Prerequisites Overview

A Prerequisite is a core operational foundation in Memberworks. It represents any requirement that a participant, staff member, or volunteer must successfully complete before they can participate.

By automating the tracking of these requirements, Memberworks prevents unverified individuals from entering safety-sensitive rosters, while making the compliance journey clear for members and employees alike. It also prevents duplicate entry of forms or waivers across registrations.

1. Automated To-Do Queues and Roster Integrity

Prerequisites are designed with a "build once, enforce anywhere" philosophy.

• The Registration Gate: When a member registers for a volunteer opportunity, program or membership online, any assigned prerequisites instantly evaluate their profile history. If the requirement has not been met, the system triggers a "To-Do". This is also true when staff roles are assigned prerequisites. Assigning a person to that role in turn adds the to-do to their account

• Member-Portal Synchronization: Outstanding tasks are immediately pushed to the member’s private dashboard under My To-Dos. The system also sends automatic notifications alerting them of the outstanding requirement. Role-based to-dos also appear on their Dashboard in the Admin portal

• Staff Roster Alerts: On the administrative side, the participant is flagged on the active roster as having incomplete prerequisites. Staff can view a participant's complete prerequisite history from their profile to identify exactly which form or waiver is missing. Staff will have the opportunity to review and approve (if necessary) any prerequisites that the participants have submitted.

2. Prerequisite Category Classifications

Memberworks separates credentials into distinct functional types, ensuring that public members are never presented with internal staff screenings:

• Custom Form Prerequisites: Custom-designed waivers, emergency contact forms, and policy agreements built using the integrated Form Builder

• Profile Update Prerequisites: Mandatory informational sweeps that force a member to complete missing profile fields (such as home address, emergency contacts, or authorized pickups) before checking out.

• Staff & Volunteer Training : Professional safety training courses uploaded directly to the CMS as SCORM packages or training videos. When assigned to a staff or volunteer role, these courses appear on the employee's Staff Dashboard and open in a securely integrated SCORM player for direct completion. Admins can set Renewal Frequencies (e.g., "Every 12 Months" or "Never" for lifetime certifications) to manage long-term compliance.

• Background Screening Prerequisites: Automated criminal locator searches designed for safety-sensitive roles.

• Interests as Prerequisites: Gated interest questionnaires that can be optionally completed during the registration flow, which subsequently allow marketing teams to filter communication lists based on selected activities.

• Health Prerequisites: Anything that requires participants to enter sensitive health information in the system will be managed as a health prerequisite. These are covered in a different article.

3.Background Screenings: Setup & Consent Flow

For staff and volunteers working with youth or vulnerable populations, Memberworks integrates directly with background check providers.

• Administrative Setup:

  1. During implementation, we will setup you preferred background check provider.

  2. Once integrated, we'll create background checks as prerequisites that you can attach to any role. At the role level, you are able to specify different renewal requirements.

• The Member Consent Flow:

  1. When assigned to a program registration or a staff role, the background check pops up in the user's My To-Dos.

  2. Clicking the task loads a secure, IFramed consent form.

  3. Profile Safeguards: The consent form will fail to submit if the user's profile is missing core data. The system strictly enforces that a valid Address, Email, Phone Number, and Gender must be complete on the individual’s profile before they can consent.

  4. The user accepts the legal checkboxes, types their legal name, inputs their Social Security Number (SSN), and submits.

• Administrative Triage & Webhooks:

  • Administrators monitor submissions through the Staff & Volunteers Pending Approvals Grid.

  • Clicking the status "pill" on a staff record opens the Triage Modal, showing the current progress.

  • Administrators will be able to see when the background check is complete , approved, or requires review. If it requires review, you can view the entire background check and decide whether it meets your organizations requirements and manually approve it.

4. Automated Prerequisite Cleanup

To prevent profile bloat and clean up database tables, Memberworks features automated prerequisite cleanup rules:

• Role-Based Revocation: If a volunteer or staff member is removed from an administrative role, the system automatically runs an entity sweep.

• To-Do Dissolution: Any outstanding To-Dos or prerequisite history tied specifically to that revoked role are automatically scrubbed from their active dashboard, keeping their portal clean.

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