scout membership system (sms)

Version 7 - July 2018 1

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Scout Membership System (SMS)

USER GUIDE

2 Version 7 - July 2018

Ta 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 ...................................................................... 10 Overview of the “Member” area .................................................................................................................. 11 Searching for Members and Supporters in the “Member” area .................................................................. 12 Reviewing a Member or Supporter’s record ................................................................................................. 13 How to edit a Member or Supporter’s contact information ......................................................................... 14

N e w M e m b e r A p p l i c a ti o n s New Member Applications ............................................................................................................................ 15 New Member: Uploading and Accessing forms ............................................................................................ 16 Creating a New Youth Member Application (A5) .......................................................................................... 17 New Youth (A5) Application—Rover Specific ................................................................................................ 22 Creating a new Adult Member Application (A1/A60).................................................................................... 23 View original scanned Application forms ...................................................................................................... 27 New Member: Email Triggers ........................................................................................................................ 28

Yo u t h M e m b e r s How to resign a Youth Member .................................................................................................................... 29 How to advance a Youth Member to another section .................................................................................. 30 How to transfer a Youth Member to another section within your Group (eg Cub Scout Pack A to B) ......... 31 How to transfer a Youth Member to another Group .................................................................................... 32 How to accept a transfer of a Youth, Adult Member or Supporter into your Formation ............................. 33

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 ............................................................................................. 35 How to transfer an Adult Member or Supporter within the same Formation ............................................. 36 How to transfer an Adult Member or Supporter to another Formation ..................................................... 37 How to accept a transfer of an Adult Member in your Formation ............................................................... 33 How to generate reports ............................................................................................................................... 38 Common hints and tips ................................................................................................................................. 39 Glossary ......................................................................................................................................................... 40 Error messages .............................................................................................................................................. 41


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 View and update personal contact information for

Members within your Section View basic Reports

Chairman, Treasurer and Secretaries View and update personal contact information for

Members within your Group 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


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: 3870 7000 - Option 4

Email: [email protected]

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: 3870 7000 - Option 7 Email: [email protected]

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: 67 019 153 391 PO Box 520 Toowong Qld 4066

32 Dixon Street Auchenflower Qld 4066 Telephone: 07 3870 7000 Facsimile: 07 3870 4960

Email: [email protected]


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 Com-missioner 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 suspen-sion 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 da-tabase 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 re-lated 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.


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.

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 https://sms.scoutsqld.com.au (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: Email: [email protected] Phone: (07) 3870 7000 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.

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.

https://sms.scoutsqld.com.au


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


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.


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.

(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

(1)

(2) (3)

(A)


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 click-ing 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.


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

(D) Go: begins the search based upon the parameters entered into A, B & C

(B) Status: This allows you to narrow your search by Status

(E) Page Navigation: The arrows allow you to move between pages, the dropdown changes the number of items being shown on the page.

(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

(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.

(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)

(A) (B) (C) (D) (E) (F)

(1) (2) (3) (4) (5) (6)


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.


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 appoint-

ments 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

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

Use the “Print” function to print a Member Summary report


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 Email 1 Email 2 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)


N e w M e m b e r A p p l i c a ti o n s

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.

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 applica-tion ID. Enter APPXXX to search

A. B. C. D. E. F. G. H.

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.

I.


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.


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.

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.

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.

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


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.

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 addi-tional step required for Rover applications. Fill in the applicants details and click the button to proceed.

TIP: The mobile phone and email 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 Tele-phone and Mobile Phone fields.


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.

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.

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: 3870 7000 - Option 4 or Email: [email protected]

mailto:[email protected]





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

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 email sent to the applicant (see page 28 for further information on email triggers).

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.

IMPORTANT: If Get Started Voucher is selected as the payment method, there is an extra step involved as three additional fields will appear.

(B)

(A)


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 appli-cation. It is also a good place to make note of payment reference details if payment has been processed before enter-ing 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 email 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 email sent out during an application.


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)

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.

(B)

(A)

(C)

(D)


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.

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.

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.

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


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.

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.

TIP: The mobile phone and email 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 Tele-phone and Mobile Phone fields.


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.

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 en-tered on the Appointment tab. This amount is also listed on the email sent to the applicant (see page 29 for further information on email triggers). The Get Started Voucher option is used for Youth Applications, further information can be found on page 21.

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.


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 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 appli-cation. It is also a good place to make note of payment reference details if payment has been processed before enter-ing 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 email confirming the application has been entered into the system. The application should also be visible in the list


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

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

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.


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 emails are sent to the email indicated for the applicant as well as the current contact email listed in SMS for the Group Leader The process currently has 3 stages for Email 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 emails are the same for a Youth or Adult application.


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


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.


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


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 email 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 email 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


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 be-low.

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.


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.


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 complet-ed 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


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


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.


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


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 click-ing 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 email 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 email

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


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 se-

lect 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


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


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, inter-ests 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 Ap-pointment 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.


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 Com-mencement of a new Section and forward directly to the Branch Headquarters.