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. If you do not have a login for the Woodcraft website please go to

www.woodcraft.org.uk/member to create one.

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

titled ‘Logged in as [your name]’. Inside the yellow box you’ll find a link to

‘CiviCRM’ which is Woodcraft Folk’s membership database. Click through,

and you’ll come to your dashboard.

Your dashboard will look similar to the example below. Depending on the

dashlets/reports you have chosen, The dashlets will show the status of your

volunteers 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

edit details, click the member’s name

highlighted blue again.

3. The dash board

1. Log in

The dashboard is a quick overview of membership in your

District. When accessing the database for the first time your dashboard may appear blank. To

configure the dashboard click the configure button

found underneath the CiviCRM header.

This will take you to the available dashlets (reports)

which you can drag on to the left & right columns of

your dashboard. Once you’ve made your selection,

click the ‘Done’ button. The dashlets are a snapshot of

the detailed reports you can download from the

database, more on that in section 4.

2. Configuring your Dashboard

1. Logging in

2. Configuring the Dashboard

3. The Dashboard

4. Reports

5. Searching for an individual’s record on the database

6. Managing an individuals record, inc DBS queries, Membership &

DBS info, references, editing relationships

7. FAQS and contact info

The dashboard will only show 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, select the report you want to view which you can download to a spreadsheet or PDF file.

All list of all the reports available for you to view & download are below.

If you want to view the membership & DBS status for all your District members we

recommend you choose the ‘Membership Secretary report’ from the ‘Report’ drop down.

4. Reports

There are 8 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. 8. Members who have subscribed to the DBS Update Service: A complete list of members

All Woodcraft volunteers who have applied for membership with us will have a record on our database.

Their record will include their contact information, what District/group they volunteer with and their

membership & DBS details.

To search to for an individual, type their surname follow by a comma and their first name into the white

text box in the top left hand corner of the tool bar. The members name should appear in a drop down

which you can then click to be taken to their record. You’ll be taken directly to the individuals summary

page.

5. Searching for an individual record on the database

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.

How to Edit an Individual’s Record You can view the records for all 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. Managing an Individual’s record

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.

Viewing an individual’s Membership & DBS information Each individuals record will have the details of their membership and DBS. To access this information go to the

individuals record and click the blue ‘memberships tab’ that runs under their name. You ’ l l c ome t o t he i r membership summary page which will display the status and both the start and end date of their membership and DBS. If there is no DBS information listed the individual has not yet applied for one.

To view the details of their membership or DBS click the view button that appears to the right of the membership type you need.

Dealing with a DBS or Membership Query When it’s flagged up on a report or on your dashboard that there is a query with an individuals membership or DBS application form, you can view the detail of the query. 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.

Updating Disclosure & Barring Service (DBS) information There are still members who applied for a DBS using the old purple form that have not yet shown us their certificate. To ensure these members do not have convictions that would prevent them working with children we still need Membership Secretaries to continue to chase up the last few outstanding in their District. Use the Awaiting DBS returns form report to identify these members in your District. The report is an up-to-date list of all the DBS applications that have been sent off for processing and require you to witness them. 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: www.woodcraft.org.uk/updates-to-the-disclosure-barring-service-2013.

How to identify new members who have applied online and report to Folk Office that you’ve received satisfactory references All District members signed up in the last month will appear in the New Members Monthly Alert report. Members who’ve signed up online will have ‘online contribution membership’ beside their name. As Membership secretary you will need to contact each of these new members for their referee details so you can request references on behalf of Woodcraft Folk. Once you’ve received a reference you can log this directly on to the database. See instructions below. 1. Search the Individual 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 ‘Membership Secretary reference received’ field an enter the date you received the reference

4. Click SAVE.

Since 2016, Woodcraft has been using an online DBS system

called GBG to process applications. This is a third party company who we’ve hired to simplify our DBS

process. The great thing about using GBG is that we no longer rely on Membership Secretaries to

witness DBS certificates (as described above). Instead GBG send us a weekly report which we use to

update the database. If you need instant updates on a certificates progress log on directly to the GBG

website for a report.

For more detail and guidance on how DBS online works go to www.woodcraft.org.uk/dbs-online

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

7. Membership Database FAQs

Any other questions, suggestion or concerns? Contact the Membership & Groups Officer at info@woodcraft.org.uk / 020 7703 4173

Useful Links for Membership Secretaries:

www.woodcraft.org.uk/membership-secretary

www.woodcraft.org.uk/safeguarding

www.woodcraft.org.uk/dbs-online

www.woodcraft.org.uk/training-webinar