1. Logging in

2. The dash board

3. Running reports

4. Checking an Individuals membership or DBS

5. Managing Membership & DBS

6. Editing an Individual members record

Membership Secretaries: your guide to online administration

of your Woodcraft Folk District

using your username and password. If you aren’t sure of these

details, just click ‘request new password’ in the dark green box in the top

right of the website (pictured left) and your login details will be emailed to

you.

When you’ve logged in, you’ll see a pale yellow box in the bottom left corner

titled ‘Logged in as [your name]’. There’s a link to ‘create content’ where you

can publish news, photos, events and resources (more on that here).

There’s also a link to ‘CiviCRM’ which is Woodcraft Folk’s membership

database. Click through, and you’ll see your dash board.

In the middle of the page are boxes showing information on your

District’s members, the status of their membership and the status of their DBS checks, with the

most recently updated first. You can click through to view any individual member’s record by

clicking on their name on the dashboard. This will take you to a brief summary page. To be able

to edit details, click the member’s name highlighted blue again.

You’ll also see a black bar at the top of the screen with a white search box, and the dropdown

’Reports’. More on that in section 3.

You shouldn’t need the ‘Configure your Dashboard’ button but you may want to use ‘Refresh

Dashboard Data’ if you think a very recent change isn’t showing.

2. The dash board

1. Log in

The dashboard shows you a snap shot of your District’s membership. For a more detailed report, click ‘Report’ on the black tool bar. A dropdown of all reports available to you will appear here. Choose the report you want to see.

3. Running reports

There are 7 reports available: 1. New Members Monthly Alert: A list of members in your district who have either signed up online

or whose membership has been processed by Folk office in the last month. 2. Lapsed DBS (from 2011 to date): Lists the members in your district who DBS certificate

(criminal record check) is has lapsed. The report will show the members name, start & end date and DBS status. With the most recent listed at the top.

3. Lapsed Membership (from 2011 to date) : Lists the members in your district whose membership has lapsed. The report will show the member’s name, start & end date and membership status. With the most recent listed at the top.

4. Membership Secretary’s Report: Printable list of ALL your members in your District and their membership & DBS expiry dates (not available via the dashboard).

5. DBS Query: A list of all queried DBS application forms submitted to Folk Office. 6. Awaiting DBS returns form: DBS applications that have been submitted for processing to the

Disclosure & Barring Service. Awaiting confirmation of their DBS certificate details. 7. Membership Queries: A list of all queried membership applications forms submitted to Folk

Office.

Membership Secretary Report If you wish to produce a full report for both membership and

DBS for all members in your district choose the ‘Membership Secretary report’ from the ‘Report’ drop

down on the tool bar.

4. Checking an Individuals membership or DBS

Search the members name in the white box to the top

left hand page

You’ll be taken to the Members Summary page.

Click the blue tab ‘membership’ on the tool bar that

runs underneath the members name

On the membership summary page you will the start

and end dates for both the members Woodcraft Folk

Membership and DBS.

For more detail click view on the

membership you wish to look at.

Updating Disclosure & Barring Service (DBS) information The Awaiting DBS returns form report is an up-to-date list of all the DBS applications that have been sent off for processing and will require you to see their certificate once they’ve been processed. Please continue to use the DBS returns form to notify Folk Office when you’ve seen a member’s certificate. Forms and further information on the changes to the Disclosure & Barring Service can be found here on the website: http://woodcraft.org.uk/updates-to-the-disclosure-barring-service-2013.

Once certificate confirmation has been received, the member’s name will be removed from the list.

Approving online membership sign ups All District members signed up in the last month will appear in the New Members Monthly Alert, including those who aren’t yet known to you. Members who’ve signed up online will have ‘online contribution membership’ beside their name and will need to be approved by you. 1. To approve, search the member’s name and go to their record

summary page. Click ‘Edit’ underneath the member’s name. 2. You’ll be taken to their Edit Contact page. Scroll down to the

‘individual details’ section 3. Go to ‘Member known to District’ and tick the box. 4. If the member is not recognised, please contact Folk Office

by email: leanne.powell@woodcraft.org.uk.

Please help us chase applicants for more information: email leanne.powell@woodcraft.org.uk.

Dealing with a Query When there is a query with a membership or DBS application form, the member’s name will appear on your dashboard in one of the ‘query’ dashlets. 1. Search the member’s name in the white box to the top left hand corner of the screen and go to their summary page. 2. Click the ‘membership ‘ tab which runs underneath the name. 3. Depending on whether it’s a DBS or membership query, click the ‘view’ button that appears to the right of the membership type you need.

5. Managing Membership & DBS

As Membership Secretary you can edit a member’s personal details when they change i.e. change of name, telephone, email & home address.

1. Search the member’s name and go to their record summary page. Click ‘Edit’ underneath the member’s name.

2. The Edit page will open. 3. Amend the required

fields and click SAVE.

Changing a member’s relationship with a group When a member changes the group they’re volunteering with, it’s possible for you to show this change on their personal record.

To change a member’s relationship:

1. Search for the member in the search bar in the top left hand corner of the screen and go to their record summary page.

2. Click the ‘relationships’ tab.

3. Above the list of their current relationships, click ‘add relationship’.

4. Choose the appropriate role from the dropdown of relationships—usually ‘Group Member of’

5. In the ‘Select Contact’ box start typing the name of the group you want to link the member to. The database will suggest which group it thinks you mean.

6. Once you’ve selected the group you want, click the ‘Quick Save’ button.

You can view information for the individual members in your

District. This is sensitive information, so please don’t disclose it to anyone and don’t leave your browser

logged in to your Woodcraft Folk account while you're away from it.

A membership profile is organised into tabs, listed in blue under the member’s name.

Summary: Useful info such as their membership status and contact info

Memberships: Their membership of Woodcraft Folk, but also their DBS status, which the database

considers as a ‘membership’ of DBS.

Relationships: This lists their connection to Woodcraft Folk groups, Districts and also roles such

as Membership Secretary, Treasurer or Group Contact.

6. Editing an individual member

To remove a relationship: 1. Follow steps 1-2 above. 2. Find the relationship you

want to change and click ‘Edit’. Please do not delete a relationship.

3. You’ll be taken to the ‘Edit Relationship’ page.

4. Enter the end date (the date the member left the group / changed their role in it) and click ‘Quick save’.

5. The member’s relationship will appear on their Relationship page as an inactive relationship.

What about under 16s

& under 18s?

Membership of national Woodcraft Folk is free for under 16s, and they don’t

need a DBS. To become members, they just need to send the under-16

membership form to Folk Office. There is a group form as well, so a group of

Pioneers or Venturers could join together, for example.

17 and 18 year olds should become members of Woodcraft Folk just like over

18s, and should get DBS certificates if they’re involved in activities with

younger groups.

How long do records

go back for lapsed

members?

You should be able to find a record of anyone who has been a member of your

District since the start of 2011. If they aren’t there, it’s possible they were a

member of a different District, which won’t show in your records.

Handing over the role

to someone else

Please let Folk Office know if you’re planning to hand the role of Membership

Secretary over to someone else. We will update the database so they have

access to the District’s online membership records. They will need to have up

to date membership and DBS themselves.

What to do if

someone moves

District

You can edit someone’s relationship with your District, but you can’t create a

relationship for them with another District. They should contact the

Membership Secretary of their new District, who can create that relationship.

If your website access

lapses due to expired

DBS / Woodcraft Folk

membership

You’ll have 3 months’ warning before your membership expires, when it’s

listed as ‘expiring’, while you have time to renew. After this period, your

access to the membership database will stop (although you can still login to

renew), so it’s important to keep your membership up to date. The same is

true for your DBS certificate, which lasts 3 years.

Tabs to ignore Please ignore the following tabs: TAG, GROUPS, NOTES

FAQs

Any other questions, suggestions or concerns? Contact us!

info@woodcraft.org.uk / 020 7703 4173