Creating Members/ Participants

1. Navigate to Daily Operations > Member/Participant > Add New Member/Participant.

2. Member information is grouped into four tabs, allowing easy access to specific data depending on the situation:

• General

• Health Form

• Child Medical Details

• Xero Details

Tab 1: General

This tab stores all core information in relation to your members/participants.

In the General tab, select the Type of member.

• Adult

• Child/Minor

🚧Note: If the member is a child/minor, you must select the Parents/ Guardian’s name/s.

3. Add the new member’s Basic Information.

This information includes the following:

• First Name: The member’s first name

• Last Name: The member’s last name

• Preferred Name: If the member would like to be referred to by a different name

• Date of Birth: When they were born

• Gender: The member’s gender

• Email: The member’s email address

• Phone (Home): The member’s home phone number

• Phone (Mobile): The member’s mobile number

• Address: Where the member lives

• Suburb: The suburb that the member lives in

• Postcode: The postal code for the member’s area

• Living Arrangement: The member’s housing arrangement collects demographic information about the member.

• Living Arrangement Details: More information about their housing arrangement.

• Member Status: You can choose the member status from these options:

Active

Inactive

Pending Approval

Household

Non-Member

• Language/s Spoken: All the languages that the member speaks

• Carer Accompanying Child: The name of the person accompanying the child to Neighbourhood House (This field will only be visible if the member is a child/minor).

• Membership Expiry: The date that the membership is valid until

• Sync to Xero: Select this option if you want the member's details to be automatically synced to Xero.

4. Enter Emergency Details

These details are as follows:

• Emergency Contact: Who to contact if something happens to the member

• Relationship: The emergency contact’s relationship to the member

• Emergency Phone (Mobile): The emergency contact’s mobile number

• Emergency Phone (Landline): The emergency contact’s landline number

• Self Reported Medical Condition: Select this option if the member has a medical condition

• Medical Condition Details: More information about the member’s medical condition

• Self Reported Special Needs: Select this option if the member has any special needs

• Special Needs Details: More information about the member’s special needs

• Permission to administer medication: Select this option if Neighbourhood House has permission to administer medication to the member

5. Enter the Administration information listed below:

• How did you hear about us? (Lead Source): Where did the member hear about Neighbourhood House.

• Referral Organisation: Which organisation referred the member to Neighbourhood House.

• Referral Notes: Any additional information about the referral

• Record Last Updated: This field is automatically updated whenever changes are made to the Member/Participant’s information.

• Newsletter Sign Up: Select this option if the member wants to sign up for the newsletter.

• Unsubscribed: Select this option if the member has unsubscribed from the newsletter.

• Agreed to Terms and Conditions (Online Enrolment): DId the member agree to the terms and conditions if they subscribed online.

• Signed Enrolment Form: Upload the member’s signed enrolment form.

• Opted Out (Media): Select this option if the member opted out of allowing Neighbourhood House to take photos or videos of them.

• Notes: Any further information that needs to be noted

6. Add the member’s COVID-19 Vaccination Information:

• Covid Vaccinated: Select this option if the member is Covid Vaccinated.

• Vaccination Booking (If applicable): If the member is yet to receive the Covid vaccine, enter the date that they will receive it.

• Date Evidence was Sighted: The date that proof of vaccination or exemption was shown to a staff member of Neighbourhood Hills.

• Proof of Evidence: Proof of vaccination such as a COVID-19 vaccine digital certificate or a medical exemption letter.

• Who Sighted the Evidence: The staff member's name that viewed the member’s evidence.

7. Once you have completed the General tab, select Submit.

Health Form

If the member participates in any physical activities at Neighbourhood House, e.g., Zumba classes, they must fill out this form.

Complete the Health Form for Exercise and Fitness Classes by entering the following information:

• Attended Class Before: Select Yes or No.

• Exercise History: Details of what exercise the member has previously done along with how long, when, and where.

• Health Information Last Updated: The date the member’s health information was last updated.

• Signed Health Forms: Attach the member’s signed health forms.

• Answer the Optional Health Questions with Yes or No.

• When you have completed the Health Form, select Submit.

Child Medical Details

1. If the member is a child/minor, you must fill in the Child Medical Details form in case of emergencies.

Open the Child Medical Details tab.

2. Fill in the Medical Details. You will need to fill in the following information:

• Family Doctor: The name of the child’s family doctor.

• Doctor Phone: The doctor’s phone number.

• Doctor Address: The doctor’s address

• Medicare No: The Medicare Number that is present on their Medicare card

• Private Health Fund: Select Yes or No

• Private Health Details: Details about the member’s private health insurance.

• Ambulance Subscription: Select Yes or No

• Allergies: List the allergies that the child/minor may have.

• Child Immunised: Select Yes or No

• Immunisation File: Attach the child/minor’s immunisation file.

After completing the Child’s Medical Details form, select Submit.

Xero Details