Canadian Pony Club: review and assign volunteer levels

This guide will provide the step-by-step procedure for your organization to review and assign your volunteer levels

Accessing your volunteers' information

From your Horsereg admin dashboard, navigate to Membership Organization.For the new season, you will see 2 options:

• Region Pony Club - 2025 Membership: This dashboard is for Horse Master and Youth Memberships
• Region Pony Club - 2025 Official Membership: This dashboard is for your Volunteer and Examiner memberships

To continue, click on your Official Membership dashboard

Once you open the official dashboard, you'll see the number of members registered online who are pending a level assignment under the "Requires admin attention" status. 

To view the full list of members with this status:

• Click on the number at the end of the row.
• Select any member listed to be redirected to their membership detail page, where you can begin working on their level assignment.

Review the information submitted by the member:

On the Membership detail page, you have access to all the information entered by the volunteer during the registration process. Here, you can:

• Review the document submitted
• Verify the validity of those documents
• Adjust any information provided by the member (e.g., upload new files, add course completion dates).
• Assign a level to the volunteer
• Review and ensure all level requirements are met

Requirement list

Scroll down to the Membership Requirements section on the Membership Detail page. For Volunteer Members, only two items are required:

• Screening disclosure: This is mandatory and valid for the next three years. You can review the member's responses under the "Additional Information" section at the bottom of the page.
• PSO Membership tracking: This optional item tracks whether the volunteer has a membership with your Provincial Sport Organization (PSO).

Attributes & Records: Information submitted

Continuing further down the page, you'll find the Attributes & Records section. Under CPC - Official Requirements, you'll have quick access to certifications submitted by the member. Each piece of information is stored as an attribute and remains on the member's profile indefinitely. From this section, you can:

• Click on the document file name to review it
• Read dates entered by the member (e.g., expiry dates, completion dates)
• Adjust submitted information 
• Add information to any empty fields

To make adjustments, click Edit at the end of the row, and a popup window will appear where you can enter the new information. Note that each attribute has a specific answer format (e.g., file upload, date/time, text, tick boxes, dropdowns).

Assigning a Level and reviewing new requirements

In the Purchased Groups section, you will assign the appropriate level to your member. Currently, they have a "Volunteer Member" category assigned during registration.

To assign a new level, look at the Add a new group section below the current Volunteer Member category.

Click on the select and from the dropdown menu, select the level that matches your member (e.g., Alberta South - Volunteer Membership Level 1) then click on Add group.

The system will synchronize the new information. Once complete, return to the Purchased Groups section and:

• Tick the box in the sub-categories section on the right
• Enter the Valid From and Valid to dates for the current season
• Click on Save

The system will synchronize once more to:

• Automatically cancel the previous registration (Volunteer Member).
• Assign the new level at the Canadian Pony Club level.
• Generate the new requirement list for this level.

In the below screenshot, you can see Level 1 is now completed and the Volunteer Member category is cancelled

You can view the new list of requirements for a Level 1 volunteer in the Membership Requirements section. Each requirement is completed by an attribute. For example, if you know the member completed the Safe Sport requirement, you can add the completion date under the Safe Sport Expiry Date attribute.

If a volunteer changes levels during the season, repeat the steps above. The system will recalculate the requirement list and the CPC Level accordingly. Eg: Here I upgraded from Level 1 to Level 3:

The new list of requirements for Level 3:

Finalize the level

Once you are satisfied with the level and all requirements are met, you need to adjust the membership status. At the top of the Membership Detail page, in the Membership Info section, you can see the current status ("Requires admin attention").

To update the status, click Edit to select a new status from the dropdown list. Statuses include:

• • Issued: All waivers signed and requirements completed.
  • Pending Requirement: The member needs to complete additional requirements.
  • On Hold and Requires Admin Attention: Used when further checks are needed or when manual approval by an admin is required.
  • Processing: Waiting for signature collection. You can resend the signature request email from the Membership section.
  • Cancelled: The membership is cancelled.
  • Expired: Membership validity has expired. You can verify the expiration date in the Purchased Groups section.

Select the new status from the dropdown list and click on save:

You have now completed the task of assigning a level to your volunteer.

Followup with the member:

If you wish to follow up with your member after assigning the level, you can create templates and send emails directly from the Notify and Follow Up section on the Membership Detail page. For more information, please read this guide.