Within your GreekTrack site you can record hours or points per member easily by creating a new chapter requirement. Requirements also define your event types so if you are looking to create a new event type, you would need to simply create a new requirement. Typically chapter requirements represent what your members need to complete in a given semester in order to maintain their membership status (Active, etc.). But you can also create requirements that are simply to track any of the below.
When to create a new requirement
- If you want to track event attendance for a specific type of event. For example, you want to track the number of ceremonies a member attends.
- If you want to track the number of hours a member attends a specific type of event. For example, you want to track the number of hours a member spends at your fundraising events to count towards their fundraising hours total.
- If you want to track points per member towards some point goal. For example, you want to track the number of Member Points your chapter uses to determine an award or active status eligibility.
How to create a new requirement
- Login with a user that has privileges to configure your chapter's website. Typically this is the chapter President.
- Choose Manage from the menu bar.
- Choose + create event type and corresponding requirement progress bar from under the list of existing event types:
- Enter the following information:
| Title | This is the type of event that will award this hour or point. Enter the singular form of the English word. For example, if you are creating a new requirement to track fundraising hours you would enter "Fundraising Event". |
| Units | This is the English word for the units used to track this requirement. For our example we would enter "Fundraising Hour". If you are tracking points you can enter "Point" here instead. |
| Differentiate External | This is an advanced option that allows you to count hours or points that your members log manually in the system. By default this is disabled but if you wanted to allow it you can set this option to "Yes". For example, if your chapter requires 20 hours of community service with the chapter but you allow 5 hours to come from service done outside of the chapter (with you family or another organization) then you would choose "Yes" for this option and fill in the gold boxes in the next section. |
| Individual Requirements |
Here you will define what each membership status needs to do in order to maintain their status at the end of the semester. In our service hours example, we would enter "20" in the boxes for Active, Officer, etc. and "0" in the boxes for Inactive, Advisor, etc. If you selected "Yes" in the "Differentiate External" option then you will also see gold boxes here. This is the number of units you allow to come from outside of your chapter's events to count for this requirement. So in our service hours example we would enter "20" in the blue box (that's the total requirement), then enter "5" in the gold box (that's the number of outside hours we will allow). |
Once you've created this new requirement a success message will show letting you know that this requirement was successfully created and a recommendation to add a new chapter officer position to manage this new requirement:
Click on "Click here to manage officer privileges" to go to the Manage Officer Positions page. From here you will be able to either create a new officer and give them privileges to manage this newly created requirement. Or, if you have already created this officer, you can modify their privileges to include access to manage this newly created privilege.
To create a new officer to manage this requirement
- Enter the title of this officer position in the form on the right titled Add an officer position.
- Select and role that may apply.
- Choose Add Position.
- On the next page you will see a list of privileges you can give to this newly created officer. Look for one of the last rows in the table that reads "Manage New-Requirement-Name-Here Requirement" and choose Allow.
- Choose Update Officer Privileges to save your changes.
To modify an existing officer's privileges
- Simply choose the lock icon to edit an officer's privileges
- On the next page you will see a list of privileges you can give to this newly created officer. Look for one of the last rows in the table that reads "Manage New-Requirement-Name-Here Requirement" and choose Allow.
- Choose Update Officer Privileges to save your changes.
Feel free to also update your own officer position's privileges to include access to manage this newly created requirement as well.