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Serality Office

Overview

Serality has created an integrated suite of applications that all work together to help you manage your organization. One important feature of our solution is that all of the data is stored in a single database. That means that data is less likely to become out of sync because even though a piece of data may be used many times, it is stored only once. For example, if a member changes her profile because she has a new cell phone (finally!) that information will appear in all the applications that need it.

Another critically important feature of Serality Office is data security. Storing information is one thing, keeping it safe is another. Serality Office controls who has access to information in two ways. The first way is role-based access. We control who can see specific information based on the user's role. So, the executive director of an organization may see a member's entire file whereas an office volunteer may only see the information published by the member himself. That brings us to the second way we control access to information: Member opt-in. Privacy is a critical concern and people want to know that they control their personal info. Serality gives all users control over their personal data. Users can selectively "publish" information to the community directory, family and friends, or the larger communities. For example, Jane may say it is ok to publish her name and email in the community directory but not her phone number. Serality lets Jane decide.

Serality Office is built-for-purpose. We have tailored the applications to the needs of organizations who serve the older adult community. We aren't done yet, but we hope you will think we are off to a great start! If you have questions or are interested in being powered by Serality, you can contact us by clicking here.

Membership Management

Whether you are a formal organization with memberships or a more informal community, Serality's Membership Management application allows you to keep track of who is in your community, important information about them, and the type of member they are. Organizations can create Membership Plans that reflect how you extend your mission into the community. Memberships can be designed to reflect your needs:

  • Individual, Couple, or Household
  • Paid or Unpaid
  • By Tier (e.g., Gold, Sliver or Bronze)
  • Periodic or perpetual.
  • Serality Office brings real-llfe communities online.

Once you have your memberships configured, you just need to add members. If you already have a large membership list, Serality has an import tool that will allow you to create a file that can load all of your member data, quickly and easily. If you don't have the information electronically, we provide a user interface to enter the data manually.

Individual Member Files are associated with their membership file, but not the same. By keeping membership information linked but separate, members can control their own individual profile and privacy options. Member Files include standard data as well as other information typically used by organizations serving older adults. Your organization decides what is required and what is not, Serality just provides the tools. Member Files include:

  • Link to Household                                 
  • Interests and Hobbies
  • Emergency Contacts
  • Special Notes/Needs
  • Customized Questionaire

Once a member is added, Serality Office creates a User within your online community's portal so that members can log-in and access member-only areas of your website. Membership Management also allows Office personnel and volunteers to reset passwords, and edit data on behalf of members who may not be online at the time or at all.

Using Membership Data

Once you have your membership data in Serality Office, it is easy to search the data in many ways. Office personnel can use the user interface to search on various criteria! Our export tool allows search results to be exported to a file and reused for other purposes such as mailings, analysis, or planning.

Prospect Management

Growth is critically important for new organizations and a significant portion of your resources may be focused on finding and attracting new members. If that is the case, then Prospect Management can help you store prospect information and more wisely invest resources in converting prospects into members.

Prospect Info

As with members, the first challenge is to store the information. Prospect Management allows you to keep a file on each prospect that can contain as little or as much info as you have. As you learn more, you can update the file.

Prospect Status

It is important to know where to focus your finite resources. Prospect Management allows you to assign your own organization's Status to your prospect list. That way you can apply the right resources at the right time or stop wasting scarce resources if it's not going to be a success.

Follow-ups and Activities

Prospect Management allows you to keep a log of all the meetings and communication you might have with a prospect. You can also record follow-ups and assign those to specific people on specific dates. Follow-ups and Activity lists can also be searched to find open items that need attention.

Prospect List Export

As with the Membership Data, lists can be exported from search results to create communications, event invitations, or other reports for analysis and planning.

Volunteer Management

Volunteers are a precious resource in any organization. Serality Office provides the tools to help manage all the information about these great folks. Matching volunteers with requests is an art, not a science and Serality Office helps you create those connections that make all the difference.

The volunteer records contain all the information you need to make sure that you are matching the right person with the required services. Because volunteers often come from within your membership, we link the data that overlaps to avoid duplication of effort. Volunteer Management includes:

Volunteer/Basic Info

This includes the basic contact info such as address, phone, and email along with Status (e.g., active, inactive, or expired) and Type (e.g., member, student, prospect, other). Notes can also be entered to capture information that is not included in the application form.

Availability

The Availability Tab allows you to create "windows" to indicate when a volunteer is able to pitch in. This makes searching for resources much more efficient and avoids unnecessary calls and emails.

Services Performed

The Services Tab allows you to select the services that the volunteer is willing and qualified to do. When searching for volunteers, your results include only those who have expressed willingness to peform the kind of task requested and who have the necessary qualifications (if required). The Services Tab is configurable by your organization to include the categories and subcategories that make sense to you.

Certifications

The Certifications Tab is where you store information regarding required qualifications such as, licenses, insurance, training, or background checks. Certifications are configured based on the Service Type and can be customized to meet your organization's requirements. For example, a volunteer who will be entering a member's home may require a background check whereas a volunteer helping at a public event may not.

Each Certification is entered into the system and given a Pass/Fail by office personnel. Office personnel also have an override mechansim here for member-volunteers or other exceptions to certification processes.

The important thing is that your organization controls the required certifications and Serality keeps track of them for you. We help you find the folks who have the right stuff and make sure all of the certifications are up-to-date as well!

References

References are kept in the References Tab. Reference name, number, and relationship to volunteer are stored. A notes field is provided to enter any anecdotal information. Each reference can be marked as Pass or Fail by the office personnel.

Key Contacts

Use the Key Contacts Tab to record contact information for volunteers. Examples of Key Contacts might be the person to call in case of emergency, an insurance agency, or an administrative assistant.

Customizable Questionnaire

Many organizations like to do a survey/questionnaire of their Volunteers. This is where you can store the answers to those instruments.

Vendor Management

Vendor Management, like Volunteer Management is a critical activity for organizations serving the older-adult population. Before you recommend or send a vendor to your members, you want to know they are honest, do a great job, and offer good value for money. Because the requirements of vendors vary so widely, we have simplified the Vendor Management Tab to include the critical information you need without getting bogged down in a complicated application. Vendor Management tracks:

Vendor Information -- What are the basics about this vendor? Business description, contact info, hours of operation, etc. This info can be displayed in the online Vendor Directory if your organization uses one.

Service Categories -- What Service Categories should this vendor appear in when searched for in the Vendor Directory?

Vetting Status -- Vetting processes may vary by vendor, so we keep track of whether the vendor has been vetted and give you a way to upload copies of any documentation used for vetting. You can also simply note where the information is filed.

Vetting Expiration -- The Vetting Expiration Date is when -- for whatever reason -- the vetting status of the vendor should change to expired. This may be because yearly re-vetting is required, or a license or insurance policy expires. Your organization sets the rules on this and the expiration date can be Never if that is your policy. The important thing is that now you have the tool to keep vetted vendors up to date and give members access to information online!

To speak to someone about being powered by Serality, please click here.