Guild Software

Please note that this section pertains to both Current and Past Members

There are two ways to look at the member profile.  

• Click on the member name
• Click the edit button to the right of the member name

In either case you are taken into the member profile where you now have the option to make changes to the member profile.

Member Profile

As an Administrator you have the ability to make changes within a member's profile.  However changes in the License Details section can affect other areas like applications for the member.  If you are unsure about those types of changes please reach out to Support for clarification.

When you click on a member name or the edit button to the far right of the member name it opens the profile section. The display shows you the section of the profile with four tabs.  Member Profile, Education + Employment, Registrations + Declarations and Tracking

Profile Details

In this section you will find personal details about the member. Information in this section is able to be edited by an administrator. 

The following fields are designated as Read Only for members so therefore changes to these fields are only available to an Administrator or the Support team.   

• Registration Class - this field designates the member classification 
• First Name
• Middle Name
• Last Name
• Previous Name
• Initial Registration Year

If you try and save the profile and a box is highlighted in red this means that the field is required before you can complete changes this field must be completed

Tags

In this section you can add tags for specific members based on your needs.  Some examples are members of a specific group, teams and speciality.  When entering a tag, if you plan to be able to produce reports based on the tab you must select the check box under the tag field labeled “Suggest this in the Future”.

License Details

This section is one of the most important areas in the profile.  If things are done incorrectly in this section it can have ramifications in other sections. We recommend that if changes are needed in this section and if an admin is not 100% sure of the changes/ramifications when making a change contact the Support group for clarification.

• License Number - This is a system generated number. 
• Status - Current status of the member.  
  • Active
  • Expired 
  • Pending
  • Provisional
  • Surrendered
  • Suspended
• License Date - This is the date that the member was first registered with the organization 
• Expiry Date - When the members license will expire
• Renewal Date - the date the member’s application was approved. 

Registration Class History

This section displays a history of any changes to the Registration Class within the member profile.

For example: if a Full Practicing member decides to retire, the admin will update the Registration Class in the member profile. When they do this the registration class history section will update showing the new class history and the date that is started.

License Status History

This is a listing of any license status change for the member.

For example: if a member did not renew their license before the Expiry date their status would show their status change. 

This ONLY updates with a change of status. For example, if the member first became a member on Jan-1-1999 and has never had a change in status, their license status history would be just one line: Active - Jan-1-1999 - Present

In the example below the member status changed to Expired on 2022-94-05, then they were marked surrendered on the same day. Then the status changed again to active.

Languages

In this section you see the languages that the member used for receiving training and what language their exam was taken in. It also displays the language spoken professionally.

Insurance

This section displays the Personal Liability Insurance (PLI). If an image of the insurance policy is required it can be uploaded through the Documents section. 

• .pdf, .jpg & .png are the ONLY supported document types.

Education + Employment

Education - Members educational background

• Type of Education
• Institution - drop down selection that can be added to or modified
  •  if a listing is not there they have the option to choose
• Other Canadian institution Name
  • A text box will appear allowing you to enter the name manually

Employment - a listing of the places that the member has worked at or currently works 

• Employer Details - this is a drop down selection but if you choose
• Other Employer not elsewhere Listed - A text box will appear allowing you to enter the name manually

Certifications

If the member has Certifications for specific areas of their profession, they can be listed in this section.

• Certification Discipline
• Certification Level
• Year of Completion
• Is this your initial qualifying certification?

Registrations + Declarations

Declarations

A list of questions the Organization requires their members to answer to comply with the regulations set out by the organization. 

NOTE: Once these questions are answered and the application is submitted, they CANNOT be changed. The member will need to reach out to the organization or Guild support for any needed changes. These changes are only able to be done manually by Guild Software and should be requested by the organization to the Guild Support team.  

Professional Registrations

Professional Registrations you hold outside of the current one can be listed here.  For example: if you have registrations allowing you to work in different provinces 

Supporting Documents

Location where members can upload any documents required by the Organization. 

NOTE: Only .PDF, .JPG & .PNG file types are supported

• Name of Document - required if uploading a document
• Choose a file to upload

Tracking

This section can only be seen by administrators and support.  It is used to track changes made by admins or support to a member profile.

Pending Members

A list of members that have submitted an application but the application has yet to be approved so they are not a part of the organization yet.