HarmonySite

This guide will cover:

1. What are Member Audits?
2. Creating Member Audits
3. Filling in audits
4. Viewing audit responses
5. Adding an audit to an event

1. What are Member Audits?

You can use Member Audits to collect additional information from members. They can work like surveys, or they can function as extra pieces of information that you collect about each member - information that the standard HarmonySite member profiles don't contain, such as dietary restrictions, skills, or even shoe size.

Each question, or piece of information, is called an "audit", and a number of audits together make up an "audit group".

There are a few ways that you can use the Member Audits system:

• If you create an audit group and select "Type: Member details", then the audits will appear on the members' profile pages. You can use this to record extra information about members which doesn't exist in the main member database.
• If you create an audit group and select "Type: Poll/Survey", then members can fill in the survey by going to the Member Audits page. This is suitable if you want to survey members to collect information (e.g. to gather people's feelings about different rehearsal venues), but the information doesn't need to be part of members' profiles.
• If you create an individual audit attached to an event, then it will appear on the event's page. Thus you can collect information from every member about that one event, such as "how many people are you bringing?".
  

Your HarmonySite comes with three audit groups by default:

• Clothing Sizes – if you used the old "Clothing Sizes" system, then these have been converted into audits and can now be found here.
• Member Skills Register – contains two audits for "Experience" and "Skills".
• Miscellaneous Member Details – contains two audits for "Agility" and "Dietary limitations".

You can use these audits straight away, edit them to suit your needs, or delete them if they're not relevant for your group.

(If you used the old HarmonySite "Polls" system, pre-dating the introduction of Member Audits, then there will also be an audit group called Questions from old Polls system, containing all of your polls that have been transferred to the new Member Audits system.)

You can easily create new audits and audit groups. Some examples of the information you could collect are...

• Skills register
• Member physicality: Hair colour, height, weight, etc
• Agility (for doing choreography, for example)
• Dietary requirements, allergies, etc
• Instruments played
• Emergency contact details (name, email, phone, etc)
• Voice type/colour
• Results of auditions
• Other random bits of information, like pet's name, Insurance ID - or anything else you can think of.

For events, you might ask for information like...

• Who is bringing kids, spouses, guests, etc, and how many
• Who is staying overnight
• Meal requirements
• Transportation requirements

2. Creating Member Audits

To create a new audit group and add audits to it, follow these steps...

1. Go to the Member Audits page:
   
2. Click Add new audit group in the upper-right corner.
3. Fill in the following:
   • Name – The name of the audit group (e.g. "Clothing Sizes" or "Agility Skills").
   • Type – You can select...
     • EITHER "Member details" – If you select this, then the audit group will appear on members' profile pages and on the Member Audits page.
     • OR "Poll/Survey" – If you select this, then the audit group will appear on the Member Audits page only.
   • Active – If you untick this, then the audit group will be hidden. (Then, to find it again, you would need to go to your Admin dashboard, scroll down to the Member Audits section, and click on "Member Audit Groups" on the right-hand side.)
   • What should each audit/question in this group be called? – If you want, you can change "question" to a different word. This will be used at the top of the audit group's page, where it says "Add new question" and "By Question".
   • Description – This will appear together with the audit group's name, whether it's on the Member Audits page or on members' profile pages.
   • OPTIONAL: Restrict to just members of this member grouping – If you select a member grouping here, then only members in that grouping will be prompted to respond to the questions. Note that this is not a "privacy" setting – other members will still be able to visit the Member Audits page and see people's responses, unless you change "Visibility of responses" or "Access Level required" in the audit's settings below.
4. Click Save.
5. Now you can create an audit (question) to go in the audit group...
   • Name/Question – The question to be asked.
   • You don't need to fill in the box underneath which says "Part of EITHER Group OR Event" – this is automatically filled in for you.
   • Display ranking – This controls the order that the audits will appear in.
   • You can add an Attachment, YouTube Video URL, Web page, and/or Full description to accompany the audit. Note that if the audit group is on a member profile page, then you'll need to click "Full details" to see these pieces of information.
   • Response – Choose one of the following...
     • Simple, short response:
       
     • Comprehensive response:
       This button will take the user to a page where they can write a longer answer.
       
       
     • Numeric response:
       
       
       
     • Multiple-choice tick-boxes:
       
       
     • Single-choice radio buttons:
       
       
     • No response required - information only:
       
       
   • If you chose "Multiple-choice tick-boxes" or "Single-choice radio buttons", then you'll need to fill in the list of Possible responses that people can choose from. (Write one response per line.)
   • Members are required to respond ASAP? – If you tick this, then the audit will be highlighted in red:
     
     In addition, members will see an alert at the top of the Members Area:...and the audit will appear in a section called "Required Audit Responses" in the Members Area:
   • Show a collated summary of responses? – If this is ticked, then the system will show a summary of everyone's responses.
     
     • For "Single-choice radio buttons" or "Multiple-choice radio buttons", the summary will show how many members chose each option. You can click on the numbers to see which members chose that particular option.
       
     • For "Simple, short response", the summary will show how many members typed each answer. Note that this depends on exactly what people type, so (for example) it will show "Orange" and "orange" as two different answers.
       
     • For "Numeric response", the summary will show how many members typed each answer. It will also calculate the sum (all responses added together) and average (sum divided by the number of responses).
       
   • Last day for responses – After this date, the audit will be locked and members won't be able to add a response anymore.
   • Visibility of responses – You can choose one of the following:
     • All members can see all responses, at any time
     • All members can see all responses, but only after they have responded themselves
       
     • Members can only ever see their own responses
   • You don't need to set "Posted By" or "Date posted", but you can change these if necessary.
   • Finally, set the Access Level required to see the audit.
6. Click Save.
   
7. If you need to add more questions to this audit group, click "Add new question" at the top and repeat the process above (steps 5–6).

3. Filling in audits

There are a few different places where members can fill in their responses...

• Whether the audit group is set to "Type: Member details" or "Type: Poll/Survey", members can fill it in by clicking on the Member Audits icon:
  
  ...and selecting the relevant audit group.
  
  
• If the audit group is set to "Type: Member details", then it will also appear in the Audits section on members' profile pages:
  
  
• If the audit has the option "Members are required to respond ASAP?" ticked, then the audit will appear in the Required Audit Responses section in the Members Area:
  
  
• For audits that are attached to events, see section 5: Adding an audit to an event, below.

4. Viewing audit responses

To view everybody's audit responses, go to the Member Audits page and click on the relevant audit group. Here, you have a few options...

• Click Export to CSV to export the data as a CSV file, which you can open in a spreadsheet program like Microsoft Excel.
  
  
• Click on the dropdown which says "For: Regular Members" to view the responses of a particular group of members.
  
  
• If you have at least two questions and none of the questions require a "Comprehensive response", you'll see a tab called Collated. This presents members' responses in a table:
  You'll also see a section called Summaries at the bottom, with some statistics about members' responses.
  
  
• The next tab is called By Question. This presents all of the members' responses for each question grouped together:
  You'll also see a Summary table below each question.
  
  
• The last tab is called By Member. This presents all of the responses by each member grouped together:
  

5. Adding an audit to an event

You can also add audits (questions) to events. If you do this, then the questions will appear on the event's page, not the "Member Audits" page or members' profile pages.

1. Go to the event's page.
2. Click Add new audit at the top (below the event's date and time).
3. Fill in the audit's details – see section 1, step 5 above.
4. Click Save.
5. There will now be a section called Audits on the event's page:
6. This works similarly to the Member Audits page above.