Roles: Appointment Secretaries and Commissioners, HQ Administrators.
Process overview: This process will allow users with the correct access rights to close a single role or multiple roles for a single member satisfactorily or unsatisfactorily.
If a role is closed for satisfactorily reasons, the outcome of this process is that the role selected will be closed and the member’s service for that role recorded as ‘Satisfactory’. You will need the member’s membership number to be able to search for their record
If a role is closed for unsatisfactorily reasons, the outcome of this process is that the role selected will be closed and the member’s service for that role recorded as ‘Unsatisfactory’. You will need the member’s membership number to be able to search for their record.
DO NOT use this method if ending a role for someone who has died as this will send an email that may be upsetting to the family. Instead, please refer to the user guide ‘Cancelling the membership of someone who has died‘.
Process: Ending a full role satisfactorily
- Hover over the magnifying glass symbol located at the top right of the homepage
- Type the membership number of the member you want to find into the ‘Go to member’ box then click the magnifying glass.
If you do not know the membership number, click on ‘Find member(s)’.
- On the member’s profile page there will be a row of headings underneath the member’s name and membership number. Click the ‘Roles’ heading.
- The roles page will display all of the member’s active roles. These will be displayed as a list going down the page.
- All active roles will have an ‘End’ button at the right hand side of the page under the ‘Options’ heading. Click on the ‘End’ button by the role you want to close.
- To close more than one role, use the tick boxes at the left of the page to select the roles you want to close and then click the ‘End roles’ button at the bottom.
- A popup window will appear titled ‘End adult role’, with the Member’s name and membership number underneath. Click the ‘End role(s) satisfactorily’ button and continue.
Please note: If you are ending a role unsatisfactorily then please click on ‘End roles(s) unsatisfactorily’ and proceed straight to step 13 in the guide at the end of this process.
- A pop up window will appear.
Complete all of the boxes in the window as follows:
- Enter the role’s end date into the ‘End date’ box by clicking the calendar symbol and selecting the date required.
- Click the arrow to the right of the ‘Reason’ field to show a drop down menu. Select the reason why the role is ending.
- To provide more information about the reason behind the closure of the role, type into the ‘Reason free text’ box.
- The lower half of the window displays the role(s) being ended.
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When the information is complete click the ‘Next’ button at the bottom right of the page.
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The ‘Next’ button will change to an ‘End role’ button. Click the button again to confirm ending the role.
- You will be taken back to the member’s ‘Role(s)’ page. The role you closed will now be displayed on the list as ‘Closed’.If the member has no other active roles, you will see a pop up saying ‘This role has now been closed’ and you won’t be able to find the member’s record. Process: Ending a role unsatisfactorily
Continue from step 7 above:
- A popup window will appear titled ‘End adult role’, with the member’s name and membership number underneath. Click the ‘End role(s) unsatisfactorily’ button.
- Clicking the ‘End role(s) unsatisfactorily’ button will bring up the following options in the window.
- Enter the end date of the role into the ‘End date’ box.
- Use the drop down menu labelled ‘Reason’ to select the reason for ending the role.
- Further information about the reasoning for closing the role will need to be placed into the ‘Reason free text’ box.
- The lower half of the window will display the role(s) being ended
- When you are ready to end the role, click the ‘Next’ button at the bottom right of the page.
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The ‘Next’ button will change to an ‘End role’ button. Click the button again to confirm ending the role.
- You will be taken back to the member’s ‘Roles’ page. The role you closed will now be displayed on the list as ‘Closed’. If you have entered an end date in the future, the role will remain full with ‘Ending date’ in brackets.If the member has no other active roles, you will see a pop up window saying ‘This role has now been closed’.