Membership Application

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Application Process

The Membership Application Process is composed of the following steps

Reset the Charity's Application

Use the CHC Membership Application Control Panel to reset the charity's application. This populates the application from the charity record

Change Settings for the Membership Application

Use the CHC Membership Application Settings Panel to change standard settings for the application.

  • To change settings Login and click ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION, MEMBERSHIP APPLICATION SETTINGS.
  • In the Checklist Captions tab, you can change the text you will see below each section on the main application page.
  • In the Archive Folder tab, enter the name of the archive folder to use for saving images; this is typically the year.
  • In the App PDFs tab, upload PDF files for the current Membership Application and CFC Applications.
Uploading PDFs for the Membership Application and Appointment and the CFC Application

To upload a new Membership Application or National or Local CFC Application:

  • Login and click ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION, MEMBERSHIP APPLICATION SETTINGS.
  • Click the App PDFs tab.
  • Click BROWSE in the field for the application you want to upload.
  • Find the file on your computer and click OPEN.
  • Click OK to save the new file.

The Charity's primary contact goes online to apply

As they complete each section, the section is completed and the application checklist page autopopulates. When all sections are complete, the contact gets a submit button they should use to submit the application. Once submitted, only administrators can modify the application.

Each day an email is send to a group with a list of the membership applications submitted the previous day. To add or remove anyone from the email, edit the system email named "Membership Application Daily Submission Notification"

A user can edit the application if they are an administrator, if they are the primary contact for the charity, or if they have their user record set to the charity in organizations.

Download the charity application for review

Use the Membership Application Report to export the submitted applications.

Complete the application

Completing the application copies the application information to the Charity and copies all the Charity files to the /FTP url online. Use the Membership Application online to complete individual applications. Use the Membership Application Control Panel to complete all applications

How-To

Add New Charities

To add a new charity login and click on ADMIN. Next click on MANAGE USERS and then ORGANIZATIONS. Click ADD at the top of the screen, which will open up a new organization record. Enter all relevant information for that record. To enable a user to edit the application for this charity, select that person as the PRIMARY CONTACT in the organization record. Note: Users show up in this drop down by setting them as MEMBERS in the CONTROL INFO tab in the CONTROLLING CONTENT field in their people record.

NOTE: To designate the organization as a charity, you must click on the CONTROL INFO tab and select CHARITIES from the CONTROLLING CONTENT field. Click SAVE to save the new record.

Enable Additional Users to Edit a Charity Application

If a charity has more than one user authorized to edit the charity application, login and click on ADMIN, MANAGE USERS and then PEOPLE. Open the record for the person you want to give access to a charity application by clicking on the paper/pencil icon next to that record. In the ORGANIZATION field, select the charity that the person is associated with. Click OK to save changes. This person will now be able to edit the application for the selected charity.

Reset Charity Applications Each Year

At the beginning of the charity application process each year, you will reset the application for each charity using the instructions that follow. Login and click on ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION and then CHC APPLICATION CONTROL PANEL. You will see a screen where you can check a box to select all charities for reset, or you can select a specific charity from the dropdonw box. Click RESET to move the updated information from the charity record to the new year's application. All check boxes on the main page of the application will be cleared and ready for the input of new data. If you have added a new charity, you must also complete this RESET in order to create an application for the new charity.

Notes about resetting applications:

  • Clears status and checkboxes on the application
  • A charity record is required to reset the application.
  • If an application is there, it will be used. If no application is present, a new application will be created.
  • Copies charity fields to the application. All those under 'complete application plus the following:
    • application active checked
    • all status checkboxes cleared
  • All organization Documents (uploads) assigned to the charity are added to the application and marked 'archived'.

People (members) and assigned rules (ceo, cfo, etc):

  • During reset, a copy of the charity's role assignments and the people records are copied to the application (applicationRoles and applicationPeople).
  • During completion, changes to applicationPeople are copied back to the actual people records. If a new applicationPeople record is copied, the system will search for a matching people record based on email. If no match, a new people is added. If the email does not match the email for the new person a default username and password are added.
  • Fields included:
    • First Name
    • Last Name
    • Name
    • Title
    • Email
    • Phone
    • Organization = Charity selected
    • Company = text name of Charity
  • All organization Documents (uploads) on the application are assigned to the charity.
  • All non-archived documents are copied to one of the following folders:
    • Folder year is determined by the archive year selector during Completion.
    • charityName is the name entered on the application, modified slightly to conform to valid folder format.
  • subfolderName options can be any one of (stored at Resource Library\2015 Member Application\CharityName\subfolderName):
    • Service Report
    • Tax Exempt Letter
    • Audit
    • IRS Form 990
    • Expense Report
    • Annual Report
    • OPM
    • Stock Photos
    • Logos
    • Banners
    • Dollar Statements
    • Accomplishments
    • Other

Email Notifications Sent

When the application is finalized and submitted by a charity, two emails are sent. You can edit the subject, copy and from-address for those emails in the system email section, accessed by logging in and clicking on ADMIN, MANAGE EMAIL and then SYSTEM EMAIL. When the system is first installed, these emails may need to be added (use the add button). If no email is added, it will be automatically added when it is first used.

  • Membership Application Notification -- email sent to notify CHC that an application has been submitted. To receive this email, edit it, select a group and add yourself to that group.
  • Membership Application Auto Responder -- email sent to the person who completed the application.

Complete Application

When a member is done with their application and all sections of the form are complete, they will see the button SUBMIT APPLICATION FOR REVIEW. When they click that the application will be marked as APPLICATION SUBMITTED, in the STATUS tab of the ORGANIZATION APPLICATIONS record for that charity.

A CHC Administrator will then review the application by logging in and going to ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION, and ORGANIZATION APPLICATIONS. Click the paper/pencil icon next to the charity you want to review. After reviewing all information, check the box APPLICATION COMPLETED in the STATUS tab to finalize the application. Click OK to save changes.

Completing this step copies application fields and records (listed below) to the charity record. If the charity record is missing when the application is completed, a new charity record will be created.

Charity Fields Affected

  • CharityName
  • Name
  • Address1
  • Address2
  • City
  • State
  • Zip
  • Phone
  • Web
  • NoEFTChanges
  • CFCCode
  • EIN
  • NTEE1
  • NTEE2
  • NTEE3
  • Statement
  • Overhead
  • Line14
  • Line15
  • TotalRevenue
  • OrgType
  • DollarStatement
  • Accomplishments

Stories of Caring

During the reset, the application is assigned all the stories of caring assigned to the charity. No copies are made, so editing these stories during the application process affects live Stories of Caring records. During application completion, all stories associated to the application are assigned to the charity.

Use Cases

3/10/2016

Added a button on the membership applications page where the admins can select to take them to a page with the downloads for the following sections

  • Membership Application & Appointment
  • CFC Application
  • CFC Attachment A
  • CFC Attachment B
  • CFC Attachment C
  • CFC Attachment D

The admin will be able to select the link to view each of the downloads in a new tab for that charity

Log In Test Case

  • open celinium in mozilla
  • in Celinium select file --> Open --> C:\Users\kmaAdmin\Documents\GitHub\Githubprojectfolder\testchclogin

Test should:

  • Navigate to staging-chc.sitefpo.com
  • Log in user

Revision History

3/10/2016

  • added the Application Uploaded document Page Button
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