Profile completion requests

Profile completion requests

Overview

After a new member is created in SMS an Operoo profile request will be generated for them and will be emailed to the profile owner (as identified in the member’s SMS record Operoo Profile email field).

If this is not done within a set time (currently set as 5 days by default) then Operoo will send periodic email reminders to the profile owner until the profile is completed and shared.

Profile sharing

At all times an Operoo profile remains the property of the profile owner. The profile owner may specifically elect to share that profile with organisations such as Scouts or a school. When a profile is shared with Scouts, we are only granted access to view it and are unable to change any aspect of the profile. A profile owner only completes one profile per member but can share this single profile with as many organisations as they wish. A profile will only be shared if the profile owner clicks the “Share” button that is specifically linked to a share request from the relevant Scouting formation. A share request will only appear in a profile if the profile has been fully completed and the name and email address in the profile exactly match the name and email address in the share request from Scouts QLD. A profile owner should not try to manually share a profile with a formation or Leader other than by the process outlined above.

Changes to a profile request

Prior to the completion of a profile by the profile owner, an Administrator may change the email address to which the profile request is being sent (through the “Override the integrated email above” field as outlined above) or may archive/delete the profile request.

If a profile request is archived or deleted but the member is still active in SMS, please contact the Branch Support Office, as they will be able to assist you in disabling the particular Members’ sync. If you do not and the member is still active in SMS, then a new profile request will be generated following the next nightly sync between Operoo and SMS.

If a profile request has been generated with an incorrect name then the member’s name should be corrected in SMS, please contact the Branch Support Office to assist you with generating a profile request with the correct name. A new profile request with the correct name will then be generated in the next sync.

Changes to a completed profile

Once a profile has been completed then only the profile owner can change the details within that profile. Updates to the primary email address, address, mobile number of the profile owner will be updated in SMS. 

Viewing profiles

In addition to viewing profiles online on a computer, Administrators and Staff can also view profiles online or offline by downloading and using the mobile app on a phone or tablet. When signing in via the mobile app with network or internet coverage all current profiles will be automatically downloaded. The downloaded profiles will then be available next time the mobile app is accessed, whether network and internet coverage is available or not, by tapping the “View offline data” button. Members can also print a hardcopy of their Operoo record if attending an event where the Carer will not have electronic access to their profile. Hardcopy printouts should be securely destroyed following the event.

If a user continues to receive reminders

If a user continues to receive reminders, an administrator can check to see if an account has been created and a profile has been finalised. Open the profile request within the Members area. Towards the bottom left within a green box there will be one of a couple of messages.

The below message indicates that the user has setup an account but not finished their profile. They will continue to receive the email reminders until the profile is complete.


The user has not setup an account or a profile. They will continue to receive the email reminders until the profile is complete.


The below message indicates that the user has setup an account and not started a profile. They will continue to receive the email reminders until the profile is complete.



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