1 00:00:00,000 --> 00:00:03,420 What KijiWelfare is for. Finding a welfare society, and asking to join 2 00:00:03,420 --> 00:00:15,750 KijiWelfare is for welfare societies: the groups that stand with their members through a bereavement, an illness or a wedding, and neighbourhood groups that share the cost of security and water. 3 00:00:15,750 --> 00:00:21,670 Its home page is a directory of the societies listed on it, with the newest first. 4 00:00:21,670 --> 00:00:27,430 Browse shows them all, as a list or on a map, with filters to narrow them down. 5 00:00:27,430 --> 00:00:30,290 A society's page. What it offers, and how to join 6 00:00:30,490 --> 00:00:36,910 Open a society to see its page. Here, Tumaini Welfare Society, in Kasarani. 7 00:00:36,910 --> 00:00:45,060 The page shows what the society offers members, with what each contribution costs, what it is about, and how to reach it. 8 00:00:45,060 --> 00:00:47,970 Asking to join. The society's officials decide 9 00:00:48,130 --> 00:00:55,930 To join, choose Apply to join. KijiWelfare asks you to sign in first, so the society knows who is asking. 10 00:00:55,930 --> 00:01:02,890 Amina is signed in. She gives her name, her phone, where she lives, and a note to the officials. 11 00:01:02,890 --> 00:01:10,190 Choose Send my request. The society's officials see it under Join requests, and admit her or not. 12 00:01:10,190 --> 00:01:17,490 Her request waits for the officials. Once they admit her, the society is in her own KijiWelfare. 13 00:01:18,490 --> 00:01:21,880 Setting up your society. Your organisation, its first society, and its page 14 00:01:21,880 --> 00:01:29,420 The first time you sign in, KijiWelfare asks what you are here for: to join a society, or to run one. 15 00:01:29,420 --> 00:01:37,660 Find yours is for members. It opens the directory of societies. To run one, choose Start your own society. 16 00:01:37,660 --> 00:01:44,500 The form sets up your organisation. Type its name. It can be a group, or your own name. 17 00:01:44,500 --> 00:01:57,680 Then what you are setting up. A welfare society supports its members through bereavements, illness and other events. A neighbourhood group shares running costs, like security, rubbish collection and water. 18 00:01:57,680 --> 00:02:00,380 Keep A welfare society. 19 00:02:00,380 --> 00:02:06,380 Then the first society. With only one, it can carry the organisation's name. 20 00:02:06,380 --> 00:02:09,910 A phone number for the society is optional. 21 00:02:09,910 --> 00:02:16,450 So is where it is. Search for the place and pick it, or tap the map. 22 00:02:16,450 --> 00:02:22,380 Choose Create society. 23 00:02:22,380 --> 00:02:25,210 The dashboard. Where the society is run from 24 00:02:25,510 --> 00:02:34,210 KijiWelfare opens on the society's dashboard. Until the society is verified, it does not show in the public directory. 25 00:02:34,210 --> 00:02:44,380 The numbers are its members, what is still owed, the cash balance, who is waiting to join, open events, meetings coming up and items out on loan. 26 00:02:44,380 --> 00:02:51,260 Getting set up lists what is left to do. Most open steps link to the place where they are done. 27 00:02:51,260 --> 00:02:54,260 The society's page. What the public directory shows 28 00:02:54,700 --> 00:02:59,600 The society's details are in Settings, under Society. 29 00:02:59,600 --> 00:03:15,180 One line about it shows under the society's name. 30 00:03:15,180 --> 00:03:35,440 About the society is shown on its public page. 31 00:03:35,440 --> 00:03:38,920 Choose Save. 32 00:03:38,920 --> 00:03:44,470 Under the form, choose a picture for the logo, and another for the cover photo. 33 00:03:44,470 --> 00:03:49,520 Both show on the society's public page, once it is verified. 34 00:03:49,520 --> 00:03:52,560 A neighbourhood group. A second one, under the same organisation 35 00:03:52,810 --> 00:04:00,550 One organisation can run more than one. Open the list at the top of the menu, and choose All societies. 36 00:04:00,550 --> 00:04:09,700 This is the organisation's own page, with its societies. Choose Start a society. Under What kind, choose A neighbourhood group. 37 00:04:09,700 --> 00:04:23,470 Name it, here Mirema Court Residents, give its town, and choose Create. 38 00:04:23,470 --> 00:04:31,810 A neighbourhood group starts with no event types or offices. What its neighbours pay, and how often, is theirs to declare. 39 00:04:32,900 --> 00:04:36,470 Your society's rules. Relationships, events, contributions and regular dues 40 00:04:36,470 --> 00:04:44,430 A new society's money rules start empty: no contributions or dues. The officials decide them, in Settings. 41 00:04:44,430 --> 00:04:52,190 Relationships says who an event can be about, besides the member themself. A new society has none of its own. 42 00:04:52,190 --> 00:04:58,600 Choose from the suggestions, here Spouse, Child and Parent. 43 00:04:58,600 --> 00:05:07,970 Or type your own, here Guardian, and choose Add. 44 00:05:07,970 --> 00:05:10,830 Event types. What the society stands with its members through 45 00:05:12,900 --> 00:05:23,000 A welfare society starts with four event types: bereavement, medical emergency, wedding and birth. Each covers anyone until you say otherwise. 46 00:05:23,000 --> 00:05:31,020 To choose who one covers, edit it. Here, a medical emergency covers the member, their spouse and their children. 47 00:05:31,020 --> 00:05:34,340 Clear Parent and Guardian, and choose Save. 48 00:05:34,340 --> 00:05:37,230 Contributions. What members give, and when 49 00:05:39,060 --> 00:05:46,290 Contributions lists what members give. A new society has none. Choose Add a contribution. 50 00:05:46,290 --> 00:05:53,860 Name it, here Bereavement levy. It is paid in money, and its standard amount is 500 shillings. 51 00:05:53,860 --> 00:06:00,180 Tick Raised when an event happens. Every member must pay it, scaled by their standing. 52 00:06:00,180 --> 00:06:10,350 Choose Add. 53 00:06:10,350 --> 00:06:15,250 Below it, what each event costs a member. Choose Add a rule. 54 00:06:15,250 --> 00:06:23,310 When a bereavement happens to the member themself, members give the bereavement levy: 1,000 shillings each. 55 00:06:23,310 --> 00:06:31,590 Another rule for a member's parent: 500 shillings each. 56 00:06:31,590 --> 00:06:39,190 That is the amount for a member in full standing. A semi-active member gives half, and a dormant one gives nothing. 57 00:06:39,190 --> 00:06:42,130 Regular dues. None, or how much and how often 58 00:06:44,490 --> 00:06:55,190 Regular dues are not decided yet. Some societies have none, some collect every month. Nothing is chosen for you. Choose Decide on regular dues. 59 00:06:55,190 --> 00:06:59,720 Tumaini's members pay every month. Choose Monthly. 60 00:06:59,720 --> 00:07:08,600 Name the dues, give the amount, 200 shillings, and the first due date. Seven days of grace come before dues count as overdue. 61 00:07:08,600 --> 00:07:11,960 Choose Save. 62 00:07:11,960 --> 00:07:20,910 From the first due date, KijiWelfare raises each month's dues for every member by itself. Raise this period's dues does it now. 63 00:07:21,830 --> 00:07:25,220 Members. The register: by hand, from a sheet, by invitation, and by asking to join 64 00:07:25,220 --> 00:07:32,490 Members holds the society's register. So far it has one name: Grace, who started the society. 65 00:07:32,490 --> 00:07:39,970 There are four ways in: Add member, Import from a sheet, Invite by email, and people asking to join. 66 00:07:39,970 --> 00:07:50,110 Choose Add member. Only the first name is needed. Here, Daniel Ochieng, with his phone and email. 67 00:07:50,110 --> 00:07:56,570 A new member's standing is Active, and their category Ordinary member. Choose Add. 68 00:07:56,570 --> 00:08:03,960 Daniel is on the register, but he has no account linked yet. Invite, on his row, sends him an email. 69 00:08:03,960 --> 00:08:11,970 His name and email are filled in. Choose Send invitation. When he accepts, his account is linked to this row. 70 00:08:11,970 --> 00:08:14,780 Groups. Zones, branches or cells 71 00:08:18,060 --> 00:08:27,320 A large society splits into groups, each with its own admins and its own money. Tumaini has two zones. Choose Add a group. 72 00:08:27,320 --> 00:08:31,810 Then Roysambu. 73 00:08:31,810 --> 00:08:34,650 From a sheet. The register you already keep 74 00:08:37,420 --> 00:08:43,090 Most societies already keep their register in a sheet. Choose Import. 75 00:08:43,090 --> 00:08:52,790 Download template gives a spreadsheet with the right columns. Fill it in, then upload it here. Tumaini's has sixteen members, each with their group. 76 00:08:52,790 --> 00:08:58,590 KijiWelfare shows the rows it read. Check them, and choose Import 16. 77 00:08:58,590 --> 00:09:02,110 Sixteen added. Choose Done. 78 00:09:02,110 --> 00:09:08,690 The register now has eighteen members, each in their zone, all active and owing nothing yet. 79 00:09:08,690 --> 00:09:11,540 By invitation. An email with a link 80 00:09:11,660 --> 00:09:18,250 To invite someone new, choose Invite, and give their name and email. Here, Mercy Chebet. 81 00:09:18,250 --> 00:09:26,710 Invite as is Member. Committee or admin is for someone who will help run the society. Choose Send invitation. 82 00:09:26,710 --> 00:09:35,590 Invitations lists who was invited and whether they have accepted. Mercy is on the register already, and accepting links her account. 83 00:09:35,590 --> 00:09:38,400 Asking to join. People who find the society 84 00:09:41,040 --> 00:09:48,590 People who find the society can ask to join. Joseph Mwangi has asked. Choose Admit on his row. 85 00:09:48,590 --> 00:09:52,500 Then Admit again. Turn down is there too. 86 00:09:52,500 --> 00:09:55,330 The register. Finding and opening a member 87 00:09:57,210 --> 00:10:07,290 Search finds a member by name, phone or number, and the filters show one group, or another status. 88 00:10:07,290 --> 00:10:12,160 Open a member to see their details, what they owe, and their standing. 89 00:10:13,240 --> 00:10:16,620 Officials and elections. Seating the first officials, and electing a chair 90 00:10:16,620 --> 00:10:26,980 Officials lists who holds which office. A new welfare society has three offices: chairperson, secretary and treasurer. Nobody holds them yet. 91 00:10:26,980 --> 00:10:39,160 Each office carries its powers. The secretary looks after members and meetings. The treasurer looks after the money. Only the society's admin seats officials or changes the offices. 92 00:10:39,160 --> 00:10:46,720 Choose Seat an official. Pick the office, here Secretary, and the member, Daniel Ochieng. Then Seat. 93 00:10:46,720 --> 00:10:51,690 The same for the treasurer: Mercy Chebet. 94 00:10:51,690 --> 00:10:59,030 Each now holds office for the office's term, 24 months. Retire, on a row, ends a term early. 95 00:10:59,030 --> 00:11:01,840 An election. The chairperson, by the members' vote 96 00:11:04,370 --> 00:11:09,930 Offices can also be filled by election. Choose Call an election. 97 00:11:09,930 --> 00:11:16,990 Give it a title, the day the new term starts, and tick the offices it fills. Here, the chairperson. 98 00:11:16,990 --> 00:11:20,970 Choose Create. The new election opens. 99 00:11:20,970 --> 00:11:25,990 An election goes in stages. First, Open nominations. 100 00:11:25,990 --> 00:11:33,200 Nominate the candidates, one at a time: Grace Wanjiku, and Otieno Odhiambo. 101 00:11:33,200 --> 00:11:37,060 Then Close nominations and open voting. 102 00:11:37,060 --> 00:11:45,400 Now members vote, each signed in as themselves, one vote for each office. KijiWelfare refuses a second vote. 103 00:11:45,400 --> 00:11:49,330 When the voting is over, choose Close voting and count. 104 00:11:49,330 --> 00:12:02,310 Grace has three votes, and Otieno one. Grace is elected, and takes office on 5 January, when her term starts. Until then the chair stays empty. Mark the election complete closes it. 105 00:12:02,310 --> 00:12:09,860 Officials shows who is in office now. Choose Elected, not yet in office, to see Grace, waiting for her term. 106 00:12:09,860 --> 00:12:15,550 On that day KijiWelfare gives her the chair's powers, and the office passes to her. 107 00:12:16,530 --> 00:12:19,920 Meetings. The register, the minutes, and what was agreed 108 00:12:19,920 --> 00:12:26,010 Daniel is the secretary. Meetings is his. Choose Schedule a meeting. 109 00:12:26,010 --> 00:12:34,700 Give it a title, when, and where. The kind is a regular meeting, an AGM, a committee meeting or an emergency one. 110 00:12:34,700 --> 00:12:40,390 A quorum is how many must come for the meeting to decide. And the agenda. 111 00:12:40,390 --> 00:12:45,900 Choose Schedule. The new meeting opens. 112 00:12:45,900 --> 00:12:48,720 The register. Who came 113 00:12:49,000 --> 00:12:52,360 Register lists every active member. 114 00:12:52,360 --> 00:12:56,890 Mark those who sent an apology, and those who were absent. 115 00:12:56,890 --> 00:13:04,180 Then Mark the rest present, and Save register. The count of who came, and the quorum, are at the top. 116 00:13:04,180 --> 00:13:07,030 Minutes. What was decided 117 00:13:08,280 --> 00:13:13,270 Minutes is where the secretary writes what was discussed and decided. 118 00:13:13,270 --> 00:13:18,650 Save minutes. Once the meeting agrees them, Approve minutes locks them. 119 00:13:18,650 --> 00:13:21,520 Actions. Who does what, by when 120 00:13:22,980 --> 00:13:28,380 Actions keeps what the meeting asked someone to do. Choose Add an action. 121 00:13:28,380 --> 00:13:35,510 Here, the treasurer buys the second tent, by the end of the month. 122 00:13:35,510 --> 00:13:39,700 It stays open until someone chooses Done on its row. 123 00:13:40,660 --> 00:13:44,040 Events and benefits. A bereavement: reported, billed, collected and paid out 124 00:13:44,040 --> 00:13:53,840 When something happens, a member reports it. Joseph's father has died. Signed in as himself, he opens Events and chooses Report an event. 125 00:13:53,840 --> 00:14:01,310 What happened: a bereavement. It happened to his parent. 126 00:14:01,310 --> 00:14:10,010 The date, a title, and where. Choose Report. 127 00:14:10,010 --> 00:14:12,890 Billing the members. The society's rules, member by member 128 00:14:12,970 --> 00:14:23,060 Grace sees the event under Events. Resolving it bills every member by the society's rules: here, 500 shillings each for a member's parent. 129 00:14:23,060 --> 00:14:30,130 A member's standing scales it, and running it again leaves paid rows as they were. Choose Bill members. 130 00:14:30,130 --> 00:14:34,520 The collection sheet lists what each member owes for this event. 131 00:14:34,520 --> 00:14:37,380 The payout. Paying the family 132 00:14:37,490 --> 00:14:47,470 Members pay over the next days, and the treasurer records each payment. The summary shows what was collected, the society's share, and what is for the family. 133 00:14:47,470 --> 00:14:51,650 Mercy, the treasurer, chooses Request a payout. 134 00:14:51,650 --> 00:15:01,020 To the beneficiary. The amount that can be paid now is filled in. Pay it to Joseph, and choose Request. 135 00:15:01,020 --> 00:15:09,970 The request waits for approval. In Tumaini, Grace, who runs the society, approves payouts, so she opens the event's Payouts. 136 00:15:09,970 --> 00:15:18,780 Approve. KijiWelfare checks that the member may be supported; if not, it asks why the society is paying anyway. 137 00:15:18,780 --> 00:15:25,870 When the money has gone, Mark paid, with how it was paid and the M-Pesa code. 138 00:15:25,870 --> 00:15:32,900 The payout is paid. What the society held back becomes payable once officials settle the event. 139 00:15:33,910 --> 00:15:37,330 Money. Contributions, the cashbook, budgets and shared lists 140 00:15:37,330 --> 00:15:45,380 Mercy is the treasurer. Contributions lists what members still owe: here, three levies for the Mwangi burial. 141 00:15:45,380 --> 00:15:51,940 Hassan has brought his 500 shillings by M-Pesa. Choose Record payment on his row. 142 00:15:51,940 --> 00:16:01,570 What he owes is filled in. Then how it was paid, and the M-Pesa code; the M-Pesa message itself can go in Notes. Choose Record. 143 00:16:01,570 --> 00:16:06,310 Hassan's levy is paid, and leaves the list of what is still open. 144 00:16:06,310 --> 00:16:09,140 The cashbook. Money in and money out 145 00:16:11,390 --> 00:16:18,860 The cashbook holds the society's money in and out. Payments recorded on contributions are here already. 146 00:16:18,860 --> 00:16:28,960 Money that leaves another way is added by hand. The meeting agreed a second tent: choose Add an entry. 147 00:16:28,960 --> 00:16:38,450 It went out: 18,500 shillings, a description, and a category, which budgets compare against. Choose Add as draft. 148 00:16:38,450 --> 00:16:47,370 A draft does not count yet. Post makes it final. A posted entry is never deleted: Void cancels it, with a reason. 149 00:16:47,370 --> 00:16:50,220 Budgets. What the society plans to collect and spend 150 00:16:52,290 --> 00:16:58,970 A budget covers a period. Choose New budget: here, 2027, the whole year. 151 00:16:58,970 --> 00:17:15,670 Add a line for each category: what is expected in, and what is planned out. Use the cashbook's words. 152 00:17:15,670 --> 00:17:21,540 Through the year, each line shows what actually came in or went out against the plan. 153 00:17:21,540 --> 00:17:24,390 Shared lists. Who has given, for members to see 154 00:17:26,380 --> 00:17:33,570 A shared list is a link the society sends members, so they can see who has given. Choose New list. 155 00:17:33,570 --> 00:17:41,490 Tie it to the event. Tick Show how much each person paid, if the society shares amounts. Choose Create. 156 00:17:41,490 --> 00:17:50,960 Copy link, and send it by SMS or WhatsApp. Anyone may open it, but only a phone number on the list gets past the code sent to it. 157 00:17:51,920 --> 00:17:55,270 Assets. The society's things, lent and hired 158 00:17:55,270 --> 00:18:03,300 Assets keeps the society's things: what it owns, what is out, and what is owed for hire. Choose Add an item. 159 00:18:03,300 --> 00:18:13,930 The item, what it is counted in, and how many. A hire rate for members, another for outsiders, a deposit, and what one costs to replace, each per item. 160 00:18:13,930 --> 00:18:22,880 And the chairs: a hundred, at 10 shillings each for members. 161 00:18:22,880 --> 00:18:25,690 Lending out. Booked, issued, counted back in 162 00:18:25,820 --> 00:18:32,680 Kamau Njoroge needs fifty chairs for a family gathering. Choose Lend out on the chairs. 163 00:18:32,680 --> 00:18:37,920 How many, to which member, and when they are due back. Choose Book out. 164 00:18:37,920 --> 00:18:41,420 On loan lists every booking and where it stands. 165 00:18:41,420 --> 00:18:45,500 A booking is approved first. Choose Approve. 166 00:18:45,500 --> 00:18:51,490 When Kamau collects them, Issue, with the deposit taken: 50 shillings a chair. 167 00:18:51,490 --> 00:18:56,740 When they come back, Count back in: 48 in good order, and 2 damaged. 168 00:18:56,740 --> 00:19:04,620 KijiWelfare works out what is owed: the hire, and the damaged chairs at their replacement cost. Choose Settle. 169 00:19:04,620 --> 00:19:17,620 Hire 500 shillings and damage 800, against a deposit of 2,500: the deposit covers it, and Kamau gets 1,200 back. Choose Settle. 170 00:19:17,620 --> 00:19:21,840 The loan is settled, and the good chairs are back in store. 171 00:19:22,810 --> 00:19:26,270 Messages. Texting members, from the society's own phone 172 00:19:26,270 --> 00:19:37,830 KijiWelfare sends a society's texts through a phone the society pairs: its own Android phone, with the SMS Gateway app. The texts go out from that phone's number. 173 00:19:37,830 --> 00:19:45,810 In Settings, under SMS, choose Pair a phone. Give the phone a name, and choose Generate pairing code. 174 00:19:45,810 --> 00:19:51,870 Install the SMS Gateway app on the society's phone, and scan this code with it. 175 00:19:51,870 --> 00:19:57,210 The phone is paired. From now on it sends the society's texts. 176 00:19:57,210 --> 00:20:00,210 Texting members. Everyone, or one group 177 00:20:04,490 --> 00:20:24,610 On Members, choose Text members. Send to everyone, or to one group: here, Mirema. 178 00:20:24,610 --> 00:20:31,370 Write the message, and choose Check. It says how many it reaches, and who has no phone number. 179 00:20:31,370 --> 00:20:41,920 Choose Send. KijiWelfare hands the texts to the phone, and the phone sends each one from its own SIM. 180 00:20:41,920 --> 00:20:46,950 Members get the text from the society's phone. Choose Done. 181 00:20:47,980 --> 00:20:51,340 A member's side. Accepting an invitation, your dues, and paying by M-Pesa 182 00:20:51,340 --> 00:21:02,490 Lucy already has an account. Grace invited her to Tumaini, and the email's link opens this page: she is invited to Tumaini Welfare Society, as a member. 183 00:21:02,490 --> 00:21:05,940 Signed in as herself, she chooses Accept. 184 00:21:05,940 --> 00:21:10,190 She is in. Open it takes her to the society. 185 00:21:10,190 --> 00:21:13,090 My society. What a member sees 186 00:21:13,300 --> 00:21:21,550 A member sees their own side: what they owe, their standing, their number, and the society's events, meetings and elections. 187 00:21:21,550 --> 00:21:29,560 My dues lists what she owes: the society's monthly dues of 200 shillings. 188 00:21:29,560 --> 00:21:32,420 Paying by M-Pesa. From the member's own phone 189 00:21:32,590 --> 00:21:40,840 Choose Pay with M-Pesa. The amount is what she owes. She gives her M-Pesa number, and chooses Send to my phone. 190 00:21:40,840 --> 00:21:50,780 M-Pesa asks for her PIN on her phone. This society's till is a simulated one, for this guide: it answers by itself, and no money moves. 191 00:21:50,780 --> 00:21:58,040 Once M-Pesa confirms, the dues are paid, and the society's treasurer sees the payment in the cashbook.