Operoo Guide for Leaders

Operoo Guide for Leaders

NB: The following tasks all need to be completed on a desktop computer.

Introduction

Operoo is a tool for parents to share important information with Leaders:
  1. Health information
  2. Permission forms
  3. Any additional needs which may require adjustments such as children with learning conditions or non-neurotypical children

Operoo and privacy

  1. Data is stored in Australia.  
  2. Sophisticated security measures are used.
  3. Information about this, along with their Privacy Policy, is available on their website.  
  4. Operoois subject to the provisions of the Privacy Act and the Australian Privacy Principles. 
  5. Scouts Victoria are permitted under the Privacy Act to share information within the entity.

How Operoo works  

  1. The profile in Operoois generated overnight from Extranet once a member is approved.
  2. Under 18 the profile is generated from the email provided in the primary contact field.
  3. If over 18 the profile generates from the members record.
  4. Changes to the Operoo Profile - will not update records in Extranet.
  5. Changes to an Extranet record will only update in Operoo if:
    1. A youth changes formation or group
    2. A youth member leaves, the profile is removed automatically

Sharing an Existing Profile

Sharing a profile will only work when:
  1. The profile is fully completed.
  2. The name and the email address for the profile is the exactly the same as the information in the share request from Scouts Victoria.

Understanding Profile Colours 


Medical Opt-Out






Operoo Central View

*This is the view that a Section Leader or Parent will see –It is also the view for your personal information as an administrator.

Setting up an eForm

For YPL & PSL listed as staff 

NOTE: If you do not see eForms on your Operoo screen then please contact your Group Leader or Member Services for assistance.
NOT all options we go through may be available to you – if this is the case please speak to your Group Leader or Member Services for assistance.







Filling in the Form

Here we add in a title for our event/camp/activity.
  1. Include the location and date where possible
You can enter whole documents like a flyer, gear list etc or you can add in questions for your members to answer if you want.
You can also leave all of this blank if you are just wanting this to be a place holder of profiles for an event. 
  1. Don’t forget the SAVE button at the bottom

Member Selection

Here we leave the selection as Static Members – We will return to adding members to the eForm later.

Click SAVE and NEXT button

Settings Page

This is the settings for the eFormand determines who can see it and how often the members will receive notifications about it. 
There are two main things to note on this first bit:
  1. Frequency of Email reminders
  2. Up to Date Care Profile


Most of these settings you can leave as is but feel free to adjust if needed.
Main points to make sure you have the right information for are: 
  1. Email notification and eForm responses
  2. Reply to*
  3. Automatically archive eForm after
And don’t forget to choose a colour for the eForm
SAVE and NEXT 


Finishing up the eForm

Send yourself a test email so you can see what everyone else sees.

Once you enable an eFormit starts sending emails to the participants (members) you have or will add.
Note: your GL may not allow you to enable eForms–if this is the case please contact them to enable for you.

Adding Members

To add members to your eFormyou can do this at the time of setting up the form by selecting Add/Remove Members on the members tab of the eForm.
Note: you can only add members if your GL/DC/RC has approved you to be able to do this.

When the Manage Members window opens select the Group/District/Region that you have been assigned as a Staff member for. 
Note: the larger the amount of members in a Group the longer time it will take to load.

When the list of members appears, either click the Select All button or select individual members.
Don’t forget to click Confirm when done.


If you forget to add the members during set up you can get back to this by going to your eForms and then clicking on Manage Members on the eform you need to add members to.


Alternative Solutions for District, Region and State Events

  1. Each group creates an eForm.
  2. Each group adds the designated camp first aider to the eFormas a staff.
  3. Not all leaders need access to all youth’s files.
  4. You may need to reach out to the level above ieDistrict, Region or State depending on who is attending to create the eForm.
  5. Large events may require you to send a list of Members names and member number to your GL, DC, RC etc to bulk add members to an eForm.

Where do I go for help?

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