ACCOMMODATION SHANTIVAN ;wtj xkbM vWaxzsth vkSj …accom.bkinfo.in/vts-help.pdf · Page18of21 (v)...

Brahma Kumaris Visitor Tracking System User Guide © CopyrightBrahma Kumaris 2012. All rights reserved of 21

ACCOMMODATIONSHANTIVAN

;wtj xkbM vWaxzsth vkSj fgUnh esa


Table of contentsIntroduction………………………………………………………………………………………………………….3Log In Screen ...........................................................................................................................................4Home Page................................................................................................................ ................................5New Registration......................................................................................................................................6

Select Programme…………………………………………………………………………………………………7

Select Participants .................................................................. ...............................................................7

Arrival Details of Participants to Shantivan..............................................................................................9

Departure Details of Participants from Shantivan ...................................................................................9

Calendar .......................................................................................................... .....................................10

Registration Details ................................................................................................................................11

View Registration Details………............................................................................................................11

Print Registration Form………...............................................................................................................12

Participant Details...................................................................................................................................13

Add New Participant.............................................................................................................................14

Download sample participant details................................................................................................….15

Viewing the Participant Details ............................................................................................................ 18

Editing the Participant Details.............................................................................................................. 18

Deleting the Participant Details ........................................................................................................... 18

Centre Details ............................................................................................................ ........................... 20

Change Password ............................................................................................................................... 20

www.accom.bkinfo.in


Introduction

Visitor Tracking System is a monitoring system that tracks the participants attending various programs at

Shantivan including Baba Milans.

The system is divided into two modules.

Centre module: Accessible online from various centre(s) to send the information about the

visitors from their place. This information helps various departments like Transport department

- to arrange for pick-up vehicles to receive visitors at Railway Station. Then Kitchen

Department - to arrange for Lunch/dinner, etc. If the visitor’s information is available in

advance, it helps these departments to plan properly and serve visitors at their best.

Campus module: Used by the Accommodation department to keep track of the visitor’s data

sent by different centre(s) from all over India and allocate rooms as and when they visit

Shantivan complex.


Log In Screen;gka ij vki viuk ;wtj use vkSj ikloMZ Mkysa] tks vkokl--fuokl foHkkx ls

izkIr gSA

To access the Visitor Tracking System, enter your user name and password on the Log In screen and

click Submit

In case you forgot the password, click on the “forgot password” link. Enter your username on the next

screen and click submit. New password will be sent to the centre’s (@bkivv.org) mail-id.

;fn vki viuk ikloMZ Hkwy tkrs gSa]rks bl Ldhu esa viuk Username

Mkydj lcfeV djs] rks ikloMZ vkids E-mail (@bkivv.org) ij pyk tk;sxkA


Home PageOn Successful login, you will see the Welcome page that welcomes you to the system and displays the

information about using the available tabs.

To perform transactions, follow the instructions mentioned on this window; else click on the Logout button

to log out from the Visitor Tracking System.

i) New Registration :- tc Hkh dksbZ ikVhZ ‘kkfaUrou esa vkrh gS] rks u;k

jftLV~s’ku ds fy, bl ij Click djasA

ii) View Registration :- tks Hkh jftLV~s’ku gq, gS aur aske antergat

fdl izksxzke esa] fdl rkjh[k esa] fdrus HkkbZ-cgus vkSj VhplZ dkSu ls

V~su esa vkus okys gSa] vki ns[k ldrs gSaA

iii) Participants/Student Details:- lHkh Participants/Student Details dks

ns[kus ds fy, fd dkSu dkSu ls Student Kku esa o /kkj.kk esa dc ls

pyrs gSA

iv) Centre Profile :- lsUVj ds Details dks j[kus ds fy,] lsUVj dk uke

bapktZ cgu dk uke iwjk irk j[kus o viuk ikloMZ change djus ds

fy,A


v) Help :- fdlh Hkh izdkj dh dksbZ Hkh dfBukbZ gksrh gS rks bl Help Option

esa tkosaA

1. New RegistrationThe Program Registration window allows you to inform Shantivan Accommodation department about the

number of BKs and non-BKs attending the program at Shantivan. Each new registration will be assigned a

unique Registration Number that will be used by the system to keep track of the registrations made by

centre.

Important Note: Registration will be closed 10 days before the program date, so please register

your party as early as possible.

Before doing Registration, Participants name must be entered inStudents/Participants list as explained on page no.13

U;q jfTkLV~s’ku djrs le; fo’ks”k /;ku nsus ;ksX; ckrsa

jfTkLV~s’ku ‘kq: djus ls igys Participants list esa uke Mkyuk vko’;d

gSA uke Mkyus dh fof/k page no. 13 esa crk;h x;h gSA


1. Select Programme:

lcls igys vki viuk izksxzke select djsa fd dkSu ls izksxzke es ikVhZ vkus

okys gSA

Program Name: Click the down arrow on the right of the program name (to list all the

program names) and select the program you want to attend.

For the participant names to appear in “Select Participants” section, you will have to create them. For

information on creating participants, refer to Creating New Participant. This is a one-time task. Once a

participant is created, it will remain in this section until you delete it.

2. Select Participants:Participants list esa tks Hkh ikVhZ vkus okys gS] mldk uke select djs ftlls

irk py lds fd ml izksxzke esa dkSu-dkSu ls yksx vkus okys gSA vki nks

izdkj ls select dj ldrs gSaA

(i) Participants list esa mouse ds }kjk uke select djsa vkSj add dk

cVu click djsaA click djrs gh uke vius vki gh add gks tk;sxkA

vkSj HkkbZ]cgu o VhplZ ds ckWDl esa vius vki pyk tk;sxk vkSj

VksVy Hkh vius vki gksrk jgsxk]fd fdrus HkkbZ]fdrus cgus o

fdrus VhplZ bl izksxzke esa vkus okys gSA

(ii) ,d ls vf/kd uke select djus ds fy, select Participants ds

option dks click djsaA click djrs gh] ,d Student list vk;sxk ftles

NksVs-NksVs box cus gq, gSA tks Hkh ikVhZ vkus okys gSA vki mlds uke

ds vkxs box esa fVd ekdZ dj nhft, vkSj add Participants cVu esa

click dj nhft,A click djrs gh uke vius vki gh add gks tk;sxkA

vkSj HkkbZ]cgu o VhplZ ds ckDl esa vius vki pyk tk;sxk VksVy

Hkh vius vki gksrk jgsxk]fd fdrus HkkbZ]fdrus cgus o fdrus

VhplZ bl izksxzke esa vkus okys gSA ;fn la[;k c<rh gS]rks scroll ls

mij Ukhps dj ldrs gSA


You can select participants in two ways as explained below:(i) Select the participant’s name in list box and click the “Add” button. This way one by one

you can add participant for registration.

(ii) To add more than one participant in one go, click on the link “selects participants”. This

will open a new window, which displays student’s name with a check box in front of it.

Tick mark the names which you want to add for a program registration. Once all the

desired names are tick marked, click on “Add to Participants”. This will add all the

selected names to the participants list. System will count number of Brother(s) / Sister(s) /

Teacher(s) in participants list and display the total number in appropriate boxes given

below.


3. Arrival Details of Participants to Shantivan: uke add djus ds

ckn xkbM dk uke o mldk mobile uEcj vo’; gh fy[ks rkfd fdlh Hkh

ckr dh tkudkjh vkidks fey ldsA vkidks vkus dh rkjh[k o V~su UkEcj o tkus

dh rkjh[k o Vs~u uEcj lgh lgh fy[ksaA rkfd jftLV~s’ku es dksbZ dfBukbZ u gksA

You can use this section to select the arrival details of the participants to Madhuban.

Guide Name: Enter the name of the guide.

Mobile Number: Enter the mobile number of the guide

Arrival Date: Enter the date of arrival by opening the Calendar window. Refer to Calendar, for more

details.

Mode of Travel: Click the down arrow on the right and select the mode of travel.

BK Brothers: Number of BK brothers attending the program. (Calculated by the system)

BK Sisters: Number of BK sisters attending the program. (Calculated by the system)

BK Teachers: Number of BK teachers attending the program. (Calculated by the system)

Non-BK Brothers: Number of Non-BK brothers attending the program. (Calculated by the system)

Non-BK sisters: Number of Non-BK sisters attending the program. (Calculated by the system)

Total Brothers: Total number of BK brothers plus Non-BK brothers. (Calculated by the system)

Total Sisters: : Total number of BK Sisters plus Non-BK sisters. (Calculated by the system)

Total Teachers: Total number of teachers attending the program. (Calculated by the system)

Departure Details of Participants from ShantivanYou can use this section to fill the departure details of the participants from shantivan.

No. of People Departing: Enter the number of BKs and Non-BKs returning from Madhuban.

Departure Date: Enter the date of departure by opening the Calendar window. Refer to Calendar, for

more details.

Departure Time: Click the down arrow on the right and select the departure time. The options are:

Morning

Afternoon

Evening


CalendarThis selection window displays the calendar for the current month. Click on required date and the selected

date will be displayed in the calling field.

Previous button: Click to view the previous month.

Next button: Click to view the next month.

4. Notes: ;fn ikVhZ esa dksbZ fo’ks”k O;fDr vkrs gS rks mudk uke mez vkSj in

fy[k dj Notes esa Hkst ldrs gSaA

5. blds ckn save ds cVu dks Click djs] Click djrs gh Registration save gks

tk;sxk vkSj mldk Details, View Registration Details esa fn[kk;sxk fd fdrus

HkkbZ] fdrus cgus] vkSj VhplZ cgus dkSu ls Train esa vk jgs gSA

4. If your party includes VIP / VVIPs then you can mention their name, age and designation or

any other special comment in the “NOTE” section.

5. Finally, click on the “save” button to complete your Registration. Registrations details can be

seen in View Registration tab.


2. View Registration DetailsThis section lists all the registrations made by you. You can delete the registration entry, until it is not

approved by the Accommodation department. Once approved, you will not be allowed to delete that

registration entry. So please take care to feed all registration details correctly. The details of any

registration can be viewed by clicking on the “Print”.

(i) View Registration Details esa vkidks irk pysxk fd vki us tks

jftLV~s’ku fd;k gS] lgh gS ;k xyr gSA xyr gS] rks mls Delete djds

fQj ls dj ldrs gS]

(ii) tc rd mls approved u fd;k gks] rks Delete dj ldrs gSA Approved

gksus ds ckn fQj Delete ugha gksxhA blfy, jftLV~s’ku ds le; NksVh

NksVh ckrsa] tSls Arrival date, train number and departure date - bu

ckrksa dk /;ku j[kuk vko’;d gSA


(iii) View Registration Details:- esa vkidks jkbV lkbM esa fizaV dk option

gSA ftls click djrs gh vkidks jftLV~s’ku QkeZ vk tk;sxk ftls fizaV

djds lkFk esa vo’; gh ysdj vkuk gSA

(iv) Edit option :- esa vki vkus okys ikVhZ ds 10 fnu igys rd Edit dj

ldrs gSSaA mlds ckn og Edit ugha gksxh

Printing the Registration FormThe Registration Form contains all the registration details and the participant’s details. To print the

registration form, click on the icon in the List of Registrations window.

Please save this form on your desktop.

Note: You must carry a printout of the Registration Form when you come to attend the

program.


3. Participant / Student DetailsThe section allows you to view the list of students. To open this window, click the Participant /studentDetails tab on the Home page. There are two ways to add a Student. Either by feeding the student details

in the form displayed by clicking on “add new student” or by preparing an excel file containing details of all

the students and then upload that excel file. Both the methods are explained below in detail.

Participant / Student Details :- Participants list esa u;s uke Mkyus ds fy,] nks

izdkj ls fof/k crk;h x;h gSA mlds Excel sheet dks download dSls djsaxs]

mls search dSls djsxsa] sorting dSls djsaxsA uEcj wise print screen lfgr

le> ldrs gSA

1. Participants list esa uke Mkyus ds fy, Participants/Student Details esa

tkos] tgka nks izdkj ls uke Mkyus dh fof/k crk;h x;h gSA

(i) Add new student/Participants: (,d ,d djds uke Mkyus ds fy,)

Add new student/Participants ds option dks click djrs gh ,d QkeZ

vkids ikl vk;sxk ml QkeZ ds vUnj tks Hkh nh x;h gS] mls vo’; gh

Bhd ls Hkjs rkfd vo’;drk iMus Ikj vki mls dj ldsA

To add a new participant (for single participant detail), refer to Add New student/Participant.

To download sample student details, refer to Download Sample Excel sheet Details

To view the details of a participant, refer to Viewing the Participant Details

To edit the details of a participant, refer to Editing the Participant Details


To delete the details of a participant, refer to Deleting the Participant Details

Add New ParticipantClick on the Add New Participant to create a new participant. This displays the Add NewParticipant form.

Full Name: Enter the full name.

Age: Year of birthGitapathsala Name: Enter you centre/geetapathsala Name.

Full Address: Enter the participant Full address.

City: Enter the city in which the participant is located.

State: Enter the state in which the participant is located.

Pin code: Enter the 6 digit pin code.

Country: Enter the country in which the participant is located..

Mobile Number: Enter the 10 digit mobile number.

Category: Click the down arrow on the right and select the category. The choices are:

1. BK Brother 2. BK Sister

2. Teacher 3.Surrender Brother

5. Non-Bk Brother 6. Non-Bk Sister


Only for bk Brothers, Sisters & TeachersYears in Gyan: Enter the number of years in gyan.

Education: Enter the education. For example, High school.

Designation :pls write designationWings name : specify wing name, if the brother/sister is the member of that wing.

Note: Years in Gyan, purity, food and murli are the mandatory fields. You will not be able to create a

new participant without entering these fields.

Click on the Insert button to create the new participant. The confirmation message “The participant

details successfully added to the contact list” will be displayed. Click on the Cancel button to come

out of the window without creating a new participant.

(ii) Download sample student excel sheet: ,d lkFk vf/kd ls vf/kd uke

Mkyus ds fy,A Download sample participant details

Pls download excel sheet : ,d lkFk vf/kd ls vf/kd uke excel

sheet }kjk Participants list Mky ldrs gSA lcls igys vki excel sheet

download djsa] vkSj mls desktop ij save dj ysaA fQj mls desktop ij

Tkkdj open djas] mlesa mnkgj.k lfgr nh xbZ gSA fd dkSu dkSu ls dkWye es

D;k-D;k Hkjuk gSA lcls igysa mlesa lHkh dk

Second method of adding Students details is through EXCEL file. You can download the sample

Excel file by clicking on “Download Sample Student Detail” link. Feed all student details in the Excel file

as per given format and save it in your PC. After that, click on “Browse” button on Student Details page

as seen in the above picture. Locate the Excel file on your PC and click “open” button. You will return to

“Student Details” page. Finally, click “Submit” button to upload the file.


1.iwjk uke vo’; gh fy[ksaA uke ds vkxs ch ds o uksu ch ds u fy[ksaA

2. Bk Brother, Bk sister, Bk teacher, Non- Bk Brother, Non- Bk sister category

vo’; gh fy[ksaA

3. mez ds LFkku ij Birth of year fy[ksa rkfd gj lky vkidks mez esa ifjorZu

ugha djuk iMasA

4. Designation vo’; gh fy[ksaA rfd t:jr ds le; <qa< lds fd vkids ikl

MkWDVj] odhy ;k Vips fdrus gSaA

5. ?kj dk iwjk irk vo’; gh fy[ksa] lHkh esa lsUVj dk uke u fy[ksaA

6. city dk uke fy[ksa A

7. state dk uke fy[ksaA

8. Country dk uke fy[ksAa

9. ;fn ch ds gS rks Kku ds lHkh dkWye dks Hkjs (Kku es dc ls]ifo=rk][kkuiku

dh ‘kqf) dcls]eqjyh Dykl dcls years fy[ksa) ;fn Non-Bks gS rks mls

[kkyh NksM nsa] dqN Hkh u fy[ksaA

10. ;fn lefiZr HkkbZ ;k cgu gS] rks mldk surrender year t:j fy[ksaA


11.;fn dksbZ HkkbZ ;k cgu wings ds esEcj gS rks ftl Hkh wings dk gS mls

wings ds dkWye esa fy[k ldrs gSA rkfd vkidks t:jr iMus ij vki mls <wa<

ldrs gS] fd vkids ikl fdrus fdl wings ds fdrus HkkbZ vkSj cgusa gSA

12. Education vo’; gh fy[ksaA rfd t:jr ds le; <qa< lds fd fdldh

vko’;drk dgka ij gSaA

13.Mobile number: gj ,d dk ekscby uEcj gks rks vkidks lpZ djus es cgqr

gh vklkuh gksxhA

**Please use these 4 fields for all Wings Programme, Yog shivir,Conference and Other guest programme (i) Education/Qualification(ii)designation (iii)profession/occupation (iv) organization/Department***Otherwise, we will not be able to accept your form for any programme.

(iii) browser submit : Excel sheet type gksus ds ckn browser esa tkdj

click djsa] vkSj tgka ij (desktop) esa tks vkius Excel sheet save djds j[ksa

Fks]mls desktop ls open djasA open djrs gh og ds submit fy, iwNsxkA

submit djrs gh] vkids lkjs Participant ds uke ,d lkFk Participant

list esa vk tk;sxkA

***** Excel Sheet Download Upload djrs le; fo’ks”k

/;ku nsus ;ksX; ckrsa*****;fn Excel Sheet Download djrs gSaA rks mls open djus ds fy, office 2007

dk vkids Computer esa gksuk vfuok;Z gSaA vU;Fkk ;g Excel Sheet open ugha

gksxkA

2. vPNh jhfr psd djus ds ckn gh Excel Sheet upload djsaA

3. ;fn fdlh dkj.k ls upload ugha gksrh gSA rks Excel Sheet gh lh/ks Mail

([email protected]) ij dj ldrs gSA rks mls psd djds upload

dj ldrs gS fd xyrh dgka ij gks jgha gSA

(iv) Full name wise search: Student dk uke fy[kdj lpZ dj ldrs gSA


(v) Mobile number wise search: Student dk mobile number fy[kdj

lpZ dj ldrs gSA

(vi) Wings wise search: Wings name ds mij click djrs gh Wings

wise sorting gks tk;sxkA ftls vki fizaV dj ldrs gSA

(uke]mez] Kku esa] ifo=rk esa /kkj.kk esa Dykl esa lHkh esa mlds mij click

djrs gh sorting gks tk;sxkA)

(vii) Edit, Delete and Details:Editing the Participant Details: fdlh Hkh Student Details esa dksbZ ifjorZu

gksrk gS] rks mls Edit option esa tkdj mls ifjorZu dj ldrs gSA

Deleting the Participant Details: ;fn vki dks ,slk yxrk gS fd Student dk

uke nks ckj gks x;k gSA ;k fQj og ogka ugha jgrk gS rks mldk uke Delete dj

ldrs gSA

Viewing the Participant Details: fdlh Hkh Student Details ds ckjs esa

tkudkjh ds fy, Details option esa click tkdj djsaA

To edit the participant details, click on the Edit option in the Participant/student Details window. Refer to

Participant Details for more information.

This displays the Edit Participant Details window.

Editing the Participant DetailsEdit the details. For description of the fields, refer to Participant Details

Click on the Update button to update the details. The “Participant details updated successfully”

message is displayed on the Participant Details window.

Click on the Cancel button to come out of the window without editing the details of a participant.

Deleting the Participant DetailsTo delete the participant details, click on the Delete option in the Participant Details window. Refer to

Participant Details for more details. This displays the message. Click OK if you want to delete the

participant details.

Viewing the Participant Details To view the participant details, click on the Details in

the Participant/student Details window. Refer to Participant Details for more information.

This window shows the details of a participant.


Centre Details esa lsUVj ls lECkaf/kr tkudkjh ds fy;sA

The Centre Details window allows you to view the details of the centre. To open this window, click the

Centre Details tab.

Click on the Edit Details button to edit the centre details. This displays the Edit Centre Details window.

Edit Centre Details esa lsUVj ls lECkaf/kr tkudkjh dks ifjorZu djus ds

fy;sA You can edit following details


Centre Name: Enter the name of the centre.

Centre Incharge: Enter the name of the centre incharge.

Change Password: Enter new password

Full Address: Enter the address.

City: Enter the city in which the centre is located.

State: Enter the state in which the centre is located.

Pin code: Enter the 6 digit pin code.

Country: Enter the country in which the centre is located.

Telephone Number: Enter the telephone number. First enter the area code in parentheses and then the

local subscriber number. For example, (02974) 228808; where 02974 is the area code and 228808 is the

local subscriber number.

Mobile Number: Enter your mobile number.09414150740

Office Number: Enter the office number.02974228808

Office Fax: Enter the office fax number.02974228808

Email 1: Enter the email address.

Note: The Centre Name, Centre Incharge, Full Address, City, State, Pin code, and Country are

the mandatory fields.

Click on the Update button to update the details. The “Successfully updated centre details” message is

displayed on the Centre Information window.

Click on the Cancel button to come out of this window without making any changes.

Om shanti

ACCOMMODATION DEPARTMENT SHANTIVAN

[email protected] WITH FAX: 02974-228808MO: 09414150740, 0941452640, 09414170340SKYPE ID: ACCOM.SV

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