Branch User Manual - Society of Recorder Players
Contents
1. F 6 The R x 10132 Alex Brooks F 5 06 2015 23 50 21 50 23 Churc x 10135 Suzanne Coates E F 10 Eveli Inar TEE M e le Acton Header At the top there are two tables The first shows the current subscription rates for the different classes of membership The second shows any payments that have been made or should have been made this year so far The subscriptions table shows the standard subscriptions for your branch the subscriptions to Central SRP and the total payable by each class of member The grey boxes are calculated automatically The white boxes containing the branch element of the subscriptions are blank when you first start a new membership year You can leave them blank if you wish If you fill them in then they will be saved and used to set the initial branch subscription for each member see below The second table shows the subscriptions and donations recorded so far In the example above just one member has renewed so the amounts are a single subscription divided into the branch and SRP elements The donations column is empty since the member did not make any donations Spreadsheet Within the green frame there is a table that looks much like a spreadsheet If it overflows the frame there are scroll bars within the frame so you can scroll it horizontally and vertically You can also resize any column by hovering the mouse in the header row between columns until it changes to a double arrow and holding down the2. all To use either of these sites you need to log in If you are not already logged in when you go to the page you will get a message Please login to use this page To login click OK scroll down to the bottom of the page and in the right hand corner you will see a small button Editor login Editor login Click this and enter your username and password After a pause you should see the page with a row of tabs and an editing area like this spreadsheets Edit Magazine Reports Help To edit your branch membership click the Edit tab Society of Recorder Players 2014 2015 Branch User Manual docx 1st September 2015 SRP Membership System Branch User Manual 2 2 Edit Introduction The edit tab is for updating the membership records directly without using spreadsheets Initially it looks like this Spreadsheets Edit Magazine A Editing a Branch General Click the drop down box on the right to see your branch then click on it Branch v ay OXF When you click your branch the screen will contain something like this Branch OXF Save Subs L F H 5 A PAYMENTS Prev Subs Don Total Branch 21 50 35 00 700 21 50 21 50 21 50 SRP 000 23 50 35 00 1700 000 23 50 23 50 Total 0 00 45 00 70 00 24 00 21 50 Fah 45 00 No Title First Surname Cur Stat Sub Date R SubSRP Brech NYRO WBF Gen Conc Address x 10131 Helga Bogisch Francis E
3. in the section on Highlighting To make changes to the database you edit the table and then click Save While you are editing the table no changes are made in the database so don t worry about making mistakes you can undo them or simply give up and start again When you edit the table the row currently being worked on is highlighted in pale yellow To Renew a Subscription All you have to do to renew a subscription is to click the Cur box subs L F H 5 A PAYMENTS Prev Subs Don Total Branch 21 50 35 00 700 21 50 21 50 21 50 SRP 000 23 50 35 00 17 00 0 00 23 50 23 50 Total 0 00 45 00 70 00 24 00 21 50 45 00 45 00 Ho Title First Surname Cur Stat Sub Date R Sub SRP Breh NYRO WBF Gen Conc Ad n 10131 Helga Bogisch Francis F 8 6 2015 23 50 21 50 67 x 10132 Alex Brooks WF 5 06 2015 E 2350 21 50 23 x 107135 Suzanne Coates WF 10 By default the membership status is set to what it was last year However you can change it just by typing a different status into the Stat field As on the spreadsheet the allowed statuses are L LH F H h S and A The date of the subscription is set to today s date but again you can change that if it was received some time ago The Central SRP subscription is entered automatically and shown in blue to indicate that it is system generated and can t be changed In this example the branch element of the subscription is also entered automatica
4. left button or touching the screen shows a double vertical bar bel Erra teal EF and then dragging it left or right Society of Recorder Players 2014 2015 Branch User Manual docx 1st September 2015 SRP Membership System Branch User Manual 3 The table shows current and past members of the branch In the first row Helga Bogish Francis has not yet re joined so her membership status last year is shown in parentheses In the second row Alex Brooks has already re joined this year so the Cur box is ticked her membership status F the subscription date and her SRP and branch subscriptions are shown The R box is not ticked because she paid a full not reduced subscription She has not made any donations so the columns for NYRO WBF general and concerto donations are blank The remaining columns list all her personal details and branch roles if any The details are the same as on the branch spreadsheet except that the Reduced Subscription Gift Aid and Consort Teacher boxes are replaced by checkboxes R Reduced Subscription G Gift Aid C Consort and T Teacher Phone Email G C T Qual N Branch role 4 0118 946 3928 repmatsrebbur sky com E e E Secretary 3066 gmail com a a E 07866 429066 alexs brookst r The text in the table is almost all grey this indicates that it is unchanged from the values saved in the database of course since we haven t done anything yet As you edit you will see other colours as described
5. SRP Membership System Branch User Manual l Branch User Manual Important Note Using the membership administration system on line gives you access to personal information about past and present SRP members This information is not to be disclosed to other members and it is to be used only for the purposes for which it is intended in accordance with the Data Protection Act You must not use this information for any other purpose In order to use the system you need to obtain a username and password from the web editor webedit srp org uk If you already have a username you will need to get your role upgraded to allow you to use the membership system When requesting access please confirm that you have read and understood the note above You will receive an email directing you to a reset password dialog This will give you a system generated password you can either accept this or change it to one of your own choosing If you change it you must make sure that your chosen password is marked Strong You must of course keep your password secret 1 Logging In To use the membership system you need to go to the membership administration page http srp org uk membership administration If you want to try things out then there is a copy of the system at http sandbox srp org uk membership administration This sandbox site works with a copy of the database so it is safe to do whatever you like it will not affect the real membership database at
6. click in cell A1 then shift click in the final amount cell in the last row to select all the relevant data in the sheet Copy this to the clipboard for example with control C In the gift aid schedule click in the first white cell of the Donations Schedule Table Item 1 Title Paste formulas a In Excel 2007 or later in the Home tab Clipboard group click the arrow under Paste and choose Formulas fx in 2010 or later b In earlier versions of Excel choose Edit Paste Special and click the Formulas radio button and click OK c In Open Office choose Edit Paste Special Uncheck Paste all and check Text Numbers Date amp Time and Formulae uncheck Comments Formats and Objects Click OK To find the earliest donation date for Box 1 go back to the csv file and in cell K1 type the formula min H1 H1000 This will display the earliest date Copy this and paste its value into Box 1 in Open Office you will have to format K1 as date first or simply type the value into Box 1 by hand If you need advice about general gift aid matters please contact Tessa Rolph chair srp org uk If you need help with the spreadsheet please contact Anthony Hall webedit srp org uk Society of Recorder Players 2014 2015 Branch User Manual docx 1st September 2015
7. ed an existing person all their details are filled in If not just the surname is filled in In either case the person is made a current full member although again you can of course set their membership status to something different If it is a completely new person then fill in the rest of their details If it is an existing person then you can change their details if the existing ones aren t correct If you need to change the surname of a newly added person then type the changes into the surname field ignoring the list of names that will be offered and then move on to the next field or press the tab key You will be prompted to check that this is really what you intend to do What do you want to do f Do you really want to edit the surname of Richard Evans f so click niin If you intended to change this to a different person click BEV ER eee then select the person from the list or click new Evanson Otherwise click ite Evanson Vl F 20 2 2015 O 23 5 Choose Edit Surname if this is really what you wanted Society of Recorder Players 2014 2015 Branch User Manual docx 1st September 2015 SRP Membership System Branch User Manual 5 After adding a person there is a button at the left of the new row 12034 Mrs Audrey Evans F 29 3 2015 23 50 L Clicking this removes the person again To Remove a Member If a person simply fails to renew do not do anything at all Their details should rema
8. em Branch User Manual 6 3 Gift Aid If you include branch subscriptions in your branch returns the membership secretary will send you a claim spreadsheet at the end of the financial year You can also download one yourself by going to the Reports tab Make a 2014 2015 gift aid claim for Branch Central subscriptions from all w Get Spreadsheet Generate Membership Summary Generate Membership List Data List Treasurer for each branch Check Database making sure the correct year is shown in the drop down box and clicking Get Spreadsheet The spreadsheet is in a text format called csv that can be used with any spreadsheet program It has an entry for each member who has signed up for gift aid The entry shows the date and amount of the branch subscription If you claim gift aid on less than the full amount of the branch subscription you will of course have to adjust the amount accordingly To complete the gift aid schedule for branch subscriptions follow these steps 1 If you have not already done so download the Gift Aid schedule from http www hmrc gov uk charitiesschedules giftaid htm choosing the correct version for your software Excell or Libre Office Open the gift aid schedule and the csv spreadsheet If you are using Open Office then when you open the csv you should set character set to Western Europe Windows 1252 WinLatin1 and the type of the date column to Date DMY rather than standard In the csv
9. in on the database in case they rejoin or join another branch However if a person dies then click the x on the left of the row This will prompt to check that you really mean this and if you go ahead show the person with a strikethrough es as ance p m 40032 Dr Gwilym Beschey LI LJ 4184 Mayors Walk mi er a 4 ni n g J E a a i EL mtt l LJ Ti mt In 1 A f u I l As with all other changes you can of course undo this To Save Changes Once you have made all the changes click Save Normally this will show you the new state of the membership and summarise the old and new subscriptions and donations at the top of the table Branch OXF Save Subs L F H A PAYMENTS Prev Subs Don Total New Subs Don Total Current Subs Don Total Branch 271 50 35 00 7 00 71 50 21 50 21 50 21 50 21 50 43 00 43 00 SRP ADOD 23 50 35 00 17 00 0 00 23 50 23 50 23 50 73 50 47 00 47 00 Total 0 00 4500 70 00 24 00 21 50 45 00 F45 00 45 00 45 00 90 00 90 00 No Title First Surname Cur Stat Sub Date R Sub SRP Breh NYRO WBF Gen Conc Address x 10131 Helga Bogisch Francis F 8 06 2015 23 50 21 50 6 The Ridgeway Cavers 23 50 21 50 23 Church Street Great h x 10132 Alex Brooks M iF 5 06 2015 E 11C Diran Mon ats le lec Wn Cira lin Mand Alina However it may report errors for example if you have omitted a required field or typed an invalid membe
10. lly based on the figure in the table at the top However you are free to change this figure if the member paid a non standard subscription for some reason If the standard branch subscriptions have not been entered then the member s branch subscription is initially blank You can enter a figure by hand if you wish but it is entirely at the discretion of the branch and not obligatory If the member gave donations enter them in the appropriate boxes Whenever you make a change to a line in the table the x at the beginning of the line changes to the backward arrow that you see in the first line Clicking that allows you to undo all the changes you have made to the line To Change a Person s Details Simply type the new details in the relevant field or click the relevant checkbox New text will appear in bold and the old value is shown struck through below No First p 10026 Clare 4 Fre a ri When entering telephone numbers you can give one or two numbers If you enter two separate them by acomma Each number can contain spaces if you wish UK numbers should start with zero overseas numbers should start with and the country code Society of Recorder Players 2014 2015 Branch User Manual docx 1st September 2015 SRP Membership System Branch User Manual 4 You can only change details such as name or address if the person has a current non associate subscription to your branch You can of course change the b
11. ranch role of anyone since that is a matter for your branch alone If a person has more than one role separate them by commas If you try to change or remove an existing subscription you will be prompted to confirm the change You seem to be trying to change an existing subscriptions If you really intend to do this click OK Ifthis was a mistake click Cancel ETE To Add a New Member Go to the bottom of the table where you will see an empty line with a on the left Start typing the person s surname into the Surname box After you have typed a few letters you will see a list of people in the database whose names start with what you have typed new eva 10490 Angela Eva CHG Acorn Rise Townsend Randwick Stroud Glos 12034 Audrey Evans PET 104 Lincoln Road Deeping Gate Peterborough 11509 Chris Evans SDN 177 Vale Road Seaford East Sussex 10725 David Evans DEV 45 Burnards Field Road Colyton Devon 11207 John Evans MAN 40 Catterick Drive Little Lever Bolton 12113 Martin Evans NEW 35 Queens Road Jesmond Newcastle upon Tyne 11510 Pat Evans SDN 177 Vale Road Seaford East Sussex 10649 Richard Evans BNH 11 The Furrows Luton leva jE A Each person s branch is shown in parentheses if they don t have a current subscription If the new member is one of them click that name If not click the new entry at the top of the list In either case a new line is added to the table with the surname you have chosen If you click
12. rship status In that case click OK and find the errors which will be highlighted in red Margaret Jones W F 6 10 2014 27 50 missing Here for example the user forgot to type an address for the new member Correct the errors and click Save again Known Deficiencies At the moment you can try to change the personal details of associate members However these changes will be ignored since only the main branch can change a person s details Highlighting When loading a spreadsheet or editing on line each item is formatted to show what is going to happen grey normal text an unchanged item black normal text an item being added to the database black bold an item being changed in the database the o d vatue is shown struck through underneath black border a whose value is being changed the old value is shown as 1 ticked or O unticked below grey background an item being ignored the old value is shown in grey underneath blue italic an item whose value is calculated by the system strikethough anttemthatis going to be deleted orange grey background an item thal is being ignored because it needs confirmation orange border a that is being ignored because it needs confirmation and also the confirmation checkbox itself if it has not been ticked red an item in error pale yellow background the row currently being worked on Society of Recorder Players 2014 2015 Branch User Manual docx 1st September 2015 SRP Membership Syst
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