Tips for Success

You can edit your information at any time from the Edit My Account tab. Note: only users at the Manager or Administrator level can view your Emergency Contact Information, so please do provide it.

You can filter your site’s information by Company**. You may be assigned to multiple companies. There is a yellow band across the top of most pages that contains a drop-down window to Select Company. This will allow you to filter by a single company or by All Your Companies. This selection will stay with you when you go to other pages until you change it.

If you deactivate a user, he/she will stay attached to all of the Companies** to which he/she was assigned as a member. If you need to remove a User from a Company, make certain you choose to REMOVE him/her from that Company in “User Administration.” This will remove the User from all connections to that Company only.

If the removed User is assigned to any existing Calls for that company, they will stay attached to those calls. This is to keep the historical data intact.

You can create announcements to share websites with other users. This is done by assigning a hyperlink to text in the body of the announcement.

You can let your Company** know you’ve uploaded a file when you do so by checking the box next to “Send Email Notification” on the “Upload a File” page of the “File Sharing” tab.

If you’re loading multiple file in a relatively short period of time, we recommend you don’t use this feature for each file; you’ll flood everyone’s inboxes with email updates for each file. Instead, just send a note from the “Notes and Email” tab to the Company letting Users know there are multiple files ready to be viewed.

You can view your schedule in several ways. The most immediate calls to which you are assigned will show up on the Home Tab of your VirtualCallboard: these will be the calls for the current day and the next day. If you are looking for more information, you should go to the Schedule Tab. The default setting is to show all calls for which you are scheduled in all Companies**. If you want to see events to which you are not assigned, you may click the button to “View All Calls.” This will reveal all calls in all Companies of which you are a member. At this point, you will want to filter the site to a particular Company.

When responding to a discussion, make certain the Company** to which you intend to respond is selected. This may be done in the yellow band across the top of the page at the drop-down window to Select Company.

One way to make certain that all Managers and Administrators can always view all Users is to create one Company in which everyone is kept: “Your Organization” General. This will make it possible for the Managers to select from the entire User base without needing the help of the Administrators. Once everyone is placed there, if a User cannot be found, the searching Manager/Admin can then add that User to your VirtualCallboard in that General Company. Once all Users are added, they can each be placed in any other companies as needed.

If you want to print pages from VirtualCallboard and have the background colors show up, you’ll need to check your Internet browser’s print options. Most browsers have this setting option under Print > Page Setup: select “Print Background Colors & Images.” This should now allow your printed pages to reflect what you see on the screen. Many users find this especially helpful when printing schedules.

It is important that an Administrator assign a Manager to receive any “Notes to Management” that can be utilized from the Home tab for each Company: this is often a critical point of contact for Users. It is possible to have more than one Manager assigned to receive these messages at the same time. Users who should recieve notes can be assigned through the Administration tab under Site Administration.

If you want to build Calls before you have the Cast or Design team you can use GROUPS to pre-assign users to a call. With VirtualCallboard you can build & assign Groups to as many Calls that you want. An example is setting up the Design and Production meeting for a show at the end of your season. Once the members of the team have been selected you can go into the earliest call that you would like them to be added to and edit the group to include all of the new/desired members. Also, at any time you can add or remove additional people with the same methods of editing the earliest Call that you want the change to effect.

When uploading files, assign them to your desired Company (see Tip Filtering by Company). This will make it easier for Users to manage the files, assuring that the proper people get the right information rather than bogging everyone down with content that might not be applicable to him/her. Don’t forget to also assign the files to your custom-created Folders.