Scouting Ireland Navigating Group Administration - Membership Management System (MMS)

1. Scouting Ireland Navigating Group Administration - Membership Management System (MMS) my.scouts.ie Information Session covering Group & Profile Management

2. Topics • Profiles • New Youth Member versus New Adult Applicant • New Youth Member set up • Creating Profiles • Group Management • Supporting Documents • Travel Insurance

3. Profiles • Youth Member • Name • Address • DOB • Contact Number • Email Address • Gender • Emergency Contact Details • Next of Kin Details • Adult Member • Name • DOB • Email Address • Adult Applicants initially require less information when creating their profile as they are applying for membership. It is their responsibility to enter the correct information as per the adult application process. • Youth members do not apply for membership and therefore all information needs to be entered when creating their profile. • It is imperative that the information collected is accurate and entered correctly. • Failure to enter correct details may lead to complications for the new member/applicant.

4. Creating Profiles Profiles can be created by clicking “Create Profile” on the “Manage Profiles” page. On the “Create Profile” page there are six (6) options. Youth Member – Creates a profile for new youth members aged 6 to 18 Adult Rover Scout (18+) – Create application for new Adult aged 18 to 26 registering as Rover Scouts Adult Rover Scout + Scouter - Create application for new Adult aged 18 to 26 registering as Adult Rover Scout +Scouter Adult Scouter - Create Application for new Adult registering as Scouters Associate Member - Create Application for new Adult registering as Associate members Transfer to new Member Type – Create the Transfer Application for existing Adult members to a new member type

5. Demonstration Videos – How to Create Profiles Creating a New Youth Member Creating a New Adult Applicant Transfer to New Member Type

6. Group Management • The Manage Group option allows you to perform tasks relating to the Group. • When you click Manage Group you will be brought to the Group Profile page and will see the following tabs: • Group Profile Page – View Group information, view/edit section, access profiles • Census – Create or view a previous census • Payments – Make a payment for a group booking/group item or print a receipt • Properties – Add a property or asset • Events – Book an activity, training course or apply for a camp • Positions– Add or Remove a Position • Support Log – Create or View a Support Log for the group • Manage Badges – This is separate to Manage Group and can be accessed from the left hand menu bar • Note: Only tasks relevant to your role can be performed. Only data relevant to your role can be viewed.

7. Support Documents User Manuals can be found on www.scouts.ie Membership Profiles & Annual Census Document Training Booking Process Document National Activities & Events Booking Information Document GDPR and Your Scout Group Guidance Coming Soon International Camp Process Document (Awaiting New Travel Insurance Procedure)

8. Travel Insurance • Scouting Ireland are currently finalising new simplified procedures with the Travel Insurance provider. Once finalised they will be included in the International Camp Process document. • One rate for trips to Europe and one rate for the rest of the world • One list of pre-approved activities • Amended trip assessment document to make it clearer and easier to complete • The trip assessment form will be filled out by every group requiring cover: • - This will be emailed to the provider and SI • - Once this has been done an outstanding payment will be generated for the Group. • - The Group must then pay this either using the online payment system or by printing the invoice and sending a cheque to SI National Office • If payment is made online the Group should inform SI when they have completed this so that a link to the Insurance documents can be sent to them. • .