Kabissa Spec 10 - Individuals

Scenario

#1: Organization adds/removes/updates associated individuals

Bisi has just been notified that her application for AAGB has been approved!  She immediately wants to invite her technical volunteer from Canada, Amy, to the profile so that Amy can explore the resources on the Kabissa site and start getting Gong Gong too.  She follows the link in the approval email to login into the Kabissa site and update her profile.  There, she adds Amy's name, email address, and status as the organization's technical contact.  Amy immediately receives an email inviting her to AAGB. When she follows the link in the email, she is taken to a page where she selects a password.  When she is done, she officially becomes a technical contact person for AAGB and her name is listed under AAGB's profile.

#2: Individual associates themselves with an organization (or changes relationship with an organization)

Amy hears from Bisi that AAGB is now a Kabissa member. She goes to the Kabissa site to explore what Kabissa has to offer, but realizes that she can't access some areas because she doesn't have a password to log in.  On reviewing Kabissa's membership requirements, she goes to AAGB's profile, and clicks a link to send an e-mail be associated to AAGB in order to get access. After filling out her basic contact information, she indicates that she is affiliated with AAGB.  When she has finished, she is notified that her application is pending AAGB's approval.  At the same time, Bisi, as the administrative contact for AAGB, gets an email that Amy
would like to be invited to be affiliated with AAGB.  She follows the link in the email to approve the association and indicate what level of access Amy has to the AAGB account.  Once approved, Amy gets an approval email and follows a link to a page where she selects a password. She can then log in and begin accessing the "members only" information on the Kabissa site.  In addition, her name is listed under AAGB's profile.

Amy then wants to associate herself to MRA, another organization with which she works. She logs in, and navigates to MRA's profile, and clicks the link to request an invitation. This leads to the same form above which will be automatically populated with her name and email address; she fills in her job title and submits the form. She receives a confirmation e-mail when MRA has approved their affiliation, but this approval doesn't include a link to select a password.  

#3: Individual not associated with an organization

Igor is a student in Russia doing research on technology use in developing countries.  In the course of his research, he comes across the Kabissa site. He starts exploring all the resources there and realizes that he can't access some areas because he doesn't have a username and password to log in. On reviewing Kabissa's membership requirements, he sees that he officially has to be associated to a Kabissa member in order to get access.  Since he doesn't have any ties to any Kabissa member, this isn't an option for him. However, at the same time he sees that Kabissa does send out regular updates and information to anyone that is interested in Kabissa's work.  He signs up for these updates and begins receiving correspondence from Kabissa on a regular basis.

#4: Editing Individual profiles (data, settings, preferences)

Now that Amy can log in, she explores a bit and notices that she can add more information about herself to share with the Kabissa community, and also switch some preferences.  She updates her profile to add more contact details, a picture of herself, and a little bio of her experience.  She can also control what information is public, her language preferences, and her subscriptions to Kabissa's newsletters.

Flowchart

#1: Bisi's scenario: Home Page Login > My Organizations > Organizational Profile >  Add People > Confirmation Page

Amy's scenario: Confirmation Email Link > Enable Relationship to Kabissa Member > Confirmation

#2: Amy's scenario: Home Page > Membership Overview > Member Directory > Member Profile > Request to Link to a Member > Confirmation

Bisi's scenario: Confirmation Email Link > Enable Relationship to Kabissa Member > Confirmation

#3: Home Page > Membership Overview > Keep Me Informed Signup > Confirmation

#4: Home Page Login > My Settings and Preferences

Detail

#1: Organization adds/removes/updates associated individuals

The person that signs the organization up for membership automatically becomes the Administrator for the organization. This may be changed at any time, though there must always be at least one person designated as the Administrator for the organization at all times.  As the Administrator, he/she agrees to be responsible for maintaining Kabissa membership, and as such is the main contact person for all correspondence related to Kabissa membership, e.g., notifications about changes to membership policies, surveys, renewal/"ping" notices, etc.  

After the organization's membership has been approved, this Administrator may add an unlimited number of people to be associated with the organization. After logging in, the user goes to the Org Profile Page. On the organizational profile, there is a list of People associated with the organization (using Relationships functionality).

The information is displayed in rows of people the way it is now in civicrm similar to the relationships page, with the following information:

• Name
• Title within the organization
• Email Address

There is a link on each line to update the person's info and permissions.

Permissions can be set at two levels: an administrator level who has "all access" and everyone else, for whom the administrator can select responsibilities within the organization from a series of checkboxes. It should be clear that all people affiliated with an org can comment on articles etc. The checkboxes are:

• Add/edit/delete content (events, news, etc)
• Modify core organization data
• Change membership status
• Billing (e.g. hosting)
• Receive hosting info/alerts
• Add/edit/delete relationships
  There are other default/preset permissions that are set for people with a relationship with an organization, including receiving the newsletter, permission to comment on other articles (when/if that feature is installed).

The admin user can also click a link to add more people to the organization. A form is provided to add in the person's details - and upon submission a dupe match check is done. If a match exists, it is possible to select one - if not, the form is submitted and the contact is added. If the person did not exist in the database, they get an email with the invitation to join and a specially encoded link to where they can enable the relationship with the organization.  Once they enable the relationship, they will be taken to the My Account page to select a password and change individual profile information.

If they did exist in the database, they get an e-mail with an invitation to join and a specially encoded link will log them in automatically and take them to their My Organizations list. There they will see the relationship status set to disabled until they click a button to agree to have a relationship with this organization.  Status possibilities: enabled/disabled/past options available in civicrm. We may want to change the language to something like "Active". 

Technical Note:  Because one person can be associated with multiple organizations, it is important that when an individual's status becomes inactive, their log in with Kabissa may or may not become inactive, depending on their relationship with other organizations.  For example, if Amy is only associated with AAGB, and AAGB inactivates her, then her Kabissa log in will no longer give her member access (more just like an unaffiliated individual - see scenario #3).  If Amy is associated to AAGB AND Kim's Cool Club, then she will no longer have access to AAGB's account, but will still have member-access due to her affiliation with Kim's Cool Club.

Editor's Note: Need to have a good FAQ about this issue to explain to users.

If they don't agree to have a relationship with the organization, then the individual's status with the organization becomes Inactive and the person is taken to a Confirmation page which confirms their choice and takes them back to the Home Page

If the individual agrees to the relationship, they will be taken to their My Accountpage, where they can edit their information and set their preferences. They see, but not edit their own permissions. The status of the relationship will be active (or enabled) and the Administrators of the organization are notified via email. 

After the individual has been added to the organization, the individual can update his/her own profile, including contact details, at any time (see detail below).  The Administrator of the organization cannot change the individual's contact details, but can change their Title within the organization, and their Access Level.  The individual is informed when the Administrator makes any of these changes. At any point, either the individual or the Administrator can choose to unilaterally inactivate the relationship between the individual and the organization.  Both parties are informed of the change, but cannot reverse it, e.g., if Bisi changes Amy's access level to inactive, Amy is informed, but can't do anything about it except talk to Bisi, and vice versa.
Open Issue: How to switch relationship status from Inactive back to Active

The actions of adding a person to the organization's profile, and the confirmation/rejection of that link should be recorded in the Activity Log for the organization.

#2: Individuals associate themselves with an organization (or change relationship with an organization

Alternatively, any person can request to be associated with a Kabissa member, pending approval of that organization. 

If the person is not already associated with another Kabissa member:

From the home page, they can navigate to the Membership Overviewpage. This page, in addition to an explanation of benefits for organizational members, explains that individual membership is not possible but that individuals can be affiliated with member organizations to gain access to member-only resources (It also explains  that if you are not affiliated with a member org, you can still sign up to be kept informed of Kabissa activities  - see next scenario). From there, they can fill in the name of the organization, which will search the Profiles Directory and display a list of results. If there are no matches, they will be taken to the main search page of the Profiles Directory where they can do a more advanced search. They will click the organization's name and be taken to the Request Affiliation Form. NB: An individual can also go directly to the profile page by searching/browsing the profiles directory or Kabissa site, where they will see the same link.

On this form, the user enters the following information:

• Name
• Title within the organization
• Email Address
• Organization Name (this field is prepopulated)

Once they submit the form, a Confirmation page is displayed, which informs the individual that their request has been received and is pending approval from the organization.

All of the people designated as Administrators for the given organization receive an e-mail with the request to link the individual to the member organization.  This email contains an encoded link to Organizational Profile, which contains a "People" section.  This page displays all the people associated with the organization, but at the top lists the new individual with a status of Disabled. 

There, they can see the Name of the person (not editable), their Titlewithin the Organization (editable), Email address, and a link to set permissions. Next to this organization will be two buttons, one Enable and one Reject.  If the person clicks Enable, the individual's relationship with  the organization becomes enabled and the individual is notified via email.  If they click Reject, then the individual's relationship with the organization becomes Inactive and the individual is notified via email.  Once the status becomes Enabled, the Administrator can also set Permissions for the individual.

If the person is already associated with another Kabissa member:

Once logged in, the person can go to My Account.   On this page there will be a button/link to Add a Link to Another Organization.  This brings up a form with the fields of Organization, and Title within the Organization.  The Organization field will be matched to organizations already in the Kabissa member database just as described above.  From this point forward, the process is the same as detailed above.

#3: Individual not associated with an organization

Individuals not associated with an organization still have the ability to sign up to receive Kabissa news, and potentially also access other functionality.  From the home page, the user goes to Membership Overview, and then clicks on Keep Me Informed.  On this page, the user can enter their name, email address, and any comments for Kabissa. 

The comments are routed to info@kabissa.org.  The name and email address are used to subscribe the person automatically to the Kabissa Community Newsletter, and also create a username and password. 

#4: Editing Individual Information and Preferences (data, settings, preferences)

Anyone with a username and password can edit their own data, settings and preferences. To do so, they must login from the Kabissa home page. Once they log in, two left hand menus appear: one called "My Account" and the other called "My Organizations."  

• My Account**  Contact information 
  • • • First Name - required

Surname/Family Name - required

• • • • City, Country - required
      • Email address - required
      • Checkboxes - Depending on which checkboxes are enabled, this person's name should/should not appear as a clickable link on the org's profile. 
        •  Allow logged in Kabissa users to contact me via the Contact Directory  (Need to word this better)
        • Allow non-logged in visitors to contact me via the Contact Directory 

• • Settings and Preferences
    • Subscriptions
      • Ability to subscribe/unsubscribe to Kabissa-run eNewsletters or eNetworks. Right now, this is just Gong Gong, but in future could be regional or sectoral newsletters.
      • Select html or plain text mailings (by default, plain text is selected)
      • Language (for future phases)
      • Change Password
      • Add Relationship with an Organization
      • Cancel Relationship with an Organization 
        • •  

• My Organizations
• Under this Menu item should be a list of all organizations to which the individual is affiliated. Clicking the organization name itself brings the user to the public profile view of the organization's profile. Depending on the individuals permissions, the following tabs will appear behind the public profile
  • • Editable Profile**** On the profile page, there will be a list of people associated with the org, including the user currently logged in. Next to their own name, a Deactivate my relationship with this organization  link will appear, linking to a form, similar to the request for affiliation. When they submit the form, their relationship is deactivated and the administrators of the organization are notified. If they have no active affliations, they are no longer able to login to the site.
      • Also on the profile page will be a "cancel organizational membership" link (see spec 4).
    • Hosting - a summary of active, past, pending, orders etc
      • From that page, they can also order, upgrade, downgrade, or cancel hosting
    • Organizational History - links to the Activity log for admininistrators of the org
    • Title of the Person within the Organization
    • Permissions
    • Status of the organization