9 - Secretary
This module is the "heart" of the entire Youth Ministries Management System, there is no way to start using YMMS without providing membership data and club data within their submodules. The big advantage is to be able to query data from members at any time, as well as export the information recorded and still be able to add, edit, delete, and filter active and inactive members.
Throughout the system, which has listed user with "View" option will be possible to view complete data besides the medical card, the historical of classes and Honors/awards, events, transfers (it has), access and historical Club, charges and units.
C108 – AWARDS
In this submodule you can record the awards created only by the NAD, Union and Conference to people who were recognized.
To register an award for one person, click Register ( 
) to see the list of members.
Select the member and insert the date of receipt of the award, and click Save. After selecting them, you can see them by clicking on See ( 
).
C121 – CALENDAR
From now you have the available Calendar submodule to record events and activities of the club. In addition to allowing control of that calendar, the submodule allows you to record a reminder for each item to be sent to the desired date in the email discharged.
You can search by month and year to be displayed by clicking Search to appear events, plus the ability to visualize the Complete Schedule.
To register an item on the Calendar, select the Month, the year and do the search. Then select the desired day.
Fill the options and click Save.
The most interesting part of this module is that you can be reminded of this date you are being discharged! Simply select the Would you like to receive an email reminder this activity?. By selecting the option, it will automatically open fields to set the reminder date, email and text alert.
After completing all desired fields, click Save.
The date on his calendar appears:
To display the dates given high on the agenda clicking Calendar 2019 (top right of the screen). Appear all activities to be carried out by the club during the year:
C012 – CLASSES
By accessing this module, you can view the finished classes of each member. For that, just click on the See ( ) option in the member registration and thus access all the historical member. All areas have available classes.
It is important to keep in mind that whoever has access to the YMMS will not be able to register classes for it. In addition, only the local Conference can record the leadership classes.
To register a new class is simple, click New on the Classes management screen. It will open a screen to fill, then simply fill out all fields and click Save.
You can also register a certain class for several members, by clicking on the Click here highlighted in orange, class field below. It will open a new screen for you to select the number of members to conduct the class, select, fill Instructor and Conclusion fields and click Save.
Ready! Class registered for several members!
Clicking on See ( ) to view the registered class by each member.
Clicking on the Report button next to the New button, the button displays the report of each class, the number of members and the full list of members who have these items in their profiles.
Clicking on See ( ) to view the registered members by each class.
LIST OF ENABLES CLASSES
|
ADVENTURERS | BUILDER |
ADVENTURERS | BUSY BEE | |
ADVENTURERS | EAGER BEAVER PRE-K | |
ADVENTURERS | HELPING HAND | |
ADVENTURERS | LITTLE LAMB PRE-K | |
ADVENTURERS | MASTER GUIDE | |
ADVENTURERS | SUNBEAM | |
|
PATHFINDERS | COMPANION |
PATHFINDERS | EXPLORER | |
PATHFINDERS | FRIEND | |
PATHFINDERS | FRONTIER GUIDE | |
PATHFINDERS | FRONTIER VOYAGER | |
PATHFINDERS | GUIDE | |
PATHFINDERS | MASTER GUIDE | |
PATHFINDERS | NAVIGATOR | |
PATHFINDERS | PIONEER | |
PATHFINDERS | RANGER | |
PATHFINDERS | TRAIL COMPANION | |
PATHFINDERS | TRAIL FRIEND | |
PATHFINDERS | ULTIMATE NAVIGATOR | |
PATHFINDERS | ULTIMATE PIONEER | |
PATHFINDERS | VOYAGER | |
PATHFINDERS | WILDERNESS EXPLORER | |
PATHFINDERS | WILDERNESS RANGER |
C108 – DOCUMENTS
In this submodule you can create templates for letters, documents, authorizations and other documents that your club needs. To register a document click New.
When you open the document register, type and format the text as you want. But attention! Avoid copy and paste text from Microsoft Word or directly from the Internet for example, because of differences in format, there may be conflicts and can not leave the template the way you want.
To register a document template, there are two options: limited and direct mail.
- Mail merge: Create a document for each record in your club (registered in the C007 – Members) member, such as authorizations exit, entry, meetings, etc.
- Limited: If you leave as restricted only you will go to view the document. Its regional and field NOT displayed. If anything want your document to be viewed by the field and the regional, that option should not be selected.
Available Variables:
Member's data
#member# - Name of the member
#maritalstatus# - Marital status
#birthday# - Date of birth
#age# - Age (automatically calculated)
#function# - Member's function
#sex# - Gender
#t-shirt# - T-shirt size
#baptized# - If you are baptized
#telephone# - Fixed phone
#cellular# - Cellphone
#email# - E-mail
Responsible for member
#father# - Father's name
#emailfather# - Father's email
#telfather# - Father's phone number
#mother# - Mother's name
#emailmother# - Mother's email
#tel_mon# - Mother's phone number
#responsible# - Responsible Name
#link# - Type of relationship with in charge/responsible
#emailresponsible# - Email of Responsible
Member links
#Club# - Club name (with a capital C)
#cluster# - Name of the Cluster
#macro# - Name of the Area
#church# - Name of the church
#district# - The district name
#conference# - Name of Conference
#unit# - Name of the unit
Member's address
#address# - Address (street and number)
#city# - Name of the city
#province# - State
#zipcode# - Zip code
General observations/ comments
#note# - General observations/ comments
Members' s medical form
#plan# - Health plan
#plan_ disc# - Name of the plane
#card# - National health certificate card
#chickenpox# - Chicken pox
#meningitis# - Meningitis
#hepatitis# - Hepatitis
#dengue# - Dengue
#pneumonia# - Pneumonia
#malaria# - Malaria
#fever# - Yellow fever
#h1n1# - H1n1
#cholera# - Cholera
#rubella# - Rubella
#measles# - Measles
#tetanus# - Tetanus
#smallpox# - Smallpox
#whooping cough# - Whooping cough
#diphtheria# = Diphtheria
#mumps# - Mumps
#blood# - Blood transfusion
#skin# - Skin allergy
#feed# - Food Allergy
#medicine# - Allergy to any medicine
#rhinitis# - Rhinitis
#bronchitis# - Bronchitis
#wheelchair# - Physical disability? (wheelchair)
#visual# - Visual disorder
#audition# - Hearing disorder
#speak# - Speech and communication disorder
#problems# - Other problems
#heart# - Heart problems
#medicine_heart# - Medicine for heart
#diabetes# - Diabetic
#medicine_diabetes# - Medicine for diabetes
#renal# - Kidney problems
#renal_medicine# - Medicine for kidney
#mental# - Psychological problems
#mental_medicine# - Medicines for psychological problems
#medicine# - Other medicines
#recent# - Recent health problems
#recent_medicine# - Recent medicine
#allergy# - Allergies
#allergy_medicine# - Medicines for allergies
#injury# - Recent serious injuries
#fracture# - Recent fracture Fill in
#fracture_temporal# - Fixed Time
#surgery# - Underwent surgery
#hospitalization# - Motive of hospitalization
#name_ blood# - Blood Type
To register a document for all members (style direct mail) select the option Direct Mail. Immediately use the template words that begin and end with "hashtags" to insert data assets registered club members and: Note that we do not use capital letters or accents along with scores hashtags. After adjusting simply click Save.
The screen with the ID and name of the document, the author, the Generate option, if the document is restricted or not, and whether it is dynamic or not, the options Change and Delete appears.
To generate the document, click Generate. It will open a screen where you will select the members you want it generated the document. If generate for all members allow select the Select All option, otherwise check only the members that the document will be generated. Click "Generate doc":
Be made download the document on your computer, depending on the browser you use (Google Chrome, Mozilla Firefox, Internet Explorer, Safari, etc.), go to display a window to confirm the download.
When you open the document, note that the options which had hashtags were replaced by reports Member:
And will appear a doc for each member of the club registered in the system, in the C007 – Members submodule.
C011 – HONORS
Entering this module, you can view the finished Honors of each member. For that, just click on the See ( ) option in the member registration and thus access all historical member. All areas have available honors.
It is important to keep in mind that whoever has access to the YMMS will not be able to register honors for it.
To register a new class is simple, click New on the Honors management screen. It will open a screen to fill, then simply fill out all fields and click Save.
You can also register a certain class for several members, by clicking on the Click here highlighted in orange, class field below. It will open a new screen for you to select the number of members to conduct the class, select, fill Instructor and Conclusion fields and click Save.
Ready! Honors registered for several members!
Clicking on See ( ) to view the registered honors by each member.
Clicking on the Report button next to the New button, the button displays the report of each honors, the number of members and the full list of members who have these items in their profiles.
Clicking on See ( ) to view the registered members by each honors.
C007 – MEMBERS
This submodule is the heart of the Secretary module. In it is possible to register members, inactivate/reactivate members, including medical records, reports and alter remove any data member.
If you are a director or secretary of a club that already existed in the system, always, before registering a member, check if it is already registered as inactive. To use the filters that search, select Filter by status and click in Filter data.
The name of the inactive members will appear in red. To activate click on the correct icon called Inactivate ( 
).
A confirmation message will appear. Carefully read and click Ok.
To register a new member click the New option on the List Active members screen. Soon a screen for recording member of the Club will open. Fill out all fields with enough attention.
LIST OF ENABLES ROLES
ADVENTURERS |
ADVENTURERS – ADVENTURER |
ADVENTURERS – ADVENTURER - SPECIAL NEEDS |
ADVENTURERS – ASSISTANT DIRECTOR |
ADVENTURERS – CLUB CHAPLAIN |
ADVENTURERS – CLUB COOK |
ADVENTURERS – CLUB DIRECTOR |
ADVENTURERS – CLUB SECRETARY |
ADVENTURERS – CLUB SECURITY |
ADVENTURERS – CLUB TREASURER |
ADVENTURERS – COUNSELOR |
ADVENTURERS – DRIVER |
ADVENTURERS – ELDER |
ADVENTURERS – HEALTH PROFESSIONAL |
ADVENTURERS – INSTRUCTOR |
ADVENTURERS – PARENTS OF ADVENTURER |
ADVENTURERS – STAFF |
ADVENTURERS – STAFF CHILD (0-5 YEARS OLD) |
ADVENTURERS – STAFF MINOR (10-17 YEARS OLD) |
PATHFINDERS |
PATHFINDERS – ASSISTANT DIRECTOR |
PATHFINDERS – CLUB CHAPLAIN |
PATHFINDERS – CLUB COOK |
PATHFINDERS – CLUB DIRECTOR |
PATHFINDERS – CLUB SECRETARY |
PATHFINDERS – CLUB SECURITY |
PATHFINDERS – CLUB TREASURER |
PATHFINDERS – COUNSELOR |
PATHFINDERS – DRILL INSTRUCTOR |
PATHFINDERS – DRIVER |
PATHFINDERS – DRUM INSTRUCTOR |
PATHFINDERS – ELDER |
PATHFINDERS – HEALTH PROFESSIONAL |
PATHFINDERS – INSTRUCTOR |
PATHFINDERS – JUNIOR COUNSELOR |
PATHFINDERS – NAVIGATOR |
PATHFINDERS – PARENTS OF PATHFINDER |
PATHFINDERS – PATHFINDER |
PATHFINDERS – PATHFINDER- SPECIAL NEEDS |
PATHFINDERS – PIONEER |
PATHFINDERS – STAFF |
PATHFINDERS – STAFF CHILD (0 TO 9 YEARS OLD) |
PATHFINDERS – TLT |
It is important to fill out the fields in which are email and phone makers for a possible contact. Put the information and click the Save option. After registration of the member, the Medical form ( ) must be duly completed.
With this available functionality, it is possible that in some events of your Conference, or events Union or Division, require these updated as events registration requirements data.
The medical record is always added and visible member profile, allowing quick reference easy. And I highlighted in red, always the last update was made in the medical record.
You should take care to fill out the medical form, as some queries will only be necessary if the member had filled that kind of disease.
After filling all data, you must confirm the accuracy of the information and click Confirm. Ready! Full record!
You also have the option to insert photo in member registration, since it is in the JPG format. To do this, click on See ( ) in the register of member. It opens a window with all user data and the option to Send picture.
After selecting the photo and sent, the option to crop the area of the photo will be presented:
Click anywhere on the photo (left) and a box will appear (be possible to display the result). Click Save.
You can create the login and password for the leaders of your club you want to access the system. Click on the Password ( 
) indicated by arrow. It will open the screen to create the login and password, after being created click Update.
Whoever has access to the club, will not be able to change his password here. It should go in the Support module, SU02 – Change my Password. It is only for members who will not have full access or to the YMMS or all the modules of the YMMS. Agreeing that the member has access to the secretary, treasurer or any module club, you should release the modules for its member.
If the member is not part of your club, and do not form part of any Pathfinder or Adventurer Club, you can inactivate the member registration by clicking on Inactivate ( 
).
Clicking the message for confirmation, click Ok and will desappears active member.
C008 – TRANSFER
In this submodule it is possible to transfer and receive members of other clubs, Pathfinder or Adventurer, of any club in the North American Division. To transfer click the To Transfer option.
It will open a new screen with the names of the members. Select the member to be transferred. Select the Conference option for where he goes, selected the field will be enabled Club Destination and then place the reason for the transfer. After filling click Save.
Ready! Transferred member.
The application will be pending on Members sent until the other club confirmed the transfer.
While the other club not accepted, you have the option of displaying the registration member, the See ( ) icon. And yet, you have the option to cancel the transfer with the Cancel ( ) icon. So when the other club accept the member, these options will be disabled for your club.
By clicking on To Request, you can request the transfer of a registered member in another club, of another Conference of the local Union or the others Unions of the NAD, if this is actually registered.
