Microsoft PowerPoint - Tech Toolkit Webinar 230404

PTA Tech Toolkit

Gathering the tools needed for

leaders to engage effectively with

members & their community

Scan this QR Code now to participate in a fun online activity while we wait

for the webinar to begin!

Every Child. One Voice.

PTA's mission is to make every child’s potential

a reality by engaging and empowering families

and communities to advocate for all children.

Items to Cover

• TechSoup.org

• G-Suite for NonProfits

• Online Accounting Platforms

• Online Signups

• Doodle

• AirTable

• Zoom Conferencing

• StickTogether

• Eventbrite

• Social Media

– Finding Royalty-free Images

– Buffer

– Canva

• Online Fundraising

– 32auctions.com

– RaiseRight

• Personal Organization

– Shift Browser

– Edison Email

Some Slide Content Provided by:

Naomi Frierson, Florida PTA Membership Chair

2019 National PTA Convention

• TechSoup currently reaches more than 900,000 nonprofit organizations in

236 countries and territories. Through TechSoup, you can save 80 to 90

percent on overhead IT costs. After 501(c)(3) organizations register, they

may be eligible for software and service donations and discounts that

include Microsoft, Intuit, Symantec, DocuSign, Box, Adobe, and IT Assist.

• PTA units should register using their formal name (ie. PTA NEW YORK

CONGRESS (07-xxx) Unit Name) and Tax ID number. Once approved

by TechSoup.org, units can then choose which programs they would like

to apply for. Some services, like Google’s G-Suite for NonProfits, may

make it advisable for units have a web domain to take advantage of email

and other like services.

• All services/products obtained through this method are solely the

property of your PTA unit.

• Google for Nonprofits - free

• Intuit Quickbooks Online Plus, 1-Year Subscription, 5 users - $75 Admin Fee

• Intuit Quickbooks Premier Edition, 1 User License (includes Nonprofit Edition) -

$78 Admin Fee

• Zoom Meetings Pro Bundle, 1-year subscription – access to discounted rates -

$57 Admin Fee

– This offer provides access to a 50% discount on a one-year subscription for new

subscribers for up to 9 hosts. After you request offer and pay TechSoup's administrative

fee, you'll also pay Zoom $74.95 per host for the discounted subscription. You must pay

TechSoup's administrative fee each year to retain the 50 percent discount. Add-ons are

also discounted at 50 percent over and above the cost of the meeting plan.

Program benefits

Google for Nonprofits offers eligible organizations access to Google products and tools that can

help nonprofits find new donors and volunteers, work more efficiently, and get supporters to

take action.

G Suite for Nonprofits

Enable your teams to collaborate, iterate, and innovate together, from anywhere, in real time,

with our cloud-based productivity suite.

• Stay in touch with volunteers, supporters, and your community with unlimited email

addresses at your custom domain via Gmail.

• Keep everyone on the same page with Google Docs – create and edit grant proposals,

meeting agendas, and more in real time from anywhere.

• Keep schedules organized and appointments updated with Google Calendar.

• Make sure everyone stays connected with Google (Video) Meets that host up to 100

participants.

• Access your Google Docs, Sheets, Forms, and Slides from any device, any time with 30GB of

storage space per user across Gmail and Google Drive.

• Get 24/7 support by phone, chat, and email in case you have any questions along the way.

• Request a Google for Nonprofits

account

• Go to Google Workspace for Nonprofits.

• In the top right, click Get started.

• Follow the steps.

• All organizations must be verified as a

nonprofit organization by TechSoup or

the local TechSoup partner. You'll

receive an email from TechSoup to

confirm your email address and they

may request additional information to

verify your organization.

• Most requests will be reviewed in 2-

14 business days. After your

organization has been verified, you can

activate the Google products available

in your organization's country

• Activating G Suite for Nonprofits

• Learn how to activate Google Workspace for

Nonprofits.

• Important: When you sign up for G Suite, you’ll

receive a trial version. You must complete these

steps to upgrade to G Suite for Nonprofits.

• Sign up for Google Workspace for Nonprofits trial

account

• Verify your Google Workspace domain

• Go to Google Workspace for Nonprofits and sign in

with your administrative account.

• Click Activate products under your organization's

name.

• Under "G Suite for Nonprofits," click Activate.

Follow the steps and submit your domain.

• Google will review your request in 3 business days

to make sure your G Suite account is eligible to be

upgraded.

Gmail

Drive

Translate

Calendar

Docs

Sheets

Slides

Forms

GMAIL

 Using without domain

 If your unit doesn’t have the

resources to purchase its own

domain (web address), you can

set up a free Gmail account to

make PTA email transferrable to

the next board.

 Some units have a single address

(i.e. mypt[email protected]om).

 Multiple Gmail accounts

CANNOT be accessed in a single

inbox, therefore, account details

for each address must be passed

on annually.

 Using with domain (req’d for Google

for nonprofits)

 Create domain with Google Domains

(most are $16/year)

 Decide if accounts will be

position@domain.org or

person@domain.org

 Can set up alias (i.e.

treasurer@domain.org) if decide to

have accounts be person-based.

 Can also setup group email (i.e.

boar[email protected]g) to automatically go

to multiple people

• Gmail’s robust sorting tools

makes managing multiple

accounts a breeze.

• Choose to automatically or

manually sort incoming

messages.

• Individual conversations can

be assigned multiple labels

which can be color coded.

• Labels can be accessed just

like folders to see all emails

that are tagged.

Keep Your Inbox Neat & Tidy

DRIVE – “Digital PTA Binders”

 DRIVE will revolutionize the PTA binder. It takes “not

reinventing the wheel” to a new level by allowing digital files to

carry over easy from year to year.

 Create folders for each committee, event, or other need.

 Use these folders to store logos, images, Plan of Work,

copies of flyers, vendor quotes, debrief notes, etc.

 Each successor has their work cut down exponentially by

having quick and easy access to previous years’ efforts.

 Choose to provide total account access to all board members,

link-based access, or share folders on an individual basis. No

Google account required!

 Google for Non-Profits includes a Shared Drive that is

automatically shared with all users in your domain (great for

past year materials) *Shared Drive files CANNOT be shared

with outside users

Folders

Link

Individual

DRIVE – “Digital PTA Binders”

CALENDAR

 Color code events for school, PTA, events, etc.

 Calendar can be shared publicly and added to

anyone’s Google calendar. Changes you make

update everyone’s calendar live.

 Live calendar can be embedded on your webpage

or linked to Facebook page.

 Printable version is available, and events can be

filtered as needed.

EMBEDDING & SUBSCRIBING

LIVE CALENDARS

Embedded on

Website

Click to

TRANSLATE YOUR

WEBSITE

TRANSLATE SPECIFIC TEXT

DOCS, SHEETS & SLIDES

 Replaces Microsoft Word, Excel & PowerPoint.

 Provides basic functionality, but not as robust as

Microsoft products.

 Editable directly in Drive, no need to download a

copy.

 Edits are visible in real time to collaborators.

 Files created in Microsoft can be converted to

Google files to take advantage of editing

capabilities.

Create:

• Surveys

• Self-grading quizzes

• Event registrations

• Collect contact info

• Informal voting

• Sign ups

• Purchase/Reimbursement

requests

• Much, much more!

Google FORMS

USING

FORMS

Embedded Form

Results

Embed forms on your

website for easy access

Results are

available visually

or automatically

in a spreadsheet.

Found within Gmail or the Google Chat app on your mobile device

• Similar to a previously recommended tool - SLACK

• Use Spaces in Google Workspace to get everyone in the same place to discuss a

topic or team project

• spaces can be managed by an admin or the creator of the space

• Members can follow conversation threads, collaborate on documents, and

arrange for meetings all in the space

Google SPACES

Get more info at

https://support.google.com/a/users/answer/11219858

ONLINE ACCOUNTING PLATFORMS

myptez.com

• Designed to be used

by parent groups

• Sliding scale pricing

(depending on Gross

Revenue) starts at

$99/yr.

• Integrated Online

Store available for

additional charge

• 45 Day Free Trial

moneyminder.com

• Designed for

nonprofit groups

• Pro Version that

includes

bookkeeping is

$159/yr

• Online Bank

Integration,

MoneyMinder Store

available for

additional charge

• 30 Day Free Trial

Quickbooks.intuit.com

• General accounting platform

• Discounted pricing available

through TechSoup.org

• Mobile app Available

• OnlinePlus is $75/yr for 5 users

via TechSoup.org

• Online Advanced is $160/yr for

25 users via Techsoup.org

VOLUNTEER SIGN-UPS

Pro Tip: Use a generic email address (as organizer) so that signups

can be easily copied from year-to-year

• Group Poll – propose times for

participants to gather

– No more “reply all” emails!

– One everyone has participated, owner

can select final date/time and finalize

• Booking Page

– Helpful if you need to have people

schedule meetings with 1 person (ie

Interviews)

• Free and Pro Versions available

 Cloud-based

Platform

 Uses Bases (1 or

more tables)

 Collaborative

 Can add pictures,

other data

 Free plan allows up

to 1,200 records per

base, 2GB of

attachment, 2-

weeks’ worth of

revision history

 Mobile App Available

 Zoom.us

 Video Conferencing via

computer, tablet, mobile device

or traditional phone (voice only)

 Ability to Share Screen

 Ability to Record Meeting

 Webinar Capability (addt’l fee)

• Basic (Free Plan)

– Host up to 100 participants

– Unlimited 1 to 1 meetings

– 40 mins limit on group

meetings

– Unlimited number of

meetings

– Online support

• Pro Plan (Each Host-$14.99/mo or

$149.90/yr)

– All Basic Features

– Unlimited meetings for up to 100

participants

– Meeting duration limit is 24 hours

– User management

– Admin feature controls

– Custom Personal Meeting ID

– 1GB of MP4 of M4A cloud recording

– Discount available thru TechSoup

• Important Account Settings

– Enable Waiting Room

• Set default for everyone to go to Waiting Room

• Customize Waiting Room text

– Disable Allow Participants to Join before Host

– Disable Use PMI when scheduling a meeting

– Enable Auto Saving Chats

– Enable Co-hosts

– Screen Sharing for Hosts only (also applies to co-hosts)

– Enable Non-verbal feedback

– Enable Meeting Reactions

– Enable Breakout Rooms

• When Promoting/Conducting Meetings

– Create a new Meeting Id for each meeting – don’t reuse codes

– DO NOT post link on social media – send only via email or other secure

platform to school community (give them email or google form to register)

– Consider using Zoom Registration feature with Auto Approval turned OFF the

day of the event.

• Resend Confirmation Emails at least 30 minutes prior to

event.

• Attendees can only participate by using the unique link

emailed to them

– Be sure to open the meeting space at least 15 minutes prior to the start of

the event – it’s like unlocking the door and turning on the lights!

– Have a welcome slide with music (camera/mic turned off) or greet people

personally as they come in

– Have Secretary or other designated person to admin people from waiting

room (important when recording attendance or verifying members)

Setting Up Registration

Option for

Hybrid Meeting Set-up

Facebook

Portal TV $149

• HDMI connection to projector or

smartboard

• Connect to Wifi

• Use Zoom app on Portal device to

connect to meeting

• Use Portal camera/mic to see/hear

the meeting room

• Gallery View is shown on

projector/smartboard for in-

meeting participants to view

*use Share Screen for videos only (via

mobile device link)

• Used by

host/moderator of

Zoom meeting

• DO NOT connect to

audio (video ok)

• Share screen

materials*

• Monitor

Chat/feedback

• Great collaborative activity

• Physical kits are great for in-

person events/experiences

• Virtual sticker-boards are great

for online meetings and can be

done by anyone.

• No account needed for

participants

• Web-based

• https://letsticktogether.com/

 Online Event Ticketing Site

 Robust features

 Quantity Limit

 Manual Entry Option

 Custom Registration Available

 No fee if tickets are free

 Can copy events for future

 Message Attendees directly

 Mobile ticketing & scanning

 Mobile App available for

organizers & guests

Basic Free Plan: 3 social accounts, 10 scheduled posts, 1 user

Create:

• Social Media Posts

• Facebook Covers

• Flyers

• Event Programs

• Invitations

• Posters

• Newsletters

• Customized pieces

• FREE Pro Account

for Non Profits

CANVA MAKES IT EASY TO

IMPRESS

Define Your Brand

Templates &

Elements

Upload Your

Own Images

ROYALTY-FREE IMAGES

WIKIMEDIA

COMMONS

Unsplash

FUNDRAISING

Online Payment & Donation Collection

• Accept major credit cards, debit cards, eChecks, and PayPal payments by linking

a Stripe and/or PayPal account to your auction. Participants love having a variety of

payment options to choose from.

• Leave the tricky business of collecting payments and donations to us. When a

payment is made, money is immediately deposited into your payment account and

transaction fees applied. Quick, easy, and secure!

• Payments are automatically tracked and displayed on invoices, the downloadable

auction item data, and the Sales Summary page, making it easy to see who paid for

their items.

• Flexible payment options even allow for offline payments when it's more convenient.

• Send friendly payment reminders to those who need a little nudge to settle up. We

can all be forgetful at times!

• Low 32auctions transaction fee of 2.9% + $0.40 per transaction in addition to the

Stripe and/or PayPal transaction fee for payments processed online. No transaction

fees are charged for self-managed payments.

PERSONAL ORGANIZATION

(AKA HOW TO KEEP TRACK OF ALL THESE GREAT TECH TOOLS

WHEN YOU ARE INVOLVED IN A TON OF PTA’S!)

• Able to keep track of multiple email accounts

• Can customize signatures PER ACCOUNT

• Can include pictures in signature

• Can pull previous signatures as recommendations

• Can read an email from 1 account and reply from a

different account. (Change the “from” account)

• Able to block read receipts

• Undo Send

https://mail.edison.tech/

Sonya Verrillo, Field Support Coordinator with NYS PTA

Email: fieldsupportverrillo@nyspta.org