Full Member Guide

How do I sign into my Student Dashboard?

Once you have entered your Students’ Union website, click the ‘Sign-In’ button at the top of the page;
You will be navigated to your university logon page for you to enter your University email address and password;
Once you have signed in, you will be able to select the ‘Student Dashboard’ at the top of the page.

What options do I have on my Student Dashboard?

When you log into your Student Dashboard, you will be able to access your member pass via the ‘My Member Pass’ button found at the top of the page. This will bring up your member QR code that can be scanned when entering events, to collect products, receive discounts linked to reward cards and more!

You will see several sections in the sidebar on the left:

‘Dashboard’ - this will be the initial page that is shown when you log in to your Dashboard. From here, you can easily view:
1. Your total expenditure at SU Venues and Events;
2. Number of SU Events you have attended;
3. Your recent purchases (select the ‘View all Purchases’ button at the bottom of the page if you wish to see the details of all of your purchases since becoming a member of your SU);
4. Any upcoming Events you have registered to.
‘Memberships’ – here you will be able to view the details of any active memberships you have for any SU Activities/Groups;
‘My Reps’ – see here the details of your relevant Reps, including their name and profile picture;
‘Purchases’ – here you can view all of your purchases since becoming a member;
‘Forms’ – here will show any Forms you need to fill in, for example, if you are an Outgoing or Incoming Committee Member for a Activity/Group, forms that require completion during the Handover period will show here;
‘Room Bookings’ – here you can book rooms within your University and Union. Just ‘Click Create Room Booking’ to enter your requirements for your room, or, if you know which room you need, request this one directly. Further guidance can be found below
‘Loyalty’ - if you are involved in any SU Loyalty Schemes, you can view the details of any Loyalty you have accrued under this tab including the balance (and the equivalent monetary value of that balance, if it is a points-based scheme);
‘Reimbursements’ – here you can submit expense claims to your Union, for example for personal funds spent for your Student Group, or for mileage used as a driver for a Union activity – these applications will be sent directly to your Union to review and approve. See below for further information on how to submit an expense claim/reimbursement application. Note: If your Union has enabled ‘Group Only’ reimbursements, this tab will only show if you are a member of an Activity/Student Group.
‘Settings’ – here you can:
1. View your personal details, such as your name and Student/Member ID Number – you can also submit a Preferred Name if you wish for your SU to change this on their system;
2. View and adjust your Marketing Preferences, such as for Newsletters or information about upcoming Events;
3. View Education details, such as your College, School and Course.

Room Bookings - How Can I Book a Room?

Navigate to the ‘Room Bookings’ area of the student dashboard and select ‘Create New Booking’.

You will be asked if you would like to create either a ‘Smart Booking’ or an ‘Advanced Booking’.

‘Smart Booking’ – create a Smart Booking if you are not sure which room you require, or do not need to book a specific room. You will need to enter the following information:
1. Start and End Dates;
2. Room Requirements – select what features you require for your booking, such as chairs or a projector (these features are added by your Union. If you require a feature/equipment that is not available for selection, please contact your SU directly);
3. Number of Attendees;
4. Add a Booking Name to your room booking;
5. Add a Description for the booking;
6. If you are a Committee Member booking a room on behalf of your Activity/Student Group, please select the relevant Group from the dropdown menu;
7. Confirm whether or not there you plan to have an External Speaker, and add some further information if applicable.

What happens if there are no rooms available using the Smart Booking function?

If the Smart Booking function is unable to find an available room, an error message will be displayed. Try adjusting your criteria (e.g. changing the date and time of the booking) to try and find an available space.

‘Advanced Booking’ – create an advanced booking if you know which room you would like to book. You will need to enter the following information:
1. Select the relevant room from the dropdown menu;
2. Start and End Dates;
3. Number of Attendees;
4. Add a Booking Name to your room booking;
5. Add a Description for the booking;
6. If you are a Committee Member booking a room on behalf of your Activity/Student Group, please select the relevant Group from the dropdown menu;
7. Confirm whether or not there you plan to have an External Speaker, and add some further information if applicable.

Click ‘Submit’ and the system will book the room that you have requested (Advanced Booking), or book a room that fits your requirements (Smart Booking). You will be taken to a page that will confirm the:

Booking Details;
Room Details - including any given setup/pack down times for reference (i.e. 5 minutes), and any additional information that has been provided regarding the room;
External Speaker Details – if this has been added to the booking.

If the system is unable to complete the booking, a notice will show at the top of the page when you click ‘Submit’, confirming that the room you have requested is not available (Advanced Booking), or that there are no rooms available that suit your requirements within the given date range (Smart Booking), and will request that you adjust your information if you wish to book.

Note: If you wish to book a room for an Activity/Student Group as a Committee Member but are not able to select the relevant group when creating a booking, please contact your SU directly.

How can I view my bookings?

Within the main ‘Room Bookings’ page, you will have various tabs that list all of your bookings (known as ‘List’ view), showing the room and dates and times of the booking. You will also have the option to ‘View’ the details of the bookings on the right hand side:

Your Bookings – view all bookings you have created (you will also be able to view the status of the booking);
Upcoming Bookings - (you will also be able to view the status of the booking);
Previous Bookings;
Cancelled/Bookings – view all bookings that you have had to cancel, or that have been declined by your SU after you have created the booking;
All Bookings – view all bookings to help give you an idea of when rooms will be free;
Student Group Bookings – this will show bookings created for an Activity/Student Group that you are a member of if you are a Committee Member of an Activity. A tab will show with the names of all Activities/Student Groups that you are a Committee Member of (you will also be able to view the status of the booking).

Please note: If you wish to book a room for an Event, you can do this within the application found under the ‘Events & Trips’ area of the Student Dashboard. Further details can be found under the ‘8. Events and Trips’ section of this guidance.

Calendar and Timeline Views

Calendar and Timeline views are also available for you to view all of your relevant bookings from a monthly, weekly and daily perspective.

The name of the room and any description given for the booking will show on the relevant day (if the description is not showing, the booking will have been made by a member of staff that has marked either the booking, or the room itself, as private).

The following filters are also available within both the calendar and timeline views: 1. Room Options (allows you to show or hide unavailability periods that may have been created by your SU for certain rooms); 2. Status of the booking; 3. Room; 4. Activity/Student Group

How do I cancel a booking?

To cancel a booking, simply find the relevant entry within your calendar or list view, and select ‘View’. Click the ‘Cancel Booking’ button at the top of the page.

The booking will then be archived under the ‘Cancelled/Declined Bookings’ tab on your main Room Bookings page.

Reimbursements - How can I submit an Expense Claim/Reimbursement request?

Navigate to the ‘Reimbursements’ area of the student dashboard and complete all of the relevant sections for your claim (ensure any monetary values are entered with 2 decimal places – e.g. £10 would be entered as 10.00):

General Questions – enter the basic details of your claim, including:
1. Product Type (Item or Mileage);
2. Amount;
3. Reimbursement Type:
  1. From a Group, Sport Society, Academic Society etc… (Reimbursement Requests for a Student Group can also be submitted via the ‘Finance’ area of Group management dashboard, if you have the relevant permissions);
  2. Individual Reimbursement, authorised for submission for a conference/trip (Note: If your Union has enabled ‘Group Only’ reimbursements, this option will not be available);
  3. Staff Reimbursement;
4. Group name (if applicable);
5. Confirm if the reimbursement is relating to an event (if ‘Yes’, you will be asked to confirm the name of the Event);
Note: It will confirm at the top of this page if there is a maximum value for which you can claim within one application.
Items - List – click ‘Create’ to add as many items as needed on your request and enter the relevant information (you can‘Modify’ or ‘Remove’ any items prior to submission if needed):
1. Name;
2. Reason for Purchase;
3. Date of Purchase (your SU may have set a time period in which you must submit your claim after the date of purchase. This will be confirmed here; ensure the date you enter is within this timeframe);
4. Unit Cost (excluding VAT);
5. Quantity.
Note: You can add multiple items to your claim, unless the total value would exceed the maximum allowed to claim in one application, or unless otherwise instructed by your SU.
Items – Additional Information – enter additional information regarding your items:
1. Total value of the VAT (if not applicable, enter 0.00);
2. Total delivery fee (if not applicable, enter 0.00);
3. Upload a VAT receipt (it is mandatory to upload a VAT receipt, or any receipt/document as proof of purchase), along with any other additional receipts you may have to accompany your application;
Mileage – Confirm the date of travel, number of passengers in the car (enter 0 if driver only), destination address, and upload proof of travel.
Submission – if you are happy with your application, click ‘Finish’ to submit to your SU.

Once you have submitted your application, you will need to confirm your bank details in order for it to be processed. To do this, click the link that shows on the confirmation page when you have submitted your application.

Note: If you missed this link, you can also do this later from the reimbursement dashboard. Note that your application cannot proceed until these details are entered.

You will be redirected to the ‘SUMS Expenses Gateway’, in which you must complete your bank details, including:

Account holder name;
Type of account – (international or UK);
Account number; (UK)
Sort code. (UK)
IBAN (International)
BIC/Swift Code (International)

If you have completed a reimbursement request for a group that you are a member of, the group will receive an email confirming that a request has been submitted and requires review from the committee approver(s).

How will I know if the status of my application has changed?

All of your Reimbursement requests will be listed within the Reimbursements area of your main dashboard. All relevant information will be listed, including the ‘Status’ of the application:

‘In Progress’ – application submitted and currently being reviewed;
‘Reopened’ – your application has been reopened to provide further information;
‘Awaiting Bank Details’ – you haven’t yet submitted your bank details, or your Unions has had to request these again;
‘Approved’;
‘Declined’.

You will also receive an email notification if:

Your application has been approved – the email will also confirm within how many days you can expect funds to have arrived in your account;
Your application has been declined;
If you need to reconfirm your bank details;
Your application has been reopened by a member of staff because they require some further information (find the relevant application within the ‘Reimbursements’ area of your dashboard and you will be able to adjust and re-submit the application).

Note: If your Union reopens your application and this causes your application to exceed the time period after the purchase date, your request will still stand as it would have initially been requested within the relevant timeframe.

Petitions

If you have access to this area within the Student Dashboard, you will be able to submit proposals for petitions to your SU for approval.

You will be able to access and view the details of all petitions you have submitted at all stages: pending, approved and declined.

Click ‘New Petition’ to create a new submission;
Enter the Name and Description of the petition you are proposing;
Click ‘Next’ and enter the dates for your petition;
Click ‘Submit’ to submit your petition for approval.

Your SU will review your petition before approving or declining. You can check the status of your petition by referring to the ‘Decision’ column alongside your petition.

The petition will also fall into the relevant tab at the top of the page once a decision has been made.

If your petition has been approved, it will go live at the date you entered, unless this has been modified by your SU prior to approval.

Please note: Your SU is able to modify the details of your petition at any time, so the name, details or dates of your petition may differ slightly upon approval. If you have any queries in regard to why this may have changed, please get in contact with your SU.

Group and Committee Member Management

If you are a member of an SU Group or Activity, specifically a Committee Member, select your Group from the dropdown menu at the top of the Dashboard, and a number of additional options will open up in the side bar on the left.

Depending on your position, you will have varying management areas available to you:

1. Overview – How can I view general information about my Activity/Group?

Under your ‘Overview’ of the Activity/Group you can see:

Number of Members;
Number of Interested Members;
Number of Communications sent in the past 30 days;
Number of Active Products;
Names of the Committee Members;
All Upcoming Group Events, including the total tickets sold.

2. Members – How can I view the details of our Activity/Group Members,and Interested Members?

Under Members, there are two tabs which show full lists and details of:

All Group Members;
All Interested Members.

Under these tabs, you also have the option to ‘Contact All Group/Interested Members’ if you wish to send a Communication to them...

3. Communication – Can I send messages to our Activity/Group Members?

Certain Committee Positions will be able to send Communications to their Group at any time.

Under ‘Communication’, click ‘New Communication’;
Select who you would like to contact from the dropdown menu:
1. All Members;
2. Committee Members;
3. Interested Members;
4. Purchasers of a certain Product (you can then select the relevant product);
5. Communication Group (further information below);
Once you have selected who you wish to contact, click ‘Next’ and enter the subject and content of your message (there are formatting tools available, and you can also add a link or coding to the message if needed);
If you would like to attach a file, select the ‘Do you want to attach a file?’ toggle button;
Browse your files and add your attachments (you can include up to 2 files);
Click ‘Next’ to go to the Submission page;
If you are happy with your message, click ‘Finish’ and this will send to your chosen recipients.

Can I create a custom Communication Group to send a message to?

Yes, you can:

In the ‘Communication’ section, go to the ‘Groups’ tab and select ‘Create Group’;
Enter a Name for the Group;
Enter the names of the members you wish to be in the Communication Group (from that Activity/Group) and select them from the dropdown menu;
Click ‘Next’ to go to the Submission page;
If you are happy with your new Communication Group, click ‘Finish’.

Your new Communication Group will then show for selection in the dropdown menu when you go to send a new Communication.

4. Finance – How can I manage my Activity/Group’s Finances?

Under Finance, you can see a summary of your Group’s accounts – click on the total value of an account at the top of the page to see a full breakdown, including:

Statement – to view a breakdown of the account’s expenditure and income (you can view this by nominal group);
Pending Income – to view any impending funds due to be received; add/subtract the funds in this section from your total funds to get your accurate account information;
Pending Expenditure - to view any impending expenses; add/subtract the funds in this section from your total funds to get your accurate account information;
Once your accounts have been ratified, nothing will show in the Pending Income/Expenditure tabs, and your account will be fully up to date.

You can also manage your Purchase Requests and Invoice Requests from this page.

How can I submit an Invoice/Purchase Request?

For an Invoice Request, select ‘New Invoice Request’ under the ‘Invoice Requests’ tab.

For a Purchase Request, select ‘New Purchase Request’ under the ‘Purchase Request’ tab.

– then fill in all of the relevant sections for your Invoice/Purchase (ensure any monetary values are entered up to 2 decimal places):

Supplier – enter the details of your Supplier, including:
1. Name;
2. Address;
3. Phone Number;
4. Email;
Items – click ‘Create’ to add as many items as needed on your request and enter the relevant information (unless otherwise instructed by your SU, you can add as many items as you wish to your request, so you don’t need to submit separate requests for all of your individual items):
1. Name;
2. Quantity;
3. Unit Cost (excluding VAT);
*You can edit or remove any of the items you have added if you need;
VAT – enter the VAT information:
1. Total value of the VAT;
2. Delivery fee (if not applicable, enter 0.00);
Coding – confirm the correct financial coding for your items (you can add multiple coding for each of the items):
1. Department;
2. Nominal;
3. Total amount of the Purchase – including Total Unit Cost, VAT and Delivery Fee.
*You can edit or remove any of the items you have added if you need;
Quote – upload your Quote document(s) (this is mandatory for a Purchase Requests) - (you can upload up to 3 quotes);
Misc. – in this section, you will need to confirm:
1. If the request includes a transport item;
2. If the request relates to a funding application.
Submission – if you are happy with your application, click ‘Finish’ to submit to your SU.

How will I know if my application has been approved?

Under the Invoice/Purchase Requests tab in the Finance section, you will see a list of all of your current and previous Invoice/Purchase Requests.

All relevant information will be listed, including the ‘Status’ of the application:

Pending;
Processed (Approved);
Declined.

You will receive an email if the status of your application has changed. If an application has been declined, you may have been provided with some feedback as to why it could not be approved.

If an Invoice Request has been approved, your SU will have raised the request and funds will enter your account when paid by the supplier.

How can I submit an application to make a direct payment to another student or supplier?

Navigate to the ‘Reimbursements’ area of the student dashboard and click ‘Make a Payment’.

Complete all of the relevant sections for the intended payment (ensure any monetary values are entered with 2 decimal places – e.g. £10 would be entered as 10.00):

General Questions – enter the basic details for the payment:
1. Select if this is for a Student or Supplier;
2. Enter the Request Amount;
Student/Supplier – enter the details of the Student/Supplier for whom the payment is intended:
1. Name;
2. Address details;
3. Phone number;
4. Email Address;
Items – add your items (if any delivery costs were applicable, please add these as individual items):
1. Name;
2. Quantity;
3. Total cost (excluding VAT);
4. VAT Cost;
5. Select the relevant department;
6. Select the relevant nominal;
Quote – upload a quote for your application (this is mandatory – 2 additional files can also be uploaded if required);
Select the Payment due date and time;
Click ‘Finish’ to complete your application and send for review;
From here, you will be asked to submit the bank details of the student/supplier;
Enter the relevant bank details and click ‘Submit’.

How will I know if the status of my application has changed?

This type of purchase request will be listed within the Reimbursements area of your main dashboard. All relevant information will be listed, including the ‘Status’ of the application:

‘In Progress’ – application submitted and currently being reviewed;
‘Reopened’ – your application has been reopened to provide further information;
‘Awaiting Bank Details’ – you haven’t yet submitted your bank details, or your Unions has had to request these again;
‘Approved’;
‘Declined’.

You will also receive an email notification if:

Your application has been approved – the email will also confirm within how many days you can expect funds to have arrived in your account;
Your application has been declined;
If you need to reconfirm your bank details;
Your application has been reopened by a member of staff because they require some further information (find the relevant application within the ‘Reimbursements’ area of your dashboard and you will be able to adjust and re-submit the application).

Note: If your Union reopens your application and this causes your application to exceed the time period after the purchase date, your request will still stand as it would have initially been requested within the relevant timeframe.

If I have the correct permissions, how can I review and progress this type of Purchase Request that has been submitted by a member of my Activity/Student Group?

Under the ‘Reimbursement Requests’ tab within Finance in your group, you can see a list of all open requests that have been submitted, with the following options:

‘View’ the full application;
‘Add Finance Nominal & Department and Approve’ – select the relevant Nominal and Department codes for each item from the dropdown menus and click ‘Submit and Approve’to approve the application;
Alternatively, you can ‘Decline’ an application if needed.

Approving an application will push it through to your SU for them to review and approve.

The request will disappear from the list once approved or declined.

Note: If you are listed as one of your Group’s approvers for reimbursement requests, whether or not you can approve your own application will be dependant on your SU’s settings. If you are unsure of this, please contact your SU for confirmation.

If you are able to approve your own submissions, the application will appear as it does above for you to add the relevant financial coding and approve.

Alternatively, an application that has been submitted by yourself will need your group’s override approver to approve these (these are also set by your SU).

If your Union has reopened an application, you will need to approve this again in order for it to be resubmitted.

Reimbursements - How can I submit an Expense Claim/Reimbursement request?

Navigate to the ‘Reimbursements’ area of the student dashboard and complete all of the relevant sections for your claim (ensure any monetary values are entered with 2 decimal places – e.g. £10 would be entered as 10.00):

General Questions – enter the basic details of your claim, including:
1. Product Type (Item or Mileage);
2. Amount;
3. Reimbursement Type:
  1. From a Group, Sport Society, Academic Society etc… (Reimbursement Requests for a Student Group can also be submitted via the ‘Finance’ area of Group management dashboard, if you have the relevant permissions);
  2. Individual Reimbursement, authorised for submission for a conference/trip (Note: If your Union has enabled ‘Group Only’ reimbursements, this option will not be available);
  3. Staff Reimbursement;
4. Group name (if applicable);
5. Confirm if the reimbursement is relating to an event (if ‘Yes’, you will be asked to confirm the name of the Event);
Note: It will confirm at the top of this page if there is a maximum value for which you can claim within one application.
Items - List – click ‘Create’ to add as many items as needed on your request and enter the relevant information (you can‘Modify’ or ‘Remove’ any items prior to submission if needed):
1. Name;
2. Reason for Purchase;
3. Date of Purchase (your SU may have set a time period in which you must submit your claim after the date of purchase. This will be confirmed here; ensure the date you enter is within this timeframe);
4. Unit Cost (excluding VAT);
5. Quantity.
Note: You can add multiple items to your claim, unless the total value would exceed the maximum allowed to claim in one application, or unless otherwise instructed by your SU.
Items – Additional Information – enter additional information regarding your items:
1. Total value of the VAT (if not applicable, enter 0.00);
2. Total delivery fee (if not applicable, enter 0.00);
3. Upload a VAT receipt (it is mandatory to upload a VAT receipt, or any receipt/document as proof of purchase), along with any other additional receipts you may have to accompany your application;
Mileage – Confirm the date of travel, number of passengers in the car (enter 0 if driver only), destination address, and upload proof of travel.
Submission – if you are happy with your application, click ‘Finish’ to submit to your SU.

Once you have submitted your application, you will need to confirm your bank details in order for it to be processed. To do this, click the link that shows on the confirmation page when you have submitted your application.

Note: If you missed this link, you can also do this later from the reimbursement dashboard. Note that your application cannot proceed until these details are entered.

You will be redirected to the ‘SUMS Expenses Gateway’, in which you must complete your bank details, including:

Account holder name;
Type of account – (international or UK);
Account number; (UK)
Sort code. (UK)
IBAN (International)
BIC/Swift Code (International)

If you have completed a reimbursement request for a group that you are a member of, the group will receive an email confirming that a request has been submitted and requires review from the committee approver(s).

How will I know if the status of my application has changed?

All of your Reimbursement requests will be listed within the Reimbursements area of your main dashboard. All relevant information will be listed, including the ‘Status’ of the application:

‘In Progress’ – application submitted and currently being reviewed;
‘Reopened’ – your application has been reopened to provide further information;
‘Awaiting Bank Details’ – you haven’t yet submitted your bank details, or your Unions has had to request these again;
‘Approved’;
‘Declined’.

You will also receive an email notification if:

Your application has been approved – the email will also confirm within how many days you can expect funds to have arrived in your account;
Your application has been declined;
If you need to reconfirm your bank details;
Your application has been reopened by a member of staff because they require some further information (find the relevant application within the ‘Reimbursements’ area of your dashboard and you will be able to adjust and re-submit the application).
You are a Committee Member that can authorise expense claims, and someone from your Group has submitted an application:
- A reminder email will also be sent 5 days later if the application is yet to be approved.

Note: If your Union reopens your application and this causes your application to exceed the time period after the purchase date, your request will still stand as it would have initially been requested within the relevant timeframe.

If I have the correct permissions, how can I review and progress an Expense Claim/Reimbursement request that has been submitted by a member of my Activity/Student Group?

Under the ‘Reimbursement Requests’ tab within Finance in your group, you can see a list of all open requests that have been submitted, with the following options:

‘View’ the full application;
‘Add Finance Nominal & Department and Approve’ – select the relevant Nominal and Department codes for each item from the dropdown menus and click ‘Submit and Approve’to approve the application;
Alternatively, you can ‘Decline’ an application if needed.

Approving an application will push it through to your SU for them to review and approve.

The request will disappear from the list once approved or declined.

Note: If you are listed as one of your Group’s approvers for reimbursement requests, whether or not you can approve your own application will be dependant on your SU’s settings. If you are unsure of this, please contact your SU for confirmation.

If you are able to approve your own submissions, the application will appear as it does above for you to add the relevant financial coding and approve.

Alternatively, an application that has been submitted by yourself will need your group’s override approver to approve these (these are also set by your SU).

If your Union has reopened an application, you will need to approve this again in order for it to be resubmitted.

5. Products – How can I apply for and manage my Activity’s/Group’s Products?

Under the ‘Products’ section, you can view a list of all of your approved products (Active and Inactive), and also a list of all ‘Applications’ submitted by your Activity/Group, including their status.

How do I submit a Product Application?

Under the ‘Product Applications’ tab select ‘New Application’ and complete all of the relevant information:

Details – enter all of the main information for your product, including:
1. Product Name;
2. Category;
3. Product Price;
4. Date to Start Selling;
5. Date to Stop Selling;
6. Inventory – total products available for sale (if you wish for an unlimited number of products to be available for purchase, input ‘-1’);
7. Max Number of items to be purchased per Transaction; h. Select if you want to sell online;
8. Select if you want to sell online
9. Select if you want to sell at reception/box office.
Extra Capture Fields – here you can select from the dropdown menu if you would like any further information to be requested from the purchaser of your Product, such as allergy information or contact details. (If there is an additional field that you would like adding, please contact your SU and they can arrange this for you).
Audience – select who you would like your product to be available for purchase (you can select multiple):
1. Students;
2. Public;
3. Group Members;
4. Associate Members.
Note: If you have selected ‘Students’ and ‘Group Members’, only students within your Group will be able to purchase the product.

If you have selected ‘Associate Members’ and ‘Group Members’, only associate members within your Group will be able to purchase the product.

If you have selected ‘Group Members’ only, both students and associates within your Groups will be able to purchase the product.
Finance – enter the correct financial coding for your product:
1. Department;
2. Nominal;
3. VAT Rate.
Submission – if you are happy with your application, click ‘Finish’ to submit this to your SU.

How do I view the details of one of my Products?

Under the ‘Products’ tab, find the relevant product and click the red ‘More Info’ button to view all details of your product, including:

Price;
Status;
Sale Type (Public, Members etc...);
Total Member Sales (if applicable);
Total Public Sales (if applicable).

An option will also be shown for you to ‘Contact All Purchasers’ (follow the same process as in the ‘Communications’ section of the dashboard).

What if I would like a list of all the purchasers of one of my Activity’s/Group’s Products?

On the same page, there is an ‘Export’ button which allows you to download an excel spreadsheet of the details of all the purchasers of that product, including the responses to any of the extra capture field options you included for that product.

Note: An Export option will also be shown alongside the Product under the ‘All Products’ tab.

6. Coaching Applications

Select ‘Coaching Applications’ from the sidebar;
Click ‘Create Coaching Application’ and enter the following information:
1. Introduction – Name of the Coach and their contact details, including phone number, email and address;
2. Hours & Pay – enter the number of agreed hours and create the proposed weekly coaching dates and times for submission (these can be modified or removed at any point prior to submission). Also confirm if the coach is to be paid, and select the relevant cost per hour from the dropdown menu;
3. Qualifications – Attach any relevant qualification documents (at least one document required). You can also confirm if they are First-Aid trained and upload their certificate, and also select if they wish to provide One-on-One Sessions (a DBS certificate will be required);
4. Documents – upload further documents, including their Photo ID and also a lesson plan;
5. Policy & Risk Assessment – Confirm that you have read and understood your SU’s Coaching Policy and T&C’s. You will also need to confirm that you have added all of the relevant coaching information to your Activity’s/Group’s Risk Assessment, and upload the updated version.
Once you are happy with your application, ‘Submit’ to your SU for review.

How can I view the status of a submitted application?

Within the ‘Coaching Applications’ section of your Student Dashboard, you can view a list of all applications that you have submitted/have been submitted by your Activity/Group, including their:
1. Name of the Coach;
2. Status of the application;
3. Questions (‘Yes’ or ‘No’).

How do I know if my Union has requested further information for my application?

Find the relevant application on the main ‘Coaching Applications’ page;
Under ‘Questions’, if it says ‘Yes’ your Union has submitted some questions or feedback in regards to your application;
Select ‘Actions’ to view their queries;
Your application will also reopen in order for you to amend it where necessary and resubmit once you have provided the requested information;
Your Unions will be able to review your updated application and ‘Approve’ or ‘Decline’ your submission.

7. Funding

Under the ‘Funding’ section, you will see a list of the Grants available for you to apply to. You will see alongside each Grant how many pending applications you have, and you can ‘View All’ of the applications you have submitted, including;

Submission date;
Funds requested;
Status of the applications;
Any staff feedback provided during the approval process.

Click the ‘More Info’ button to view the application that was submitted.

How can I apply for Grants for my Activity/Group?

Click ‘Apply’ for the relevant grant and enter all of the required information;

Amount – enter the amount you wish to apply for;
Questions - answer the questions listed, such as;
1. What will the grant money be spent on?
2. Will the grant increase engagement?
3. What are the balances of the club and how are they uses?
4. Does the grant have along term benefit to the club or society?
*All fields need to be completed in order to proceed with the application.
Quote – upload a quote for what you require the grant for;
Submission – if you are happy with your application, click ‘Finish’ to submit to your SU.

How will I know if my application has been approved?

Select ‘More Info’ alongside the relevant grant to see its information.

All relevant information will be listed, including the ‘Status’ of the application:

Pending;
Approved;
Declined.

You will receive an email if the status of your application has changed. If your application has been approved, the funds will appear in your Activity/Group’s account, which can be viewed in the ‘Finance’ section of the dashboard.

8. Events and Trips

Under the ‘Events and Trips’ section, you’ll have the following tabs:

‘Applications’ – Here you can submit new applications and view all past and current applications that have been submitted for approval, including their status and any staff feedback given;
‘Upcoming Events & Trips’ – here you can view the details of your future Events & Trips, including the number of tickets that have been sold;
‘Current Events & Trips’ – here you can view the Events & Trips that are currently happening, and you can also manually register attendance.

How do I create a new Event/Trip for my Group?

Under the ‘Applications’ tab, click ‘New Application’;
Use the toggles to select the relevant requirements for your application parts of your application. You will be directed through the relevant sections of the application form depending on what you have selected here:
1. Are you selling tickets?
2. Do you have an External Speaker?
3. Are you going off campus?
4. Will you be catering food?
5. Will you be showing films?
6. Will you be fundraising at the Event?
7. Is this a recurring Event?
8. Is this linked to a fundraising application?
9. Will you need to book a room?
Click ‘Next’ to complete the Basic Details of your Event, including a description, dates, estimated number of attendees and overall budget for the Event/Trip;
You will also be asked for any travel information:
1. Are you going abroad? (further information will be requested later in the application);
2. Destination (including address);
3. Primary Group Leader;
4. Primary Emergency Contact;
Confirm if:
1. You wish to publish on the website?
2. You require a float? - (If you have selected that you would like a float, your SU will arrange this for you. A relevant member of SU staff will be in touch with you when your application has been approved);
Once you have completed the Basic Details of your Event, you will be navigated through the relevant parts of the application that relate to your Event, based on the selections you made at the beginning;
Products (ie. tickets) – you can set up multiple products that you wish to sell in relation to your Event as part of this application, you don’t have to request them separately. Input all of the relevant information, including:
1. Price;
2. Inventory;
3. Sale Dates;
4. Max per transaction;
5. Ticket information – enter any additional information you wish to show on the ticket when it is purchased;
6. Where you wish for them to be available for sale;
7. Who you wish to be able to purchase the product;
  
  Note: If you have selected ‘Students’ and ‘Group Members’, only students within your Group will be able to purchase the product.
  
  If you have selected ‘Associate Members’ and ‘Group Members’, only associate members within your Group will be able to purchase the product.
  
  If you have selected ‘Group Members’ only, both students and associates within your Groups will be able to purchase the product.
8. Any extra options of information you wish to request from the purchaser, i.e. further contact details;
9. Financial Coding Information;
10. External Speakers – you will need to provide information on any External Speakers you may wish to have at your event, and also agree to your SU’s External Speakers Policy before proceeding:
11. Name;
12. Organisation;
13. Contact Details;
14. Website;
15. Affiliations;
16. If the Speaker may cause any media interest;
17. Any further information you think may be relevant to the application;
18. Catering – select one of the below options regarding any catering you wish provide at your Event:
19. Are you self-catering? – (you will need to agree to your SU’s Food Disclaimer Policy);
20. Do you wish to order food from a SU venue? – (you will need to provide an email address in order for your SU to contact you regarding this);
21. Explain how you will be providing food at your event if you have not selected one of the previous options;
22. Travel – choose one of the following options and confirm the details of how you will be travelling to your Event/Trip;
23. Walking to your Event/Trip;
24. If a student/member is driving – (you will need to confirm approximately how many miles you will be travelling, as well as provide the drivers Student/Member ID number to find them amongst your SU’s list of Approved Drivers – if they do not appear for selection, the student/member will need to contact your SU to request an Approved Drivers application form)
25. Will you be using other transport? – (select from the travel options, or provide details of the other method of transport you will be using including the supplier, a quote and the financial coding information that will relate to the transport purchase request);
26. Explain how you will be travelling to your Event/Trip if you have not selected one of the previous options.
27. International – if you are travelling abroad, you will need to confirm the details of this travel, including the travel provider, upload the booking reference and quote, and provide the relevant financial coding information. You can also add a travel itinerary if you wish (this will need to be typed into the text box, not uploaded). Ensure you agree to your SU’s Foreign Trip Policy before proceeding.
28. Fundraising – confirm how any fundraising will be taking place:
29. Online – provide the Charity’s details;
30. Offline – provide the Charity’s details, along with your planned fundraising date,how many charity buckets you require and when you wish to collect and return them to your SU. You will also need to ensure that you read your SU’s Fundraising/Charity Bucket Policy, and also enter what percentage of the funds raised will be going to your chosen charity. You can also upload a poster to be printed for your Charity buckets if you wish.
31. Recurring – If you wish to apply for a recurring Event/Trip, add the dates you wish for them to recur on, including the ticket sale dates if needed (tickets sold for a recurring Event/Trip will follow the same rules that you entered in the Product you initially created for those tickets);
32. Film – If you are watching a film, please confirm the name, whether you will be showing outside, and also agree to your SU’s Film Screening Policy. Please note that if you are showing the film to more than just the members of your group, the film will be chargeable.
33. Additional Information – if applicable, please provide further information regarding:
34. If the event is in collaboration with another Student Activity/Group or External Organisation;
35. If you require any equipment that you are unable to source yourself;
36. Risk Assessment – Upload a completed Risk Assessment for your Event/Trip.
37. Submission - if you are happy with your application, click ‘Submit’ and this will be sent through to your SU for review and approval.

How will I know if my application has been approved?

Under the ‘Applications’ tab, you will be able to view the status of your application:

‘Pending’ - you are waiting for your Event/Trip to be approved. It may however also mean that some element of your event application cannot be approved. If this is the case, when you click into the application, there will be a box at the top of the event detailing what the issues are. You will be able to go in and modify your application to re-submit;
‘Declined’ - if your event has been declined, the status will show as declined. When you click into the application, it will detail why it has been declined at the top of the page;
‘Approved’ – your application has been approved, and your Event/Trip will now show in the ‘Upcoming Events & Trips’ tab.

9. Pages

This is where you can edit your Activity/Student Groups pages, including HTML coding to style multiple pages for your Group.

How can I modify the web pages of my Activity/Student Group?

Log into your Student Dashboard via the SU Website;
Navigate to your relevant Activity/Group, and select ‘Pages’ from the sidebar;
From here, you will be able to view all pages that have been created, including their details, such as the URL, the dates the page is live for and their order number;
Scroll down and you will also be able to view any ‘Deleted Pages’:
1. These can be ‘Modified’ to redirect the URL of this deleted page to another, live page for your Activity/Student Group, just enter the URL of the active page and click ‘Submit’;
You can remove any of your pages, as well as view their versions and modify the dates for which they will be active;
Click ‘Create Page’ and enter the following information:
1. Title;
2. URL – this will be the name of the page when entering the web address, i.e. lincolnsu.com/testactivityintroduction;
3. Start Date and End Date – set dates for when you wish the page to be live, or;
4. If you wish, select for the page to be Permanent;
5. Order - use this field to define in which order the pages will show i.e. you have 5 pages and you wish this to be the third page to show, enter ‘3’;
Click ‘Submit’.

Note: Your Union may have set a limit on how many pages you can create for your Activity/Group’s site. If you have created the maximum number of pages, the ‘Create Pages’ button will confirm ‘Page Limit Reached’.

Once you have created a new page, you can add multiple versions of the page to be archived and made active when you require i.e. you may have a main ‘Introduction’ page for your Activity, for which you may have a default version and dates that your Committee Members wish to rotate through the year:

‘Enter’ the relevant page and you will see 3 sections, with the following actions:
1. Active Version –the current version of the page that is live;
  1. click the ‘View Content’ button to view the contents of the page;
2. Pending Version – here will show the new version that you have submitted for approval:
  1. click the ‘View Content’ button to view the contents of the page;
  2. if your pages require approval from your SU, and they have declined this version, it will reopen and you will be able to click ‘Modify Content’ to adjust the content and resubmit;
3. Version History – here will show all approved versions of your page (excluding the active page):
  1. Click the ‘View Content’ button to view the contents of the page;
  2. Click the red ‘Make Active’ button to make that version go live – this will replace the current ‘Active Version’ and push it back to ‘Version History’.
Click ‘Create Version’;
1. If you would like to create a new version, using an existing one as a template, select the ‘Create from Version’ button alongside the relevant existing version;
Here you can update the Title and URL again if needed;
Add the content you wish for that version of your page – you will have various formatting options, including:
1. Fonts;
2. Text Size;
3. Images (further information below) etc…
If you wish to add HTML code to style your page, click ‘Tools’ at the top of the content box, and select ‘Source Code’ to input the code;
1. a. Once you have added your content, you will be able to view a preview by selecting the ‘Preview Page’ button;
Note: To prevent malicious code being submitted and run on the union website, your content submission is being run through a filter that removes any security vulnerabilities.

If your page looks different it doesn’t mean that you have submitted malicious code, just that you are using certain tags that do have potential exploits.

For more information, please click the ‘Preview FAQ’ button.
Add a brief Description for the version of the page, i.e. Introduction Page – Freshers’ Edition (this will show on your dashboard, and for when SU staff go to review and approve the versions you have submitted – this will not show on your page);
Add any Comments for the new version you are submitting, i.e. any further information you would like to make SU staff aware of when approving/reviewing the new version:
1. This Comments section will also be used by SU staff if they need to decline the version you have submitted and provide some information about what may need changing in order to be approved.

Once you have submitted your new version, it will show either:

If your SU has an approval process for your pages, your new version will show as a ‘Pending Version’ until it has been approved;
If your SU auto-approves all pages, your new version will show in the ‘Version History’ section of the page, from where you can set that version of the page to ‘Active’.

How do I add images to my page?

Click the blue ‘File Upload’ button at the top of the page;
Either drag and drop the images you require, or browse your files;
Once your image has been uploaded, it will provide a URL – copy this URL;
Within the content box, click where you would like the image to show;
Then select the ‘Insert/Edit Image’ button;
Paste the URL into the ‘Source’ box;
Add an ‘Image Description’ if you wish;
Change the dimensions of the if you need;
Click save and the image will appear within the content box.

What if my page versions require approval?

If your page versions require approval from your SU, they will be able to review any additions you have made, to then approve or decline:

‘Approved’ – if your SU approves the version, it will show in the ‘Version History’ section of the page, from where you can set the version as ‘Active’;
‘Declined’ – if the version is declined by your SU, it will be reopened for modification within the ‘Pending’ tab on the versions page – here you can adjust and resubmit the page for approval.

10. Website Settings

This where you can edit some of the basic details shown on your Activity/Group’s page on your SU’s website. You will be able to edit:

The Description;
Social Media URL’s;
Add thumbnail and header images (if required).

Once submitted your SU will review your changes requests, and your page on the SU website will be updated once these have been approved by your SU.

11. Handover

Incoming and Outgoing Committee Members can find any documents that need completing during the annual Handover period for Activities/Groups. The forms will only show and be available for completion during this Handover Period, and the dates of this period will be shown so you know when you need to complete them by.

How does an Outgoing Committee Member complete their Handover documentation?

Under the Handover section, it will show the Handover period that you will be required to complete the forms for, with a button to take you to the form;
For Outgoing Committee Members, you will need to complete information regarding:
1. Inventory;
2. Sponsorships;
3. Miscellaneous (such as handing over any keys);
Once you have submitted the forms, they will show as having been completed for a member of SU staff to review.

Note: Outgoing Handover Forms need to be completed first in order to make the Incoming Handover Forms available for completion.

How does an Incoming Committee Member complete their Handover?

Incoming Committee Members won’t have access to the management section of their Student Group/Activity until their term begins. You can find your incoming handover forms to complete on the main Student Dashboard page when you initially login:

Under the Handover section, it will show the Handover period that you will be required to complete the forms for, with a button to navigate you to the form;
For Incoming Committee Members, you will need to complete information regarding:
1. Memberships – under ‘Memberships’, the membership products from the previous year will be pulled through for you to review and amend to suit your Activity’s/Group’s requirements, including membership period, pricing, and financial coding (you will also be able to create new membership products if required);
2. Inventory;
3. Sponsorships;
4. Affiliations;
5. Constitution;
6. Risk Assessment;
7. Team Training;
8. BUCS;
Once you have submitted the forms, they will show as having been completed on for a member of SU staff to review.

12. Inventory

Here you can see a list of all of the equipment/assets registered to your Activity/Group, including:

Name (ie. 35 Helmets);
Make;
Model;
Size;
Year of Purchase;
Location (where they are stored).

Your Student Union may have also enable you to modify the inventory for your Activity/Student Group. If so, a ‘Modify’ button will be available alongside each entry.

Edit the details that require updating and click ‘Submit’.

If your change requires review, a notice will appear on the same page confirming that your change is pending. Your SU will then either approve or decline your change. If it has been approved, the updated details will show.

Your SU may have auto-approval switched on, in which case your inventory will update automatically.

Please note: _If your SU has enabled you to modify inventory, you will only be able to edit your inventory. You will not be able to add inventory other than during a handover period. If you

13. Affiliations

Here you can see a list of any other Student Activities/Groups or External Organisations that your Group is affiliated with.

14. Fayres

Here you will be able to view and manage the pages that your Group/Activity has active on a Virtual Fayre being led by your SU.

Your SU will set up your Virtual Fayre and include the fields that you will be able to edit and upload content to, i.e. an area for you to upload a picture, a text box for you to add a description/information, text areas for you to add social media URL’s’.

15. Resources

Here you will have access to any Resources that your SU has made available to you, such as: SU policies, completed Risk Assessments and templates, and information regarding Grants available to apply for. Your SU will add here whatever they wish to make available to you.

If you require a document that is not listed, please contact your SU to ask where you can find this, or if they could add it for other Activities/Groups to also be able to access.

Updated on 1st October 2024