Local Code Representative Guide - FAQs

Introduction

The Code was created as a practical tool for members of the tourism industry to utilize as part of their CSR and responsible tourism policies. By implementing the six criteria of The Code, our members are making a clear statement to their staff and clients that they do not accept the sexual exploitation of children in travel and tourism. As a Local Code Representative you have a vital role to play in assisting our members to successfully implement The Code in their organisations. To help you with this, we have developed an on-line tool for our representatives called the Local Code Representative Portal. In summary, the LCR portal helps you monitor the implementation progress of members in your country. The LCR portal connects directly with information that members enter into their own tool the member portal. You can read more about the Member Portal in the Member Guide page. This guide will show to you the functions of the LCR Portal and aim to answer any commons questions that you may have. If you need additional support using the portal please contact info@thecode.org.

1. Logging In

After you have signed the LCR agreement, you will get access to the LCR Portal. The LCR Portal is the key tool in managing companies in your country in joining and implementing the six criteria. Please log into the LCR Portal at http://lcr.thecode.org

Log in details for the LCR Portal

You should have already received your password by e-mail. If you have forgotten your password, you can reset it at the login page. If you have changed e-mail addresses, you should contact the secretariat at info@thecode.org with your new details in order to get a new login.

2. Overview

2.1 Navigation

There are 2 main tabs to navigate around the LCR Portal, “Home” and “Accounts“. On the left side of the screen is a static sidebar menu which stays constant on both tabs.

2. 2 Home page

The Home tab is the first page that you see when you log in. The home page of the LCR portal gathers together all of the key information that you need. The homepage shows:

Any outstanding tasks in the system that require your attention
A summary of your accounts
A “new lead” box where you can quickly add details of any organisations considering joining The Code

2.2.1 My Tasks

At the top of the homepage you’ll see a section labelled “Tasks”. Tasks are generated each time there is a piece of administration with one of your member accounts that require your attention. For example a member in your country may have asked for a classroom workshop, or a company in your country may have expressed interest in joining.

To open a task simply click on its title. This will then take you to the task detail page. From the task detail page, click Edit and then you can:

Change the status of the task (Not started, In Progress, Completed, Waiting on someone else, Deferred)
Add comments to the task
Change the priority of the task

2.2.2 Summary

The summary box at the bottom of the screen gives you a snapshot of:

the number of accounts/members you manage,
the number of potential new members you are working on,
the number of outstanding actions/tasks you have in the system,
and finally a running total of your expected commission for the year

The summary table appears in the following format within the portal.

[Your Name] Summary Responsible Country [Countries that you are currently responsible for] Number of Open Leads assigned: 1 [number of potential new members] Number of Open Tasks: 2 [number of action items that have been assigned to you] Number of Accounts Owned: 2 [number of member accounts you manage] Revenue this year: 24.00 [calculation of 20% member fees for the number of accounts you manage]

2.2.3 Create new leads

The LCR Portal provides an easy way for representatives to easily store details of companies that are considering joining in the near future. The system label for potential new members is “Leads”. Whenever you have contact details for a company that expresses interest in joining the code you can quickly save their details for future follow up by entering their details on the LCR Portal homepage and clicking save. To enter a new lead into the system just navigate to the Home page. Then, under the “Enter new lead” section just enter the person’s:

First Name
Last Name
Country (drop down)
Email Address
Company Name

and click “Save”. Once saved, this new lead will appear as a new task in your homepage to remind you of this potential new member. N.B. When the member has actually joined The Code don’t forget to close the task down as “Completed”.

2.3 Accounts

The Accounts tab gives you a quick way to easily see all of the member data in our system. For the first time all LCRs have access to complete Member information globally. We hope that this ability to share information across the global network of Local Code Representatives will be very helpful in preventing duplicate work (i.e. checking to see whether a company is already a member of The Code in another country before signing them up in your country). Any column of the Accounts page can be sorted by clicking on the column heading. Please note: Once sorted by that column, you can then quickly jump to all records by their first character. For example, if you sorted by the Account Name column and then clicked “H” the system would display all records account name beginning with “H”.

To see the extra information about the account just click the Account Name. You will then be presented with the full account record for that account.

The account detail shows all information that we have on that member and is divided into the following sections:

Account Detail
Membership Status
Implementation
Member Portal Details
Additional Information
Address Information
System Information
Implementation Status
Contacts
Activity History
Open Activities
Cases
Notes & Attachments

2.3.1 Drop down to filter for accounts

The system has provided a number of quick access views for you which appear in a drop down menu at the top of the Accounts screen. When you go to the Accounts page you’ll see a drop down box with different labels. As soon as you choose a different label the system will load the accounts that match the query.

The quick view options are:

All Accounts – A quick way to see all accounts/members in the system
Companies that need to sign – Companies that have paid and been approved but have not yet signed their agreement
Companies with status “Member” – Shows all current members in the system (approved, paid, and implementing The Code)
Companies with status “Signatory” – Shows all current signatory members of The Code (not paying/implementing)
Companies with status “Top Member” – Shows all current members who are paying and implementing the criteria fully
LCR Accounts – Shows the contact details/information for the Local Code Representatives around the world
My Accounts – Show all accounts in the system that you are responsible for
Recently Viewed Accounts – Shows the accounts that you have recently viewed (automatically updated)

2.4 Left Sidebar

2.4.1 Support

This support page can easily be accessed from within the LCR Portal by clicking on the “Support” link. On this section you can also click on the info@thecode.org email address where all queries regarding the portal should be directed.

3. Common Tasks

Check a member’s implementation status

The LCR portal allows you to track in real time the implementation steps that the member is working through. As you scroll through the detailed account record you can see their overall implementation status and drill down for further information by clicking any of the links for each segment.

Check my current open tasks

Once you have logged in you will see any open tasks listed on the homepage. To see more details about the task just click on the task subject. Please Note: You are only able to edit the account information for members in your country of responsibility If you try to edit an account outside of your country you will get an “Insufficient Privileges” message.

Please contact support@thecode.org if you need to make an edit to a member listed outside of your country.

Add a document to a member’s account

To add a document or other attachment navigate to the account detail record.

Log in to to your portal as normal
At the bottom of the account detail page you will see a Notes & Attachments section.
Click on “Attach file”
Locate the file on your computer’s hard drive
Select “Attach”
Once uploaded the attached files will appear in the Notes & Attachments section of the account.

Update contact information of a member in another country

If you try to edit an account outside of your country you will get an “Insufficient Privileges” message.

Please contact support@thecode.org if you need to make an edit to a member outside of your country.

Update my own information in the system

To update your own information in the LCR portal follow steps below:

Log in to the portal
Navigate to the accounts tab
Change view to LCR Accounts
Against your account click Edit
Enter your new information
Click “Save” once finished

Please note: Your changes in the system will be reflected immediately.

Check my current expected revenue for the year

Log in to the portal. On the homepage you’ll see a summary table. This table includes a running total of your annual expected revenue from membership fees. This table dynamically updates every time that a member in your country pays their membership fee.

Find a member in my country of responsibility

Log in to the portal
Navigate to the Accounts tab
Change the drop down view to “My Accounts”
You’ll then see a list of members in your country

Find a member in another country

Log in as normal.
Navigate to the Accounts tab.
You’ll then be presented with a list of Members, along with their current membership status (Signatory, Member, Top Member etc).
Sort the list by country
When sorted, use the Alphabet quick links to navigate to Accounts with a country matching the letter that you clicked

Please note: As these members are the responsibility of another LCR then you are not able to edit the records.

Find a signatory in my country

Log in to the portal and navigate to Accounts. Change the quick drop down search to “Companies with status “Signatory”. Then sort the results by the country column. You can then use the alphabet search above the Signatory list to quickly navigate to a country beginning with the letter you clicked.

Find a Local Code Representative (LCR) contact in another country

Log in. Navigate to the Accounts tab. Change the view drop down menu to “LCR Accounts”. You’ll then see a full list of other LCRs and their operating country. To find out more information about the LCR click its name.

Checking whether company “Example Name” paid this year

Log in to the LCR portal. Navigate to the accounts tab and select “All Accounts”. Then filter the list by clicking on the first letter of the member name above the records. When you click this all records beginning with the selected letter (in this case E) will appear. Open the account detail page by clicking on the member name.The current status of the member will confirm whether they have paid the current fee’s membership fee.

Checking the profile status of company ABC

Log in to the LCR portal. Navigate to the accounts tab and select “All Accounts”. Then filter by account name until you have found the record you want to check. Click on the company name and look for the Profile Status column. This will show you the current status.

Check on company x implementation status

You can check how far a company is in their implementation by opening their account details and navigating down the page until you see the graphic of their implementation. You can access more information about each criteria step by clicking on the title of the criteria.

Signing up a new company as a member

The most straight forward way of encouraging a company to sign up is to ask them to visit the website http://demo.thecode.org and click on the Join option. As soon as the member signs up their record will be assigned to the appropriate LCR for that country so that the LCR can get in contact, discuss their implementation plans for The Code and formally welcome them.

Adding contact details of a new potential member

Log in to the LCR Portal and navigate to the first tab. Add contact information about the new potential member and click save.

Resetting your password

Please click on the “Forgotten password” link on the LCR login page for a new password to be generated.

4. FAQ

Why do I have so many tasks?

Tasks are generated automatically by the system to serve as reminders of items that require your attention. Whilst it might look like a lot some tasks may be as simple as check in with company x, only requiring a single email before they can be marked complete.

Where does these tasks come from?

Some tasks are system generated and some are requested by the secretariat in Bangkok.

Who I do contact if I cannot log in?

Please contact support@thecode.org.

Why does a new company suddenly appear in my portal without warning?

Companies apply on-line and are captured straight away in the system. Once the new applicant pays the membership fee they will appear in your portal so that you can review the company’s details prior to them being put forward for board approval. Once approved by the board they will be sent an agreement to sign. When returned they will be listed as a Member in our database.

Why is a company not listed as “Top Member”?

To check the status of a particular company simply look up their details in the portal. In order to be Top Member status the company needs to have paid the current year’s membership fee and have implemented the 6 criteria.

What are Leads?

Leads are the label our new system applies to new potential members. When you asked to input new leads the system just means any company that is interested in joining The Code.

What are Accounts?

Accounts are the label given in the system to our members. Each company that joins The Code is given an account. In addition to our Members, there are also system accounts.

When is reporting?

The online reporting form consolidates all of the information that the member has provided over the year into a single form for them to submit annually. All members are asked to report annually and are sent an email on the 1st December of each year informing them that reporting is now open. The member continues to receive reminders to complete their reporting form throughout the process.