USER GUIDE. Scout Membership System (SMS)

Transcription

1 Scout Membership System (SMS) USER GUIDE The Scout Membership System website is supported by the latest versions of Microsoft Internet Explorer, Mozilla Firefox and Google Chrome. In order to experience the Scout Membership System fully, please upgrade to the latest version of one of the above browsers. Version 7 - July

2 T a b l e o f C o n t e n t s What can I do with SMS?... 3 How to get Help... 4 SMS Terms and Conditions... 5 Accessing the Scout Membership System (SMS)... 6 History of changes... 8 Overview of the Scout Membership System (SMS)... 9 Navigating the menu using the Main Menu navigation panel Overview of the Member area Searching for Members and Supporters in the Member area Reviewing a Member or Supporter s record How to edit a Member or Supporter s contact information N e w M e m b e r A p p l i c a ti o n s New Member Applications New Member: Uploading and Accessing forms Creating a New Youth Member Application (A5) New Youth (A5) Application Rover Specific Creating a new Adult Member Application (A1/A60) View original scanned Application forms New Member: Triggers Yo u t h M e m b e r s How to resign a Youth Member How to advance a Youth Member to another section How to transfer a Youth Member to another section within your Group (eg Cub Scout Pack A to B) How to transfer a Youth Member to another Group How to accept a transfer of a Youth, Adult Member or Supporter into your Formation A d u l t M e m b e r s a n d S u p p o r t e r s How to resign an Adult Member or Supporter How to transfer an Adult Member or Supporter within the same Formation How to transfer an Adult Member or Supporter to another Formation How to accept a transfer of an Adult Member in your Formation How to generate reports Common hints and tips Glossary Error messages Version 7 - July 2018

3 W h a t c a n I d o w i t h S M S? Access to SMS is based on the primary Adult appointment you are allocated. As soon as that appointment is active your access to SMS will start. Once the appointment is resigned access is removed. Section Leaders Chairman, Treasurer and Secretaries View and update personal contact information for Members within your Section View and update personal contact information for Members within your Group View basic Reports View basic Reports Group Leader / Assistant Group Leaders View and update personal contact information for Members within your Group Add new Youth, Adult and Supporters as pending applications Resign Youth and Adult Members Advanced a Youth Member to the next Section Transfer Youth and Adult Members within the Group Transfer Youth and Adult Members to another Group View basic Reports District and Region Leaders View and update personal contact information for Members within your Group View basic Reports District Commissioners and Assistant District Commissioners View and update personal contact information for Members within your District Add new Youth, Adult and Supporters as pending applications Resign Youth and Adult Members Advanced a Youth Member to the next Section Transfer Youth and Adult Members within the District Transfer Youth and Adult Members to another Group/District View basic Reports Assistant Region Commissioners View and update personal contact information for Members within your Region Add new Youth, Adult and Supporters as pending applications Resign Youth and Adult Members Advanced a Youth Member to the next Section Transfer Youth and Adult Members within the Group Transfer Youth and Adult Members to another Group View basic Reports Region Commissioners and Branch team View and update personal contact information for Members within the Branch Add new Youth, Adult and Supporters as pending applications Resign Youth and Adult Members Advanced a Youth Member to the next Section Transfer Youth and Adult Members within the Group Transfer Youth and Adult Members to another Group View advanced Reports Version 7 - July

4 H o w t o g e t h e l p M e m b e r s h i p S u p p o r t & E n q u i r i e s Phone: Option 4 membership@scoutsqld.com.au S M S Te c h n i c a l I s s u e s o r R e p o r t Q u e r i e s Scouts Queensland ICT Helpdesk Phone: Option 7 helpdesk@scoutsqld.com.au T H E S C O U T A S S O C I A T I O N O F A U S T R A L I A, Q U E E N S L A N D B R A N C H I N C ABN: PO Box 520 Toowong Qld Dixon Street Auchenflower Qld 4066 Telephone: Facsimile: qldhq@scoutsqld.com.au 4 Version 7 - July 2018

5 S M S Te r m s a n d C o n d i ti o n s These terms and conditions are displayed on the SMS Login screen each time you log in. A copy is included here for quick reference. Last Updated 13 October 2010 Section 1 About these terms and conditions You (The user) should read the Terms and Conditions carefully and any other terms and conditions we give you that apply to this database (Scout Membership System, SMS). If you (The user) do not agree with any or all of the terms and conditions you should immediately notify the Chief Commissioner and discontinue use of this database. Access to this database is by your allocated Membership Number and password. To gain access to this database by using another Members username and password may result in suspension or cancellation of your Membership of the Association. Section 2 Terms and conditions The user agrees not to breach any law of Australia or any other country whilst using the services provided. The user agrees not to disclose any information contained in the database to any persons who are not authorised to have access to the information, or to any third parties other than required for performance of work related duties. The user agrees not to use any information contained in the database, or permit any information contained in the database to be used, for any purpose whatsoever other than required for performance of work related duties. The user agrees not to make or cause or permit to be made any copies or reproductions of the information contained in the database, whether in whole or part, or enter the information contained in the database or part thereof into any database or other electronic storage or retrieval system whatsoever other than required for performance of work related duties unless expressly authorised in writing by the Chief Commissioner. The user agrees to return all documents and other materials embodying, or in any way relating to, the information contained in the database, including any authorised copies or reproductions of such documents and other materials, and shall destroy or render unusable all details of, or in any way relating to, the information contained in the database or in other electronic storage or retrieval systems, either forthwith, on demand or without demand as soon as the same is no longer required. The user agrees not to distribute, communicate, loan, pass on their Membership Number (Username) and/or password to the database to any person(s) whether another Member of the Association or not. Any breach of this condition will result in immediate suspension of access to the database and possible further actions. Where The Scout Association of Australia, Queensland Branch Inc considers it necessary to meet our regulatory, legal and compliance obligations: - We may delay, block or refuse to provide any, all or part of, our services. We will not be liable to you or any other person for any loss or damage of any kind that may be suffered as a result of us exercising our rights under this clause. - We will disclose information we hold to regulatory and law enforcement agencies. Version 7 - July

6 A c c e s s i n g t h e S c o u t M e m b e r s h i p S y s t e m ( S M S ) Logging into SMS is a two part process that requires you to enter your login information twice. INFORMATION: You no longer need to log into the Scouts Queensland Members Section before logging into SMS. You can use the link to SMS on the Scouts Queensland website for quick access. INFORMATION: If you are using Microsoft Edge you will need to type the address into the browser, otherwise it will automatically fail authorization and you will not be able to access the site. You can add the site to your favourites and load it from there. Part 1 Website Authentication This login confirms your connection to the website and allows the SMS login screen to load. 1. Open your browser of choice Scouts Queensland recommends using a recent or current version of Internet Explorer, Mozilla Firefox or Google Chrome for best results. 2. In the address bar of your browser enter (or use the link noted above on the Scouts Queensland website) 3. The following Authentication pop-up window will appear Firefox Chrome Internet Explorer 4. Enter your Membership number as the User Name 5. Enter your current SMS Password in the Password field 6. Click OK to proceed Troubleshooting & Information: If you do not know your login information or unable to proceed past this login please contact the Branch Office for assistance: helpdesk@scoutsqld.com.au Phone: (07) When you have successfully completed Website Authentication, you will not be prompted to log in again via this method until you exit your browser, so if you close SMS but leave your browser open, you will not receive the above pop up window to log in again if you return to SMS later until you exit your browser completely. 6 Version 7 - July 2018

7 A c c e s s i n g t h e S c o u t M e m b e r s h i p S y s t e m ( S M S ) Part 2 SMS login 1. After completing the first part of the login, the below webpage will load 2. Enter your Membership number as the Username 3. Your password is your SMS password, the same as used for the Website Authentication. 4. Review the Terms and Conditions as set out in the box 5. Click on the checkbox to acknowledge that you agree to the terms and conditions. If you do not agree with the terms and conditions for usage you will not be able to log into SMS 6. Click on the Login button 2. Membership Number 3. Password 4. Terms and Conditions 5. T&C Checkbox 6. Login Button Version 7 - July

8 H i s t o r y o f c h a n g e s Changes that are made to contact information, appointment history are logged in the system. You are able to review the changes made to a Member or Supporter s record by clicking on the History button. 8 Version 7 - July 2018

9 O v e r v i e w o f t h e S c o u t M e m b e r s h i p S y s t e m ( S M S ) The image below is the layout that you will receive when you first log into SMS. (2) (3) (A) (1) (1) Quick shortcut menu This can be minimised by clicking on the line indicated by (A) (2) Main Menu Navigation For further explanation see over page (3) Working Panel Member records and information will be displayed here Version 7 - July

10 N a v i g a ti n g t h e m e n u u s i n g t h e M a i n M e n u The navigation bar allows for expansion of each area by clicking on the cross. Likewise, you can collapse an area by clicking on the minus. The beauty of the navigation bar is that you can go wherever you want from wherever you are by clicking on the desired destination. The image show on the right is with all the menus collapsed. PLEASE NOTE: If you click on the menu items without expanding the sub menu items you may receive a security error message. The image shown to the right is what the menu will look like once you click on the + symbol next to SMS. You are now presented with sub menu items for SMS. 10 Version 7 - July 2018

11 O v e r v i e w o f t h e M e m b e r a r e a The most commonly used section of SMS and also the first item in the menu is the Member section. Clicking on this menu item will show a listing of the current youth and adult members visible to your current appointment. For example; A section leader would see all of the Youth and Adult members in their section, a Group Leader would see all in the group and so on. The tasks associated with adding and managing members are general begun from the Member/s screen. (A) Search Box: you can enter a name or member number here to search. Using * allows you to search partial information eg Green* would search for all members with Green in the name (B) Status: This allows you to narrow your search by Status (C) Active: This allow you search for: Either - shows both Active/Current and deactivated members Yes - Shows only Active/Current members No - Shows only Non Active/former members (D) Go: begins the search based upon the parameters entered into A, B & C (E) Page Navigation: The arrows allow you to move between pages, the dropdown changes the number of items being shown on the page. (F) Member Count: Shows the current total members based upon your appointment - a Group Leader would see the total count for the group, while a section leader would see the total count for the section. (A) (B) (C) (D) (E) (F) (1) (2) (3) (4) (5) (6) (1) Member Number (4) Formation the member is attached to (2) Member Name: Lastname, Firstname (5) Primary Appointment (3) Member Status (6) Process Button (further details in following sections of user guide) Version 7 - July

12 S e a r c h i n g f o r M e m b e r s i n t h e M e m b e r a r e a To search for a Member you can use the Keywords box by either entering the Membership number or the name (or part name). To search by Membership number: Type the Membership number into the keywords box and press Enter or click on the Go button. To search by Name: If you know the full name of the Member type the full name into the keywords box and press Enter or click on the Go button. The search will find all Members with an exact match to what was entered into the keywords box. If you know only the first name of the Member type the first name followed by a *. For example Paul*. This search will find all Members with a first name of Paul regardless of their surname. If you know only the surname name of the Member type the first name preceded by a *. For example *Smith. This search will find all Members with a surname name of Smith regardless of their first name. 12 Version 7 - July 2018

13 R e v i e w i n g a M e m b e r r e c o r d 1. Expand the SMS menu 2. Click on the menu item titled Member 3. The work panel area will change to display the listing of all active Youth and Adult Members and Supporters 4. Click on the Members name after either scrolling through the listing or performing a search 5. The work panel area will change to display the Member s record (See image below) 6. The first screen will be a summary of the Members information including contact information, Primary appointments and Blue card information Contains Date of birth, PLA, nationality and other information Current and previous appointment history Certificates, letters and other documents relating to this Member Use the Print function to print a Member Summary report Current and previous training completed or incomplete Courses that have been attended Blue card history Award history Current and outstanding invoices Events that have been attended Version 7 - July

14 H o w t o e d i t a M e m b e r s c o n t a c t i n f o r m a ti o n 1. Open the Member s record 2. Whilst on the summary page, click on the Edit button 3. A box like the one show below will appear 4. Change the appropriate details 5. Click the Update button The only part of a Member s record that can be updated are: Occupation Home phone Work phone Home fax Work fax Mobile phone Family Code Address 1 (Home and Postal) Address 2 (Home and Postal) Suburb (Home and Postal) State (Home and Postal) Post Code (Home and Postal) Mail here (Home and Postal) 14 Version 7 - July 2018

15 N e w M e m b e r A p p l i c a ti o n s INFORMATION: As there have been a number of changes with the implementation of the New Member Process, it is recommended you fully reload the SMS to ensure you are viewing and working on the latest version. To do this when you have logged into SMS and are at the menu screen or members section press the Ctrl and F5 keys together, you may see a message similar to the below, click Resend/Continue to confirm and the website should reload and bring you back to the first screen you see when logged into SMS. When logged into proceed to the Member section along the top you should see: - This will allow you to begin a new application - This will show the pending applications for Formations you can view. For example a Group Leader would see applications for their Group only, whereas a District Commissioner would see applications for all groups in their district and so on. I. A. B. C. D. E. F. G. H. A. Application ID D. Shows the Formation the application was created for G. Date and Time application was created/submitted B. Applicant Name E. Application appointment H. clicking this allows you to view the application C. Application Type (Youth/Adult) F. Name of person who created/ submitted application I. Search: You can search pending applications by name or application ID. Enter APPXXX to search Version 7 - July

16 N e w M e m b e r : U p l o a d i n g a n d A c c e s s i n g F o r m s A new feature included in the New Member application process is the ability to upload and attach forms directly into SMS. 1) Attaching a Form to an Application There are two sections where a form can be attached to an during a A5 and A1/60 application. A5 (Youth): Appointment Tab and Rover Blue Card Tab (Rover Applications Only) A1/A60 (Adult): Appointment Tab and Blue Card Tab A form can be attached where the button is shown; clicking this will show the following (or similar) Navigate too and select the document you wish to attach then click the button You will be returned to the previous screen and the attachment will be shown as follows. 2) Reviewing a Form attached to a Pending Application Open the application you wish to review using On the relevant Tab (Appointment or Blue Card) you can Click the highlight section to view the attached form. 16 Version 7 - July 2018

17 C r e a ti n g a N e w Yo u t h M e m b e r A p p l i c a ti o n ( A 5 ) The following pages outlines the steps involved with creating a new application for a Youth Member. IMPORTANT: Before commencing an Application in SMS you will require a completed A5 Youth Member Registration Form and have this accessible in a digital (ie scanned) format. If you are completing a Rover Application you will need a Blue Card Application or Link Form as well as an A20 Rover Indemnity Form. Clicking on the Members screen will bring you to the following screen: Select the type of application (A5 Youth Enrolment) and click Starting a Youth application you will see the following: The items in bold are the mandatory items these need to be completed as part of the process. Fill in the applicants details and click the button to proceed. This will bring you to the Contact tab, continued on the next page. DID YOU KNOW? You can move back and forth in an application by clicking on any of the tabs along the top the current tab is highlighted Version 7 - July

18 C r e a ti n g a N e w Yo u t h M e m b e r A p p l i c a ti o n ( A 5 ) Fill out the Contact information, bold items are the required fields. TIP: The mobile phone and fields have validation on them and will display a message if you do not enter them in the correct format. If only a mobile number is supplied, enter this in both the Telephone and Mobile Phone fields. Fill in the applicants details and click the button to proceed. When you reach the Appointment tab, there are a few points of note: Use the (Search) button to list the available sections, only the sections visible to your appointment will be shown. There are checks on this page in place to help assist with making sure the applicant is placed into the correct section, please see the following page for further details on these checks. APPLICATION FORM: Further information on attaching the application form is outlined on page 17 ROVER APPLICATION: If this application is for a Rover Scout, please refer to item 1 on page 21, this outlines the additional step required for Rover applications. Fill in the applicants details and click the button to proceed. 18 Version 7 - July 2018

19 C r e a ti n g a N e w Yo u t h M e m b e r A p p l i c a ti o n ( A 5 ) There are two checks carried out on the Appointment Tab as part of a Youth Member application. 1) Age Validation Check for Section The first check done is to verify the age of the applicant matches the age limits of the section. Using the below as an example, if you attempt to place a Youth Applicant who is 8 years old into a Scout Section, the following error would appear. HELP! If you need to enter a youth applicant that falls outside the set age range of the Scouting section, please contact the Membership Support Team for assistance. Phone: Option 4 or membership@scoutsqld.com.au 2) Commencement Date Check New applications can only be entered for the current Scouting year, this means you can enter an application from 1st April to the current date. If you attempt to enter a commencement date prior to 1st April, the following error message will be displayed. Version 7 - July

20 C r e a ti n g a N e w Yo u t h M e m b e r A p p l i c a ti o n ( A 5 ) Payments Tab The payments tab allows you to indicate how the Membership fee is being paid. There are four available options: Cheque, Credit Card, Direct Deposit/EFT and Get Started Voucher (A) (B) Select the appropriate payment method in the drop down box (A) and click to continue. The membership fee shown on the bottom line (B) is automatically calculated based upon the date commenced entered on the Appointment tab. This amount is also listed on the sent to the applicant (see page 28 for further information on triggers). IMPORTANT: If Get Started Voucher is selected as the payment method, there is an extra step involved as three additional fields will appear. For a Get Started Voucher payment please include the additional information Voucher Number: Shown on the Get Started Voucher Voucher Amount: As the voucher may not cover the total amount of the membership fee or may exceed the amount of the membership fee, please note the amount of the voucher. Supplement Payment Method: This is used in the instance where the value of a Get Started Voucher does not cover the total membership fee, and additional payment is required. 20 Version 7 - July 2018

21 C r e a ti n g a N e w Yo u t h M e m b e r A p p l i c a ti o n ( A 5 ) Parents Tab: This tab deals with Parents and Guardians of a youth applicant. NOTE: For Rover applications please refer to item 2 on page 21 for some Rover specific information on this tab. If you have no comments to add to the application click on to submit the application If you would like to enter any comments, complete this section and click the button to Proceed The final tab is the Comments tab, this allows you to advise the Membership team of any notes in regards to the application. It is also a good place to make note of payment reference details if payment has been processed before entering the application. Click the button to lodge the application. Once the application is completed you will be returned to the Members screen. The applicant and Group Leader will receive an confirming the application has been entered into the system. The application should also be visible in the list. Please see page 29 for further details on the sent out during an application. Version 7 - July

22 N e w Yo u t h A p p l i c a ti o n - R o v e r S p e c i fi c There are two additional points of notes when entering a Rover application into SMS. 1. Rover Blue Card Tab When you enter a Rover and select a Rover section a new Blue Card Rover tab will appear This tab is where you will need to attach the following forms: Blue Card Application or Link Form (A) A20 Rover Indemnity Form (B) Click the Browse button and select the form you wish to attach to the application. (C) (C) (B) (A) 2. Rover Self Signed Application For Rovers who have signed their own A5 form an option exists in the Relationship to applicant (D) dropdown for Self - fill out the 1st Parent/Guardian with the Rovers name and select Self as the Relationship to applicant. (D) 22 Version 7 - July 2018

23 C r e a ti n g a N e w A d u l t M e m b e r A p p l i c a ti o n ( A 1 / A 6 0 ) The following pages outlines the steps involved with creating a new application for a Adult Member. IMPORTANT: Before commencing an Application in SMS you will require a completed A1 Application for a Appointment - Adult Member or A60 Youth Program Supporter Application and have this accessible in a digital (ie scanned) format. All adult applications require Blue Card Application or Link Form in digital format as well. Clicking on the Members screen will bring you to the following screen Select the type of application (A1/A60 Adult Enrolment) and click An adult application starts on the Identity tab. The items in bold are the mandatory items these need to be completed as part of the process. Fill in the applicants details and click the button to Proceed This will bring you to the Contact tab, continued on the next page. DID YOU KNOW? You can move back and forth in an application by clicking on any of the tabs along the top the current tab is highlighted Version 7 - July

24 C r e a ti n g a N e w A d u l t M e m b e r A p p l i c a ti o n ( A 1 / A 6 0 ) Fill out the Contact information, bold items are the required fields. TIP: The mobile phone and fields have validation on them and will display a message if you do not enter them in the correct format. If only a mobile number is supplied, enter this in both the Telephone and Mobile Phone fields. Fill in the applicants details and click the button to proceed. This will bring you to the Miscellaneous tab. There are no mandatory fields on this tab, however if the details have been supplied on the A1/A60 it is worth including them here to be added to the member record. Fill in the applicants details and click the button to proceed to the next tab. 24 Version 7 - July 2018

25 C r e a ti n g a N e w A d u l t M e m b e r A p p l i c a ti o n ( A 1 / A 6 0 ) Appointment Tab The appointment tab allows you to assign the applicant to your role they will be filling in your group and what section they will be in. Date Commenced: New applications can only be entered for the current Scouting year, this means you can enter an application from 1st April to the current date. If you attempt to enter a commencement date prior to 1st April, the following error message will be displayed. The completed A1 or A60 should be attached in the Application Form field for further information on uploading an Application form, please refer to Page 17. Complete the fields and click on to move to the next tab. IMPORTANT: For any Leader Appointments the application should be assigned to the section they will be in, for example a Cub Leader applicant would be placed in GroupName Cub Scout Pack. For Youth Program Support and committee member appointments these applicants would be assigned to the Group in the Formation field. Payment Tab Select the appropriate payment method in the drop down box (A) and click to continue. The membership fee shown on the bottom line (B) is automatically calculated based upon the date commenced entered on the Appointment tab. This amount is also listed on the sent to the applicant (see page 29 for further information on triggers). The Get Started Voucher option is used for Youth Applications, further information can be found on page 21. Version 7 - July

26 C r e a ti n g a N e w A d u l t M e m b e r A p p l i c a ti o n ( A 1 / A 6 0 ) Blue Card Tab This tab allows you to attach a Blue Card Application or Link for to the application, refer to page 17 for further information on how to upload/attached a form to an application. The Parent of field allows you to link an Adult applicant to a current Youth Member in SMS (please note applicants in the pending applications list are not listed, only members ). To locate a Youth Member click the (Search) button and search by name, when you have found the youth member, double click on their name and they should appear in the box. If you have no comments to include with the application click on If you would like to enter any comments, complete this section and click the to submit the application button to Proceed The final tab is the Comments tab, this allows you to advise the Membership team of any notes in regards to the application. It is also a good place to make note of payment reference details if payment has been processed before entering the application. Click the button to lodge the application. Once the application is completed you will be returned to the Members screen. The applicant and Group Leader will receive an confirming the application has been entered into the system. The application should also be visible in the list 26 Version 7 - July 2018

27 V i e w o r i g i n a l s c a n n e d A p p l i c a ti o n f o r m s IMPORTANT: This below section only applies to those members who were entered into SMS after Monday 11 June 2018 via the New Member process. They also need to be an accepted application and a listed as a member in SMS. Applications lodged via the New Member process in SMS keep the forms attached to the application on the member record if they need to be viewed at a later date. To access these forms locate the member you wish to view in the members section and click on them. When the member record is displayed, select the Documents tab The forms attached to the application are shown at the bottom of the list a form can be viewed by clicking Version 7 - July

28 N e w M e m b e r A p p l i c a ti o n s : E m a i l T r i g g e r s As part of the New Member Application process s are sent to the indicated for the applicant as well as the current contact listed in SMS for the Group Leader The process currently has 3 stages for Triggers: 1) Application Submitted this takes place when you click the Add button on a new member application. 2) Application Approved when the Approval process is complete at Branch their record will be converted in SMS and a Membership number assigned 3) Application Rejected if an application should be rejected. Currently these s are the same for a Youth or Adult application. 28 Version 7 - July 2018

29 H o w t o r e s i g n a Yo u t h M e m b e r 1. Whilst in the Member area of SMS, click on the Process button labelled Youth that appears at the end of the Members line 2. A box will appear as shown below 3. Click on the Process field to select the action you wish to use 4. Select Youth Resignation 5. The screen will change and will appear as shown below 6. PLEASE NOTE: That before you complete this action you should be aware that the resignation is irreversible and a new completed A5 Application for Youth Membership will be required to be completed for this Youth Member to become an active Member of the Movement again. 7. Click the update button 8. The Youth Member is now resigned as at the date you have completed this action. 9. The Youth Member s record will now not appear in the listing or on the reports available to you Version 7 - July

30 H o w t o a d v a n c e a Yo u t h M e m b e r t o a n o t h e r s e c ti o n 1. Whilst in the Member area of SMS, click on the Process button labelled Youth that appears at the end of the Members line 2. A box will appear as shown below 3. Click on the Process field to select the action you wish to use 4. Select Youth Gone Up 5. The screen will change and will appear as shown below 6. The system will automatically detect the appropriate appointment and Formation 7. PLEASE NOTE: That before you complete this action you should be aware that once this action is completed you will not be able to reverse this action. 8. Click the Update button 9. The Youth Members appointment will change as at the date you clicked the Update button PLEASE NOTE: If there is no section available for this Youth Member to advance to, the system will advise you so. You will need to complete an A37 Commencement of a New Section form and submit directly to the Branch Headquarters. 30 Version 7 - July 2018

31 H o w t o t r a n s f e r a Yo u t h M e m b e r t o a n o t h e r s e c ti o n w i t h i n y o u r G r o u p ( E g C u b S c o u t P a c k A t o B ) 1. Whilst in the Member area of SMS, click on the Process button labelled Youth that appears at the end of the Members line 2. A box will appear as shown below 3. Click on the Process field to select the action you wish to use 4. Select Youth Transfer (Within the same Group) 5. The screen will change and will appear as shown below 6. The system will automatically detect the appropriate appointment 7. You need to select the Section that the Youth Member is transferring to by clicking on the button which is titled Formation 8. A listing of the available Sections within your Group will appear. Only Sections matching the appointment type will appear 9. PLEASE NOTE: That if you do not have more than one of the same section registered then nothing will appear in the box for you to select 10. Double click on the section 11. Click the Update button 12. The Youth Members will be transferred to the section and will change as at the date you clicked the Update button Version 7 - July

32 H o w t o t r a n s f e r a Yo u t h M e m b e r t o a n o t h e r G r o u p 1. Whilst in the Member area of SMS, click on the Process button labelled Youth that appears at the end of the Members line 2. A box will appear as shown below 3. Click on the Process field to select the action you wish to use 4. Select Youth Transfer Out (To another Group) 5. The screen will change and will appear as shown below 6. There are two ways this transfer can happen. If you know the Group that the Youth Member is transferring to you need to select the Group that the Youth Member is transferring to by clicking on the button which is titled Where is this Member Transferring to? If you KNOW where the Youth Member is transferring to: 5. A listing of the available Section in the other Groups will appear. Only Sections matching the appointment type will appear 6. Double click on the section name 7. Click the Update button 8. A request will be sent to the Group Leader of the Group that you selected above requesting them to accept or reject the transfer. If the Youth Member is not accepted into the Group, they are put into a pre-transfer status for three months with an automatic asking them to notify the Branch of the Group they are transferring to If you DO NOT know where the Youth Member is transferring to: 5. Leave the selection as I m Not Sure 6. Click the Update button 7. The Youth Member will be put into a pre-transfer status for three months with an automatic asking them to notify the Branch of the Group they are transferring to 8. If no response is received they will be automatically resigned after a designated period of time 32 Version 7 - July 2018

33 H o w t o a c c e p t a t r a n s f e r o f a Yo u t h o r A d u l t M e m b e r i n t o y o u r F o r m a ti o n 1. Expand the SMS menu 2. Click on the menu item titled Member 3. You will notice a Pending Transfers notice that appears in light yellow just above the Keywords box. See image below. 4. Click on Pending Transfers. The number at the end of this line indicates the number of Members that are awaiting acceptance of transfer into your Group. 5. The working panel will change to display the Members that are awaiting acceptance or rejection. See image below. 6. At the end of the line next to each Member there will be a Transfer In button. Click on this button. 7. A box will appear asking you to accept or reject the Member. See image over page. Version 7 - July

34 To accept the Member 8. To accept the Member into your Group select the Accept this member Transfer option 9. PLEASE NOTE: That a letter will automatically be generated for every Adult Member or Supporter which will be sent once this action is completed. 10. Then click the Update button 11. The Member will now appear on your Formations records and you can now modify their record. To reject the Member 8. To reject the Member, select the Reject this member Transfer. 9. Then click the Update button 10. This Member will now be placed in a pre-transfer status awaiting confirmation of another Group to which they are transferring into. 34 Version 7 - July 2018

35 H o w t o r e s i g n a n A d u l t M e m b e r o r S u p p o r t e r 1. Whilst in the Member area of SMS, click on the Process button labelled Adult or Supp that appears at the end of the Members line 2. A box will appear as shown below 3. Click on the Process field to select the action you wish to use 4. Select A11 Resignation of an Adult Member 5. The screen will change and will appear as shown below 6. PLEASE NOTE: That before you complete this action you should be aware that the resignation is irreversible and a new completed A1 Application for Appointment Adult Leader Member will be required to be completed for this Adult Member to become an active Member of the Movement again. 7. PLEASE NOTE: A letter will be automatically generated to this Member and sent by the Branch Headquarters. 8. Click the update button 9. The Adult Member/Supporter is now resigned as at the date you have completed this action. 10. The record will now not appear in the listing or on the reports available to you Version 7 - July

36 H o w t o t r a n s f e r a n A d u l t M e m b e r o r S u p p o r t e r w i t h i n t h e F o r m a ti o n 1. Whilst in the Member area of SMS, click on the Process button labelled Adult or Supp. that appears at the end of the Members line 2. A box will appear as shown below 3. Click on the Process field to select the action you wish to use 4. Select Adult Transfer (Within the same Group) 5. The screen will change and will appear as shown below 6. Select the Formation by clicking on the button next to Formation 7. A list of the available Formations that you have access too will appear 8. Double click the desired Formation 9. Select the Appointment by clicking on the button next to Appointment 10. Only appointments that match the Formation type will be available for you to select 11. Double click on the desired Appointment 12. PLEASE NOTE: That a letter will automatically be generated and sent with a copy of the relevant Sectional Handbooks (Leaders changing Sections only) to the Adult Member or Supporter once this action is completed. 13. Click on the Update button HINTS & TIPS: Use this procedure to change a Leader from an assistant appointment to the Leader appointment by leaving the Section name the same. 36 Version 7 - July 2018

37 H o w t o t r a n s f e r a n A d u l t M e m b e r o r S u p p o r t e r t o a n o t h e r F o r m a ti o n 1. Whilst in the Member area of SMS, click on the Process button labelled Adult or Supp. that appears at the end of the Members line 2. A box will appear as shown below 3. Click on the Process field to select the action you wish to use 4. Select Adult Transfer Out (To another Group) 3. The screen will change and will appear as shown below 6. There are two ways this transfer can happen. If you know the Group that the Adult Member or Supporter is transferring to you need to select the Formation that the Adult Member or Supporter is transferring to by clicking on the button which is titled Where is this Member Transferring to? If you KNOW where the Adult Member or Supporter is transferring to: 5. A listing of the available Formations for that appointment type will appear. 6. Double click on the Formation name 7. Click the Update button 8. A request will be sent to the Team Leader of the Formation that you selected above requesting them to accept or reject the transfer. If the Adult Member or Supporter is not accepted into the Formation, they are put into a pre-transfer status for three months with an automatic asking them to notify the Branch of the Formation they are transferring to If you DO NOT know where the Adult Member or Supporter is transferring to: 5. Leave the selection as I m Not Sure 6. Click the Update button 7. The Adult Member or Supporter will be put into a pre-transfer status for three months with an automatic asking them to notify the Branch of the Formation they are transferring to 8. If no response is received they will be automatically resigned after a designated period of time Version 7 - July

38 H o w t o g e n e r a t e r e p o r t s 1. Expand the Reports Menu 2. PLEASE NOTE: If you receive the following error message, it means that you have tried to edit the title of the report and not run the report in the designated way 3. Expand the sub menu being Census, Formation or Member 4. A list of the available reports in each of these sections will appear 5. Click on the name of the report in the Main Menu navigation panel 6. The example below shows what would happen if you had selected the Youth Membership listing report 7. The working panel will change to show the appropriate report options. The example below requests you to select the Formation that you wish to produce the report for. You can select an individual Section or you could run the report for the entire Group. 8. The Formation box will only show you the Formations (Sections included) that you have access to 9. Once you have made your selections click on the Generate button to produce the report on the screen or click on the Print button to print the report to a selected printer 38 Version 7 - July 2018

39 C o m m o n h i n t s a n d ti p All questions that are highlight in bold are required questions and will require a response Use the + or symbols to expand and collapse menu items Use the magnify glass button to search for answers to questions Once you click on the magnify glass the below box will appear. You can narrow the options by typing a portion of the name of the Formation you want and then clicking the Search button Version 7 - July

40 G l o s s a r y District - an organisational level accountable to the community for the support and welfare of Scouting within defined boundaries of the District. Formation an organisational level within the Scout Movement, registered and authorised by Branch Council on the recommendation of the Chief Commissioner to support the administration and welfare of Scouting within a geographical locality, the boundaries of which shall be established by the Chief Commissioner and which may be constituted as Groups, Districts, and Regions. Group - the operational level to deliver the Aim and Principles to young people and can take many forms. It provides a range of program opportunities appropriate to the development and needs of young people in a particular community. It may be structured according to Section age groupings, interests or a combination of these. A Group Leader, supported by Leaders and other adults, uses the Scout Method to implement the Scout Program. Support is provided through trained Leaders and other adults within the community. Gone up Is the term used to describe the advancement of a Youth Member to another Section Leader - an adult holding a Certificate of Adult Membership and a Certificate of Appointment in the Scout Movement and is an authorised person responsible for leading a specific activity. Main Menu navigation panel The Main Menu navigation panel is the menu bar commonly seen on the left hand side of the screen. Contains all menu items and navigated by expanding or collapsing the + or symbols. See Overview of the Scout Membership System (SMS) section for more information Member area Refers to the section of SMS that allows the users to review all Member and Supporter records. The user can search for particular records or browse the listing. See Overview of the Member area for more information Member Refers to either a Youth Member or Adult Member/Leader. Can be identified via the Appointment tab by a aqua coloured appointment or an orange coloured appointment Region a collection of Districts, including attached and unattached Groups, in a geographical locality determined by the Chief Commissioner. Scout Membership System or SMS Is the name of the system used to maintain the Membership and Supporter records for the Movement Section - a Joey Scout Mob, a Cub Scout Pack, a Scout Troop, a Venturer Scout Unit or a Rover Crew. Supporter Can be identified via the Appointment tab by a dark green coloured appointment. Are not Members of the Movement. Username Is your Membership number. Used to log into SMS or the Members Only area of the Branch website Working panel The working panel is the main section of the Scout Membership System. This is where most of the information is displayed. See Overview of the Scout Membership System (SMS) section for more information Youth Member - young people within the age ranges defined for each Section. 40 Version 7 - July 2018

41 E r r o r m e s s a g e s Y o u d o n o t h a v e p e r m i s s i o n t o p e r f o r m t h a t f u n c ti o n The above error message means that you have tried to use a function that required a higher security level. T h e r e a r e n o a v a i l a b l e S e c ti o n s i n t h i s G r o u p t o t r a n s f e r t h e s e - l e c t e d m e m b e r t o The above error message will appear when you are trying to transfer a Youth Member within the same Group and there are no available Sections to match the appointment. T h i s a p p o i n t m e n t c a n n o t g o u p a n y f u r t h e r The above error message will appear when you are trying to advance a Youth Member into a section that does not exist or trying to perform the Youth Gone Up function to a Rover. To open a new Section completed an A37 Commencement of a new Section and forward directly to the Branch Headquarters. Version 7 - July

42 42 Version 7 - July 2018