Setup the “I’m New” form (Nametags)

You will need to be logged in to Elvanto and have access to the ‘Forms’ section.
You will also need to have the ‘Nametags – Admin’ permission in Adminosaur.

1. Add a new form in Elvanto. Title it however you would like.

2. Add the following form fields you would like to have on the form. You MUST include the following fields, in any order. Additional fields will not be shown in Adminosaur.

  • ‘First Name’    = Elvanto First Name Person field
  • ‘Last Name’    = Elvanto Last Name Person field
  • ‘Mobile Number’   = Elvanto Mobile Number Person field
  • ‘Email Address’     = Elvanto Email Person Field

3. Click ‘Embed’ up the top right of the forms page in Elvanto.
In the ‘Link’ section, you should see a URL in the style of 
https://[your-elvanto-domain].elvanto.com.au/form/[form-id].
Copy the form id from this URL.

4. Open up the Nametags Settings section in Adminosaur by clicking the cog icon on the Nametags tile on the Dashboard.
Paste the Elvanto form ID into the ‘Form ID’ field in the Config tab. Ensure you only include the form-id part of the URL, not the rest of it.

5. *OPTIONAL* If you are using the ‘Locations’ function in the services, you can add in the ‘Locations’ field in the elvanto form.

Add a Standard Service (Nametags)

To add a Standard service you will need the ‘Nametags – Admin’ permission.

Go to the Nametags Settings page, and find the ‘Services’ tab.

To add a service, press the ‘Add New Service’ button. You will need to enter the following details:

  • Name – An easy to recognise name for the service (this is only for Adminosaur)
  • Time – this needs to be in HH:MM format. This should correspond with the same service in elvanto, otherwise the import will create a new service with the time you enter here.
  • Service Type – Select “Standard”
  • *OPTIONAL* Elvanto Location ID – This should be the location ID of service you are creating. This is only relevant if you want to see what ‘location’ people are in when they use the ‘I’m New’ form. If you use this, make sure you include the ‘Location’ field in the I’m New form configuration. Your location ID can be found by going to the relevant “location” in Elvanto and then copying the Location ID from the URL. The URL should look like this, with the location ID at the end: https://[your-elvanto-domain].elvanto.com.au/admin/settings/locations/[location-id].”
    Please contact us for more information, or to find your location ID’s.
  • *OPTIONAL* Counter Limit – Will give a visual limit to the number of checked in people. Doesn’t limit the number of people that can check in. For more information see About Service types
  • Image upload – please upload an image to be displayed as a background on the check-in page. This should be different for each service (as it helps you identify what service you are checking people in to)

To edit a service, click the service you want to edit. It will pop up with all the fields, allowing you to edit them. Press save when you are finished. This will also allow you to delete the service if you choose.

Config (Nametags)

In this tab you can setup and edit the following:

Setup the ‘I’m New’ form

Custom checkin text

Here you can toggle whether you want to replace the text on the checkin page with your own custom text.

There are three sections of text that can be customised; the text at the top of the page, and the I’m new form on both standard and registrant services.

Please note that there is a character limit on these text boxes and that the custom text will be the same for all services.

Online and Self-Service Checkin Toggles

See the Check-in a person (Nametags) for more information.

Play sound on checkin

Here you can select whether you want a sound to play when people successfully checkin.

Select which size of labels you want to use

Here you can select the width of labels that you are using.

If you don’t want to print nametags you can disable this feature by selecting “No Labels.”

Click the ‘size of labels’ link above for more information.

Change the nametag layout

Here you can change the layout of printed nametags. There are three options to choose from: 

  1. Preferred Name only
  2. Preferred Name on top, Last Name on bottom
  3. Preferred Name on top, Full Name on bottom

If the person doesn’t have a preferred name, the first name will be used instead. 

Registration reply-to email

Here you can add a Reply-To email address to registration emails. If set, users who Reply or Reply All to the confirmation message with thr QR code will reply to the address you nominate. 

Toggle allowing registrants to deregister themselves

Adds a link at the bottom of the registration email allowing registrants to deregister themselves from the service.

Custom registration email text

Allows you to add custom text below the QR code on the registration email. Please note that there is a character limit of 500 characters, including code for styles, fonts, line breaks, etc.

Services

In this tab you can add, edit or delete a service.

NOTE: To add, edit or delete a service you will need the ‘Nametags – Admin’ permission’

Go to the Nametags Settings page, and find the ‘Services‘ tab.


Edit service details

The following fields are able to be changed in the ‘Services’ tab. Some fields are only available for specific service types where specified. For more information on service types see About Service Types.

  • Name – An easy to recognise name for the service (this is only for Adminosaur)
  • Time – this needs to be in HH:MM format. This should correspond with the same service in elvanto, otherwise the import will create a new service with the time you enter here.
  • Service Type – There Are currently two service types: Standard and Registrant
  • Maximum Registrants – used to limit registrations in a Registrant Service. For more information see About Service Types
  • *OPTIONAL* Elvanto Location ID – This should be the location ID of service you are creating. This is only relevant if you want to see what ‘location’ people are in when they use the ‘I’m New’ form. If you use this, make sure you include the ‘Location’ field in the I’m New form configuration. Only used in a Standard service. Your location ID can be found by going to the relevant “location” in Elvanto and then copying the Location ID from the URL. The URL should look like this, with the location ID at the end: https://[your-elvanto-domain].elvanto.com.au/admin/settings/locations/[location-id]
    Please contact us for more information, or to find your location ID’s.
  • Override URL fields – allow you to set the redirect URL for mode #2 Online checkin or #3 Self-service checkin for this service only. These values take priority over the ones set in the Config tab.
  • Counter Limit – Will give a visual limit to the number of checked in people. Doesn’t limit the number of people that can check in. Only used in Standard service. For more information see About Service types
  • Online checkin link button – copies a link to mode #2 Online checkin to your clipboard (once copied you can paste the url).
  • Self-service checkin link button – copies a link to mode #3 Self-service checkin to your clipboard (once copied you can paste the url).
  • Image upload – please upload an image to be displayed as a background on the check-in page. This should be different for each service (as it helps you identify what service you are checking people in to)

To edit a service, click the service you want to edit. It will pop up with all the fields, allowing you to edit them. Press SAVE when you are finished.


Delete service

This will also allow you to delete the service if you choose. Please note that if you delete a service it will be permanently deleted from Adminosaur.

Import service attendance into Elvanto

To import information into Elvanto from your Adminosaur account, you will need Nametags ‘Admin’ access in Adminosaur and some admin privileges in Elvanto.

1. Go to your Export tab in Nametag Settings. Select the service you would like to import into elvanto, and select the date you would like this information from. Only dates where checkin information exists are listed. Press ‘export’. You will now be downloading a .csv file.
If you need to edit the data at this point, see our editing guide.

2. Go to the Services ‘Import’ section in Elvanto. Select the ‘Dates Vertical’ option.

3. Decide how you want to handle new people entered during this import by selecting the appropriate fields on the import page. This process will only import the name of the person, you will be able to add their contact details later if you like.
If you are using standard services, we recommend you process all the form submissions for new people (and create the new people in your Elvanto system) before you do the service import.

4. Press ‘Choose file’ and find the file you just downloaded from Adminosaur.

5. Ensure the date format is dd/mm/yyyy. Press Continue.

6. You should now have the option to select what fields are represented in each column. The first column is ‘Full Name (Last, First)’. It may appear to have random numbers and letters in the data, but this is actually the Elvanto ID for the person, allowing us to match them directly. The second column should be Service ‘Date and Time’.

7. If you are using the ‘Registrant’ service type and added new people in this process, and want their contact details in Elvanto, use the same file to do a People ‘Import’ in Elvanto. You will be able to match columns to the name, email address and phone number of the person. When matching fields to columns, it may be helpful to tick the box ‘Only overwrite this column for existing people if the field is empty’.

NOTE: Elvanto matches the time and date of the service with what exists in Elvanto, or creates a new service if nothing matches. Unfortunately, that means if you have two services that run concurrently, Elvanto may confuse the two and match people into the wrong one. If this is going to be an issue, we suggest changing the time of one service to starting a minute later, so that elvanto can match to the correct service.

Export (Nametags)

You need to have the ‘Nametags – Admin’ permission to access this section.

On this page you can export your services check-in information into a CSV file.

This file can then be imported into Elvanto or, when using a registrant service, be kept for Covid Contract tracing purposes. See Import service attendance into Elvanto for more information.

Nametag Settings

Nametags Settings can be accessed by clicking the gear icon in the top right of the yellow ‘Nametags’ tile on the Dashboard.

You need to have the Nametags ‘Admin’ permission to access this section.

There are three tabs in Nametags settings:

Services allows you to configure the services in your account.
Config allows you to configure other settings for this module.
Export allows you to export the checkin information.

Configure Allergy Information

To configure your allergy information, you will need Super admin access to your Elvanto account, and Groups ‘Admin’ access to your Adminosaur account.

1. Go to your People Categories in Elvanto, and select a people category.

2. Create a new custom field on the right hand side (if you do not already have one). The custom field needs to be a text field. Label it however you would like. Press save.

3. Go back and ‘Edit’ the new custom field by clicking the pencil next to the field on the right hand side.

4. There should be a new line under the ‘Label’ the has the ‘ID’ of the custom field. Copy and paste this ID into the ‘Allergies’ field in the Configuration tab of Group Settings.

Import group attendance into Elvanto

To import information into Elvanto from your Adminosaur account, you will need Groups ‘Admin’ access in Adminosaur and some groups admin privileges in Elvanto.

1. Go to your Export tab in Group Settings. Select the groups you would like to import into elvanto, and select the date you would like this information from. Only dates where checkin information exists are listed. Press ‘export’. You will now be downloading a .csv file. If you need to edit the data at this point, see our editing guide.

2. Go to the groups ‘Import‘ section in elvanto. Select the ‘Multiple Groups‘ option.

3. Press ‘Choose file‘ and find the file you just downloaded from Adminosaur.

4. Select ‘Individual names are in a single column and last name comes first‘ and change the date format to dd/mm/yyyy. Press Continue.

Sync information with Elvanto

You will need to be logged in to Elvanto and have Super Admin access.
You will also need to have the User Type ‘Admin’ permission in Adminosaur.

1. On the Church Settings ‘Integrations’ tab, type your Elvanto subdomain into the ‘Elvanto Domain’ box and select your domain extension (.com or .com.au).

2. In a new tab log in to your Elvanto account. Hopefully you have access to the admin section/settings/integrations section of the website. If not, ask a super user to log in for you and go here.

3. In the elvanto integrations section, click ‘Add’ and then select ‘Custom’:

App Name – “Adminosaur”
Description – Adminosaur
Leave the icon blank
Homepage – https://[subdomain].adminosaur.com/admin/
Redirect – https://[subdomain].adminosaur.com/admin/elvanto-auth
Click save

4. Once that is saved, you can click on the newly created integration again and it will have 2 extra pieces of information, a Client ID and a Client Secret. Copy and paste them into the ‘Integrations’ page in Adminosaur.

5. Press Sync down the bottom. You will be prompted to enter your elvanto details. Type in the username and password of a super admin. You should be re-directed back to Adminosaur.
This will sync your information in Elvanto with Adminosaur.


TROUBLESHOOTING FAQ:

Q: MY BROWSER REDIRECTS TO THE ADMINOSAUR LOGIN PAGE WHEN I TRY AND SYNC WITH ELVANTO.
A1: We have had issues with some version of Safari, so if you are using Safari try using Google Chrome instead
A2: Double check the Homepage and Redirect URL fields in the integrations section of Elvanto, they need to be exact. Make sure the [SUBDOMAIN] is replaced with your Adminosaur subdomain.