TouchBase Site Level Operations and Training Manual

InTouch Receipting Suite
TouchBase
Training Series
2010
V. 1.1.2
Table of Contents
TouchBase Overview .......................................................................................................... 2
Parent Site ........................................................................................................................... 3
Preforming an Online Transaction .............................................................................................. 4
Parent site Tips&Tricks ................................................................................................................ 8
TouchBase Site Manager .................................................................................................... 9
Login format .............................................................................................................................. 10
Create a Manager Site Login ..................................................................................................... 11
To Approve an Item for the Web .............................................................................................. 14
Edit Current Web Products........................................................................................................ 17
To Add a Product Group ............................................................................................................ 18
To Add a Reporting Web User ................................................................................................... 19
Accessing Student Data Online.................................................................................................. 21
TouchBase District Site .................................................................................................... 22
Login Format.............................................................................................................................. 23
Manage/Create Site Managers ................................................................................................. 24
Customize Site ........................................................................................................................... 25
Site Look & Feel ..................................................................................................................... 25
PayPal and Bank Information ................................................................................................ 25
Edit bank and PayPal Fees ..................................................................................................... 26
How to Calculate a Transaction Fee ...................................................................................... 27
Edit Merchant Account Details .............................................................................................. 27
Turn on/off Athletic Director for the web ............................................................................. 28
Turn on/off sign-up form for TouchBase............................................................................... 29
Set the Type of Users that can Sign up for TouchBase .......................................................... 30
Customers.................................................................................................................................. 31
Get the FAQ’s! .................................................................................................................. 33
District Workbook ............................................................................................................ 38
Get Connected! ................................................................................................................. 39
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Page 1
TouchBase Overview
TouchBase is a product of InTouch that allows parents to purchase items online, view
athletic eligibility, pay for fees/fines, and view student ledgers, and transaction history.
It also benefits staff by allowing access to web reports for specific items.
There are three sites that make up TouchBase:
1. Parent Portal Site – Where parents/community logs in
2. TouchBase Manager Site – Where each site logs in and approves items for the
web
3. TouchBase District Manger – Allows for banking information changes, site terms
and conditions, pictures, welcome messages, site colors, manages users.
There are different components that all need to operate to make TouchBase a success.
These are as follows:
1. IIS server – TouchBase web server
2. TouchBase Published to the web – Allows people outside of the local network to
access the site.
3. A valid Merchant Bank Account
4. A valid Payflow Pro Account
InTouch is a partner of PayPal and can create a Payflow Pro account for you. All that is
needed for InTouch to do this is a VAR sheet. The VAR sheet is provided to you when
you create a merchant account with your bank.
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Parent Site
The TouchBase parent site is the customer facing web portal that links from your school
web site.
What you can do as a parent, in the parent site:
-
View student history
Print receipt ledger
View open fines/fees
Print open fines/fees
View products available to purchase for your student
View athletic eligibility
Purchase items
Make donations
Pay fees or fines
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Preforming an Online Transaction
Login Format
User: Students ID number
Password: Last name
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Once login information is entered, select your students name, this will bring you to the
students homepage.
Once at the home screen, select ‘Products Available to (student name)’. Items available
to purchase will then be listed. Select
this will place the item in the cart. The
parent can then
or they can
.
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Once selecting
the parent will be brought to the VeriSign billing page.
The parent then enters their credit card information.
When the transaction is approved the following screen will appear:
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The parent the clinks the following link:
The receipt is produced and they can then save or print the receipt. This transaction
data will be immediately available to both the parent online and the ASB bookkeeper at
the site.
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Parent site Tips&Tricks
At any time the parent can always ‘escape’ by selecting the
the top of the page.
At any point while shopping the parent can select
page to see their cart or proceed to checkout.
Both
and
button at
at the top of the
will bring the parent back to the login page.
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TouchBase Site Manager
What you can do in Site Manager:
-
Approve items to web
Edit items prior to making them public
Edit current web products
Remove items from the web
Create/edit product groups
Create web reporting users for items at your site
Manage/delete web reporting users for your site
Search for students in the district
View student details
View transaction history
View open fines/fees
View athletic eligibility (if Athletic module is installed)
Rules for site manager:
-
You can only log into one site at a time
You must be a site manager in InTouch
You must create your login to enter this site
Any changes you make to items will instantly be viewed by the public
An item must be web enabled in InTouch to be available to post in TouchBase
Manager
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Login format
User: user defined
Password: user defined
If you are a new user either sign up for an account or contact your district office, they
can create accounts (see: District Manager)
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Create a Manager Site Login
1) Select
2) Fill out the form
3) Select
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Once logged into manger, you can approve, edit, and manage your items, and product
groups, add new reporting users, and look up students.
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Under
you can edit items and product groups.
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To Approve an Item for the Web
To approve an item for the web select options under the Set options/Add to Web
section
After selecting options, you will see the product options. The first section is Product
Options.
-
Product description: Name of item
Price: you can change the item price for the web, it will not change in InTouch
Variable amount: perfect for donations, allows purchaser to name their own
price
Charge transaction fee: perfect for donations, will not charge a transaction fee
for this particular item
Comments: Any text in this box will appear on this item, it is your
communication to the purchaser
Product group: assign this item to a product group (see Product groups)
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The second section is Purchase Restrictions
-
Who may purchase item: you can select only students or anyone in the
community. Students can still purchase ‘Anyone’ items.
Grade specific: only students in a particular grade can purchase this item. i.e.
prom, only seniors can attend/purchase
Quantity limit: ties in with InTouch, and will automatically remove the item from
the web when the quantity reaches zero
Quantity dependent: if the quantity in InTouch reaches zero the item will
automatically be removed from the web
Allow students with items to purchase: If a student has affine, this item will not
be available for this student to purchase
The third section is Other Product Options
-
Product priority: places this item at the top of the list. TouchBase lists items in
alphabetic order. If multiple items are selected as a priority they will be listed at
the top in alphabetic order.
Once done with your setup,
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Once you submit the product you will be prompted to place an image for this item
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Edit Current Web Products
Select ‘View/Edit current web products’ from the ‘Other Product Actions’ drop down
list.
Once in ‘View and Edit Your School’s Web Products’ select ‘View/edit item details’
You will then be presented with the same screen as described above. You can edit the
price, comments, fee arrangement, and the item description.
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To Add a Product Group
Select ‘Add/view product groups’ from the ‘Other Product Actions’
Add a group or delete an existing group. Once a group is created you can place items
under that product group for a more organized website.
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To Add a Reporting Web User
In Site manager select the ‘Web Users’ tab.
Select ‘Manage Reporting Users’ you can then
contact information in the ‘Reporting User Detail’ window.
. Enter the
Then select the specific items that user can report on. This is a great function for
teachers that only need to report on their class’s item (field trip for FFA, Yearbook, and
Band). Select save and the account is created
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Accessing Student Data Online
In Manager, select the ‘Students’ tab.
You can search by Student ID, Student Last Name, and Student First Name, all three or
any combination of the three. Once you search and find your student, you can view
transaction history, student demographic information, fines ledger, and athletics
eligibility (if Athletics module is installed).
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Set the Type of Users that can Sign up for TouchBase
This tool offers you the control of who can sign up for a TouchBase account. Typically,
in an ASB environment, Student is not selected. Students will use their ID number to log
in. Parent/Guardian, and Other would be parents or community members looking to
purchase clothing, make donations, contribute to fundraisers, or sign up for public
classes found at Community Education.
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Customers
The Customers tab in district manager operates similar to the ‘Students’ tab in site
manager but with one key difference: this will allow you to search for both students and
Guest user accounts.
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By double clicking on a Guest account you can change the password if a community
member loses/forgets their login information. You can change the password of a
current student, but it will be overwritten with the next SIS import.
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Get the FAQ’s!
Q: Are credit card numbers stored at the district?
A: Absolutely not! No credit card information will be stored on the district servers. The
credit card is accepted through VeriSign. The card number is never stored anywhere in
the district.
Q: The site does not check for secure connection.
A: Make sure your SSL certificate is turned on, and the redirect is in place. Please find
the ‘redirect.html’ file that will rout traffic from http to https on 403.4 errors.
Q: What if we don’t want to charge a transaction fee?
A: You have the ability to either charge or not charge a transaction fee. In setting up
the item online, you can select not to charge a fee.
Q: We would like to run a fundraiser, but don’t have a set price to donate.
A: No problem, in the item setup, in TouchBase, you select to have the parent enter in
their own amount. Side note: you can also select not to charge a transaction fee for
fundraisers/donations.
Q: Why do we need an SSL if the district does not store any credit card numbers?
A: In order to perform online transactions, an SSL from a trusted Certificate Authority is
required to be installed on the server hosting the site. When an SSL is installed, the
TouchBase site is set to require secure traffic (HTTPS). This SSL will ensure that all traffic
between the website user’s computers and the IIS server is encrypted as it passes across
the Internet or Intranet.
Q: Is the website customizable?
A: Yes, by logging into District Manager, you will be able to change the colors, and there
are a couple of templates available to you. You can also edit the picture and your
welcome screens.
Q: Are we required to charge a convenience fee?
A: No. Although it is recommended to use the convenience fee feature to help offset
the cost of your fees, it is not required. For example you may charge a convenience fee
for a yearbook sale, but you would not charge a convenience fee for a donation or fund
raiser.
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Q. Is processing free, can my District get free transactions?
A. Not that we have found. The credit card industry is filled with vendors all
fundamentally doing the same thing: having a sale amount total and sending the
transaction to processor for processing. There are fees associated with this process. For
example, many have seen the variety of credit card commercials on the television with
rewards and incentive to use their cards – transaction fees pay for these cards and
incentives.
Q. If there are no free transactions then who pays for the transaction fees?
A. There are several methods for fees to be paid, such as:
(1)
merchant pays the fees (virtually all the credit card transactions at
retail is where the merchant, not the customer pays the fees)
(2)
customer pays fees – an example is PayPal on EBAY purchases - $x.xx
per transaction
(3)
sometimes a combination of the above
Q. How do these online payment companies make money?
A. On either your parents, students or the district pays the fees
Q. How are fees determined?
A. There are a few layers in credit and ACH transactions involving the bank, processor,
VISA and perhaps others – fees can be set at a fixed amount per transaction + a
percentage depending on the transaction
Q. Is student information sent to TouchBase by the school or the district?
A. Everything in InTouch is done at the district level. We only support one school per student;
please use the primary school the student attends.
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Q. What are some considerations for a District in evaluating on line payments?
A. This is the best question to initially evaluate:
1. Is the processing trustworthy, a very well known name from a reputable
company? (this is the reason InTouch uses VeriSign, the industry leader)
2. Is there an SSL certificate protecting the purchaser?
3. Does the District have a merchant account where all monies go directly to
the District and not through any intermediary?
4. Is the processing, credit card information and transactions controlled outside
of the school district in compliance with electronic payment rules?
5. will the users, generally parents, feel comfortable with the “process” and
knowing there is a security in the transaction
Q. What about maintaining multiple databases, the state and internal auditor and
integrating transactions?
A. The integration of the TouchBase website and InTouch eliminates reposting, batching
and other dual-systems approaches. All transactions, from site-based or web-based, are
recorded sequentially with the origination site noted. TouchBase is another InTouch site
and has the same integration. TouchBase has the same items as are transacted in
InTouch.
Q. How will transactions make it to the general ledger and bank reconciliations along
with all the other electronic receipts?
A. TouchBase is another site and will roll-up with the fiscal interface just as with any
other site. The ability to reconcile web-based credit card deposits is as easy as running a
summary report completed in InTouch.
Q. What about tracking the electronic transactions to the student, just as if the student
purchased the item at the building or district office?
A. Because TouchBase records transactions in the same place as InTouch, transactions –
web purchases are immediately posted to the student’s records there is no difference
Q. What about refunds?
A. It is recommended that all refunds are issued as a district check, but refunds can be
managed in a few ways – from the PayPal Manager, or through InTouch where only a
valid (non adjusted) InTouch transaction can be refunded through District channels.
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Q. Can the electronic payments software company have optional deployments to meet
the unique district needs?
A. With InTouch the District has options. The district can option for:
• a completely different site for web transactions – not tied to InTouch
• an integrated web site fully tied to InTouch
• use the www.agilisoft.com hosting capability
• have the parents pay fees
• have the District pay fees or a combination
• only allow reports on the web site – no payments at all
• only allow athletics on the website
• allow student fundraisers on the website
• ….. Options, the District can elect how the site best suits them….
Q. Can the site be integrated with all the other student transactions, including club
participation, student fines and financial transactions?
A. This is what makes TouchBase different and applicable and undeniably the best
package available. TouchBase is not a separate program from a different software
company: it is part of InTouch, InTouch Store, and InTouch Athletics, SIS, Fiscal Updater,
[future] FundTracker, and all the other modules. TouchBase is the umbrella pulling them
together.
Q. Is there an SSL certificate protecting the purchaser?
A. Your billing information and credit card data are sent through a secure pipeline to
VeriSign, so your data is never available to anyone else, and InTouch does not store any
of your credit card information.
Q. Does the District have a merchant account where all monies go directly to the District
and not through any intermediary?
A. The district will have its own merchant account, to which processed payments are
securely sent from VeriSign. No payment information is ever sent through an
intermediary.
Q. Are the processing, credit card information and transactions controlled outside of the
school district in compliance with electronic payment rules?
A. The TouchBase website is in compliance will all web standards regarding the safety of
your credit card data.
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Q. Student information/InTouch?
A. Confidential student information is sent securely from the InTouch database directly
to the website, which provides the same level of security for your children's information
that InTouch does.
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District Workbook
Please use this area to record your URLs and login information.
District Website:_________________________________________________
TouchBase Address:______________________________________________
Note: To access the Site Manager site, add: /manager-login.aspx to the end of the parent
site and for District Manager add: /master-login.aspx
Example: https://touchbase.yourdistrict.org/manager-login.aspx
District Manager Login Information
User Name:_______________________________
Password:________________________________
Site Manager Login Information
High School
User:____________________________________
Password:________________________________
Middle School/Jr. High
User:____________________________________
Password:________________________________
Notes:
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Get Connected!
If at any time you need assistance with TouchBase, InTouch or any InTouch product or
service, please contact us. We have a great support network ready to go to work for you.
Address
InTouch Receipting Systems
4415 Pacific Highway East
Fife, WA 98424
Phone Support
800-627-4767
Local: 253-922-6077
Email
[email protected]
Web
www.intouchreceipting.com
For Sales Inquiries/Add-Ons
800-627-4767
Or
[email protected]
Or
www.intouchreceipting.com
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