Review what a Canadian Pony Club volunteer submitted at registration, assign their volunteer level on their Membership Details, complete the new requirements and set their membership status.
- Volunteers register online first. Each volunteer registers through your region’s annual Official Membership process as a Volunteer Member. You then assign their level.
- Work from the Official Membership organization. Your region has two each season: the Membership organization for Horse Master and Youth memberships, and the Official Membership organization for volunteers and examiners.
- Adding a level cancels Volunteer Member for you. The level is assigned at the Canadian Pony Club level, and the volunteer gets that level’s requirement list.
- Everything you change is saved on the volunteer’s profile. Certifications and dates are stored as attributes, so they stay on the profile from season to season.
- Screenshots may show an earlier version of the screens. The steps describe the current screens.
Review and assign volunteer levels for Canadian Pony Club: check what each volunteer submitted, add their level on their Membership Details, complete the level’s requirements and set their status.
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Open the Official Membership organization
On the Admin Dashboard, select Memberships → Member Organizations and open your region’s Official Membership organization for the season, for example "Region Pony Club - Official Membership".
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List the volunteers waiting for a level
On the organization’s dashboard, find the Requires Admin Attention row. It counts the volunteers who registered online and are waiting for a level. Select the number at the end of the row, then select a volunteer to open their Membership Details.
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Check the registration requirements
Scroll to Membership Requirements. A Volunteer Member has two: the screening disclosure, which is mandatory and valid for three years, and PTSO membership tracking, which is optional and records whether the volunteer holds a membership with your provincial or territorial sport organization (PTSO). The volunteer’s screening answers are under Additional Information at the bottom of the page.
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Review the documents and dates
Scroll to Attributes & Records. Under CPC - Official Requirements, select a file name to open the document the volunteer uploaded, and check the expiry and completion dates they entered. To correct a value or fill an empty one, select Edit at the end of its row, enter the information in the window and save. Each attribute has its own format, such as a file, a date, text, checkboxes or a drop-down.
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Add the level
Scroll to Purchase Group. The volunteer has the Volunteer Member category from registration. Under Add a new group, choose the level that matches the volunteer, for example "Alberta South - Volunteer Membership Level 1", and select Add group.
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Complete the level
When the page has refreshed, go back to Purchase Group. Tick the sub-category box on the right of the new level, enter the Valid From and Valid To dates for the current season and select Save. If you chose the wrong level, select Delete Incomplete Membership and start again from step 5.
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Complete the new requirements
After the save, Volunteer Member shows as cancelled and Membership Requirements lists the requirements for the new level. Each requirement is completed by an attribute in Attributes & Records. For example, if the volunteer has completed Safe Sport, enter the date in the Safe Sport attribute, Safe Sport Expiry Date.
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Set the status
At the top of Membership Details, the status under Membership Info is Requires Admin Attention. Once the level is right and every requirement is met, select Edit, choose Issued and select Save.
Statuses you’ll use
- Issued: all waivers are signed and all requirements are complete.
- Pending Requirements: the volunteer still has requirements or a waiver to complete.
- Requires Admin Attention or Manual Hold: you need to check something further, or approve the membership by hand.
- Processing: the volunteer has paid and signed, and the membership is waiting for approval.
- Cancelled: the membership is cancelled.
- Expired: the membership is past its valid dates. Check the dates in Purchase Group.
Any status other than Requires Admin Attention is recalculated by the system from time to time. For example, if a volunteer is Issued and one of their requirements expires during the season, the status changes to Pending Requirements on its own.
If a volunteer changes level
Repeat steps 5 to 8 with the new level, for example to move a volunteer from Level 1 to Level 3. The system recalculates the requirement list and the volunteer’s Canadian Pony Club level to match.
To follow up with the volunteer after you assign their level, send them an email from Notify & Follow Up on their Membership Details; see Email a member with an association email template.