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BVIT: myClub - VersionV2 User Manual V2.0-CA

Sam Fewster
posted this on July 24, 2012 12:24

1. Introduction

MyClub is a hierarchical online membership management system for clubs, states and national bodies. It allows a club to manage their membership and allow relevant information to be then made available to association, state and national organisations. It is ideally suited to sporting organisations that have a hierarchical structure with a national body requiring each club to register its players with the national body and optionally capitation fees payable to both the State and National bodies.
There are many levels of access to the system - each level providing different access rights. National level access allows the user to see all members of all states, state level access provides access to all clubs and associations in each state and association level access provides access to all clubs within the association.
In addition to providing online member registration, myClub also provides the club with a series of tools that makes the job of membership officer easier.

These tools include:
    Generate Invoices for member renewals and take payments online
    Register new members, including online payments
    The ability to send an email (HTML format or text) to all members.
    Download a list of the club members to excel for a mail merge.
    Update which members have paid state and national levies.
    Export a list of other clubs within their sport for promotional mailouts of events that the club is hosting.
   Information about the club is also passed to the websites allowing the public to view certain information about the club - eg: Contact phone numbers, activities offered and club office bearers. MyClub serves as a promotional tool for each club to market itself to the public.

1.1. Major Components

MyClub has two main components – a National Registration system and a Club Membership Management system.

1.1.1. National Registration

Many sports require that members register at Association, State or National level. Typically this results in double or triple entry. MyClub allows a user to enter their player details into a single database available to all levels of the sport. The data entry could be done by any level (National, State, Association or Club) depending on the requirements of the sport.
This component can be implemented independently of the Club Membership Management system. See Chapter 3 for details.

1.1.2. Club Membership Management

Clubs can use this component for all of their club membership, rather than using Excel or Access or other similar tools. Larger clubs with bar tabs, yard fees, etc will probably already have purpose built systems in place and the system may not be suitable.
The system allows clubs to generate, print/email invoices to all club members and record their payments. When a member is marked as “Paid” the system automatically updates their status in the National Registration system, so no further updates are required.
An online credit card facility provided by BvIT is available, so after sending out invoices, club members will are able to pay online, and the system will automatically update their Club.

Membership and National Registration with no input from either club, state or national office, and funds deposited weekly in the club’s account. See Chapter 4 for details.

1.1.3. "Registered" vs "Paid"

In MyClub V1, the system referred to marking someone as "paid" in the system. However this caused considerable confusion, especially for those clubs using the Club Membership system. For example, a club could mark someone off as "registered" before payment has been received by the club. Therefore in V2, the terms "registered" indicates when the person is flagged as being registered with the national body.
When a person is mark as "paid", either by an online credit card transaction, or a manual change, the system marks the invoice as "paid" and also that the player is "registered".
To see a list of "registered" members, use the List/Count Members screen. To find a list of "unpaid" members, use the List/Edit invoices screen to find all unpaid invoices.

2. Logon Screen

To login to MyClub, got to your national website, e.g. www.yoursport.com.au/myclub . If your club has setup a standard website through the myWebsite system, you can enter myClub though your website simply add myClub at the end of your url eg: www.XXXXXX.yoursport.com.au/myclub
You will be presented with the logon screen as shown below.

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Enter the User ID and Password provided by the myClub Administrator, who is normally someone in your state office. If you are having trouble locating someone in your state office that can help you, please contact your National office for more information.
Once logged on, you will be presented with a set of menus similar to the one below dependent upon your user logon rights.

 

3. National Registration

If you are simply using MyClub to register your members with the national body, and use another system for maintaining a list of your club members, all you require is the information in Chapters 2 & 3. The main functions required by an administrator to manage the system are:
„h Setup a list of Membership Types (only required once per year)
„h Mark of all members as "registered" when they are considered "registered" by the club
„h Maintain the contact details of each member. These details are maintained by the State / National bodies for contact and insurance purposes.

3.1. Edit Membership Types & Fees

This section is used to setup membership types and their associated fees. Membership types are useful for both charging differing fees and for reporting by different types of members. Members are easier to separate by membership type than any other variable and are of significant help in reporting so even though the fee may be the same for a youth membership and a junior membership, knowing how many youths and how many junior members your club has can be very important. The Parent Membership Type is the membership types set up by the organisation above you, such as State or National body. If you are not using the Club Membership system, just set all the amounts to zero, the from/to dates for the appropriate season, and the Display Name the same as the Parent Membership Types, typically your state or association membership types.

 

3.2. Maintaining your Membership List

3.2.1. Updating Membership Status
If the member you are searching for is highlighted as not being a current registered member and you wish to update them to “registered” status, simply select the membership type from the dropdown menu and check the box in the “Update as registered” column.

 

3.2.2. Editing Member Details
The series of letters to the right of the member’s information edits their details. The first button (Ed) edits their personal information such as name, address, DOB, etc. The other buttons are sport specific such as boat info or players statistics. Hovering the cursor over each of these will display the name of the link.

Note: If you edit a member’s address or name information and then close the editing window, the updated information will not be shown in the membership list until the membership list is refreshed. Click on “Refresh” to refresh the membership list.
The screen should look like this:

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The full list of fields displayed will be determined by the fields setup in “Edit Member Fields” (see Section 11.7). Some will be optional and some will be mandatory based on the options set in the Edit Member Fields screen.


3.2.3. Add New Member

Next to the “List Members” button is “Add New Member”. This will open a popup window asking you to search for the member. Searching for your new member in the database helps reduce the number of duplicate memberships in the system if members change clubs or are members of more than one club. Alternatively, if the member is new to the sport you can skip the search process by clicking the “Skip search” button. If you find the person that you are looking for, click the Select button and the person will be added to your club.

If you can’t find the person in the search, click the Skip Search button and enter their details into the relevant fields. Field titles with a * next to them are mandatory. Once your new member’s information has been entered, you have the option of saving and exiting (if you only need to add one new member) by clicking “Save and Close” or saving and adding another person (if you are adding several new members) by selecting “Save and New”.

 

3.3. List/Count Members

The List/Count Members option allows you to do exactly that, list and count the members within your club, state or national organisation. Outlined below is a step-by-step guide on how to best utilize this section of your database.

3.3.1. Counting Members

For various reasons, many people need to know how many members your club or association has. The Count Members function will allow the number of members of your club to be provided according to their membership types and in total. In the Basic Search you can filter what you search for by season, financial status or name and clicking “Count Members”.

 

3.3.2. Listing Members

Listing members may be used for a number of reasons and the process of filtering the search is the same as for the Count Members function except that instead of clicking on “Count Members”, you click the “List Members” button to the right.

 

3.3.3. Advanced Search

If the basic search is not returning the fields or the information that you want, clicking the Advanced Search button will give you extra options to filter your search and return the exact information that you require. As well as being able to search by season, name and financial status, you are able to search by birth date, gender, and membership type. You can also create your own search parameters by using the dropdown menus below the standard search fields.
In the screenshot below, we have searched for Senior members of Australian Canoeing (e.g.at the National level) for the 2008-2009 season with the surname Smith. We searched for All members (no specific financial status), for Both male and female, and whose birth date was between 1 Jan 1955 and 30 Dec 1989. We then created our own search parameters so that the search would not include any members from the Northern Territory, and would include members with postcodes between 2000 and 8000.

Column Chooser
If you chose to list the members that you have found in your Advanced Search, you will be given the option of choosing the fields displayed by clicking the “Column Chooser” button at the top of the screen. This opens a pop-up window that will let you select from a list what personal information you want displayed when you search your membership list. The options available will depend on the fields that the National, State and Club administrators have deemed relevant. Simply click the checkboxes to put a tick in the box next to the information you want displayed, or click the tick to make it disappear if you do not want that piece of information returned in your search, then click the save button at the top to save your preferences.

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Unfinancial Members
If you are searching members who are not paid up this year but were several seasons ago, there is a search function to search the season that they were paid up as well as the season they were not. This is called Previous Season and is located on the left hand side underneath the Season option. In the following example, we have searched for people who are Unfinancial (not paid up) for season 2009-2010 but were paid members for the 2006-2007 season. We included the search parameter of people whose postcode is 3186, 3188, or 3191.

 

3.3.4. Sorting
Once your specified membership search is completed it will display the results under the following headings (or if you used the advanced search it will display the headings of your choice):

By clicking on any of the headings, the program will sort your list in order of that field. So by clicking on the surname field, the list will be ordered by surname. If you click the heading again, the list will be ordered in descending order instead of ascending (as shown above). By default, the membership list is sorted by surname in an ascending order.

 

3.3.5. Output Results

Once you have refined your list of members, the next decision is to decide what to do with the list. Next to “Advanced Search” is the “Output Results” button. This program has several functions to allow you to do various tasks with the list.

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View/Print Report
This will open up a new window with your search results in it.

Export Data to Excel
This will open your search results in an Excel document. It can then be saved on your computer for later reference or for printing.

Save Report snapshot for later
This saves both the search parameters and the results returned onto the system for later reference. If members are added or deleted after these search results are saved, this will not affect the data. The members and their details listed are what will be saved and what will be shown when you access the snapshot later.

Save search criteria for later
This will not save the results of your search, only the conditions that you used to search.

Send Email to listed people
This function will send an email to every person that was returned in your search. To use this feature you will need to ensure that the email field has been selected in the column chooser.

Send text message to listed people
This allows you to send an SMS message to the people returned in your search. As with the “send an email to listed people” function, to use this feature you will need to ensure that the mobile phone field has been selected in the column chooser.

 

3.4. Edit Members

The page displayed when you click the “Edit Members” link is a lot like the List/Count Members page. Select your search parameters and click “List members”. If you are searching for a specific person and know their membership number, you can type that into the field next to First Name/Last Name.


3.5. Count Member across Seasons

This feature shows the number of members over several seasons.

The count can be by club or membership type at any level (depending upon access level). By clicking on the Totals at the bottom the system will show, for that season, during which month the members paid. Clicking on the number elsewhere will transfer to the List Members screen and list out the members for that group of people, e.g, Junior Members in 2005-2006.
The numbers shown are from a Summary Count, so the numbers for the current season may not be 100% up to date. The bottom left of the screen shows the last date that the Summaries were updated. To refresh this count, click on the Recount button. This will not affect the counts for previous seasons.

 

3.6. List Members Paid at another club

This page will let you know if your members are members at other clubs. Just make sure that your organisation name is in the correct field in the top left corner and select the season you wish to view then click “List Members”. If any of your members are paid up members at other clubs, you should see a screen something like this:

 

3.7. Search for Duplicate Members

This function is only available for State and National level administrators. Select the region you want to search and click Go.

The search program will display people with the same surname and similar first names. If the addresses and DOBs are the same then they are likely to be a duplicate of the same person in
which case you should click the “Merge” button to combine the two records. If they are obviously two different people who happen to have the same or similar names, click the Dismiss button.

 

3.8. Merge Duplicate Members

If you already know that there is a duplicate record for a specific person and you have the two membership numbers, you can enter them into this screen and merge.

 

3.9. List Saved Reports

This page will show and give you access to the results of searches that you saved in the List/Count Members area.

 

4. Club Membership

If you wish to use MyClub to manage your club membership, the following are the steps necessary to create invoices and receive payments. Refer to the previous section on listing, editing, merging members information.

One-off tasks
1. If you wish to take payments online via credit card, contact your National body about setting up a payment agreement. This is not a mandatory requirement, but makes accepting payments less time consuming. As of Sep 2010 this is available for yachting clubs, with canoeing in 3/4th quarter 2010, and baseball early 2011.
2. Decide which of the standard contact fields you wish to use in your system
3. Decide if there are additional fields that are only relevant to your club that you wish to use
4. Setup the layout of your invoices

Yearly tasks
5. Setup the Membership Types & Fees
6. Setup any Extra charges over and above your normal membership fees
7. Generate Invoices
8. Accept payments and mark invoices as paid. This will happen automatically with online credit card payments or manually with other forms of payment.

The ability for clubs to take direct new memberships online, or renewals online without an invoice is also available. To use this facility do steps 1 - 6 & 8 above, and then refer to the section below on "Online Renewals / New Memberships".

 

4.1. Edit Standard Member Fields

This is the area in which you decide which personal information is mandatory, optional or not required when requesting information for membership purposes. The national, state and local organisations will each have their own requirements however if the national body deems something to be mandatory, it will be mandatory at all the levels below it. If the state body deems something else to be mandatory, it will be mandatory at all clubs within that state etc.
In addition, at club level, if your club is using the online membership signup and renewal facility, you can nominate which of the fields will be displayed on the public signup screen. Ticking the checkbox on the far right means that this field will shown on the public website signup screen.

 

4.2. Edit Additional Club Fields

If the standard set of fields do not cover the needs of your club, you can setup additional fields such as locker key numbers, uniform numbers, rack locations, etc. The fields can be straight text fields or radio buttons, checkboxes or dropdown lists. Click on the ? icon in the top right of the screen for samples and information about how to set these up. Once added to this screen the fields are then available in the Advanced Search, in the Column Chooser and also the search options.

4.3. Edit Invoice Layout

If you plan to use the MyClub system to generate invoices, you can use this page to edit the layout of the invoice, as well as text to be included on invoices and/or receipts.