On accessing the GMS Portal, the log in screen below will be shown:

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1 GROUP MEMBERSHIP SCHEME CO-ORDINATOR The Co-ordinator is based at the organisation and is responsible for managing the initial vetting and submission or declining of applications. They are the first point of contact for both applicants and the Group Membership Scheme Advisor, who is based at the BCS. The Co-ordinator provides the set up information for the Sales Team. The Coordinator sees and approves the invoices that are sent by the BCS Advisor. When an application form has been received, the Co-ordinator can check and approve the application through the GMS Portal. They have their own password to log in, which is different from the password used by applicants. On accessing the GMS Portal, the log in screen below will be shown: This log in screen is the same for the Co-ordinator and the applicants. The different passwords allow the Co-ordinator alone to see the Scheme screens rather than the application form. When logging in as the Co-ordinator the tick box against the legend I am an existing BCS Member is to be ignored as this is for applicant use only. 1

2 If the Organisation has more than one scheme which is overseen by the same Coordinator, each scheme will be shown on login. The relevant scheme is selected by clicking on the associated link and then the actions for declining or accepting applications can be carried out as will be described below. On logging in the Co-ordinator is able to see the At a glance information which shows how many applications are awaiting approval, how many require a renewal decision and also the current total of scheme members. The totals shown are for all the organisation s schemes that are run by the same Co-ordinator rather than individual schemes and are updated constantly. Clicking on the link to the Scheme will show the following web page: 2

3 Again, the At a glance section will show the totals of applications awaiting approval, requiring renewal decision and total scheme members, but this time for the individual scheme selected. Each link can then be individually selected. Clicking on the Back to Schemes List link will bring back the entire list of schemes for the organisation and Co-ordinator, if there are more than one. Once the Co-ordinator has completed all their actions, or finished viewing the screens, clicking on Logout will log them out of their schemes. APPLICATION - APPROVAL/DECLINE/LEAVE Clicking on the Applications Awaiting Approval link will show the following screen: 3

4 The list can also be viewed by selecting the link View Report. This list can be printed using the Print Report link. 4

5 There are links to Approve All, Reject All and Leave All. The Approve All link can be used to approve all applications at the same time, rather than individually, the same is true of the Reject All link. In all cases the Leave radio button or Leave All link enables the Co-ordinator to revisit the applications at another time and not yet either decline or approve them. Each application can be viewed by clicking on the View/Edit link. This brings up the original application form. The edit facility can be used if an applicant has entered incorrect information, has omitted information that is necessary, or has submitted that application in error. 5

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7 Applications can be approved, declined or marked as leave. Approve will ensure that the application is shown on the GMS scheme for the Administrator to either submit or decline. Select the Approve button and then click on Continue. Follow these instructions if changes are to be made or to make a different selection. If the Confirm button is pressed, the following screen is shown: 7

8 Whether applications are approved, declined or marked as leave, the following screen will be shown: Confirming that the applications are to be declined enables the following screen to be shown: 8

9 Multiple applications do not have to be approved or declined at the same time i.e. through the Approval All tab, as the radio buttons enable the Co-ordinator to approve and decline individually: Select the appropriate radio button for each record and click Continue. 9

10 Selecting Confirm will show the same page as previously: On the Administration Home page is a link to enable viewing of applications, including the declined applications. These can be viewed again and edited, enabling the application to be resubmitted. 10

11 Declined applications can be moved to Awaiting Approval and re-submitted at a later date. Any applications not re-submitted will stay on this screen. To move the application, use the Move to Awaiting Approval tick box to select the application and then press Confirm. The record will disappear from the Unsuccessful Applications page: 11

12 If any further actions are required, Co-ordinators can go back to the Administration Home page by using the link. From here the new members can be viewed, along with the renewals, declined applications and any invoices. Clicking on the link Mail BCS Group Scheme Membership Advisor will open an pre-populated with the address of Membership Operations in the BCS All s sent to the Advisor should have the word Group in the title. 12

13 Once the application has been submitted by the Group Membership Scheme Advisor, then it will show in the New Members field. When the Co-ordinator has completed the actions, or viewed the applications they should log out of the screen using the link. The following screen will be shown: 13

14 RENEWALS At renewal, the Group Membership Scheme Co-ordinator informs the Group Membership Scheme Advisor of the memberships that are to be renewed. The Group Membership Scheme Co-ordinator can see the renewals for their scheme through the following link: Open the scheme by clicking the on the View Members and Renewals link. 14

15 Click on Show Renewals Only link. This shows all the current memberships that are up for renewal on a particular scheme, along with their renewal date. If a membership is to be renewed, the Group Membership Scheme Co-ordinator will select Yes and Confirm. If the membership is not to be renewed, the Group Membership Scheme Co-ordinator will select No and Confirm. There is also an option to leave the renewal and make a decision at a later date, provided it is before 25 th of the current month. Any memberships that are still marked as Leave at this time will be renewed automatically. 15

16 INVOICING Clicking on the Manage Invoices link will show the list of all invoices that have been raised against the scheme. It will be seen at a glance whether the invoice has been paid or is still outstanding. Invoices can be viewed individually by clicking on the invoice number. In this case, the invoice has been selected for viewing. The table shows the name of the member and grade of their membership, along with their subscription expiry date, membership fee, any discounts and the total payable for each member. 16

17 The details of the invoice can be re-printed. This will not re-produce the original invoice, as this has to be requested from the Group Membership Scheme Advisor. 17