KEYSTONE ONLINE USER GUIDE V1.10P – September 2013 Intended Audience – Provincial/District Secretary or Equivalent
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KEYSTONE ONLINE
USER GUIDE
V1.10P – September 2013
Intended Audience –
Provincial/District Secretary or Equivalent
2
Contents
Introduction ............................................................................................................................................ 3
Accessing Keystone Online for the First Time ......................................................................................... 4
Accessing Keystone Online Normally ...................................................................................................... 5
Add or Edit Members (Unit Level) .......................................................................................................... 7
Edit Member ....................................................................................................................................... 7
Add Member ....................................................................................................................................... 8
Assign Secretary or Treasurer Unit Ranks ........................................................................................... 9
Processing Leavers ............................................................................................................................ 10
Annual Return Processing ..................................................................................................................... 11
Annual Returns & Invoices (UK and Sterling) .................................................................................... 11
Finalising and Submitting the Annual Return Invoice (UK and Sterling) ........................................... 12
Annual Returns & Invoices (Non Sterling Overseas) ......................................................................... 14
Finalising and Submitting the Annual Return Invoice (Non Sterling Overseas Provinces) ............... 15
Additional Functions for Provinces/Districts ........................................................................................ 16
Member View ....................................................................................................................................... 16
Search for a Provincial Member.................................................................................................... 17
Assign Provincial Rank ................................................................................................................... 17
Edit/ Amend Member Details ....................................................................................................... 18
Set Provincial Invoice ........................................................................................................................ 18
Housekeeping ....................................................................................................................................... 19
Setting a Memorable Password ........................................................................................................ 19
Helpful Hints ......................................................................................................................................... 20
Internet Explorer & PDF’s ................................................................................................................. 20
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Introduction
Keystone Online (KOL) is an online web application designed to allow you to process and submit
annual returns and produce invoices as well as updating member details and assigning ranks and
statuses.
The system is made available to all Provincial Secretaries and to Unit Secretaries where the
Provincial Secretary has requested access via MMH Registrations Department. The table below
shows the features available.
Your Role
You are the
Provincial/District
Secretary or equivalent
You are the Unit
Secretary or
equivalent or his
delegate, granted
read/write access
You are the Unit
Secretary or
equivalent or his
delegate, granted
read only access
Unit Features
Look up member
Contact Details
Yes Yes Yes
Add New Member
Details
Yes Yes x
Edit Existing Member
Details
Yes 1 Yes 1 x
Admit Member to
Unit
Yes Yes x
Cease/Resign
Member from Unit
Yes Yes x
Add New Unit Rank
Yes Yes x
Close Unit Rank
Yes 3 Yes x
Verify Memberships
and Print Annual
Return Invoice
Yes Yes Yes
Provincial Features
Look up Provincial
members
Yes x x
Add Provincial Rank
Yes 2 x x
Process Annual
Returns on behalf of
a unit
Yes x x
1 All contact data can be edited except membership number, surname, and given names
2 After appointments only, rank changes cannot be entered in advance
3 Where members are marked as deceased, only the current unit will be affected, Registrations
department will receive notification, verify, and close other memberships where necessary.
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Accessing Keystone Online for the First Time
In order to access the system for the first time you will need to generate a password. To achieve this,
follow these steps:-
1. Navigate to https://kol.mmh.org.uk with your browser (Preferred Browser is Google Chrome
although Internet Explorer v8 or above is also recommended)
2. Click on the Reset Password link
3. Enter your MMH membership number (sent to you via email) in the popup box and click OK
4. A system generated password will be emailed to you via the address associated with your
MMH number. (You will be able to set this to a more memorable password later)
5. Once you receive your password then enter your MMH membership number and password
and click on the Login button
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6. You will now be asked to confirm that you accept the Data Protection terms (Clicking NO will
prevent you seeing any data)
7. You will now be presented with the Provinces/ Units screen which shows all Provinces and
Orders of which you are a Provincial/Unit Secretary or equivalent.
This screen will also display the Annual Return ‘A/R Status’ and elected payment method for each unit
Accessing Keystone Online Normally
There is no software to install as the system is completely web based. To get started simply follow
the steps below:-
1. Navigate to https://kol.mmh.org.uk with your browser (Preferred Browser is Google Chrome
although Internet Explorer v8 or above is also recommended)
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2. Enter your MMH membership number and password in the boxes on the left of the screen
and click on the Login button
3. You will now be presented with the Provinces/Units screen which shows all Provinces and
Units of which you are a Provincial/District/Unit Secretary/Recorder/Vice-Chancellor.
This screen will also display the Annual Return ‘A/R Status’ and elected payment method for
each unit.
4. Click on an entry in the list to navigate to your desired Province or Unit.
5. Clicking on a Unit will produce a list of individual members for that Unit
6. Clicking on a Province will produce a list of Units within the Province, clicking on one of these
units will produce a list of individual members for that Unit
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Add or Edit Members (Unit Level)
If the annual return requires changes to member details or the Secretary Treasurer has changed
then from the Members Screen you are able to edit or add member details and assign ranks.
Edit Member
The members screen contains a scrollable list of all the members in the selected unit. Clicking on a
member will populate their details in the grid at the bottom of the screen and allow you to update
details as required. Once you have finished making changes then click on the Save button.
There are a number of read only fields that you cannot edit and these will be greyed out if this is the
case. If changes are required to these fields then you will need to contact the Registrations
Department.
NB - You can change the number of members displayed by using the radio buttons above the grid.
The default is to display ‘current subscribing’ members but you can change this to display either ‘All
Members Past & Present’ or ‘All Current’ members instead.
NBB – Select ‘All Current Members’ to include Honorary Members
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Add Member
From the Member screen you can click on the New Member button and the screen will change to a
search screen. This allows you to check if your new member is already an existing brother. If you find
the member you want to add then click on their record and click Yes in the confirmation box that
pops up. You will not be able to see any of the contact information for a new member until you have
added them to your unit.
You will be unable to add a member to your unit unless their record contains a valid Date of Birth or if
it is missing, you will need to add one.
If you can’t find a record for your new member then click on the New Brother button and fill out
their details in the form and click the Save button.
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Assign Secretary or Treasurer Unit Ranks
This function is used for assigning ranks to selected brothers.
1. Select a Brother from the grid in the top half of the screen
2. Click on the Assign Ranks button
3. Enter a Start Date and select a Rank from the dropdown then click on the Assign Rank
button
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4. You will get a pop up box asking you to confirm your actions. The confirmation box will
include the position you are assigning, who you are assigning it to and also who currently
holds the rank.
Processing Leavers
From the members screen you can also process leavers as follows:-
1. Select a Brother from the grid in the top half of the screen
2. Enter an End Date in the details pane (Future dates are not valid)
3. Select a status reason from the dropdown list (you can click the question mark for a popup
explaining each of the options)
4. Click on the Save button
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Annual Return Processing
Annual Returns & Invoices (UK and Sterling)
On the first of September each year the Annual Return Status for each Unit will be set to ‘Due’
signalling that the Annual return process for each unit can be started. The Annual Returns process
has 4 key elements and these are:-
1. Unit Secretary or his Delegate verifies the subscribing member details for his unit for the
period 1st September to 31st August prior.
2. Unit Secretary or his Delegate views and checks the Annual Return Invoice.
3. Unit Secretary or his Delegate submits the Annual Return Invoice as correct and chooses a
payment method. (either direct to MMH or Cheque to Province/District)
4. Unit Secretary or his Delegate or Treasurer makes the Payment by the chosen Method
To start the process you need to Click on your Unit from the ‘Provinces/Units’
screen, you will see a list of members in the main grid and a number of
buttons on the left hand side.
Clicking on the View A/R button will produce a popup containing all the
subscribing members from the last 12 months along with various contact and
other information. This is the primary method of verifying the correct
subscribing member numbers and details for your Unit.
(There is no need to actually print this document unless you wish to for your
own records.)
Any changes that are required to your Unit membership details should be
made at this stage, prior to submitting your Annual Return Invoice. If you are
unable to make the required changes yourself please contact your Provincial
Secretary or equivalent who will be able to make the necessary changes for you.
NB: It is perfectly possible to view your Annual Return Invoice prior to submitting it as correct, to do
this click on the View Invoice button which will generate a draft invoice based upon the number of
subscribing members for the period, together with any additional charges for yearbooks etc.
You will see that, in both cases, at the top of the popup screens are options to Print or Email.
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Print – If you are using Google Chrome when you click the print button you will be presented with a
print preview of the document you have selected to print. Please ensure that you have selected the
correct printer and that you have chosen ‘Landscape’ for page orientation. If you are using Internet
Explorer then you will be presented with the Printer box from where you will need to select the
properties of the printer in order to select ‘Landscape’ prior to printing.
Email – Your email address will be automatically populated in the input box and clicking the Email
button will send you an email message with a PDF of the Invoice or Annual Return attached.
Finalising and Submitting the Annual Return Invoice (UK and Sterling)
Having made any required changes to your members i.e. processed leavers, new members etc, the
next step is to View and Submit your Annual Return Invoice and make your payment.
NB: There is no need to actually print the Invoice unless you wish to for your own records.
To start the process Click on the ‘View Invoice’ button from your Unit Members view as before.
Check that the invoice values are correct and then Click on the Submit/ Close button on the Invoice
screen to progress to the Invoice Submission and Payment dialogue screens.
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The first dialogue gives you the option to submit the invoice or exit from the function if you are not
yet ready to finally submit the Annual Return Invoice as correct.
NB: If this invoice has already been submitted before then you will be notified at the bottom of this
dialogue.
Selecting ‘Yes’ from this screen presents you with two options for indicating how you have made
your payment. Please click on the appropriate option.
Finally Click on Submit to complete the process, this will change your Annual Return status to
submitted and will send a copy of the invoice to your Provincial Secretary or equivalent. A copy of
the Invoice will also be sent to Mark Masons Hall. A follow up dialogue will confirm a successful
submission.
Please ensure that your payment is made by the method chosen as soon as possible.
NB: If you make a mistake do not worry, it is possible to ‘re-submit’ your Annual Return invoice at
any time, the system will warn you that the invoice has already been submitted, but will allow you to
proceed to ‘re-submit’.
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Annual Returns & Invoices (Non Sterling Overseas)
On the first of September each year the Annual Return Status for each Unit will be set to ‘Due’
signalling that the Annual return process for each unit can be started. The Annual Returns process
has 4 key elements and these are:-
1. Unit Secretary or his Delegate verifies the subscribing member details for his unit for the
period 1st September to 31st August prior.
2. Unit Secretary or his Delegate views and checks the draft Annual Return Invoice
3. Unit Secretary or his Delegate Requests an Annual Return Invoice in his local currency.
4. Local Currency Invoice is sent by Mark Masons’ Hall and payment is made.
To start the process you need to Click on your Unit from the
‘Provinces/Units’ screen, you will see a list of members in the main grid and
a number of buttons on the left hand side (see figure xi).
Clicking on the View A/R button will produce a popup (see figure xiii)
containing all the subscribing members from the last 12 months along with
various contact and other information. This is the primary method of
verifying the correct subscribing member numbers and details for your Unit.
(There is no need to actually print this document unless you wish to for your
own records.)
Any changes that are required to your Unit membership details should be
made at this stage, prior to submitting your Annual Return Invoice. If you
are unable to make the required changes yourself please contact your
Provincial Secretary or equivalent who will be able to make the necessary
changes for you.
NB: It is perfectly possible to view your draft Annual Return Invoice prior to requesting, to do this
click on the Request Invoice button which will generate a draft invoice (see figure xvi) based upon
the number of subscribing members for the period, together with any additional charges for
yearbooks etc.
You will see that, in both cases, at the top of the popup screens are options to Print or Email.
Print – If you are using Google Chrome when you click the print button you will be presented with a
print preview of the document you have selected to print. Please ensure that you have selected the
correct printer and that you have chosen ‘Landscape’ for page orientation. If you are using Internet
Explorer then you will be presented with the Printer box from where you will need to select the
properties of the printer in order to select ‘Landscape’ prior to printing.
Email – Your email address will be automatically populated in the input box and clicking the Email
button will send you an email message with a PDF of the Invoice or Annual Return attached.
15
Finalising and Submitting the Annual Return Invoice (Non Sterling Overseas Provinces)
Having made any required changes to your members i.e. processed leavers, new members etc, the
next step is to Click on the Request Invoice button to view the draft invoice and then click ‘Request
Invoice’ this time on the Invoice screen to progress to the Invoice request dialogue screens.
The first dialogue asks you to confirm that you wish to request a local currency invoice. If this invoice
has already been requested then you will be notified at the bottom of this dialogue
Clicking ‘Submit Request’ from this screen will submit your request to MMH Accounts who will raise
an invoice in your local currency and email it to you. Clicking ‘Not at this Time’ will cancel the
operation and close the form.
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Additional Functions for Provinces/Districts
Once you have clicked on a Province you will see two new buttons on the left hand side which you
can use to access the Provincial Member View and to Set Provincial Invoice Options.
NB: This screen will also display the Annual Return ‘A/R Status’ and elected payment method for
each unit.
Member View
Click this button to display a list of all members within the Province/District. You can now perform a
number of Provincial functions.
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The default view displays Current Subscribing Members and a count of these is displayed at the
bottom left of the grid. You can change the display to All Members Past & Present by clicking the
radio button at the top right of the grid.
Search for a Provincial Member
1. Enter your search criteria in the box(es) at the top of the list
2. Click on the Search button. Please note that searches in this section only search the listed
records and not the whole membership database.
Assign Provincial Rank
1. Assign Provincial Ranks
2. Select a Brother from the grid in the top half of the screen
3. Click on the Assign Ranks button
4. Enter a Start Date and select a Provincial Rank from the dropdown then click on the Assign
Rank button
5. You will get a pop up box asking you to confirm your actions. The confirmation box will
include the position you are assigning, who you are assigning it to and also who currently
holds the rank.
NB: You cannot assign prior ranks. If you wish to add multiple Provincial Ranks in order to
update or create a Members rank history, you must assign the ‘oldest’ rank first and work
forward to the current rank.
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Edit/ Amend Member Details
From the Member View screen you are able to edit or add a details for a member such as phone
numbers, address etc. There are a number of fields that you cannot amend i.e. Surname, Given
Names, Date of Birth etc as these would need to be amended by the Registrations Department if
alterations are required.
Set Provincial Invoice
(Not Functional Yet)
19
Housekeeping
Setting a Memorable Password
If you would like to set a memorable password instead of having to use the system generated one,
follow these steps:-
1. Click on the Set Password button
2. Ensuring you adhere to the complexity requirements, enter your desired password and click
on the Reset Password button
3. You will now be logged out of the system and presented with the opening logon screen to
enter your MMH membership number and new password
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Helpful Hints
Internet Explorer & PDF’s
The way that Internet Explorer deals with PDF files from a webpage is controlled by the Adobe
application itself. There are two options, either open the PDF in a browser or use the Adobe
program. Our recommendation is to not display PDF’s in the browser and you can change this as
follows:- (NB Google Chrome has its own PDF system and does not require any changes)
1. Open Adobe Reader/Acrobat
2. Click on Edit
3. Click on Preferences
4. Select Internet from the Category list
5. Uncheck ‘Display PDF in Browser
6. Click OK
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