Adding a New Member into OSM

OSM contains the personal details of each young person and adult volunteer.    

New Beavers
For new Beavers joining from the 1st Harpenden Waiting List please refer to the New Joiners Process.
For new Beavers joining from outside the Group please see the information below for "Young Person".

Section Moves

For Beavers moving up to Cubs and Cubs moving up to Beavers, the young person's details in OSM will be transferred from the old section to the new section by the Section Leaders.

Young Person:  When a new young person joins your section as a Beaver, Cub or Scout from outside the Group the Section Leader should add their details into OSM.
Please make sure you have read the New Joiner Process and obtained the permission of the parent / guardian / carer before adding the young person's details into OSM.  If the Member's details have been transferred from another section or Group in the District please go to the section below called "Parent Portal Access", otherwise go to the section below called "Adding a new member into OSM".

Adult Volunteer:  When a new adult volunteer joins your section the Group Administrator will usually add their details into OSM, but if the Section Leader has the permission of the volunteer they can add the new volunteer's details into OSM.  Once a new adult volunteer has been added into a section, to be able to update the badge records and programme, an administrator needs to change their permissions in OSM under 'Settings - Section Settings - Leaders Access'. For mor information please open OSM, go to Help Centre in the side bar menu on the left and search for 'Admin'

Young Leader:  When a new Young Leader helps out in your section the Section Leader should add their details into OSM.  Sometimes, if the Young Leader is already an Explorer Scout with an Explorer Unit which uses OSM, the personal details of the Explorer can 'shared' with your section via OSM.  This needs to be done by the Explorer leaders and cannot be done by anyone else (like the 1st Harpenden GSL).  If the Explorer leaders do not offer to 'share' the details of the Young Leaders then the Section Leader should just add the details of the Young Leader into OSM themselves using the steps below.  

Adding a new member into OSM:

1. Select your section in OSM,

2. Go to Members - Personal Details and click 'Add Member' at the top-right.  

3. For a new young person the date of birth is required.  For a new adult member if you do not know their date of birth please just use today's date.  

4. Once you click 'Add New Member' it opens the member's details.

5. Update Gender.  Update Lodge/Six/Patrol, for an adult volunteer this should say 'Leader', this is important so they receive Leaders emails from the Section Leader and the Group Scout Leader. For a Young Leader this should say 'Young Leaders (YLs)'.

6. For a young person, add the details of the new young person's parent/carer into Primary Contact 1 including an email address so the parents/carers start to receive email communications. Add a phone number, address details, and any other information you have available.

7. For an adult volunteer, add the details of the adult volunteer into Primary Contact 1 including an email address so the volunteer starts to receive email communications. Add a phone number, address details, and any other information you have available.  

8. Add emergency contact and doctors surgery if you have this information available, if not that's fine, the member will be able to complete these details themselves.

9. DO NOT ADD A NEW FIELD, the fields in OSM are owned by the Group Administration Team and are consistent across 1st Harpenden OSM databases so the details of Beavers, Cubs and Scouts flow through correctly when our young people rise through the Group.

10. Underneath 'Communicate' in the navigator please click 'Send Email'.  Add into the Subject box "Welcome to Online Scout Manager at 1st Harpenden".  Under the Subject box click "Special Content / Mail Merge" and select the option "Invite to the Parent Portal", click the ADD button, this will add standard text into the body of the email.  Update the text as appropriate and send the email, this will ask the new member to update their personal details, add vital health information, and provide consents for photographs etc. 

11. In the 'Members' menu in OSM click 'Census Aggregator', place a tick against all names which appear, then click 'SEND PARENT PORTAL EMAIL'.

Parent Portal Access:

1. Select your section in OSM,

2. Go to Members - Personal Details and select the new Member.  

3. Underneath 'Communicate' in the navigator please click 'Send Email'.  

4. Add into the Subject box "Welcome to Online Scout Manager at 1st Harpenden".  

5. Under the Subject box click "Special Content / Mail Merge" and select the option "Invite to the Parent Portal", click the ADD button, this will add standard text into the body of the email.  

6. Update the text as appropriate and send the email, this will ask the new member to update their personal details, add vital health information, and provide consents for photographs etc.  

7. In the 'Members' menu in OSM click 'Census Aggregator', place a tick against all names which appear, then click 'SEND PARENT PORTAL EMAIL'.