Overview: This article intends to provide an overview and sequential steps on using the My Ministry Module. This module is for volunteers engaged in the prison ministry, whether in person or by correspondence. The steps outlined will take a Volunteer through the process of using the Schedule Tab, Residents Tab, Activity Tab, and Experiences Tab.

• The Landing Page allows volunteers to see notifications and calendar alerts.
• The Schedule Tab allows volunteers to select or change shifts as needed.
• The Residents Tab allows volunteers to add and view resident correspondence and resident notes.
• The Activity Tab allows volunteers to add, delete, and edit Information related to their prison ministry.
• The Experiences Tab allows volunteers to view and add prison ministry experiences.

Landing Page

[BACK TO TOP]

The steps below will show you how to utilize the features on the My Ministry Landing Page.

Step 1 From the Navigation Panel, select My Ministry.

 The Calendar will display the current month. You will see the activity for the current day under the My Schedule card. The Shifts and Meetings card will show any recurring shifts or meeting assignments. 

• Available shifts can be identified by the circle around the date. 
• Assigned shifts/meetings will have a dot in the upper right corner of the date. 

• Calendar Alerts are visible in the Calendar and the My Schedule card.  Calendar alerts allow you to view what needs immediate attention on your calendar.
• The alert date will appear in the Calendar with an orange Warning Icon.
• The My Schedule card will show the meeting with an orange Warning Icon when not all meeting parts have been confirmed for this meeting date.  Click the Chevron next to the Calendar Alert for more details.

Step 2 To review knowledge-based how-to articles and videos, click on the Help Icon, then select Visit Help Center.

Step 3 To open a support ticket, click on the Help Icon, then Open Support Ticket.  

• The Requestor field will populate with your Gate Access email address. Leave the email address as defaulted. 
• Enter the Subject and Description.  Please provide a brief, detailed description of the issue. 
• Once complete, click Submit.

Step 4 Once submitted, a screen confirmation will display. A Support Agent will respond to you via email in a timely manner.

View and Manage Notifications

The steps below will show you how to view and manage notifications.  The Notification Icon will alert you when there is a new unread notification.  

Step 1 The Notifications Icon is in the upper right corner of the screen.

• A red Notification Icon indicates that you have an urgent unread notification.

• An orange Notification Icon indicates that you have an unread notification.

Step 2 To view the notification click the Notification Icon.  The Notifications drawer will open.

• The All Tab shows all unread notifications.

Step 3 To view the details of a notification, click the Notifications Details in the Notification card. There are various types of notifications for a volunteer.

• A Shift Notification will alert you when there is a change to an upcoming assigned shift.  Click Shift Details to view the assigned shift in My Schedule.

• A Meeting Notification will alert you when there is a change to an upcoming assigned meeting. Click Meeting Details to view the assigned meeting in the Meeting Details page.

• A Resident Notification will alert you when there is a change to one of your assigned residents. Click Resident Details to view the Resident Details page.

• A Resident Correspondence Notification will alert you when correspondence has been added or updated for one of your assigned residents. Click View Message to view the correspondence in the Resident Correspondence card.

• A Branch Correspondence Notification will alert you when branch correspondence has been added for one of your assigned residents. Click View Message to view the branch correspondence.

Step 4 To dismiss a notification, click the x on the Notification card. The notification will move to the Dismissed Tab.

Step 5 To view previously read notifications, click the Dismissed Tab in the Notifications drawer.

• To change a notification from read to unread, click the back arrow in the Dismissed Tab.  The notification will now show in the All Tab.

• Note: Notifications in the Dismissed Tab will be automatically deleted after 30 days.

Schedule Tab

[BACK TO TOP]

View Meetings and Shift Assignments

The steps below show you how to view meetings and shifts in the My Ministry Module.

Step 1 From the Navigation Panel select My Ministry.

Step 2 After selecting My Ministry, the current month's Calendar will display. You will see your activity for the current day in the My Schedule card. The Shifts and Meetings card will show any available shifts or meetings at your assigned facility(s). 

Step 3 Click the Chevron (left or right arrows) in the Calendar to navigate to past or future months. 

Step 4 Click on the desired date to view available Shifts and Meetings. 

• Available shifts can be identified by the circle around the date.  
• Assigned shifts/meetings will have a dot in the upper right corner of the date. 
• Note: Click on the Information Icon next to the Month/Year to view the various symbols used in the calendar.  

Step 5 The My Schedule card provides you with a quick view of any scheduled meetings and/or shifts you have for the selected day.  

• To view details of a meeting, click the Chevron (right arrow) to the right of the meeting in the My Schedule card.

Step 6 The Meeting Detail cards will be displayed:

• The Meeting Info card shows the meeting date, time, and facility name. 
• The Meeting Agenda card displays the names of meeting participants.
• The Attendance Record card displays the total number in attendance at the meeting and the percentage of first-time visitors.  This card will only display data for past meetings.
• The Volunteers Attending card displays the volunteers attending and the meeting participants.  

Step 7 To view details of a shift, click the Chevron (right arrow) to the right of the shift in the My Schedule card.

• The Shift Details drawer will open.   The drawer will display the shift date, time, location, and participants of the selected shift.

• The Shifts and Meetings card provides information on available meetings and/or shifts for the date selected. 

Add a Shift or a Recurring Shift

The steps below will show you how to add a shift or a recurring shift in the My Ministry Module.

Step 1 From the Navigation Panel, select My Ministry.

• After selecting My Ministry, the current month's Calendar will display. The Shifts and Meetings card will show any available shifts or meetings at your assigned facility(s). 

Step 2 To navigate to past or future months, click the Chevron (left or right arrows) in the Calendar. 

Step 3 Click on the desired date to view available Shifts and Meetings. Available shifts can be identified by the circle around the date.  

• Note: Scheduled meetings and/or shifts are shown in the Calendar with a dot in the upper right corner of the date.

Step 4 To volunteer for a single shift, click the Chevron (right arrow) to the right of the available shift to open the Add Shift drawer. 

Step 5 Click the +Add Button to add the shift to your schedule. 

Step 6 To schedule a recurring shift, click the +Add Recurring Button and confirm the recurring shift by clicking the Add Button in the Confirm Recurring Shift confirmation.

Step 7 The Scheduled shift(s) will appear in your My Schedule card.

Add a Meeting

The steps below will show you how to add a meeting to your schedule.

Step 1 From the My Ministry Landing Page, select the Schedule Tab.

Step 2 From the Calendar, click on the desired meeting date.

• Within the Shifts and Meetings card, click the Chevron (right arrow) to select the meeting.

Step 3 Click +Add To Schedule.  A confirmation notification will appear when the meeting is added.  

• Note: The meeting will now show in your My Schedule card. 

Remove a Meeting

The steps below will show you how to remove a meeting from your schedule.

Step 1 From the My Ministry Landing Page, select the Schedule Tab.

Step 2 From the My Schedule card, click the Chevron (right arrow) next to the meeting you would like to remove.   

Step 3 From the Meeting card, click the Options Icon.

Step 4 From the menu that appears, select Decline Meeting.

Step 5 From the warning message, click Remove.   

• A confirmation notification will appear, and the meeting will no longer be displayed on your My Schedule card.

View Meeting Agenda

The steps below will show how to view a meeting’s location, participants, attendees, and volunteers attending.

Step 1 From the My Ministry Landing Page, select the Schedule Tab.

Step 2 From the My Schedule card, click the Chevron (right arrow) next to the meeting you would like to view.   

• A page will open displaying four cards: Meeting Info, Meeting Agenda, Attendance Record, and Volunteers Attending.
• Note:   If the meeting has not yet occurred, the Attendance Record card will not be visible on this page.  

• The Meeting Info card shows the date, time, and physical location of the meeting.

• The Meeting Agenda card displays the names and assignments of meeting participants.

• The Attendance Record card shows the total number of attendees at the meeting and the percentage of first-time visitors.  This card is only available for meetings that have already occurred.

• Note: To add attendance, click on the Edit Icon from the Attendance Record card. Enter the number of attendees and first-time visitors, add a comment if desired, and click Save.

• The Volunteers Attending card displays the names and contact information of all Gate Access Volunteers attending the meeting.

• You can return to your calendar view by clicking My Ministry at the top left of your screen or in the Navigation Panel.

Schedule Time Away 

The steps below will show you how to schedule time away from Prison Ministry, such as when attending theocratic schools, assemblies, conventions, and/or vacations.

• Note: Scheduled Time Away will override any Recurring Shifts. 

Step 1 From the My Ministry Landing Page, select the Schedule Tab.

Step 2 Click Time Away at the bottom of your calendar. 

• Note: The Time Away list will open as a full page. 

Step 3 Click on the +Add Icon.   

Step 4 The Record Time Away Drawer will open.

• Click on the Calendar Icon to select the Start Date and End Date enter dates in the YYYY-MM-DD format.   
• Add the reason for the time away in the Notes field.   
• Click Save.  

Step 5 To edit scheduled time away, from the Time Away card, click the Chevron (right arrow). 

 Step 6 Make the needed adjustments to the Start Date, End Date, and/or Notes.  When done, click Save. 

• Note: If you are changing your Time Away to a future week or month, edit the End Date first.  You will not be able to change the Start Date past the current End Date

• Click the Delete Icon to remove the scheduled time off. 

Residents Tab

[BACK TO TOP]

View Resident Records

The steps below will show you how to view the Resident Profiles of residents assigned to you within the My Ministry Module.

Step 1 From the Navigation Panel, select My Ministry, then click the Residents Tab.

• The Residents Tab displays the Resident Name, Facility, In-Person Volunteer, and Correspondence Volunteer. 
• Note: 
  1. If the Residents Tab does not display a resident assigned to you, or a resident should be removed, please contact your Facility Contact. 
  2. If the Resident has an incorrect facility listed because of being transferred or released, please contact your Facility Contact.

Step 2 To view a Resident Profile, click the Chevron (right arrow). You can also use the Search Icon to search for a specific Resident’s Name.  

• Note: Please note the following.
  1. The residents displayed are those assigned to you. 
  2. You may sort by Resident Name or Facility by clicking on the Arrow.  

• The Resident Profile displays several cards.

• The Resident Details card shows the Resident ID, Resident Location (the facility’s physical location), Facility Mailing (the facility’s mailing address), and Return Address (the congregation’s mailing address).  

• The Facility Contacts card shows the name of the Facility Contacts assigned to the resident’s facility. 

• The Resident Correspondence card shows correspondence sent to and received from the resident.

• The Resident Notes card shows notes about the selected resident.

Request Resident Assignment(s) 

The steps below will show you how to request resident(s) to be assigned to you within the My Ministry Module.

Only one (1) Request can be submitted at a time. Once a request has been fulfilled, additional requests may be submitted. You will receive an e-mail notification if residents are assigned. Requests are sent to the Facility Contact or Zone Contact through e-mail notification.

Step 1 From the Navigation Panel, select My Ministry, then click the Residents Tab.

Step 2 Click on the Request Icon.

• Note:  The Request Residents drawer will open.

Step 3 Select the Ministry Type, In-Person, Correspondence, or Initial Contact (ICLW).

• Note: A volunteer should make requests based on his/her availability. A new volunteer might consider a modest request from 1 or 2 residents with the option of increasing the number of requests based on availability. 

• When selecting the In-Person Ministry Type, use the Amount dropdown menu to choose the number of residents. Next, choose the facility(s) from the Facility Preference list. You may select multiple facilities from the list when displayed. When finished, click on the Submit Icon. 

• When selecting the Correspondence Ministry Type, use the Amount dropdown menu to choose the number of residents Next, choose the facility(s) from the Facility Preference list. You may select multiple facilities from the list when displayed. When finished, click on the Submit Icon. 

• When selecting the Initial Contact Ministry Type, use the Amount dropdown menu to choose the number of residents. Next, choose the facility(s) from the Facility Preference list. You may select multiple facilities from the list when displayed. When finished, click on the Submit Icon. 

• Once submitted, a confirmation will appear in the Request Residents drawer.

Delete a Resident Request

The steps below show you how to delete a resident request in the My Ministry Module.  Submitted resident requests will show in the Request Residents drawer. 

Step 1 From the Navigation Panel, select My Ministry, then click the Residents Tab.

Step 2 Click on the Request Icon.

• Note: The Request Residents drawer will open.

Step 3 Click on the Delete Icon. 

Step 4 A warning message will appear to confirm the request to delete. Select the Delete Icon to confirm. 

Resident Correspondence

The steps below show you how to view and add Resident Correspondence in the My Ministry Module.

Step 1 From the Navigation Panel, select My Ministry, then click the Residents Tab.

Step 2 To view a Resident Profile, click the Chevron (right arrow). You can also use the Search Icon to search for a specific Resident’s Name.  

• Note: Please note the following.
  1. The residents displayed are those assigned to you. 
  2. You may sort by Resident Name or Facility by clicking on the Arrow.  

• The Resident Correspondence card will display at the bottom of the Resident Profile.

• Resident Correspondence holds all written or electronic correspondence sent or received. 
• The Date column indicates when the date correspondence was sent or received.  
• The From column indicates who wrote the piece of correspondence.  
• The Status column indicates whether correspondence is received or sent, read or unread.  

• Note: The Unread Icon (closed envelope) indicates the correspondence from the Resident has not been read. The Read Icon (opened envelope) indicates the correspondence from the Resident has been read. Sent Icon (paper plane) indicates correspondence has been sent. 

Step 3 To search correspondence for a specific month, click the Filter Icon to filter the list of correspondence displayed. Then, use the Calendar Icon to select the Year and Month.  

• Note: Click Clear Filter to remove the filter.

Step 4 To add new correspondence to the Resident Correspondence card, click the Add Icon.  

• Note:   To use a letterhead for your correspondence click Download Template from the Resident Correspondence card. The letterhead is a Microsoft Word document, available in English.

Step 5 To add a Document, from the Format dropdown menu, select Document. 

• Update the Date field as needed. 
• Check the Bible Study box if correspondence to the resident is applicable as part of the Bible study.
• Select whether the correspondence was Sent by volunteer or Received from resident.
• Use Drag and Drop or Browse Files to attach the file.
  1. Only PDF files less than 5MB in size can be attached.

Step 6 Click Save. 

Step 7 For Digital Correspondence, select Digital from the Format dropdown menu.

• Update the Date field, as needed.  
• Check the Bible Study box if correspondence to the resident is applicable as part of the Bible study.
• Select either Sent by volunteer or Received from resident radio button. 
• Enter the Digital Correspondence details. 

Step 8 Click Save.

• Note: If a Resident that is assigned to you is no longer responding or has moved to another facility, please contact your Facility Contact. 

View, Edit, or Delete Correspondence Sent to a Resident

The steps below show you how to view, edit, or delete Resident Correspondence in the My Ministry Module.

Step 1 From the Navigation Panel, select My Ministry, then click the Residents Tab.

Step 2 To view a Resident Profile, click the Chevron (right arrow). You can also use the Search Icon to search for a specific Resident’s Name.  

• Note: Please note the following.
  1. The residents displayed are those assigned to you. 
  2. You may sort by Resident Name or Facility by clicking on the Arrow.  

• The Resident Correspondence card will display at the bottom of the Resident Profile.

Step 3 To View, Edit, or Delete an uploaded correspondence, click on the Ellipsis to the right of the specific row, then select either View, Edit, or Delete.

• Note: 
  1. View will open the uploaded PDF to review. (This option is only for entries with a document that has been uploaded and not a digital entry).
  2. Edit and Delete will open the Edit Correspondence drawer.

Step 4 The Edit Correspondence drawer will open on the right of the screen.  To Edit, make the necessary adjustments in the Edit Correspondence drawer.  Once complete, click Save.

Step 5 To delete the correspondence, click the Delete Icon. 

Step 6 A warning message will display, click the Delete Icon to confirm.  

Resident Notes

The steps below show you how to view, edit, or delete Resident Notes in the My Ministry Module.

Step 1 From the Navigation Panel, select My Ministry, then click the Residents Tab.

Step 2 To view a Resident Profile, click the Chevron (right arrow). You can also use the Search Icon to search for a specific Resident’s Name.  

• Note: Please note the following.
  1. The residents displayed are those assigned to you. 
  2. You may sort by Resident Name or Facility by clicking on the Arrow.  

• The Resident Notes card will display on the right of the Resident Profile.

Step 3 The Resident Notes card shows notes entered by Volunteers assigned to the Resident. Click on the Filter Icon to view notes for a specific month.  

• Note: Resident Notes from Volunteers assigned to conduct a Bible Study with the Resident, will display as Study. 

Step 4 To add a Resident Note, click the Add Icon. 

• Note:  The Add Resident Note drawer will open on the right side of the screen.

Step 5 Take the following action. 

• Enter the Date of the Note by selecting the Calendar Icon or entering the date in YYYY-MM-DD format.  
• Click the Bible Study box to indicate a note about the Bible study arrangement.  
• Enter any relevant Note details.  
• Click Save when finished. 

Step 6 To Edit or Delete, click on the Ellipsis to the right of the specific row and select either Edit or Delete.

• Edit will open the Edit Resident Note drawer.
• Delete will open a confirmation window.

Step 7 To Edit, make the necessary adjustments, and click Save.

Step 8 To Delete a Resident Note, click the Delete Icon.  A confirmation message will appear on the screen.   Click Delete again.

Activity Tab

[BACK TO TOP]

The steps below show you how to view, add, or edit your Prison Ministry Service Activity within the My Ministry Module.

Step 1 From the Navigation Panel, select My Ministry, then click the Activity Tab.

• The Activity Tab displays the Current Service Year Activity card. 
• Note: The Service Year Activity card defaults to the Current Service Year, however, the previous years can be viewed by using the left Chevron. 

• The Current Service Year Activity card will show your participation in Prison Ministry activity, the number of Bible Studies, Correspondence sent and received, and Initial Contact letters sent and received.   
• The Current Service Year Activity card will display the fields(columns) relevant to your assignment(s) at your assigned facility(s). 
  1. The Checkmark indicates that you did participate in some form of prison ministry during the selected month.
  2. The No Icon indicates that you did not participate in prison ministry during the selected month.
  3. The Paper Plane Icon is for correspondences/letters sent. 
  4. The Envelope Icon is for correspondences/letters received.
  5. The Sticky Note Icon identifies a comment added to the month’s activity. 

• Note:  Initial Contact will only be visible to Volunteers who were approved for ICLW for at least one facility, and were assigned to at least one initial contact resident for a facility initiative that happened during the selected month.

Step 2 To add or edit an Activity, click the row for the appropriate month to open the Edit Activity drawer.  

• Note: The current month will be available to edit and submit at any time during the month.

Step 3 Indicate whether you did or did not participate in prison ministry during the selected month by clicking on the appropriate radio button, in the Edit Activity drawer.

Step 4 If you did participate in prison ministry, then click next to Shared in any form of the prison ministry during the month, then add or edit Bible Studies, Correspondence, ICLW and click Save.  You can always click Cancel and return to the Activity Landing Page.  You can add information in the Comments box to your activity report.  

Step 5 If you did not participate in prison ministry, then click next to Did not participate in prison ministry during the month and click Save.  You can always click Cancel and return to the Activity Landing Page.  You can add information in the Comments box to your activity report.  

Experiences Tab

[BACK TO TOP]

The steps below show you how to view and add Experiences in the My Ministry Module.

Step 1 From the My Ministry Landing Page, click the Experiences Tab.

• The Experiences Tab displays your Prison Ministry experiences.   

Step 2 Click the Add Icon to add an experience.

Step 3 From the Content card, enter the Title and Description of your experience. 

 
Step 4 From the Details card, enter the date of the experience or use the default date.

Step 5 Select the location from the Facility dropdown menu. 

 
Step 6 Select the associated resident from the Resident dropdown menu.

Step 7 Click Submit.

Step 8  A confirmation message will appear, click Submit.

• Note:   After submission, an experience cannot be edited unless oversight requests a revision. Once an experience is submitted it cannot be deleted.
• Once the experience has been submitted, it will appear in your Experiences Tab.

• The Status column will show the status of the experience as Approved, Submitted, or Revision Requested.        

• Note: If the status is Revision Requested, you will receive an email notification with an explanation, allowing you to edit the experience. In the Experiences Tab, click on the experience, make the necessary adjustments, and click Submit.