AcaSpot News

Need a place where everyone can look at attendance records and rehearsal notes without having to search through e-mail?  AcaSpot can help you keep track of rehearsal minutes and attendance.  Group owners can submit, edit, and delete minutes and attendance records while allowing the group to receive the minutes automatically through e-mail and browse through archives. 

Just go to Group-> Minutes & Attendance to get started.  You can add a new attendance record and list rehearsal notes so that the perfect set list or standing arrangement you decided on in rehearsal never gets lost. 

The attendance is also displayed on each member’s AcaSpot start page.  You can change when attendance is calculated from by choosing “reset semester” on the Minutes & Attendance page. 

Now you have an AcaSpot account and you are group owner.  What do you do next?  What can you do as an ‘owner’?  In addition to setting up your account and profile, that is.

Invite Members

The first step is to invite all your members to create an AcaSpot account.  All you need is their e-mail address.

1. From your home page, go to the “People” tab.
2. Scroll over “Manage Members”.  Choose the group you want to invite members to (some users may be part of more than one group).
3. There is a tab at the top of the Manage Members section that says “Invite User”.  Click on it.
4. Enter their e-mail address, choose their status and user level, and hit “Invite”.

• What is a “status”?  You can use the member status to organize your members in whatever way you want.  The differences within Acaspot are:
  • Trial - Treated the same as active members within AcaSpot.  Some groups take on new members on a trial basis and then graduate them to active members after a certain time period and approval from the group.  In the meantime, they can be managed within AcaSpot just like active members.
  • Active - Active members are active, current group members.  They appear on all group management tools, including minutes & attendance, part assignment, set list builder, member bios, recording progress chart, anonymous feedback, and group roster.  For more on these features, see the features overview.
  • Inactive - Inactive members are members of the group that may be on a study abroad semester or taking time off for any reason.  These are members you intend to reinstate.  The only difference is they don’t appear when you log attendance and are listed separately on the member bios website.
  • Alum - Alum still appear on the part assignment and set list builder in case you still use them in performances time and again, but do not appear when logging attendance.  They are also listed separately in the member bios section.
  • Associate - You can add members to your group who are not, and never have been, actual members.  Add your mix engineer to your AcaSpot group and give him access to listen to your recording progress, upload his own mixes and view your group’s comments.  Add a guest who will be performing with you and needs to learn one of your arrangements.  Really, you can use this for whatever you want.  Associate members are not listed in member bios or attendance.

• What is a “user level”?  The user level controls the access the user has to your group’s information.
  • Owner - An owner can access all functionality on the web site, including adding and deleting members from the group, editing the group’s profile, deleting arrangements or files, etc.
  • Moderator - A moderator has slightly less access than an owner.  A moderator can edit group information and delete files, but cannot invite or remove members from the group.
  • Member - A member can only contribute information such as files or comments, but cannot delete anything or manage any administrative content.
  • Read Only - A read only member can view everything and only contribute in certain, limited ways.

That’s it!  The rest is up to them.  When they create an AcaSpot account by clicking on the link in the invite e-mail, they are automatically added as a member of your group.  You can edit a member’s status and user level at any time.

Next Step:  Set up your group profile