Vts Help

ACCOMMODATION
SHANTIVAN
;wtj xkbM vWaxzsth vkSj fgUnh esa
Brahma Kumaris Visitor Tracking System User Guide © Copyright

Brahma Kumaris 2012. All rights reserved Page 1 of 21
Table of contents
Introduction………………………………………………………………………………………………………….3
Log In Screen ...........................................................................................................................................4
Home Page................................................................................................................ ................................5
New 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 Page
On 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 Registration
The 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 in
Students/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 Shantivan

You 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

Calendar
This 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 Details
This 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 Form

The 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 Details
The section allows you to view the list of students. To open this window, click the Participant /student
Details 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 Participant

Click on the Add New Participant to create a new participant. This displays the Add New
Participant form.
Full Name: Enter the full name.

Age: Year of birth
Gitapathsala 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 & Teachers
Years in Gyan: Enter the number of years in gyan.
Education: Enter the education. For example, High school.
Designation :pls write designation
Wings 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
(accommodation.sv@bkivv.org) 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 Details

Edit 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 Details

To 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
www.accom.bkinfo.in
accommodation.sv@bkivv.org
PHONE WITH FAX: 02974-228808
MO: 09414150740, 0941452640, 09414170340
SKYPE ID: ACCOM.SV


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ACCOMMODATION

Brahma Kumaris Visitor Tracking System User Guide © Copyright

Brahma Kumaris Visitor Tracking System User Guide © Copyright

Brahma Kumaris Visitor Tracking System User Guide © Copyright

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

Brahma Kumaris Visitor Tracking System User Guide © Copyright

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

Brahma Kumaris Visitor Tracking System User Guide © Copyright

Brahma Kumaris Visitor Tracking System User Guide © Copyright

Guide Name: Enter the name of the guide.

Departure Details of Participants from Shantivan

Brahma Kumaris Visitor Tracking System User Guide © Copyright

Previous button: Click to view the previous month.

fy[k dj Notes esa Hkst ldrs gSaA

Brahma Kumaris Visitor Tracking System User Guide © Copyright

ldrs gSSaA mlds ckn og Edit ugha gksxh

Printing the Registration Form

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

Please save this form on your desktop.

Brahma Kumaris Visitor Tracking System User Guide © Copyright

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

 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

Brahma Kumaris Visitor Tracking System User Guide © Copyright

Add New Participant

Full Name: Enter the full name.

Brahma Kumaris Visitor Tracking System User Guide © Copyright

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

Brahma Kumaris Visitor Tracking System User Guide © Copyright

Brahma Kumaris Visitor Tracking System User Guide © Copyright

Editing the Participant Details

Deleting the Participant Details

Brahma Kumaris Visitor Tracking System User Guide © Copyright

Brahma Kumaris Visitor Tracking System User Guide © Copyright

ACCOMMODATION DEPARTMENT SHANTIVAN

Brahma Kumaris Visitor Tracking System User Guide © Copyright

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