The Dashboard is the homepage of the Admin Centre. It provides access to important Admin Centre pages, and shows summary stats about the system's usage.

To access the Dashboard, click the Admin Centre link in Disc Desktop, or click the Dashboard link in the Admin Navigation ribbon.

The Dashboard contains a set of collapsible 'panels', each providing information about different aspects of your Disc system. Each panel contains three or more 'information cards', many of which link to the applicable Dataview. If a card has red text or numbers, action may be required. Many panels also include graphs showing summary stats.

(Part of) an example Dashboard is shown below:

Current Awareness information describes types of content in Disc, excluding reports and Subjects. It includes:

• Alerts - for short term information, such as a counterfeit currency warning
• News - for general information, such as news about your organisation, or from partners and stakeholders
• Events - to let Members know about meetings, festivals, special events, etc
• Documents (including Must Read documents) - for Members to download documents, leaflets, posters, and forms, etc
• Instant Messages - Members can send Instant Messages to other Members in the same Member Categories
• Advertisements - to generate 'pay-per-click' revenue from advertisers

Each type of Current Awareness, and how to create and manage them, is described below.

Alerts

Alerts are for short term information, such as counterfeit currency, scams, or recent/suspected activity of persons of interest.

To create an Alert

1. Go to I want to... > Manage Current Awareness > Alerts
2. Click the Add new Alert green button
3. To send the Alert to Members by email, either:
4. Tick the "Email this Alert to ALL Members" box, or
5. Tick the "Email this Alert ONLY to selected Member Categories" box, then choose which Member Categories to send it to
6. Optionally tick the "Send Push Notification to App users" box. If Member Categories have been selected for emailing, only Members in those Categories will receive push notifications
7. Optionally choose a number of days after which the Alert will be suppressed
8. Enter Title, First paragraph, and Rest of Alert information. The Title and First paragraph are shown in content summaries, including the eNewsletter
9. Optionally upload up to five images, and/or one document file. Note that any images will be included in Alert emails (but not the eNewsletter)
10. If your Disc system runs Disc SC, select the Area(s) the Alert will be published to*
11. If you have admin rights on any other Disc systems, you can use the "Copy to Disc systems" checkboxes to clone your Alert into on or more of them**
12. Click Save to submit the Alert.

*Only Members who belong to one or more of those Areas will see the Alert when they log in. If the Alert is emailed to selected Member Categories, only Members who belong to one or more of those Areas and to one or more of the selected Member Categories will receive a copy.

**Note that emails and/or push notifications will not be sent to Members of Disc system(s) an item is copied to.

Managing Alerts

Alerts can be managed by going to I want to... > Manage Current Awareness > Alerts. From this Dataview's Actions column, Alert items can be edited, deleted, unpublished, or 'promoted and re-published' (this option pushes an item back to the top of lists). If an Alert item was not sent to Members when it was first created, you can use the 'Send to Members' action to do that.

News

News items are for general information, such as local news stories, items of interest, information from police, partners, or stakeholders, etc.

To create a News item

1. Go to I want to... > Manage Current Awareness > News
2. Click the Add new News item green button
3. Optionally tick the "'Feature' this item" box*
4. Enter Title, First paragraph, and Rest of News item information. The Title and First paragraph are used in content summaries, including the eNewsletter
5. Optionally upload up to five images, and/or one document file. Note that only the first image will be included the eNewsletter
6. If your Disc system runs Disc SC, select the Area(s) the News item will be published to
7. If you have admin rights on any other Disc systems, you can use the "Copy to Disc systems" checkboxes to clone your News item into one or more of them
8. Click Save to submit your News item.

*'Featured' News items are listed in a yellow block in the right-hand side of your Disc Desktop homepage (instead of the purple Latest News block). While Latest News shows the six most-recent News items, Featured News items remain in the yellow block until un-featured, unpublished, or deleted.

Managing News

News items can be managed by going to I want to... > Manage Current Awareness > News. From this Dataview's Actions column, items can be edited, deleted, unpublished, or 'promoted and re-published' (this option pushes an item back to the top of lists).

Events

Use Events to let Members know about meetings, seminars, special events such as festivals, etc. Up-coming Events will be listed in the eNewsletter.

To create an Event item

1. Go to I want to... > Manage Current Awareness > Events
2. Click the Add new Event green button
3. Enter a Title for the Event
4. Enter start and end dates for the Event
5. Enter Short description and Full details information. The Title and Short description will be shown in content summaries, including the eNewsletter
6. You may upload up to one image, and one document attachment. The image will be included the eNewsletter
7. If your Disc system runs Disc SC, select the Area(s) the Event item will be published to
8. If you have admin rights on any other Disc systems, you can use the "Copy to Disc systems" checkboxes to clone your Event item into on or more of them
9. Click Save to submit your Event item. It will published to Members.

Managing Events

Event items can be managed by going to I want to... > Manage Current Awareness > Events. From this Dataview's Actions column, items can be edited, deleted, or unpublished.

Managing Expired Events

Some Events might be recurring (such as a monthly meeting), but once an Event's end date has passed, it will disappear from the Up-coming Events Dataview.

Instead of having to create a new Event each time, you can edit an 'expired' Event to give it new dates in the future

Expired Event items can be managed by going to I want to... > Manage Current Awareness > Events, and clicking the Manage Expired Events green button. If an expired Event is edited and given new start and end dates in the future, it will be re-published to Members, and will once again be listed on the Up-coming Events Dataview.

Documents

Documents are files for Members to download for offline use, such as leaflets, posters, training materials, and scheme documentation, etc.

To create a (standard) Document item

1. Go to I want to... > Manage Current Awareness > Documents
2. Click the Add new Document green button
3. Enter Title, Short description, and Longer description information. The Title and Short description will be used in content summaries, including the eNewsletter
4. (If you have created Document Categories on your Disc system) optionally select a category or categories to file the item under
5. You may upload an image, and must upload one document file attachment
6. If your Disc system runs Disc SC, select the Area(s) the Document item will be published to
7. If you have admin rights on any other Disc systems, you can use the "Copy to Disc systems" checkboxes to clone your Document item into one or more of them
8. Click Save to submit your Document item.

Managing (standard) Documents

Document items can be managed by going to I want to... > Manage Current Awareness > Documents. From this Dataview's Actions column, items can be edited, deleted, unpublished, or 'promoted and re-published' (this option pushes an item back to the top of lists). A 'standard' Document may even be converted to a 'Must Read' Document, about which more below.

To create a Must-Read Document item

1. Go to I want to... > Configure Disc > Must-Read Documentation
2. Click the Add new Must-Read Document green button
3. Enter Title, Short description, and Longer description information. The Title and Short description will be shown in content summaries, including the eNewsletter
4. You may upload an image, and must upload one document attachment
5. Click Save to submit your Document item. It will published to Members.

If your Disc system runs Disc SC, the new Document item will be published to all Areas.

Managing Must-Read Documents

Must-Read Document items can be managed by going to I want to... > Configure Disc > Must-Read Documentation. From this Dataview's Actions column, items can be edited, deleted, unpublished, or 'promoted and re-published' (this option pushes an item back to the top of lists). A Must Read Document may be converted to a 'standard' Document (about which more above), by clicking "Revoke Must-Read Status".

Instant Messages

Instant Messages are designed to allow Members to send messages to other Members. Members can only send messages to (and read messages sent to) Member Categories they belong to. Members can send (and read) messages in their Disc Apps or in Disc Desktop, but the full range of features is only available in the Disc App.

You can view all Instant Messages, 'delete' Instant Messages to remove the from display, destroy (permanently delete) deleted Instant Messages and create new ones, in your Disc Admin Centre.

Managing Instant Messages

Instant Messages can be managed by going to I want to... > Manage Current Awareness > Instant Messages. From this Dataview's Actions column, items can be viewed, deleted (removed from display), or permanently deleted (destroyed).

To create an Instant Message

1. Go to I want to... > Manage Current Awareness > Instant Messages
2. Click the Send an Instant Message green button
3. Enter the Message
4. Upload an attachments
5. Select one or more Member Categories to send the message to
6. Click Save to submit the message
7. If you selected multiple Member Categories, the message will be cloned into each category.

Advertisements

Advertisements ('adverts', or 'ads') can be used to generate pay-per-click revenue from sponsors. There is one ad slot available in your Disc system - booked ads will be shown in the eNewsletter, and in the right-hand column of the Desktop homepage.

Ads may be booked on a weekly basis; a week runs from Monday to Sunday.

To create an Advertisement

1. Go to I want to... > Manage Current Awareness > Advertisements
2. Click the Add new Advert green button
3. Enter the Advertiser name, and optionally Advertiser details
4. Enter the URL for the ad. This is the web address Members will be taken to when clicking the ad. You must enter a properly-formatted web address, including the protocol (e.g. "https://www.example.com")
5. Upload the image for the ad. For best results, use an image with a 3.2:1 aspect ratio: 320 pixels wide by 100 pixels high (an example is shown below)
6. Click Save to submit the Advertisement. It will not be visible to Members until booked (see below).

The ad slot in your Disc system is 320 pixels wide by 100 pixels high, so for best results you should use an image with those dimensions. Below you can see what an image that size will look like:

Booking and Managing Advertisements

An ad will only be shown to Members while it is 'booked'. Ads can be booked in one week slots, starting on Mondays.

1. go to I want to... > Manage Current Awareness > Advertisements
2. Find the ad you'd like to book (or amend), and click View/Edit, in the Actions column
3. In the Add a Booking section, click any available (green bordered) Monday. The tile's border will change to yellow to let you know that week has been selected
4. If there are any existing bookings for this ad, they'll be listed beneath the calendar. Tick "Remove booking" to cancel a booked week
5. Click Save to book the Advertisement. It will be displayed to Members throughout the selected week(s).

You can see how many views and/or clicks an ad has had in the Manage Advertisements Dataview, and by going to I want to... > View Analytics > Advertisements.

Subjects (or 'Offenders') are persons of interest, such as individuals excluded from the scheme, or reported for involvement in incidents.

There are two types of Subject in Disc:

• Known Subjects are named persons, and
• ID-Sought Subjects are persons whose identity is not known.

Note that naming an ID-Sought turns it into a Known, and removing the name from a Known turns it into an ID-Sought. However, converting a Subject does not change their database deletion date.

Configuring Subject management features, such as Subject Image Galleries is covered in the Setting up your Disc System manual. This guide covers managing Subjects, including:

• Adding Known and ID-Sought Subjects
• Editing Subjects
• Adding or amending a Subject's Gallery placements
• Assigning a Subject Image Caption
• Overriding a Subject's calculated deletion date
• Managing a Subject's images
• De-duplicating Subjects.

Adding Known and ID-Sought Subjects

To add a new Known Subject

1. Go to I want to... > Manage Subjects > Manage Known
2. Click the Add new Known Subject green button
3. Enter the person's details in the fields provided. Required fields are marked with an asterisk
4. You may upload a 'prohibitions' document (for example, CBO restrictions) which will be downloadable from the Subject's profile
5. You may upload one image, which will be used as the Subject's profile picture
6. Click Save to save the Subject's details. After saving you'll be returned to the Manage Known Subjects Dataview.

Once a Subject has been added, they can be placed into one or more Subject Image Galleries (described below).

To add a new ID-Sought Subject

1. Go to I want to... > Manage Subjects > Manage ID-Sought
2. Click the Add new ID-Sought Subject green button
3. Enter the person's details in the fields provided. Required fields are marked with an asterisk
4. You may upload one image, which will be used as the Subject's profile picture
5. If your Disc system supports Disc SC, select the Area(s) this Subject will be published to (omit this step if the Subject will be placed into one or more Galleries)
6. Click Save to save the Subject's details. After saving you'll be returned to the Manage ID-Sought Subjects Dataview.

Editing Subjects

Once a Subject has been created, it can be edited at any time from the relevant Manage Subjects Dataview. Navigate to I want to... > Manage Subjects > Manage Known / Manage ID-Sought, then in the Actions column, click View/Edit Subject's Details. Make any changes and click Save. After saving, you'll be taken to the Subject's View/Edit Galleries status page.

The View/Edit Galleries status page

The View/Edit Galleries status page contains several Subject management options. From here, you can:

• Add a Subject to one or more Galleries, or amend their current Gallery placements
• Assign a Subject Image Caption to a Subject (or change the current caption)
• Review (and if necessary, manually override) a Subject's database deletion date

Adding and amending a Subject's Gallery listings

Creating Galleries is covered in the Setting up your Disc System manual. To add a Subject to a Gallery, or amend their existing Gallery placements:

1. Go to I want to... > Manage Subjects > Manage Known / Manage ID-Sought
2. In the Actions column, click View/Edit Galleries status
3. Scroll down to the Gallery placements section
4. If the Subject already has Gallery placement(s), you can amend the expiry date(s) by using the date picker forms, or take the Subject out of a Gallery by ticking "Remove from gallery".
5. To add a Subject to a Gallery, tick the "Add to gallery" checkbox next to the Gallery's name
6. The expiry date for the Subject's Gallery placement will be shown. Use the date picker to amend this date, if needed
7. If a Subject is added to a Gallery, or their expiry date(s) changed, a "Rationale" text box will appear. You can use this to record the reason for the amendment(s)
8. Click Save.

Assigning or changing a Subject's Image Caption

A Subject Image Caption will appear with their profile image in Disc, wherever it's shown to Members. Creating Captions is covered in the Setting up your Disc System manual. To assign a Caption to a Subject, or change their existing Caption:

1. Go to I want to... > Manage Subjects > Manage Known / Manage ID-Sought
2. In the Actions column, click View/Edit Galleries status
3. Choose the appropriate Caption from the Subject Image Caption dropdown menu, beneath the Subject's profile picture
4. Click Save to confirm your changes.

Overriding a Subject's database deletion date

A Subject's database deletion date is automatically calculated based on the default database deletion period for the Subject type; their Gallery listings, and their Incident Report dates. However, this can be overridden if required:

1. Go to I want to... > Manage Subjects > Manage Known / Manage ID-Sought
2. In the Actions column, click View/Edit Galleries status
3. Scroll down to the Database status section, beneath the Gallery placement checkboxes
4. Tick the checkbox next to "The deletion date for this Subject has been automatically generated..."
5. A Deletion Date date picker will appear. Set the required date
6. A "Rationale" text box will appear. You can use this to record the reason for the change
7. Click Save.

Managing a Subject's Images

A profile image can be uploaded for a Subject when they are first added to Disc. A Subject may also acquire more images when Incident Reports are submitted about them - a Member may upload one image for each Subject associated with their report.

You can review all a Subject's images, upload new 'Alternative' images for them, and/or set an Alternative image as their profile picture from their Manage Subject Images page.

To manage a Subject's images

1. Go to I want to... > Manage Subjects > Manage Known / Manage ID-Sought
2. In the Actions column, click Manage Subject Images
3. The Subject's Primary Image, if they have one, is shown at the top of the page. The Primary image is their current profile picture
4. The Subject's Alternative images, if they have any, will be listed in the Alternative Images section
5. To upload a new Alternative image, click the green Upload new Alternative Image button
6. To convert an Alternative to the Primary image, click the green Set as Primary Image button for the relevant image. The previous Primary image (if applicable) will be converted to an Alternative
7. When finished, click the View/Edit Galleries status button to review their Gallery listings, or the Go back to Manage Known / ID-Sought Subjects button to return to the relevant Manage Subjects Dataview.

De-duplicating Subjects

From time to time, you may find that two (or even more) copies of the same person exist on your Disc system. This might happen if, for example, a new ID-Sought is submitted with an Incident Report, but the person uploaded as an ID-Sought is already on the system as a Known Subject (and the reporter either didn't know this, or the Subject was not published to them at the time).

Duplicate Subjects can be de-duplicated, or 'merged', to remove copies. Only two Subjects can be de-duplicated at a time, so if there are ever three or more copies of the same person, you will need to perform several de-duplications to get back to a single profile.

To de-duplicate Subjects

1. Go to I want to... > Manage Subjects > Manage Known / Manage ID-Sought
2. Find the first copy of the Subject, and in the Actions column click De-duplicate. A grey "De-duplicate Subjects" box will appear
3. Find the second copy of the Subject, and in the Actions column click De-duplicate. The De-duplicate Subjects box will update to show both selected Subjects
4. In the De-duplicate Subjects box, click the blue De-duplicate button
5. A Select data for merging popup will appear. Use the green 'slider' tools to select which information from each Subject will be used when creating the new, merged Subject. Note that all Incident and Intelligence Reports from the two Subjects will be transferred automatically
6. Click the blue Merge button
7. After a few moments, the merge process will complete and you'll be taken to the new Subject's Manage Subject Images page.

Other Subject Management Actions

Other options available in the Actions column of Manage Subject data views include:

• View/Delete Incidents — review a list of Incident Reports associated with a Subject. Includes an option to print to PDF
• Export Incidents to CSV — download a CSV file of a Subject's Incidents
• Analyse Offending History — view a set of analytic reports specific to a Subject. Includes an option to print to PDF
• View Associates — explore a filterable 'mind-map' style graph of Subjects linked through shared Incident Reports
• View Intel History — as per 'View/Delete Incidents' but for Intel Reports
• Add an Incident
• Add an Intelligence Report
• View Rationales — 'rationales' may be added when adding/amending a Subject's Gallery listings. Click this to view them.

Disc enables Members to submit reports: for example, about specific instances of low-level crime and ASB; or about issues in the 'public realm':

• Incident Reports are for reporting an incident, such as shoplifting, or breach of an exclusion (etc), to the Scheme
• Intelligence Reports are for providing intel about a person, to the Scheme, that is not related to a specific incident
• Public Realm Reports are for reporting issues in the public realm, such as graffiti, or fly-posting (etc)
• Crime Reports result from 'escalation' of Incident Reports and are sent to police when completed.

Configuration options for each report type are described in the Setting up your Disc system manual. This manual covers:

• Processing Incident Reports
• Managing Incident Reports
• Managing Draft Incident Reports
• Processing Intelligence Reports
• Managing Intelligence Reports, and
• Managing Public Realm Reports.

Incident Reports

Incident Reports are designed for Members to report specific instances of low-level crime and/or ASB, of legitimate interest to the Scheme.

When an Incident Report is submitted, Disc will send an email to the Administrator (as well as to the reporting Member). See the Setting up your Disc System manual for information about how to add additional report recipients.

The Incidents to Process Dataview

If your Disc system has any unprocessed Incident Reports, the Dashboard Incident Reporting > Total Unprocessed card will have a red number. Click the card to go to the Incidents to Process Dataview.

The Incidents to Process Dataview table is split into four columns:

• Incident Date/Status shows the Incident's ref number, the date of the report, the name of the reporter, and indicates whether the Incident has been 'escalated' to a Crime Report
• Subject(s) lists the Subject(s) associated with an Incident, and includes a link to publish (or unpublish) the Incident Summary to selected Subject(s) profile(s)
• Summary shows the Incident Summary. This is automatically generated from the report. It will be shown to Members if the Incident Summary is published
• Actions provides a set of tools to review and manage each report.

To Process an Incident Report

1. Go to Dashboard > Incident Reporting > Total Unprocessed
2. Review the report and, if necessary, associated Subjects
3. Use the Disassociate Subject link, in the Subject(s) column, if you need to remove a Subject from a report
4. Similarly, use the Associate another Subject link to add a Known or ID-Sought to the report (the Subject must already exist in your Disc database)
5. Review the Incident Summary
6. In the Actions column, click View/Edit Incident Report to see report details. Click the blue Edit button, at the bottom of the popup, to make any changes (editing is only possible while an Incident is unprocessed)
7. In the Actions column, click Edit Incident Summary, if you'd like to make any changes to the Summary (without editing the original report)
8. If your system supports Disc SC, use the Manage Summary Visibility link, in the Actions column, to set the Area(s) the Summary will be visible to, if it is published
9. Use the Publish Incident Summary link(s), in the Subject(s) column, if you'd like the Incident Summary to be displayed on the profile(s) of any of the Subject(s) involved in the Incident
10. Use the Send Incident to 3rd party email(s) link, in the Actions column, if you need to send a copy to the system's configured 3rd party recipients
11. Use the View/Edit Incident Notes link, in the Actions column, to add any notes about the Incident; for admin use only
12. If your system is configured to copy selected Incidents into another Disc system, or to a third-party system, use the appropriate Copy to... or Forward to... link(s), in the Actions column, to do this
13. When you are ready to mark the Incident Processed, click Add Incident to database, in the Actions column
14. If any Subjects are associated with the report, Disc will take you through a set of screens where you can review and (if necessary) update each Subject's Gallery listings
15. The Incident is processed once all associated Subjects have been reviewed.

Once an Incident Report is processed, it will come off the Incidents to Process list and will instead be listed in the Manage Incident Reports Dataview.

If you have opted to Publish Incident Summary, this will take effect once the Incident is processed.

Managing Incident Reports

Once processed, Incident Reports will be listed at I want to... > Manage Reports > Manage Incident Reports.

From this Dataview you can:

• Use the Filter by or Search options to find specific reports
• Add a new Incident Report (note that it will be Unprocessed after creation)
• Export the current set of data to a CSV file (if your Disc account has this permission)
• View summary information about a report, such as: the date it was submitted; who submitted it; whether it was sent to 3rd parties; or whether a Crime Report was sent to police
• Review the Subject(s) associated with the report
• Change the Subject(s) associated with the report (by using the Disassociate... and Associate... links, in the Subject(s) column)
• Publish (or Unpublish) the Incident Summary on (from) the profile(s) of the Subject(s) involved in the Incident
• View the full details of a report
• Delete a report if it is no longer needed.

Managing Draft Incident Reports

When Members create Incident Reports, Disc saves them to draft at stages during the process. This helps Members to avoid losing work if, for example, they need to quit out of Disc before their report has been completed and submitted.

You can view any Incident Reports in draft status, in your Disc Admin Centre, by going to I want to... > Manage Reports > Manage Draft Incident Reports, or by clicking the Total Draft card in the Dashboard Incident Reporting panel.

Intelligence Reports

Intelligence Reports are designed for Members to provide intel about a Subject that is typically not related to a specific incident, for example, a facial image, or to name an ID-Sought.

When an Intelligence Report is submitted, Disc sends an email to the Administrator (and the reporting Member). See the Setting up your Disc System manual for information about how to add additional report recipients.

To Process an Intelligence Report

If your Disc system has any unprocessed Intelligence Reports, the Dashboard Intelligence Reporting > Total Unprocessed card will have a red number. Click the card to go to the Intelligence Reports to Process Dataview. Then:

1. Review the report. Click View, in the Actions column, to see report details
2. Use the Send to 3rd party email(s) link, in the Actions column, if you need to send a copy to the system's configured 3rd party recipients
3. Use the View/Edit Subject link, in the Actions column, to make any amendments to the associated Subject's profile (if an image was provided, it will be added to the Subject's Manage Subject Images page when the report is processed)
4. To optionally specify one or more 'Outcomes' for a report, click Edit Outcomes, in the Actions column
5. If the information contained in the report relates to an incident, you can click Escalate to Incident Report, in the Actions column, to create a new Incident Report based on the information in the Intel Report
6. To mark a report processed, click Add to Database, in the Actions column.

Once an Intelligence Report is processed, it will come off the Intelligence Reports to Process list and will instead be listed in the Manage Intelligence Reports Dataview.

Managing Intelligence Reports

Processed Intelligence Reports can be viewed and managed by going to I want to... > Manage Reports > Manage Intelligence Reports.

Public Realm Reports

Public Realm Reports are designed for Members to submit information about issues in the 'public realm', for example, fly-tipping, or damaged street furniture.

When a Public Realm Report is submitted, Disc will send an email to the Administrator (as well as to the reporting Member). See the Setting up your Disc System manual for information about how to add additional report recipients for Public Realm Reports.

Unlike Incident and Intelligence Reports, Public Realm Reports do not need to be processed. Upon submission, a new report will be immediately listed in the Manage Public Realm Reports Dataview.

Public Realm Report recipients will also be able to view the details of a Public Realm Report - and update its status - by following a link in the notification email. They will not need to log into Disc to do this.

Managing Public Realm Reports

Public Realm Reports can be viewed and managed in your Disc Admin Centre, by going to I want to... > Manage Reports > Manage Public Realm Reports.

The Manage Public Realm Reports Dataview shows, for each report:

• When the report was submitted
• The Type of report
• The Area the report relates to
• The current Status of the report (Reported, Pending, Resolved, or Other)
• A Summary of the report (full details, including any images, can be found by clicking View details, in the Actions column)

A Public Realm Report may be edited at any time by clicking Edit, in the Actions column.

Members are users of Disc. Each Member is uniquely identified by their email address, which they will need to enter, along with their password to log in to Disc.

This section of this guide covers:

• Adding Members to Disc
• Managing Members
• Granting admin permissions to selected Members
• Managing Member Groups, and
• Managing Member Visits.

Adding and Managing Members, and Granting Admin Permissions

Adding Members

When a Member is added to Disc, the system sends them a 'Welcome Email'. Configuring the content of this email is described in the Setting up your Disc System manual. The Welcome Email contains a registration link, unique to the Member, which they must click to confirm their details and set up their password.

Once a Member has completed this step, they can set up their Disc App.

To add Members to Disc (if your Disc system does not support Disc SC):

1. Go to I want to > Manage Members > Manage Members
2. Click the green Add Members button
3. Enter either a single email address, or a comma-separated list of email addresses
4. Click Add these Members.

Disc will warn you if any email addresses were incorrectly formatted, or already exist as Members, and so could not be added.

To add Members to Disc (if your Disc system supports Disc SC):

1. Go to I want to > Manage Members > Manage Members
2. Click the green Add Member button
3. Enter a single email address
4. Select the Area(s) the new Member will belong to
5. If any Reporting Areas have Premises associated, checkboxes for these will appear when a relevant Area is ticked
6. Select the Premises the Member will belong to. Note that if a Premises is associated with more than one selected Area, it will appear under each of those Areas, but its box only needs to be ticked under one Area (it does not matter which)
7. Click Add Member.

Disc will warn you if the email address is incorrectly formatted, or already exists as a Member, and so could not be added.

Managing Members

Once a Member has been added, they can be managed from the Manage Members Dataview.

The green buttons above the Dataview table have the following functions:

• Add Members / Add Member - click this to add new Members
• Email Selected Members - click this to send an email to the current set of Dataview results (use the Filter by or Search options to find a specific Member, or set of Members)
• View Logins - click this to see a list of all logins to your Disc system over the last 12 months
• View Member Certification Status - click this to check whether Members have downloaded copies of the system's Must Read Documents when registering their accounts.

Members are listed in the table beneath the green buttons. The Email Address column, as well as showing a Member's email address, includes important additional information about each Member:

• Their unique Disc Member ID number
• The date the Member was added to Disc
• The Member Group the Member belongs to (if applicable)
• If your Disc system supports Disc SC, an Areas tooltip. Hover your mouse cursor over Areas to see the list of Areas the Member belongs to (if this does not appear, the Member is not currently in any Areas)
• A Premises tooltip. Hover your mouse cursor over Premises to see the list of Premises the Member belongs to (if this does not appear, the Member is not currently in any Premises).

The next four columns show further information about each Member, including the Member Categories they belong to, their name, organisation, and last login date (if applicable). In common with other Dataviews, there is also an Actions column with links to manage each Member. This column includes the following options:

• View — view the Member's details
• Delete — delete the Member from Disc
• Edit Permissions — assign admin permissions to the Member, or change their existing admin permissions
• Withdraw Permissions (appears only if the Member has admin permissions) — revoke all admin permissions from the Member
• Edit Member Categories — add the Member to Member Categories, or change their current Member Categories
• Edit Premises (non-Disc SC systems only) — add the Member to Premises, or change their current Premises
• Edit Areas and Premises (Disc SC systems only) — add the Member to Areas and Premises, or change their existing Areas and / or Premises
• Edit Member Group — add the Member to a Member Group, or change their current Member Group
• Edit Details — update the Member's details (except email address)
• View/Edit Member Notes — add/amend any admin notes about the Member
• Change Email Address — update the Member's email address; they must approve the request for it to take effect
• Suspend Access — prevent the Member logging in to Disc. Changes to 'Restore Access' while applied
• Reset MFA — reset (remove) any multi-factor authentication methods added by the Member, so they can set up MFA again
• Prohibit Crime Reporting — (only appears if Crime Reporting is enabled) prevent the Member 'escalating' Incidents to Crime Reports. Changes to 'Permit Crime Reporting' while applied
• Revoke Write Access — mark the Member 'read only' (may not submit reports or Instant Messages). Changes to 'Grant Write Access' while applied
• Resend Welcome Email (appears only if the Member has not yet registered) — send a new copy of the Welcome Email to the Member
• Enable Printable Galleries — grant the Member permission to view printable PDF versions of Subject Image Galleries in Disc Desktop. Changes to Disable Printable Galleries when enabled
• Preview newsletter (Disc SC systems only) — see how the eNewsletter would appear to this Member, if it were sent 'now'.

Granting Admin Permissions to Selected Members

Each Disc system has one Administrator account. In addition to having full admin rights, this account is used in several places in Disc. For example, the Administrator will receive copies of all Incident and Intelligence Reports when they are submitted.

Admin permissions may be granted to selected Members, for example, people who will help administer Disc. There are two types of admin user in addition to the Administrator:

• Sub-Administrators have (almost) identical permissions to the Administrator
• Authors have lower-level permissions. They can add / edit Current Awareness information and / or Subjects, but cannot make changes to Disc's settings, nor access the Dashboard.

To assign admin permissions to a Member, or change their existing permissions, find the Member and click Edit Permissions, in the Actions column of Manage Members. The Edit Permissions popup will appear.

To make the Member a Sub-Administrator:

1. Toggle Sub-Administrator to Yes
2. Configure the desired Additional permissions settings for Sub-Administrators for the Member
3. Click Save.

To make the Member an Author:

1. Toggle Sub-Administrator to No
2. Configure the Content submissions require administrator's approval setting. Yes means Current Awareness information they submit will be unpublished until reviewed; No means it will be published immediately
3. In the Permissions section, select either Add content and edit/delete own content only or Add content and edit/delete all authors' content
4. In the Permissions section, tick either the Add/Edit Alerts, Documents, Events, News and submission of ID-Sought box, the Edit Subjects box, or both
5. Click Save.

An Author with the permission Add/Edit Alerts, Documents, Events, News and submission of ID-Sought may access the Manage Alerts, Manage News, Manage Documents, and Manage Events Dataviews, and can create these types of content. They can also create ID-Sought Subjects.

An Author with the permission Edit Subjects may access the Manage Known Subjects and Manage ID-Sought Subjects Dataviews, as well as the Manage Incident Reports Dataview. They will be able to create and edit Subjects, and place them into Subject Image Galleries (or amend their existing Gallery placements).

All admin permissions can be removed from a Member who has them (except the Administrator!) by clicking Withdraw Permissions, in the Actions column.

Managing Member Groups

Member Groups are sub-sets of Members. Group Managers can add Members to their Group, manage their Group's Members, and delete Members from their group - all without needing access to the main Manage Members Dataview.

A typical use-case for a Member Group might be so that a Security Manager at a shopping centre (which is a member of the Scheme), can add their staff as Disc Members. The scheme Administrator may not be aware of new starters and leavers at the shopping centre, so they could delegate the job of adding and deleting these Members to the Security Manager.

Creating Member Groups is covered in the Setting up your Disc System guide. This guide covers:

• Assigning a Member to a Member Group
• Promoting and demoting Group Managers, and
• What happens to Members added by a Group Manager.

Assigning a Member to a Member Group

A Member must belong to a Member Group before they can be made a Manager of that Group. A Member may only belong to one Member Group at a time. To assign a Member to a Group:

1. Go to I want to... > Manage Members > Manage Members
2. Find the Member (or add them first, if they're not already on the system)
3. In the Actions column, click Edit Member Group
4. Select the desired Group from the dropdown menu
5. Click Save.

Promoting / Demoting Group Managers

Once a Member has been added to a Member Group, they can be made a Group Manager of that Group. Only Group Managers will be able to add and delete Members to / from the Group. A Group can have more than one Group Manager at a time.

To make a Member a Group Manager of their Member Group:

1. Go to I want to... > Manage Members > Manage Member Groups
2. Find the relevant Member Group (or create it first, if it's not already on the system)
3. In the Actions column, click Manage Members
4. In the resulting Dataview, find the Member and, in the Actions column, click Promote to Manager.

A Group Manager may also be 'demoted' back to an ordinary Member of the Group. To do this:

1. Go to I want to... > Manage Members > Manage Member Groups
2. Find the relevant Member Group
3. In the Actions column, click Manage Members
4. In the resulting Dataview, find the Member and, in the Actions column, click Demote from Manager.

What happens to Members added by a Group Manager

When a new Member is added by a Group Manager, Disc will send them a Welcome Email in the usual way. However, the email will include contact details for the Group Manager, not the Administrator. Members who belong to a Group will also see 'Contact your Group Manager' in Disc, in place of 'Contact the Administrator'.

Members added to Member Groups will also be listed on the main Manage Members Dataview, where they can be viewed and managed by the Administrator and by Sub-Administrators, just like any other Member.

When Members are added to a Member Group by the Group Manager, they will 'inherit' the Member Categories assigned to the Group Manager. If your Disc system supports Disc SC, they will also inherit the Group Manager's Areas.

Managing Member Visits

Member Visits are designed for recording interaction with Members; for example, a visit to a member business to assist them with accessing Disc, or with their radio handset (etc).

Although primarily designed to record information about physical visits, the feature is flexible and could be used to record any kind of interaction with a member business, as required.

Member Visits can be viewed, managed, and created by going to I want to... > Manage Members > Manage Member Visits.

To add a new Member Visit:

1. Go to I want to... > Manage Members > Manage Member Visits
2. Click the Add new Member Visit green button
3. Enter a Title, and the Date of Visit
4. Optionally select the Premises for the visit, any Notes about the visit, and set a Follow-up Date for a next visit
5. Click Save.

Once created, a Member Visit may be edited, by selecting View/Edit, in the Actions column.

The eNewsletter (email newsletter) is a crucial engagement tool in Disc. When enabled, it will be sent to every Member, each week (if new content has been added), including Members who have not yet completed their registration.

The eNewsletter summarises new Current Awareness and other information, such as the number of new Subjects added over the previous seven days. It not only keeps Members up to date, serving as a weekly reminder about your scheme and what it is doing for Members, but also encourages more Members to log in to Disc, and to become active participants.

It is strongly recommended to enable the eNewsletter as soon as Disc is fully configured, and Members have been added. Doing this is typically the last stage of 'going live' with Disc.

Configuring auto-send

To switch on eNewsletter auto-sending:

1. Go to I want to > Configure Disc > Current Awareness Management > eNewsletter > Configure auto-send
2. Untick the Suppress autosending of eNewsletter box
3. Choose the Day of week the eNewsletter will be sent
4. Click Save.

Once enabled, the eNewsletter can be disabled again (if needed), by re-ticking the 'Suppress' box (and saving the form).

Previewing the eNewsletter

You have the option of previewing the eNewsletter. The preview page will show you how the newsletter would look if it was sent 'now'.

On 'standard' (non-SC) Disc systems, there is a single 'global' preview option, as the newsletter will be the same for every recipient. On Disc SC systems, there is a separate preview option for each Member, as the newsletter will be different for each Member (since the content each Member will see depends on the Areas they belong to).

To preview the eNewsletter ('standard' Disc systems):

1. Go to I want to... > Configure Disc > Current Awareness Management > eNewsletter > Preview eNewsletter
2. The preview will open in a new browser tab
3. Simply close the new tab after reviewing the newsletter's content.

To preview the eNewsletter (Disc SC systems):

1. Go to I want to... > Manage Members > Manage Members
2. Find a Member who belongs to the Areas you'd like to preview the newsletter content for
3. Click Preview newsletter, in the Actions column
4. The preview will open in a new browser tab
5. Simply close the new tab after reviewing the newsletter's content
6. You may wish to repeat steps 2 - 5 to check that the content is as expected for Members who belong to other Areas.

Sending the eNewsletter manually

Although not recommended, some Disc customers prefer to send their newsletter manually. Advantages of this approach might include: it can be previewed immediately before being sent, and you can choose the time of day it's sent.

After sending the newsletter manually, it cannot be re-sent for three days (72 hours) afterwards. This is to prevent Members receiving emails filled with content they've already seen in a previous newsletter.

To send the eNewsletter manually:

1. Go to I want to > Configure Disc > Current Awareness Management > eNewsletter > Send manually
2. Click Send Newsletter now
3. The system will inform you that the eNewsletters are being sent.

Disc provides an extensive set of 'analytics' reports that show how your system is performing over time. You can see a set of summary graphs on your system's Dashboard, but there is much more detail in the View Analytics section of the I want to... menu.

Here, you can find reports about many aspects of your system, including:

• Members (the most active Members by login, and the total number of logins each month)
• Advertisements (number of clicks, and impressions)
• Alerts (total created, total sent to each Member Category, and (in Disc SC) published to each Area)
• Subjects (including the total in each Gallery, and number of identified ID-Soughts)
• Incidents (including offence type, Premises, and loss/recovered values)
• Reporters (including the top-ten Incident reporters), and
• Public Realm Reports (number per Area, and per type).

Most reports show a breakdown of totals year to date, and over the last five years (including the current year).

There is also the option to view a KPI Report I want to... > View Analytics > View KPIs. The KPI Report brings together a selection of Analytics reports about Subjects, Incidents, and Incident reporters (all of the reports included here can also be accessed from the relevant View Analytics sub menu). It also contains a unique table showing key metrics 'now' compared to the last 30 days, and the same 30 day period last year. From this page, individual reports can be accessed, or the entire KPI Report can be saved as a PDF, or printed out, e.g. for sharing with partners or stakeholders.

A selection of anonymised Analytic Reports may be published to Members in Disc Desktop (not the Disc App). To enable this, go to I want to... > Configure Disc > Enable/Disable Member Area Analytics. Tick the 'Publish' box and click Save.