Access the database from this URL: https://scrappies.org/scrapdata/login.php
Login Page
Enter your username and password, then click the “login” button. If you have forgotten your password, click the link labelled “Forgot password”.
Forgot password
On the next page, enter your email address and click “send”.
Find the email from “Scrapppies Membership” in your inbox (if it doesn’t appear check your spam/junk box) and click the link to load the “Reset Password” page.
Enter your password twice for confirmation and click “Send”. You will be redirected to the login page where you can try to login.
Welcome Page
Successful login will load the welcome page, which has links or input boxes to various functions. Some functions are restricted to admin users only. If you are only authorised to view the data you won’t be able to see the admin functions.
Database Functions
Follow the links to further information:
- Database Documentation – help file for all users
- Change your password – all users
- Sign out of your account – all users
- Search the database – all users can search and view records for members, but only admin can make changes to members’ data.
- Add New Record – admin only. Add a new member to the database.
- Prepare Renewal Notices – admin only. Send out renewal notices to lapsed members.
- Data Download – admin only. Download files of various kinds of data in .csv format for use in spreadsheets, mailing programs, etc.
- Prepare Statistics – admin only. This section is in development and will show membership summaries when it is completed.
- Send out bulk emails – admin only. This is a link to a program which allows us to send out emails to large groups of members, or others. (eg. bulk emails to schools, AGM notices, etc.)
- User Admin – admin only. Add a new user who is authorised to view the data or edit it.
Search the database
Note 1. A search for part of a word will list any record with that text string in it. A search for any text will search every field in the database, so you can search for a phone number or a comment.
Note 2. If you change your mind about making a search use the “Reset” button.
- Type you search item into the text box
- Choose the type of search you want
- Click the “Search” button
Search results are presented on a new page as a table showing the membership number and name of all members who match the criteria. To review a member’s data just click on the relevant membership number. The data will be displayed on a new page. When you are finished, click “Return to Main Menu” to return to the Welcome page.
Admin users will also be able to edit member’s data. More information about editing is found here.
Add New Record – admin
Enter a new member’s name and membership number here. Click the “Submit” button to start the record and bring up the editing page where you can enter the rest of their data.
More information about editing is found here.
The “Reset” button deletes the content of all fields in this section.
Prepare Renewal Notices – admin
Monthly renewals are processed automatically from this section. Choose the month and renewal year (e.g. in January you will be doing renewals for December of Last Year!) then click the “Process” button.
Emails are sent automatically to any member with an email address.
There are still a few members who don’t have email. For these people a letter will appear on screen (there may be more than one letter in any given month). DON’T close this page until you’ve printed them out or you will loose them! Use your browser’s print facility to print them. They are formatted to print one letter to a page. The address is positioned for use with a window envelope.
You can check that the emails and snailmails were processed by downloading the Renewals Diagnostics File as described in the next section.
Data Download – admin
The text box at the top of this section is used to enter the “grace period” which we leave for lapsed members to renew their memberships. Many of our members wait to renew till they visit the store so we keep their data so that we don’t have to enter it all again.
The default grace period is 6 months; you don’t need to change it unless there is a good reason.
Choose the type of data that you want to download:
- Complete members table in .csv format. This copies all the data from the members table, regardless of renewal date. This is personal data and must not be kept on your pc once you have worked with it.
- Complete renewals table in .csv format. This copies all the renewal records from the renewals table. These data are associated with member data using their membership number only.
- List of lapsed members in .csv format. This lists membership number, name and renewal month and year. The grace period for lapsed members is 1 year. Use these data to cull the database of lapsed members by deleting them on-line and by destroying their paper affiliation form.
- List of current members’ email addresses in .csv format. This is just a text file containing email addresses. Use it for sending bulk emails to all members (e.g. AGM notices).
- List of current members’ snailmail addresses in .csv format. This is useful for sending out letters to those members without emails (e.g. AGM notices).
- Current membership data in .csv format for use with a spreadsheet. Lists all current members plus those lapsed within the grace period. Data includes name, address, email address and renewal month and year. This is personal data and must not be kept on your pc once you have worked with it.
- Renewals Diagnostics File. This is a text file which just lists the members who have received renewal notices and the format (email or snailmail) of the notice. It is useful for checking when the last notices were sent and who they were sent to.
Click “Process”.
Choose a file name and a destination on your pc for your download. Once the download has finished you can open the file and examine the data.
Prepare Statistics – admin
Under construction! Feel free to take a look.
Send out bulk emails – admin
You will move from page to page of this program completing different stages on each page. Instructions for using the program are included on each page.
- Enter the message. it should be in plain text. We cannot handle Word Documents, HTML or similar. You can either create (use Notepad) and upload a text file containing the message by clicking the “Choose File” button; OR you can type it into the text box (which can be expanded by dragging the bottom right hand corner). Don’t try to do both! When you are ready click “SUBMIT”.
- Choose the proposed recipients of the email. You can submit a list of email addresses by clicking the “Choose File” button (each address should be on a separate line); OR you can choose to send emails to all current members with email addresses. Don’t try to do both! When you are ready click “SUBMIT”.
- Make any necessary changes to the email headers. The actual sender is membership@scrappies.org and you can’t change that. However, you can change the subject line, the “reply to” name and address and the name of the sender. When you are ready click “SUBMIT”.
- A diagnostics page will confirm that you were able to send the emails, or will give you an error message. Note: if there is a blank line at the end of your file of email addresses, you may get an “email failed” notice at the end of the diagnostics file. You can ignore that.
User Admin – admin
Note 1: Only staff/volunteers who need to view the data should be added to the users list. This may include sales and adminitrative staff, people who run the sales desk and trustees who wish to have access.
Note 2: Edit and Admin authorization should only be given to users who update the database or work with membership data. At present this would only include staff members and the membership volunteers.
Note 3: Modifying a user’s data or deleting them from the list of users does not affect their membership record. Users are people who view or edit the membership list. The list of users is completely separate from the list of members.
To add a new user who can edit or view membership data complete the two text fields, choose the level of authorization and click the “Submit” button.
To remove a user from the list; to change their level of authorization or to change a name or email address click the “List current users” button.
On the next page, click on the user’s name. This will load the “Edit or Delete this User” page.
Make changes in the “Edit User” box and click “Submit” when you are ready.
To delete the user click on the “Remove this person as a user” button. You will be asked to confirm this choice on the next page.
Editing a member’s data – admin
Note: You can move through the members alphabetically or by membership number using the buttons at the top of the editing page. You would not normally use this, but the facility is there to help with GDPR activities.
Renewals: The first box allows the user to enter new reneal data. It has a default year of the current year, but if you are entering a late or multi-year renewal, you may have to change this. Enter all the information, which you will find on the paper affiliation form, and click the “Submit Payment” button. If you mess up you can delete your entry by clicking the “Reset” button.
Payment Information: This box shows a table with all renewals for the member. The right hand column gives a Renewal ID. You can click on that to edit or delete any Renewal Item, although this is rarely needed.
Name and Address, Contact Info, Membership Info and Comments: These boxes contain the personal information for the member. Edit the data in any field in any of these boxes and then submit the data by clicking “Update Info About Member”. Any changes you make will be stored in the database. If you change your mind about changing before you update the data, click the “Reset” button to undo your changes.
Deleting a Member: At the bottom of the page is the button labelled “Remove this Person and Their Data”. This will permanently delete their personal and renewal data, so be very careful about clicking on it! You will be asked to confirm the deletion or return to the edit menu before the deletion takes place.
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