Working Tools for Provinces

18-11-2024

Although it was originally designed for individual Lodges,  the amount of customisation we've added to accommodate a variety of Masonic Orders has also opened up the ability to adapt the system to use at a Provincial or Grand Lodge level.  We're even working on adapting the system to suit all units in an entire Order!

Centralised Data Management
One province has adopted a highly efficient approach by designating their Provincial Grand Secretary as the main subscriber for The Working Tools. Under this setup:

• Each lodge within the province is created as an individual entity under the Grand Secretary’s account.
• Each lodge’s Secretary is added as a delegate, granting them access to manage their lodge’s data independently.

This structure not only provides seamless access for individual lodge secretaries but also allows the province to maintain oversight of all lodges. When lodge secretaries change - a frequent occurrence in that province - this setup ensures a smooth handover, with no data lost and minimal disruption.

Streamlining Provincial Records
For provinces with hundreds of members, maintaining accurate and accessible records is vital. The Working Tools makes it easy to:

• Maintain detailed member records, including tags for ranks and unit memberships.
• Provide province-wide oversight of all member data, ensuring consistency and compliance.

This centralised approach ensures that the province always has the most up-to-date information at its fingertips.

Enhancing Communication
Efficient communication is key at the provincial level, and The Working Tools delivers:

• Email functionality for targeted communications, such as event invitations and updates.
• Automated reminders and birthday notifications to keep members engaged.
• Province-wide announcements sent to specific lodges or groups with ease.

Event Management Made Easy
With dozens of lodge and provincial meetings held annually, organising events can become overwhelming. The Working Tools simplifies this process by:

• Allowing easy RSVP tracking and dining confirmations.
• Generating attendance lists for scrutiny and reporting.
• Storing summonses and other key documents for quick access.

Collaboration Across Roles
Provincial administration often involves multiple officers working together. The Working Tools enables:

• Collaborative workflows, with real-time updates accessible to all authorised users.
• A shared database, ensuring everyone is working with the same, accurate information.
• Custom permissions for different roles, ensuring secure access to sensitive data.

Adapting to Modern Needs
By providing central oversight, seamless handovers, and robust data management tools, The Working Tools allows provinces to modernise their administration without losing sight of Masonic traditions. One province has even utilised the system to monitor the age profile of their membership - a key insight for planning future growth.

Conclusion
The Working Tools isn’t just for individual lodges; it can be used as an asset for provinces. By centralising data, simplifying communication, and streamlining event management, it allows provinces to focus on their members and traditions, rather than their admin.

If you're interested in using The Working Tools for your Province or Grand Lodge, get in touch and we'll have a Zoom call to discuss your needs and how the system can be adapted!