The Fly-in Dashboard

The system is accessed by any current web browser by going to the following URL:

https://primepolicy.convergence-us.com/AdminGateway

You will need login credentials to access the dashboard. These can be provided to you by the system administrator. Your login credentials are yours and not to be shared. All actions that affect the data in the system are logged in audit and accountability tables along with the user login used to make those changes.

The first screen you see after logging in is the Dashboard. This gives you an overview of what is happening and upcoming for the current year.

Dashboard

Informational Blocks

Four informational blocks tell you:

  • The number of fly-ins scheduled for the current year.
    The number of meetings scheduled for the current year.
    How many congressional members there are in the system.
    How many clients are in the system.
    You can click on any of the four blocks to drill down for more details.

Upcoming Events Block

The Upcoming Events block will tell you:

  • Which fly-ins are either currently happening or will be happening.
    The Client for those fly-ins.
    How many members are with that client for the fly-in.
    The option to drill down for more details.

The left menu will assist you with navigating to any section of the system. As long as you have one piece of information about a fly-in, you can accessing anything else about it: clients, members, meetings, etc.

Profile

Your name and profile image will show in the upper right corner. Clicking it will open up a window allowing you to sign out to leave the system, a profile to update your password and other information.

Profile

Fly-ins

Choose a Client from the dropdown. The client must already be in the system and active in order to appear in the dropdown. If not, review the section on Clients. Then enter the start and end dates for the fly-in. Finally, click the Create button.

Fly-in List

 Fly-in Details

Fly-in Details

The Fly-in Details screen has the following sections:

Details

Here’s where you can set the description of the fly-in and the support numbers used by the mobile app for calling and texting Prime for help.

Members Attending

This will list all of the client members. You can drill down to the details of a member by clicking the View button next to their name or click the Add button to add a new member.

Itinerary

This lists all of the meetings scheduled for this fly-in. You can drill down to the details of a meeting by clicking the View button next to it or click the Add button to add a new meeting.

Fly-in Change History

This section tracks the changes made to this fly-in, date and time stamping the change along with who made the change.

Banner Image for Mobile App

Here you can upload a banner image for the app that personalizes it for the client. The banner image is shown on the home screen of the mobile app, above their upcoming agenda. There are strict requirements on the banner image resolution and dimensions in order to make it fit and look correct on the mobile app.

Banner Image

Clients

Click Clients from the left menu.  This will take you to the start page for managing Clients in the system:

Client Lookup

Searching

You can look up a client record by entering a piece of information about them in one of the two fields, either the primary contact name (can be a partial entry) or selecting an active client from the dropdown.  Once entered, click Search find any matching records.  Clicking the Clear button will wipe any previous entries made for searching so you can begin again.

List All

Clicking the List All button will bring up every client entered in the system, whether they are active or inactive.

New

Clicking the New button will begin the process for entering a new client into the system.  In order to create a new client record, you must complete both fields.  Proper case entries are also required.  Once done, click the Create button.  This will take you to the next step in the process, which is completing the details for the new client.

 

Client Details

Client Details
The Client Details screen is broken down into 4 sections:

Details

Here’s where you can set the address and contact information for the client, to aide in setting up schedules and general communications.

Fly-ins

This will list all of the fly-ins scheduled for this client.

Members

This will list all of the client’s members.  You can drill down to the details of a member by clicking the View button next to their name or click the Add button to add a new member.

Client History

This section tracks the changes made to this fly-in, date and time stamping the change along with who made the change.

Client Members

Managing the people who are actually coming to the fly-ins is handled in this section. Click the Client Members option in the left menu to begin.

Client Member Lookup
This screen gives you the options to:

  • See the current number of client members in the system.
  • Search for a specific client member, by name or associated client.
  • List all client members in the system.
  • Create a new client member record.

Clicking the box showing the total count of client members in the system is the same as clicking the “List All” button.

Searching

Enter at least something about the client member and then click Search.  The system will find any matches and provide a results list.  Click the View button next to the one you want or click the Back button and retry your search using different parameters.

Client Members All

In addition to the search capabilities, the page also provides a listing of all Client Members directly below the search functions. This is an example of a presentation that can also be repeated for the other primary screens to allow the viewer faster navigation.

Client Member List
You must complete all 4 fields and you must use proper case for the name entries. The email address entered here will be used as their login ID for the mobile app, so no shared addresses can be used here.
Once done, click the Create button to continue to the next step.

Client Member Details

Client Member Details

Meeting Details

The details screen is broken down into 4 sections. You must complete all 4 fields before clicking the Create button. Once you have, you will proceed to the next step of providing further details about the meeting / event.

Details

Here’s where you can set the address and contact information for the client member, to aide in setting up schedules and general communications.  The E-mail Address and Mobile App Password are used by the client member to log into the mobile app.  You can inform them or reset their password here.

Fly-ins

This will list all of the fly-ins that this client member is a part of.

Itinerary

This will list all of the client member’s scheduled meetings and events.  These are specific to this client member.  You can drill down to the details of a meeting by clicking the View button next to it or click the Add button to add a new meeting.  The Print, E-mail and Export buttons will allow you to provide the itinerary to the attendee in an alternate format if they can’t use the mobile app.

Client Member History

This section tracks the changes made to this client member, date and time stamping the change along with who made the change.

Client Member History

Meetings / Events

This section allows you to manage the meetings and events that the client members will be attending during their fly-in. Click the Meetings / Events option in the left menu to begin.

Meeting List
You’re shown how many meetings are currently set up in the system, broken down by congressional-type meetings and other events, like receptions, lunches, dinners, etc. Clicking either one will perform a preset search for those meeting/event types. If you need to add another client member from the client to this meeting, click the Add button. You will be presented with a popup that allows you to add/remove client members from the meeting by highlighting their name and clicking the Add (down arrow) and Remove (up arrow) buttons.

Searching

On this screen, you can begin to search for a specific meeting by entering at least one piece of information about it. Once you’ve entered enough criteria, click the Search button to find the matches.
The List All button will provide a list of all events, regardless of type, for you to browse.

New

To create a new meeting / event, click the New button to begin the process.

Details

Here’s where you can set the description of the event or update the time the meeting occurs. The screen is broken down into 4 blocks:

Members Attending

This will list all of the client members scheduled to attend.

Meeting History

This section tracks the changes made to this meeting, date and time stamping the change along with who made the change.

Meeting History

Congressional Members

To view details about a congressional member, their staff and the meetings that Prime Policy Group has scheduled with them, click this option from the left menu.

Congressional Member Details
From this screen, you can see the counts for each side of Congress.  Clicking either box will load up the results for that side so you can browse for a congressman.  Clicking the List All button will provide a result list of all 541 (currently) members of Congress.

Searching

Otherwise, you can search for a particular congressman by entering one or more pieces of information about them.  Then click Search to find any matching results.  Click the View button next to the congressman you want to see details for.

Details

The details about a congressman include:

  • Photo of the congressman.
  • Contact Details.
  • Biography.
  • Staffing Contacts.
  • Committees they are a member of.
  • Meetings currently scheduled with them for PPG clients.

Staffing Contacts

When you expand the sections beneath details, you can see the following:

A list of all staff members, their issue areas covered and their contact information. Email addresses are clickable to your device’s mail program. The staff member responsible for scheduling meetings is bolded to make them easier to find in the list.

Staffing Contacts

Committees

This will show you a list of all the committees they are a member of.

Meetings Scheduled

This will show you all of the meetings the congressman and/or his staff are scheduled to have with Prime Policy Group’s clients.  To drill down for more details on a particular meeting, just click the View button for it.

Reports

Clicking this option on the left menu will open up a list of predefined reports in the system. There currently are none available at this time. Prime Policy Group can work with Convergence on creating one click reports for their needs.

Login Accounts

This section controls who under Prime Policy Group’s authorization, can access the system.

Searching

You can either search for a staff member or click the List All button to browse a list. Click the View button next to the staff member to see their details.

Details

You can make the account inactive, change/reset the password or update contact information for the staff member.

New

You can create an unlimited number of accounts to be used to manage the system. When you click the New button, you will enter the staff member’s first and last name and then click Create. You will then go to the details screen to complete the rest of the information about the new staff member.

While an unlimited number of accounts can be created and used simultaneously in the system, changes to the same record being worked on by multiple people will be saved in the order they arrive to the server. So if Bob and Carol work on the same client record and Bob clicks Save, then Carol 1 minute later clicks Save, Carol’s changes will be the ones everyone sees. Bob’s changes will be logged in the Client History block but they will have been overwritten by Carol’s since she was in the same record at the same time.

System Configuration

This section will provide options for the system as a whole and will vary by login account.

Copyright Notice

This application is copyright by Convergence LLC.  Some images used in this user guide are copyright by other holders:

Prime Policy Group logo and name are copyright Prime Policy Group, Washington, DC.

Contact Us

Convergence can be contacted at:
611 Oakley Pl
Alexandria, VA 22302
703-635-7801
info@convergence-us.com
www.convergence-us.com