TABLE OF CONTENTS

• Overview
• Starting Electronic Application Process
  • Converting a Non-Member and Inactive Member to Pre-Applicant
  • Creating a Brand New Pre-Applicant 
• Accessing and Signing Electronic Application
• Converting Applicant to Member
• Closing Pre-Applicant

Overview

With the advancement of technology, a lot of our work can be completed and stored electronically. 

With these advancements, IUPAT is offering an electronic experience to Admins & Staff to assist in onboarding new Members through the new Electronic Application in UNITE.

This document provides you with all the necessary information needed to use the Electronic Application in UNITE

Starting Electronic Application Process

To first start your electronic process, you will need to make the person a Pre-Applicant in UNITE, this can be done by conversion or creation.

Converting a Non-Member and Inactive Member to Pre-Applicant

To begin converting someone to a Pre-Applicant, navigate to Membership > Global Roster 

When in the Global Roster, on the member card look for this button.

This is the Pre-Applicant conversion button. Selecting this button will bring up a pop-up screen, prompting you to enter the following information;

• First Name
• Last Name
• Local Union
• Member Class
• Primary Phone #
• Primary E-Mail
• Bargaining Unit 
• Sub-Class

Once all information has been entered, select the save button.

When saved, the Pre-Applicant will open up on a full page. On this full page, you will see your newly added Pre-Applicant

Upon saving the pre-applicant will be given a  Status = Pre-Applicant. An activity of Pre-Applicant will also be processed on this member activity history

When saved, the pre-applicant will open up on a full page. On this full page, you will see your newly added Pre-Applicant

Creating a Brand New Pre-Applicant

Navigate to Membership>Roster

Select the + button in the top right-hand corner

Select Add Pre-Applicant Option

You will be taken to the duplicate check, where you will be required to enter the following information to check for any duplicate records:

• First Name
• Last Name
• Primary E-Mail

Select the Continue button to start your duplicate check. 

If the system finds any matches based on First Name & DOB or Last Name & DOB, UNITE will display those matching members in the table below. From here, you can either select the pencil icon to open the matching member, or select the Continue to Add button to proceed with adding your pre-applicant.

If a matching Primary E-Mail or SSN is found, you will NOT be able to proceed with adding a new pre-applicant. You can ONLY select the pencil icon, to view the matching member(s) found.

Once you've completed your duplicate check (or no duplicate has been found) you will be taken to the Add Pre-Applicant page. From here you can enter additional contact and demographic information. 

In the Activities section, you will be prompted to enter 

• Local Union
• Activity Date
• Membership Class
• New Activity
• Bargaining Unit (if applicable) 
• Sub-Class (if applicable)
• Primary Phone #
• Primary E-Mail

Once all required information has been entered, select the preview button. Then select the Save button to save the Pre-Applicant. 

When saved, the Pre-Applicant will be added to your Roster and will open up in a new page and the Pre-Applicant Activity will be processed on this Member's Activity History.

Accessing and Signing Electronic Application

Once you have converted or added your Pre-Applicant to your Roster you can then access or give access to the Pre-Applicant Electronic Application Site.

Navigate to Membership>Roster

Search for the Pre-Applicant

Once found, click on the Pre-Applicant Card to expand, once expanded select the Docs Tab. 

Select the QR Code Button. 

When selected a pop-up of the QR Code and a button to email code to Pre-Applicant will appear.

You have 3 options to access the Pre-Applicants Electronic Application Site. You can either scan the QR Code, select the button to email the link to the site to the Pre-Applicant's Email, or select the Text button to send an SMS message of the e-application link to the Pre-Applicant Mobile Phone. 

Once the link has been accessed, you will enter the Pre-Applicants E-App log-in page.

From this page, you will be prompted to enter the Pre-Applicant E-Mail and Last Name. Then select the Submit button to enter the e-docs page.

If successfully entered, you will see a link to access your Membership Application. When ready, you can select this link to enter into the Electronic Application.

Proceed by filling out as much of the Membership Application with the Pre-Applicant as possible. 

During the signing portion of the application, be sure to explain the significance of the Political Contribution, Representation, and Dues Checkoff to the Pre-Applicant. 

Once all required items have been entered and signed, select the Submit button to submit the Pre-Applicant application.

Converting Applicant to Member

Once the Pre-Applicant and Business Representative have filled out the Membership Application, they can select the submit button. When submitted the Pre-Applicant's status in UNITE will update to Status=Applicant this will also process an Applicant Membership Activity. 

The Pre-Applicant's Membership Application will also be saved in the Docs Tab on the Applicants record.

When ready, you can process an activity change to either Initiated or Paying on Application can now be processed on the Applicant's record to make them a Pending or Active Member.

Closing Pre-Applicant

If you ever run into a scenario in which a Pre-Applicant starts the Application process in UNITE, but no longer wants to become a Member you can follow this guide to close their Pre-Applicant Account.

Navigate to Membership>Roster

Search for the Pre-Applicant record and click on the record to expand. 

Select the Membership Tab. Scroll down to find Activities. 

In the New Activity dropdown field, find the option Inactive Pre-Applicant. Enter an Activity Date and select the Preview button, then select the save button to process the activity.

Once saved, the Pre-Applicant or Applicant's status will change to Inactive. The Pre-Applicants Membership Class will also revert back to whatever their class was PRIOR to being made a Pre-Applicant.

If you ever need to restart this Prospects Electronic Application, you can follow the same process above to make this person a Pre-Applicant again.