The Members/Participants feature stores the information you need to know about all Members and Participants of Neighbourhood House. Using this feature, you can add new members, view member information, and track their activities.
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
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.
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.
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.
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.
If the member is present in Xero and you would like to sync the details from the member forms to Xero, you can fill in this form by adding their details.
1. Open the Xero Details form.
2. Enter the following details:
Xero ID: The unique ID for the member in Xero.
Xero Updated Date: The date that Xero was last updated for this member.
Once this form has been completed, select Submit.