WEBVTT 00:00:00.000 --> 00:00:03.420 What KijiWelfare is for. Finding a welfare society, and asking to join 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. 00:00:15.750 --> 00:00:21.670 Its home page is a directory of the societies listed on it, with the newest first. 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. 00:00:27.430 --> 00:00:30.290 A society's page. What it offers, and how to join 00:00:30.490 --> 00:00:36.910 Open a society to see its page. Here, Tumaini Welfare Society, in Kasarani. 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. 00:00:45.060 --> 00:00:47.970 Asking to join. The society's officials decide 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. 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. 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. 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. 00:01:18.490 --> 00:01:21.880 Setting up your society. Your organisation, its first society, and its page 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. 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. 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. 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. 00:01:57.680 --> 00:02:00.380 Keep A welfare society. 00:02:00.380 --> 00:02:06.380 Then the first society. With only one, it can carry the organisation's name. 00:02:06.380 --> 00:02:09.910 A phone number for the society is optional. 00:02:09.910 --> 00:02:16.450 So is where it is. Search for the place and pick it, or tap the map. 00:02:16.450 --> 00:02:22.380 Choose Create society. 00:02:22.380 --> 00:02:25.210 The dashboard. Where the society is run from 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. 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. 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. 00:02:51.260 --> 00:02:54.260 The society's page. What the public directory shows 00:02:54.700 --> 00:02:59.600 The society's details are in Settings, under Society. 00:02:59.600 --> 00:03:15.180 One line about it shows under the society's name. 00:03:15.180 --> 00:03:35.440 About the society is shown on its public page. 00:03:35.440 --> 00:03:38.920 Choose Save. 00:03:38.920 --> 00:03:44.470 Under the form, choose a picture for the logo, and another for the cover photo. 00:03:44.470 --> 00:03:49.520 Both show on the society's public page, once it is verified. 00:03:49.520 --> 00:03:52.560 A neighbourhood group. A second one, under the same organisation 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. 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. 00:04:09.700 --> 00:04:23.470 Name it, here Mirema Court Residents, give its town, and choose Create. 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. 00:04:32.900 --> 00:04:36.470 Your society's rules. Relationships, events, contributions and regular dues 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. 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. 00:04:52.190 --> 00:04:58.600 Choose from the suggestions, here Spouse, Child and Parent. 00:04:58.600 --> 00:05:07.970 Or type your own, here Guardian, and choose Add. 00:05:07.970 --> 00:05:10.830 Event types. What the society stands with its members through 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. 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. 00:05:31.020 --> 00:05:34.340 Clear Parent and Guardian, and choose Save. 00:05:34.340 --> 00:05:37.230 Contributions. What members give, and when 00:05:39.060 --> 00:05:46.290 Contributions lists what members give. A new society has none. Choose Add a contribution. 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. 00:05:53.860 --> 00:06:00.180 Tick Raised when an event happens. Every member must pay it, scaled by their standing. 00:06:00.180 --> 00:06:10.350 Choose Add. 00:06:10.350 --> 00:06:15.250 Below it, what each event costs a member. Choose Add a rule. 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. 00:06:23.310 --> 00:06:31.590 Another rule for a member's parent: 500 shillings each. 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. 00:06:39.190 --> 00:06:42.130 Regular dues. None, or how much and how often 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. 00:06:55.190 --> 00:06:59.720 Tumaini's members pay every month. Choose Monthly. 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. 00:07:08.600 --> 00:07:11.960 Choose Save. 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. 00:07:21.830 --> 00:07:25.220 Members. The register: by hand, from a sheet, by invitation, and by asking to join 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. 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. 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. 00:07:50.110 --> 00:07:56.570 A new member's standing is Active, and their category Ordinary member. Choose Add. 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. 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. 00:08:11.970 --> 00:08:14.780 Groups. Zones, branches or cells 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. 00:08:27.320 --> 00:08:31.810 Then Roysambu. 00:08:31.810 --> 00:08:34.650 From a sheet. The register you already keep 00:08:37.420 --> 00:08:43.090 Most societies already keep their register in a sheet. Choose Import. 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. 00:08:52.790 --> 00:08:58.590 KijiWelfare shows the rows it read. Check them, and choose Import 16. 00:08:58.590 --> 00:09:02.110 Sixteen added. Choose Done. 00:09:02.110 --> 00:09:08.690 The register now has eighteen members, each in their zone, all active and owing nothing yet. 00:09:08.690 --> 00:09:11.540 By invitation. An email with a link 00:09:11.660 --> 00:09:18.250 To invite someone new, choose Invite, and give their name and email. Here, Mercy Chebet. 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. 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. 00:09:35.590 --> 00:09:38.400 Asking to join. People who find the society 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. 00:09:48.590 --> 00:09:52.500 Then Admit again. Turn down is there too. 00:09:52.500 --> 00:09:55.330 The register. Finding and opening a member 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. 00:10:07.290 --> 00:10:12.160 Open a member to see their details, what they owe, and their standing. 00:10:13.240 --> 00:10:16.620 Officials and elections. Seating the first officials, and electing a chair 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. 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. 00:10:39.160 --> 00:10:46.720 Choose Seat an official. Pick the office, here Secretary, and the member, Daniel Ochieng. Then Seat. 00:10:46.720 --> 00:10:51.690 The same for the treasurer: Mercy Chebet. 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. 00:10:59.030 --> 00:11:01.840 An election. The chairperson, by the members' vote 00:11:04.370 --> 00:11:09.930 Offices can also be filled by election. Choose Call an election. 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. 00:11:16.990 --> 00:11:20.970 Choose Create. The new election opens. 00:11:20.970 --> 00:11:25.990 An election goes in stages. First, Open nominations. 00:11:25.990 --> 00:11:33.200 Nominate the candidates, one at a time: Grace Wanjiku, and Otieno Odhiambo. 00:11:33.200 --> 00:11:37.060 Then Close nominations and open voting. 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. 00:11:45.400 --> 00:11:49.330 When the voting is over, choose Close voting and count. 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. 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. 00:12:09.860 --> 00:12:15.550 On that day KijiWelfare gives her the chair's powers, and the office passes to her. 00:12:16.530 --> 00:12:19.920 Meetings. The register, the minutes, and what was agreed 00:12:19.920 --> 00:12:26.010 Daniel is the secretary. Meetings is his. Choose Schedule a meeting. 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. 00:12:34.700 --> 00:12:40.390 A quorum is how many must come for the meeting to decide. And the agenda. 00:12:40.390 --> 00:12:45.900 Choose Schedule. The new meeting opens. 00:12:45.900 --> 00:12:48.720 The register. Who came 00:12:49.000 --> 00:12:52.360 Register lists every active member. 00:12:52.360 --> 00:12:56.890 Mark those who sent an apology, and those who were absent. 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. 00:13:04.180 --> 00:13:07.030 Minutes. What was decided 00:13:08.280 --> 00:13:13.270 Minutes is where the secretary writes what was discussed and decided. 00:13:13.270 --> 00:13:18.650 Save minutes. Once the meeting agrees them, Approve minutes locks them. 00:13:18.650 --> 00:13:21.520 Actions. Who does what, by when 00:13:22.980 --> 00:13:28.380 Actions keeps what the meeting asked someone to do. Choose Add an action. 00:13:28.380 --> 00:13:35.510 Here, the treasurer buys the second tent, by the end of the month. 00:13:35.510 --> 00:13:39.700 It stays open until someone chooses Done on its row. 00:13:40.660 --> 00:13:44.040 Events and benefits. A bereavement: reported, billed, collected and paid out 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. 00:13:53.840 --> 00:14:01.310 What happened: a bereavement. It happened to his parent. 00:14:01.310 --> 00:14:10.010 The date, a title, and where. Choose Report. 00:14:10.010 --> 00:14:12.890 Billing the members. The society's rules, member by member 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. 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. 00:14:30.130 --> 00:14:34.520 The collection sheet lists what each member owes for this event. 00:14:34.520 --> 00:14:37.380 The payout. Paying the family 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. 00:14:47.470 --> 00:14:51.650 Mercy, the treasurer, chooses Request a payout. 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. 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. 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. 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. 00:15:25.870 --> 00:15:32.900 The payout is paid. What the society held back becomes payable once officials settle the event. 00:15:33.910 --> 00:15:37.330 Money. Contributions, the cashbook, budgets and shared lists 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. 00:15:45.380 --> 00:15:51.940 Hassan has brought his 500 shillings by M-Pesa. Choose Record payment on his row. 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. 00:16:01.570 --> 00:16:06.310 Hassan's levy is paid, and leaves the list of what is still open. 00:16:06.310 --> 00:16:09.140 The cashbook. Money in and money out 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. 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. 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. 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. 00:16:47.370 --> 00:16:50.220 Budgets. What the society plans to collect and spend 00:16:52.290 --> 00:16:58.970 A budget covers a period. Choose New budget: here, 2027, the whole year. 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. 00:17:15.670 --> 00:17:21.540 Through the year, each line shows what actually came in or went out against the plan. 00:17:21.540 --> 00:17:24.390 Shared lists. Who has given, for members to see 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. 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. 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. 00:17:51.920 --> 00:17:55.270 Assets. The society's things, lent and hired 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. 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. 00:18:13.930 --> 00:18:22.880 And the chairs: a hundred, at 10 shillings each for members. 00:18:22.880 --> 00:18:25.690 Lending out. Booked, issued, counted back in 00:18:25.820 --> 00:18:32.680 Kamau Njoroge needs fifty chairs for a family gathering. Choose Lend out on the chairs. 00:18:32.680 --> 00:18:37.920 How many, to which member, and when they are due back. Choose Book out. 00:18:37.920 --> 00:18:41.420 On loan lists every booking and where it stands. 00:18:41.420 --> 00:18:45.500 A booking is approved first. Choose Approve. 00:18:45.500 --> 00:18:51.490 When Kamau collects them, Issue, with the deposit taken: 50 shillings a chair. 00:18:51.490 --> 00:18:56.740 When they come back, Count back in: 48 in good order, and 2 damaged. 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. 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. 00:19:17.620 --> 00:19:21.840 The loan is settled, and the good chairs are back in store. 00:19:22.810 --> 00:19:26.270 Messages. Texting members, from the society's own phone 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. 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. 00:19:45.810 --> 00:19:51.870 Install the SMS Gateway app on the society's phone, and scan this code with it. 00:19:51.870 --> 00:19:57.210 The phone is paired. From now on it sends the society's texts. 00:19:57.210 --> 00:20:00.210 Texting members. Everyone, or one group 00:20:04.490 --> 00:20:24.610 On Members, choose Text members. Send to everyone, or to one group: here, Mirema. 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. 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. 00:20:41.920 --> 00:20:46.950 Members get the text from the society's phone. Choose Done. 00:20:47.980 --> 00:20:51.340 A member's side. Accepting an invitation, your dues, and paying by M-Pesa 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. 00:21:02.490 --> 00:21:05.940 Signed in as herself, she chooses Accept. 00:21:05.940 --> 00:21:10.190 She is in. Open it takes her to the society. 00:21:10.190 --> 00:21:13.090 My society. What a member sees 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. 00:21:21.550 --> 00:21:29.560 My dues lists what she owes: the society's monthly dues of 200 shillings. 00:21:29.560 --> 00:21:32.420 Paying by M-Pesa. From the member's own phone 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. 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. 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.