Membership Management System - General User Handbook

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Emory Harper
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1 Membership Management System - General User Handbook

2 General User Overview CONTENTS General Users Can:- LOGGING IN FOR FIRST TIME 4 LOGGING IN SUBSEQUENTLY 5 UPDATING MY PROFILE 6 View and Updated their Personal Profile Book National Activities from the Calendar Book Training Courses on the National Calendar Review Activities that you are booked into BOOKING ACTIVITIES 7 BOOKING TRAINING 9 MY ACTIVITIES 9 MY TRAINING 9 MY PAYMENTS 10 Review Training Courses that you are booked into Review Training Level achieved Make Payments Date: October 2017 Version 1.2

Logging In for the first time Existing Members: Initially you will receive an email from membershipservices@scouts.

You will be encouraged to click on a link and using this username create a password (Note: The password must contain 1 Capital, 1 letter, 1 number and at least 1 symbol) Once they have all of the

following email New Members: Initially new members will receive an email (see below) from membershipservices@scouts.

3 Logging In for the first time Existing Members: Initially you will receive an from ie informing you that an account has been created for you and presenting you with your username e.g A You will be encouraged to click on a link and using this username create a password (Note: The password must contain 1 Capital, 1 letter, 1 number and at least 1 symbol) Once they have all of the fields in and the terms and conditions have been accepted they must click on the submit button and then they will be directed to the following page Subsequently the new member will receive the following New Members: Initially new members will receive an (see below) from membershipservices@scouts.ie informing them that an application has been started for them and asking them to click on a link and fill in the relevant fields for personal information, Background and Vetting and Confirmation. Where they should verify their information and click on the appropriate link provided to access the Garda Vetting Invitation Form (NVB1) or the Access NI Form and they should follow the instructions given to complete the relevant form and submit to Scouting Ireland. After the vetting has been completed Scouting Ireland will get in contact with the new member again. Logging In Subsequently Once registration has been fully completed and a username and password have been created you need to go to to log in subsequent times. On this page you will see the image to the right and be prompted to input your username and password and click Sign In where you will immediately be brought to your Profile Page. 4 5

4 UPDATING YOUR PROFILE When you first log into your Profile page, depending on your role within the Association you will be presented with a page similar to the one below, which will show you some basic information about yourself along with a default holder image. BOOKING ACTIVITIES At the bottom of the Profile Page you will see the Upcoming Events. This contains a calendar of all upcoming National events that you have already booked into. Once you click on the appropriate date, the details of the event will appear to the right of the calendar. To book into an event you continue to do so from the Book Now button on the main Scouts.ie site here Once you ve clicked that button you will be prompted to log into your profile using the username and password that you have set up and complete the booking in this Member Management area. Only after booking has been completed will it appear on your porfile s calendar. Once you ve clicked on the following page button you will be brought to the In order to amend any of this information or replace the holder image with one of yourself just click on. Please note you will not be able to edit your Name, Date of Birth or Gender, if those elements need correction please log your request through If you are changing the picture just click on and choose an appropriate image to upload. Please note that whatever changes you make you must click on before leaving this page. Note that while you are on the Edit Profile page you will have the opportunity to review not only your Personal Information but also your Scouting Information ( please log a request for change through Bugs/ if you feel that any of this information is inaccurate with the relevant details) and your Profile History. Back on your profile page you will have the opportunity to review your Badge History and Award History, again as above if there are any inaccuracies with the information that you find please log your request to update through 6 7

5 You just review the information and if you are happy with it, fill in the special and dietary requirement fields (if you have any) and click Next. You will then be brought to this page BOOKING TRAINING The Profile Page will also have a calendar of Training Events. This area will be populated with all of the National Training dates that you have already booked into and will allow you to view details of those courses. Booking into these courses can be done in exactly the same way as the actvities bookings outlined above. If you click on this button, it will show you any upcoming activities that you have booked into. There is also an option to look at historical activities year by year. Each activity details the title, location and date, but there is also a button which will bring you to the detailed description of the event. You then review the payment fee required and the terms and conditions and if you re happy click and you will finally be brought to the following page. This area will show a graphic representation of the current level of training that you have completed to date, see below. The courses in grey are the ones that you have yet to complete. If this is not accurate please log your request for change through with the details and they will try to assist you. Only after your have confirmed and booked the event/training course will said event/course actually in your calendar. If you click on the month in question a box will appear to the right of the calendar just like this. Under My Training, there are 3 other options: Historic Training:- This will provide a record of any training you may have 8 9

6 completed prior to the latest iteration of the Woodbadge Training Scheme Continued Scouter Development:- This area will show any training that you may have conducted to date that falls outside the Woodbadge Training Scheme External Training:- You can upload details and certification of any training that you may have completed outside of Scouting Ireland s own training systems that might be relevant to your role within Scouting. There are two distinct areas under this heading. They are: Outstanding Payments:- This will show you any events or training courses that you have booked but not yet paid for. You will be shown the name of the event, the amount outstanding and the date in which the payment is due. There are two other buttons on each event More Info will lay out details of the event/course due for payment and once you click on the and the buttons you will be brought to the details of the event/course and it will prompt you to make an online payment (Note: Some activities will allow for an offline payment option to be chosen). Assuming you are happy with the amount due, displayed similarly to below, you just click on the button and you will be brought directly to Scouting Ireland s online payment facility where you will be able to pay using Credit or Debit card. Payment History:- This will have a record of all historic payments that you have made to Scouting Ireland since the launch of the new Content Management System, sorted by year. Each of these Historic payments will have the details of the event and amount paid and will allow you to print off a receipt for same whenever you wish

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How to Register for Courses (Second Phase: Open Enrollment Registration)

How to Register for Courses (Second Phase: Open Enrollment Registration) During Open Enrollment you may register for any course that is not yet full, or be put onto a waitlist for a course that is full.