Members-Systems Help

Help Topic: Customising Awards for your organisation

You may wish to make awards to your members and record them in the system. This provides a long-term record of their achievements and allows others to see their record when they move to different parts of your organisation. You may find that your Organisation Type allows access to awards for your organisation which are centrally maintained by Members-Systems. We will update them as they change with the organisation for example, as the UK Scout Association updates its badge records, we will maintain those badges in our systems (if you should notice that our systems are out-of-date, please contact Support with details).

You may also have your own awards to maintain, or your organisation type may not be recognised by our systems. In this case, you can add your own awards. These may be maintained on the Organisational Award Administration - menu item Organisation Admin|Organisational Award Management.

In this area, you can perform the following actions.

Maintain Award Expiries

Some awards may only last for a period before they expire (e.g. First Aid qualifications). If you have expiring qualifications in your organisation, you may specify here that a warning message is sent to the specific user and/or the administrator at a period before the expiry that you specify. This is sent as an email message from the organisation email address.

Note that if you have not specified an SMTP Email Server for your organisation, no warning message will be sent.

Maintain your organisation awards

Towards the bottom of the page, you can view, add, edit or delete, awards held for your organisation. Please note that if you delete an award, all records of which members have achieved that award will also be deleted.

Awards have the following properties:

Award Name

The name that you want to give the award. Note that the name must be unique in your organisation.

Can be Awarded

If this is set, the award can be made to your members. If not, it cannot be awarded,. This setting is used when your members have received awards in the past, but when this award is no longer made. It allows the record of their achievement to be maintained.

Type of Award

There are several types of award that can be made:

- Awarded Once Only: The most common - each member may only achieve this award once.

- Awarded multiple times: Each member may achieve this award as many times as they wish. This may be for such achievements as participation in an annual expedition or similar achievements.

- Awarded multiple times - has a value: This award has a (numeric) value associated with it, which is recorded. This may be useful for Sports Clubs.

- Awarded multiple times - value accumulates: This award has a (numeric) value associated with it, which accumulates over each time that this award is received by the member. The cumulative value is shown on the Awards tab of the Member Details screen.

- This Award expires after a set period: This award expires after a given period, as described above.

Expires After

This is used where the Award Type expires. It shows the period for which the award is valid.