am 5 00PM EST 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 12 of 12
6. USER S GUIDE designed specifically for Church Helpmate customers 2008 2015 Helpmate Technology Solutions LLC All Rights Reserved PO Box 619 Union KY 41091 www helpmate com Sales 888 858 3247 Tech Support 859 488 0764 One Call Now is a registered trademark of the MyTeam1 Corporation 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 1 of 12 TABLE OF CONTENTS Church Helpmate 2015 Settings amp Configuration One Call Now Configuration Options cx Receiving Additional Help Page 12 Recording amp Delivering Your Voice Messages Section 1 Welcome Imagine being able to dial a toll free number record an outgoing message specify exactly which group of individuals should receive the message based on Groups you have established in your Church Helpmate database and then have your message delivered by phone automatically to each recipient reducing hours of tedious work into literally a minute or two This is now a reality with Church Helpmate and One Call Now You now have a wonderfully powerful and timesaving communication tool at your disposal 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 2 of 12 Section 2 Putting Your One Call Now Service To Work Here s just a small listing of the ways your organization can use the One Call Now service Announcing church holiday programs Sending devotionals Sending prayer requests Notifying the choir or worship
7. e Caller ID box 4 Click on the Save button to save your changes Service Summary Call Delivery Options _ My Profile Billing Call Delivery Options Caller ID 937 875 1427 Not all plans include the option to change Caller ID NOTE Are you entering your cell phone number as your Caller ID If a cell phone sees its own number as the Caller ID it will try to check voice mail Our phone tree service will automatically revert to 1 877 698 3261 so the message will be sure to reach your voice mail This will happen on your cell phone only Your members will continue to see your phone number on Caller ID 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 11 of 12 TURNING OFF TONES INTRO AND ENDING ANNOUNCEMENT The message that is delivered to your members contains four sections 1 The signature tones that identify the call 2 The introduction greeting to the message 3 The message that has been recorded 4 The ending message announcement You have the option to turn off the tones the introduction and the ending announcement To do so 1 Direct your web browser to www OneCallNow com and login using your organization s Group ID and PIN Select My Profile from the Group leader menu on the left side of your account page Select Call delivery options Un check the box next to the Delivery Option you wish to turn off re oes ee iS Click on the Save button to save your changes MOU
8. eting on Tuesday press 1 If you can attend the meeting on Friday Press 2 now 6 Record your message At the tone you will have up to 120 seconds 2 minutes to record your message Press to end recording 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 7 of 12 7 Listen to your message and make sure it is clear and complete Press 1 to accept or press 2 to re record your message NOTE If you have not yet assigned the subgroups in Chruch Helpmate 2008 and and uploaded them to the OCN site then OneCall Now will skip steps 8 and 9 8 To send a message to the all of your Subgroups press zero zero 00 or enter the 2 digit Subgroup number to send your message to an individual Subgroup i e you must enter 01 for Subgroup 1 Press 1 to accept 9 To send the message to an additional Subgroup enter the 2 digit One Call Now ID for this Group or press if you are finished 10 At the prompt press to send your message or press to modify your delivery times and options This allows you to override your default delivery times and settings for making attempts on a second day NOTE The default calling time is set to deliver messages from 7AM to 9PM local time for each person being called 11 Your message will be delivered after you hear Message delivery has been confirmed If you hang up before that prompt is played your message delivery is canceled Section 7 Viewing Call Reports 1
9. ll Now ID assignments have been made as well as the full roster of individuals that are included in the One Call Now online phone tree roster These reports can be viewed by selecting Reports amp Outputs Group Reports amp Outputs from the Church Helpmate top menubar and then double clicking Groups Utility Report Configurator 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 6 of 12 Section 5 The One Call Now Upload Utility As you make changes in your Church Helpmate database certain changes will be set to upload to your One Call Now database These changes include the following Assigning modifying or clearing the One Call Now ID for a Group through the Group Detail Form Modifying group membership ie adding to or removing from for a Group that has been assigned a One Call Now ID value Modifying the home phone number for an individual who belongs to at least 1 Group that has been assigned a One Call Now ID value As these types of changes are made in your Church Helpmate program Church Helpmate tracks that the One Call Now online database needs to be updated Depending on your Church Helpmate settings for the One Call Now interface see Section 4 1 3 of this document the changes you make in Church Helpmate will be uploaded to your One Call Now online database upon closing the Church Helpmate program You can also manually run this upload at any time by selecting Tools
10. m the CD menu 3 Follow the on screen prompts to proceed with the One Call Now installation VERY IMPORTANT During this installation process several screens will be presented On the screen titled Select Installation Folder there will be an option near the bottom of the screen with the heading Install One Call Now API for yourself or for anyone who uses this computer You will need to change this option to Everyone as shown below Install OneCallNow API for yourself or for anyone who uses this computer Just me 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 3 of 12 Section 4 Church Helpmate Settings amp Configuration 1 Enable the One Call Now Interface within Church Helpmate 1 Select Settings from the Church Helpmate 2015 top main menubar and then click One Call Now from the left hand list 2 Check the Enable checkbox to enable the Church Helpmate One Call Now integration 3 Use the Options section to determine if you wish the Church Helpmate program to trigger a data upload from the Church Helpmate database to the One Call Now online database when closing the Church Helpmate program after you ve made changes that need to be reflected in the One Call Now database You can have Church Helpmate remind you with a prompt upon closing when this upload is needed or you can have the upload take place automatically if needed when you close Church Hel
11. p simply assign a numeric value 01 99 to the One Call Now ID field found on the General tab of the Group Detail form Once you ve assigned a One Call Now ID to a Group you will be able to use the One Call Now phone service to call the individuals in this Group by specifying the Group s One Call Now ID number when you create your voice message C Group Detail Form LOCKED Pe oe OS croup took A General Membership General Purposes Group Name Choir E Teaching Bible Study Service Group Folder Music Worship Team Prayer Evangelism E Worship Accountability E Fellowship Category Ministries amp Activities Group Type Ministry Team Purpose Statement Location Frequency Start Time End Time Start Date Other Group is full OneCalINowID 01 Child care available G Indude Group on directory reports that show group membership details for individuals Enable attendance tracking for this group D aa Give new individuals automatic membership to this group as they are entered into the database Web Site Record 15 of 48 Created 10 26 1998 Modified 03 07 2015 Modified By CH2015 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 5 of 12 3 Configuring Your Church Helpmate Individual records By default the One Call Now phone messages you send out will be delivered to individuals home phone s However for any individual you can select a different phone to be
12. pmate You can also choose to do neither You can manually trigger the upload to your One Call Now database at any time by selecting Tools One Call Now Upload from the Church Helpmate main menubar ONE CALL NOW INTERFACE EN to Households Computer Settings 2 F individuals ti are shared by all users running Church Helpmate from this Be to Contacts Q to Groups O coves One Call Now t to Pledges fA to Meetings amp Attendance oe o Connections Requires a One Call Now subscription through Helpmate Technology Solutions contact Helpmate sales for more a to Reminders details OP T Health a Statistics F Dashboard hurch Info oi epee Options Security Syste 13 eami System Enable One Call Now upload reminder il ji prompt when dosing Church Helpmate Loi Emel Configuration if group changes have been made to Postal Code Lookup Automatically run One Call Now upload when closing Church Helpmate if o Regional Settings group changes have been made A Do neither I will initiate the One Call ko File amp Folder Paths Now upload from the Tools menu V Enable One Call Now Interfacing 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 4 of 12 2 Configuring Your Church Helpmate Group records In your Church Helpmate program you may select up to 99 Groups to be included in your One Call Now database To include a Grou
13. ry times or date press 1 To send this message now press the key Press 1 at this prompt 2 Then you will hear Please tell us when to start delivering your message Enter the date as a two digit month followed by a two digit day Enter the month and day of delivery i e April 15th 0415 3 Then you will hear Please enter the time you would like us to begin sending your message Enter your input as a two digit hour Enter the hour i e 09 9 00 4 Then you will hear For AM press 1 For PM press 2 Enter 1 or 2 now depending on your preference 5 Then you will hear To call only on one day until the evening ending time press 1 If you would like One Call Now to automatically try calling the next day to any telephone numbers that were not reached the first day press 2 Enter 1 if you wish to stop placing calls at your designated stop time Enter 2 if you wish One Call Now to call the phone numbers the next day that did not receive your message 6 The system will play back your modified calling time summary Then you will hear If this is correct press If you would like to enter different delivery options press 2 If you would like to cancel this message and return to the menu press Press to send your message 7 Always wait until you hear the voice prompt saying Message Delivery Has Been Confirmed Otherwise your message will not be delivered CHANGING YOUR CALLING TIMES ONLINE
14. ssage will begin again at 5 00 AM After making any changes click the Save button at the bottom of the page SENDING MESSAGES OUTSIDE NORMAL DELIVERY TIMES There are times when you may need to send a message outside your normal calling window For instance a snow delay message may need to reach your members at 6 AM but your normal call start time is not until 8 AM If you are trying to send your message outside the normal times the system will warn you and offer three options 1 Follow steps 1 through 9 of Recording and Sending a Message After recording your message you will hear a prompt that says To modify delivery times or date press 1 To send this message now press the key Press the key The prompt will warn you and offer the three options below Send Immediately To override your regular call delivery times and send the message immediately press 1 This option will schedule the message deliveries to begin as soon as message delivery has been confirmed regardless of the time of day Delivery attempts will continue for two hours Option 1 should be used in the case of an emergency 2008 2015 Helpmate Technology Solutions All Rights Reserved Page 10 of 12 Send Later To schedule your message delivery to begin with your normal delivery times press 2 This option will schedule your message in accordance with the default delivery times set in your profile Option 2 is useful when your normal times begin la
15. team about a practice night change Calling a business meeting Instructing the Sunday school class on what to study Sending messages to visitors as part of your church growth program Announcing an upcoming baptism Letting the congregation know about an upcoming special speaker Announcing a meeting or service cancellation Announcing a church fund raiser Announcing the date of your annual picnic Requesting a touch tone response such as If you can volunteer at the church picnic on Sunday press 1 Section 3 Installing the One Call Now API Software 1 Ensure that your computer is currently running Church Helpmate 2015 To do so start the Church Helpmate program and then select Help About from the top menubar You should see the text Church Helpmate 2015 in the top portion of this screen 2 Insert your Church Helpmate 2015 CD into your computer s CD drive Within 5 20 seconds the Helpmate Technology Solutions CD Menu should be displayed From this menu click on option 3 Browse CD Windows Explorer will open and display a list of folders and files Double click on the folder named OneCallNow and then double click on the file named One Call Now SDK Install msi The One Call Now installation process will be started NOTE If the CD menu mentioned above does not display you can simply use the Windows operating system to view the contents of the CD which is equivalent to the Browse CD option fro
16. ter in the day and the message is not urgent in nature Schedule for a Specific Time To schedule a specific time for this message delivery only press 3 This option will take you to the scheduling portion which is outlined at the top of this page RE RECORDING YOUR MESSAGE INTRODUCTION You may change or re record your message introduction at any time by calling into the One Call Now phone system It s easy Oy Mi oP ee CI Dial 1 877 698 3261 and enter followed by your Group ID and PIN Press 4 to change your Group Options Press 1 at the To record your group s message introduction prompt The system will re play the existing introduction that you previously recorded To re record the message introduction press 2 You will have 3 seconds to record your new greeting after the tone Press when you are finished Pressing will save your message introduction You may hang up or continue to follow the prompts to send a new message CHANGING YOUR CALLER ID By default your organization s phone number will be displayed on your member s Caller ID when they receive One Call Now phone messages from you If you would like to modify the phone number displayed on their Caller ID display follow the steps below 1 Direct your web browser to www OneCallNow com and login using your organization s Group ID and PIN 2 Click on My Profile and then click Call Delivery Options Enter your phone number in th
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