TABLE OF CONTENTS

• How-To Video
• Overview
• Starting Electronic Application Process
  • Converting a Prospect, Non-Member, Inactive Member to a Pre-Applicant
  • Creating a Brand New Pre-Applicant 
• Accessing and Signing Electronic Application

How-To Video

Overview

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

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

This document will provide you with all the necessary information needed to use the Electronic Application in UNITE as a Business Representative

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 Prospect, Non-Member, Inactive Member to a Pre-Applicant

To begin converting someone to a Pre-Applicant, you can either access the Global Roster (Membership) or go to the Prospect Roster (Organize).

When in the 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 information.  

You will be prompted to enter: 

• 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 converted prospect will open up on a full page. On this full page, you will see your newly added Pre-Applicant

If saved from the Prospect page, the Prospect record will automatically transfer over to the Membership>Roster and their prospect record will change from Prospect -> Converted.

Converted Prospects will be Read-Only, so no further edits/changes can be made to this record after it has been converted

In the Member Roster, this person will be listed as 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.

Upon submitting the application, you will find a copy of their application in the Docs Tab of their Record. The Pre-Applicant's Status will also change to Applicant. From here, there is nothing more you need to do, your District Council Administrator(s) will take care of Initiating this Applicant.