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MyClub Manual

1. AND State is not equal to 77 Select v CG AND Post Code is greater than AND less than or equal to AND Select Select Select v AND Select Select Select v AND Select Select Select v AND Select Select Select Membership Count SENIOR Total Website home MyClub home print 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 Fa Report Column Chooser Save Member Number Family Name Given Name s s s Middle Name Unfinancial Members If you are searching members who are not paid up this year but were several seasons ago there is a search
2. 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 Organisation Adelaide Canoe Club Membership Number Other Club SA School Club SA Life Members 51106 2367 Investigator Canoe Club SA Life Members Investigator Canoe Club Ascot Kayak Clu West Lakes Canoe Club 3 7 Search for Duplicate Members This function is only available for State and National level administrators want to search and click Go Member Number Common Surname First Person Second Person Address 2824 Accadia 272229 Acott 2730 Alexander 2860 Alia 8008 Anderson Season 2009 2010 M ship Type INTRO JNR SNR SNR SNR SNR SNR SNR SNR Comp Adult SNR SNRA List Members Season 2005 2007 2006 2006 2005 2005 2004 2004 2005 2006 2008 2007 2007 2006 2006 2005 2005 2006 Paid Date 31 May 2005 2 Aug 2007 3 Aug 2006 3 Aug 2006 9 Aug 2005 9 Aug 2005 30 Jun 2004 30 Jun 2004 9 Feb 2005 24 Jul 2009 20 Sep 2007 Paid Thru Date 31 Dec 2005 30 Jun 2008 30 Jun 2007 30 Jun 2007 30 Jun 2006 30 Jun 2006 30 Jun 2005 30 Jun 2005 30 Sep 2005 30 Jun 2010 30 Jun
3. 26 Apr 2006 15 Sep 2005 29 Sep 2005 SENIOR SENIOR SENIOR Number listed 3 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 Website home MyClub home Print List Count Members Australian Canoeing Inc Advanced Search Output Results Number First Name Last Name Member Season 2009 2010 Hem Num Financial Status All Members Fi Surname First Name DOB Address 49133 Zykus Bl valley Road 47555 zZygarlicki WS Grace Street 54627 Zwerus 13434 zZwen 2 9096 Zwart lg Oaklands Ave g Kennedy Way D High Street 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 MyClub V2 Page 13 Baie 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 View Saved Reports What do you want to do next View Print Report O Ex
4. EL iue Qa the Ed button or Secretary Ed Years _chng Del Club Delegate Med Years Chng Delf change the time period 6 5 5 2 emm MS CA Years Chno Gell in which they have Coordinator Export to Excel Send Email_ been appointed to hold Export to Excel Send Email office by clicking the Years button You can change the member holding the position by clicking the Chng button or delete the position all together by clicking the Del button this does not delete the person from the database You can also export this list including the office bearers details to an excel spreadsheet by clicking the Export to Excel button or send an email to all the office bearers on the list by clicking the MyClub V2 Page 27 5 3 Baie Send Email button By clicking the Ed button next to a person s name a popup window will appear containing the person s details Editing these details will change the person s record in the database To save what you have input click the Update button By clicking the Years button next to a person s name you can change the start and finish date of their appointment to office To save what you have input click the Update button By clicking the Chng button next to a position you can change the person appointed to that position Just type in the news person s membership number in the field provided and click the Update button to sa
5. elle ue BR MyClub V2 Manual Club Version For National State or Association Users please refer to the separate User Manual 14 Sep 2010 Version 2 0 Belie Table of Contents Table of Ole a TC 2 Amendment e WC de TE 4 1 Introduction EE 5 1 l Major e Ing ei A E 5 2 LOJON SOU CCI virescens m 7 3 National Registration siiicsissscsiicssicinscssniccnnesissnnennssssnnsensennes queatanncuecanwaniecnbasuasaewecaieetnessanens 8 3 1 Edit Membership Types amp Fees nennen nnnnai nennt a nnne nn 8 3 2 Maintaining your Membership Uert 8 B S USE C OUIIE REENEN Ma 10 3 4 Edit Membere 14 3 5 Count Member across Geaeons eme emere mese hse ese eser serra 14 3 6 List Members Paid at another duh 15 3 7 Search for Duplicate Membere 15 3 8 Merge Duplicate Membere 16 23 9 ESE VSG RODOFPES E 16 4 Club Eu ET CH ln E 17 4 1 Edit Standard Member Fields 17 4 2 Edit Additional Club belge 17 2 3 Bib THVOICe e e 18 4 4 Edit Membership Types amp Fees 19 4 5 Edit List Transactions 20 0 ee cece ceccceccecceeccecceeccecceeececeuecceeeeeeeeeseecseeeeneeeeeeeeseeseesseseaes 19 duo CCD Eeer 19 4 7 Create Member Invoices eem I eene nhe hne herren rere trer rentrer rre ren ns 20 4 8 Sending Invoices Cover Lettere nnne nnns nnns 20 4 9 Online Renewals New Membere 22 4 10 Accepting Payments 2 5 c ccccccccccecesceseecesceeeesecseneccceescenneeeeeecceerensceen
6. user driven application renewal system The biggest issue is in the are of membership types with good explanations required on the different types of memberships in use at some clubs e g A Student membership is applicable to anyone who Is under 25 as of 1 Jan this calendar year but engaged in full time study However it can be an excellent tool for signing up new members with minimal admin effort and hopefully gets people into the system before they have time for a second think about whether or not they should join To setup your options click on the Edit Online Renewals link MyClub V2 Page 22 Belie Save Allow Online New amp vac Fir Yes No Membership amp Payment Allow Online Renewal yee No amp Payment 3 e Apply Memberships to 5444 4 2010 11 Email Notifications fred bom com au xox yyy com au Send an email to this address for any new memberships renewals For multiple email addresses separate with eem BCFA H 7 e else Terms amp Conditions New membership applications are subject to ratification by the General Committee By submitting this application you agree to be bound by the Rules ofthe Club Membership Terms and Conditions New Member Inquiry Screen Introduction 1 a B E zan Please fill in the information below to assist in your membership inquiry You will be contacted by a club official with more information Will be displayed at th
7. 2008 Select the region you DOB Merge 27 08 1977 27 08 197 Si 3 05 1984 3 05 1984 Merge Dismiss 21 02 1978 28 09 1989 Merge dismiss 30 10 1948 30 10 1949 Here 16 04 1975 Min 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 MyClub V2 Page 15 Belie 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 MyClub V2 Page 16 Belie 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 av
8. Comments Promo Paragraph Company staff Detail Update Information A Please select a State Select State Australian Capital Territory Show companies MyClub V2 Page 39 Belie companies E e ucc Select the club of which yOU Connemara Pony Breeders Society Of Aust Inc D wish to see a team list You All members Financial only Non financial Filter By Show all sl i only can refine the search by No or Surname starts with smith No of records per page 50 opting to only view financial members or by their or select a different state membership type You could also search for an individual by inputting their membership number or family name Click the Show club button to return your results If you know your new To add a new member to your club first use the boxes below to check if they already have a membership number member s membership To add an existing member to your club Add por enter the ber h z number enter it into the first you de not know their number ERE text field and click the Add enter their surname here to search LONE Or if you know that they are not in the database C Add New Member gt button If you do not know click here to add a new member their number you can type their surname into the second text field and click the Search button If they have no membership number click the Add new member button and they will be add
9. Filter By E Show all D No or Surname starts with No of records per page 50 a team list You can show dub refine the search by or clea a dite Go opting to only view financial members or by their membership type You could also search for an individual by inputting their membership number or family name Click the Show club button to return your results To add a member to your club first use the boxes below to check If you know your new if they already have a membership number mem ber s mem bership To add a member to your club who is already in the database enter E Add membership number here number enter it Into If the member is in the database but do not know their number enter M SE name here in this format Lastname Initial eg Smith T the first text field and Dalle ipii iie iiis are not sia database Add New Member Click the Add button If click here to add a brand new member you do not know their number you can type their surname into the second text field and click the Search button If they have no membership number click the Add new member button and they will be added into the database 7 9 Email Choose the region of Please select a region the club you wish to Australian Capital Territory e ae update and click on Show clubs Show clubs Select the club of Connemara Pony Breeders Society Of Aust Inc aj which you wish to see All members Fin
10. Slalom Team z 22 Edit a lt l Edit xI Edit Edit xI lt I xI Edit a xl Eleke E E E Elle xI Edit xI Edit Ee lE x Edit a a S x 2006 Australian Flatwater Squad Edit 2006 Junior Flatwater Team Edit 2006 Registered Testing Pool Edit Australian Olympic Team Canoe z Flatwater 2004 En Australian Olympic Team Canoe a Slalom Edit Flatwater National Team Edit 31 12 9999 National Squad Edit 31 Export to Excel New team X I By clicking on the New 2rsanisation Details team button a popup Organisation pn window will appear State Australian Capital Territory Enter the name of the Update and New Cancel new club in the Organisation Name field and make sure that you have selected the correct type of organisation and the correct state If you are just adding one new team click the Update and Exit button to save and close the window If you want to create several new teams at atime you can click the Update MyClub V2 Page 33 7 2 7 3 and New button to save the current team and create a new one Clicking the Cancel button will exit out of the New team screen without saving Choose the region of the club you wish to update and click on Show clubs Choose the team you wish to update and click on Show team In the fields provided enter the postal address site address email website phone and f
11. be verified This EE MRNA 173007 inform ation Can only be National Powerboat Scheme Powerboat Handling Powerboat Handling Certificate 30 Jun 1998 entered by the mem ber National Powerboat Scheme Powerboat Handling Powerboat Handling Certificate 31 Mar 1998 who has completed the National Powerboat Scheme Powerboat Handling Powerboat Handling Certificate course Or the trainer National Powerboat Scheme Powerboat Handling Powerboat Handling Certificate on the members behalf Get into Small Boat Sailing Racing Instructor MyClub V2 Page 29 Belie Edit organisations National State Associations and Clubs are all considered Organisations within MyClub However a Club typically has more detailed information covering their sport types of membership etc Setting up a new organisation involves setting up the organisation itself and then associating it with a parent organisation in the hierarchy of the sport 6 1 Edit Clubs Choose the region of Please select a region the club you wish to Australian Capital Territory ze update and click on Show clubs Show clubs To view the current Update affiliations for club Export New Update Org No Name Show on Website details of a club click Ee 1368 atwater the club s name To 13690 AC Freestyle TC edit the club s details 13685 AC Marathon TC 13687 AC Slalom TC click the Edit button 13474 AC Staff Members a 368 AC Volunteers next to
12. 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 Add New Member Number First Name Last Name i C ex Season 2009 2010 Financial Status All Members Financial Unfinancial Ini Member Paid Paid Update Edit Type Through Date as Paid WEEE Sellerive 7018 SNR 3M e 7Feb2005 Qd FBA 9614 Smith 7 ERE Rurnney 7170 SNR 9 Aug 2005 Ed CEBA 277248 Smith 7 E nt Rumney 7170 INR 9 Aug 2009 E CFB A d CFEA NN ID Last name Firstname Address 50055 Smith 277247 Smith ERE ut Rumney 7170 INR 9 Aug 2009 E DP Sellerive 7018 INR 14 Sep 2005 Ed CFBA 50043 Smith 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 New member Save and Close WO ECH oe 00 Co NENNEN IESSE NENNEN Eee O BE Gender 9 Male O Female Status active O Inactive 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 MyClub V2 Page 9 Belie 3 2 3 Add New Member Next to the List Members
13. correct state If you are just adding one new company click the Update and Exit button to save and close the window If you want to create several new companies at a time you can click the Update and New button to save the current company and create a new one Clicking the Cancel button will exit out of the New club screen without saving MyClub V2 Page 41 9 9 1 Utilities Edit Passwords Baicae This function is used to give members access to different areas of MyClub and such as administration for their club The member cannot give themselves access It must be given to them by an administrator at a higher level Choose the region of the company you wish to update and click on Go You can search for a person by either inputting their family name or their user ID into the text boxes and clicking the Search button You may wish to just find the person whose details you wish to edit by browsing the list of members provided To view their current levels of access to MyClub click the Display button to the right of their name and details To change their current access to the MyClub system click the Edit button Once you have clicked the Edit button you can view a member s login details and change their access details Each member will have access to one or more areas of the system You can change the level of their current permissions by selecting one of the options in the column
14. e g Locker and the input data type The following image shows the various types of input fields that could be used Text date Any value Checkbox multiple selection E Yes BE No a Maybe Radio Buttons single selection C Yes C No C Maybe Dropdown list single selection Yes hi Text and date fields are show as straight input boxes If there is a limited number of potential values for the field consider using a Checkbox Radio Buttons or a Dropdown list shown above Checkbox allows multiple values to be selected while Radio Buttons and Dropdown lists allow for a single selection Use the dropdown list if there are more than 3 or 4 possible selections To show the allowable list of values enter the values in the Values column separated by commas e g Yes No Maybe for the example above When fields are added to this screen they are then automatically added to the list of available fields to list out in the List Club Members screen and also in the Advanced Search screen to allow you to search on this particular field MyClub V2 Page 46 Belie Club ID 3029 Select another organisation Save Exit z Max Long Name Short Name Field Type Length Values Shoe size Shoe Dropdown List 200 8 9 10 11 Text 200 Text 200 Text 200 200 These fields can then be viewed in the List Count Members screen but clicking on Advanced Search and Column Chooser 9 8 This link will take you to the area of th
15. 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 MyClub V2 Page 12 e elle ue B 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 Column Chooser Output Results Count Members List Members n Number First Name Last Name Australian Canoeing Inc 2009 2010 v O All Members O Financial Unfinancial New Members 2006 2007 2 Membership Type Organisation Member Season Financial Status Previous Season forUnfinancial members Gender Gi Both O Male Female And Between Date of Birth AND Post Code is one of 3186 3188 3191 Select AND Select Select Select AND Select Select Select AND Select Select Select AND Select Select Select AND Select Select Select Address State P Code Paid Date Paid Thru DUS Date Mem Num Surname First Name City M ship Type Martin Sharrock Watt 54082 9534 52155 Brighton VIC 3186 Brighton VIC 3186 Brighton VIC 3186
16. i Club 30 09 2006 To Date If the check New Forest Pony Association of Australia Inc Edit Club 30 09 2008 box underneath Palmer i Club 31 12 2007 Xl I Queensland Carriage Driving Society Inc Edit Club 31 12 2001 Show on Website 15 Riding Pony Stud Book Society Inc i Club 30 09 2008 ticked the pu blic will l The Australian Saddle Pony Assoc Ltd Club 30 09 2006 be able to view this Ti Palomino White Buckskin amp Dun Ass Edit Club 30 09 2008 company under a list Welsh Pony amp Cob Society of Australia Inc Edit Club 30 09 2008 WRIGHT Edit Club 30 06 2006 Edit of affiliated Yackandandah Riding Club Club 30 09 2008 v companies and WIII Export to Excel New club C update Database gt Cancel also be able to view the company s details By clicking MyClub V2 Page 40 Belie on the Export to excel button the list of companies in front of you will be exported to an excel spreadsheet with extra information in it To create a new company click the New club button at the bottom of the page If you make any changes to any of the companies from this screen you must click the Update Database button to save By clicking on the Organisation Details New club button a pe popup window will Australian Capital Territory appear Enter the Update and New Cancel name of the new company in the Organisation Name field and make sure that you have selected the correct type of organisation and the
17. only required once per year e Mark of all members as registered when they are considered registered by the club e 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 amp 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 Season Organisation Essendon Canoe Club Essendon Canoe Club ID Display Name From Date To Date Amount Parent Membership Type 3009 Junior 1 07 2009 30 06 2010 Io Junior v Remove 30 06 2010 lo Rec Adult v 30 06 2010 o Rec Junior 3046 Rec Adult 1 07 2009 308
18. part of the system and provides and excellent way of firstly showing your member the details you have on file for them and also providing them with the information to allow them to update their details themselves You might have several Cover Letters e g renewal first reminder final reminder The screen includes full instructions along with a sample template to copy Template Edit Blea lizez E 3 3 d Preview Save Example Ter Dear firstn This program is used to edit templates that can be used in emails invoices etc The contents of the cover letter can be a mixture of fixed text and substituted variables based on the variables below Include the following tags in amongst your cover letter and the system will do a mail merge Tags may be included multiple times but must be exactly as shown The values are case sensitive o firstname o lastname o membernumber addressi address2 city state postcode country email email2 dateofbirth homephone workphone 9000000000000 userid password nplate Contents ame WWW XXXXx org au payment mobilephone Please find enclosed your xxxx renewal invoice You can pay either by returning the invoice with a cheque made out to xxxx or pay online via Mastercard or Visa Just go to Enter the Payment Number and Total Amount from the attached invoice and you will then be able to pay
19. 2 Rec Junior 1 07 2009 2721 Adult 3966 Life 1 07 2009 30 05 2310 o Adult 1 07 2009 30 06 2010 lo Life 3953 Social SNR 1 07 2009 30 06 2010 o Social SNR NEW p Please Select 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 MyClub V2 Page 8 Berde Add New Member Number First Name Last Name Pg Organisation Derwent Canoe Club V oer Season 2009 2010 Financial Status 9 All Members Financial Unfinancial Q Ini Member Paid Paid Update ype Through Date as Paid WEE Gellerive 7018 C 7 Feb 2005 Ed CFBA See mt 9614 Smith ERE Rumney 7170 SNR 30 Ju 9 Aug 2009 Ed CFBA 277248 Smith sei D ntt Rumney 7170 INR 30 Jun 2010 9 Aug 2009 FA CFBA L3 Edit ID Last name Firstname Address 50055 Smith 277247 Smith WE wr Rumney 7170 INR 9 Aug 2009 Ed CFBA ee 7018 INR 14 Sep 2005 Ed CFBA 50043 Smith 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
20. 2006 30 Jun 2007 30 Jun 2008 30 Jun 2009 First Updates Allowed 1 May 2003 1 May 2004 1 May 2005 1 May 2006 1 May 2007 1 May 2008 Last Updates Allowed 30 Sep 2004 30 Sep 2005 30 Sep 2006 30 Sep 2007 30 Sep 2008 30 Sep 2009 2009 2010 2009 2010 1 Jul 2009 30 Jun 2010 1 May 2009 15 Oct 2010 2010 2011 2010 2011 1 Jul 2010 30 Jun 2011 1 May 2010 15 Oct 2011 Save
21. 821 446051 Colahan R 75 00 Paid 4 Jun 2010 4 Jun 2010 404565008 17821 rbyc vent Entry Cup Race32821 445960 stevens j 45 00 Unpaid 2 Jun 2010 17802 rbyc vent Entry Associates Cup Race32821 445921 Dryden S 60 00 Unpaid 1 Jun 2010 17801 rbyc vent Entry Associates Cup Race32821 445912 Dryden S 15 00 Cancelled 1 Jun 2010 17799 rbyc vent Entry Associates Cup Race32821 445898 Seager M 15 00 Cancelled 1 Jun 2010 Number displayed 5 Total Amount 210 00 C Select Unselect All Export to Excel Email or Print The Bank Ref column shows the Bank s credit card reference and can be used in case of disputed payments with members If you sport uses a central payments system the money collected in the central account will be disbursed approximately once per week Once the funds have been disbursed the Disbursement Batch ID will show the batch number in which this transaction was included 4 6 Setup Extras MyClub V2 Page 19 Baie Use this screen to setup the list of optional fees that may be charged against some or all members and included on their invoice Organisation Carine Cats Ball Club Display Exit Save Includes Max MYOB Quickbooks MYOB Quickbooks Delete mes GST Qty Account Name Account Number Locker Fee 10 00 vd i Uniform Fee 20 00 7 4 7 Create Member Invoices This screen is used to create invoices to send to members for their membership renewals To create invoices for next season select the
22. Days Activities Open Times Comments 31 1 button Update Information zi zl zl Promo Paragraph 1 foy MyClub V2 Page 26 Baie 5 2 Edit Club Office Bearers This section is used to add or change office bearers at your club Choose the region of Please select a region the club you wish to Australian Capital Territory update and click on show clubs_ show clubs Choose the club you n Tina Club wish to update and T Show club click on Show club or select a different region To add a new office jones phil Find yachting No bearer you must know their membership number You can find this out by typing their name in the box and clicking the Find No button to the right To add a new office To add a new entry for Carrum Sailing Club select a position and enter the office bearers Yachting Australia number bearer select the Position No position they hold Training officer sl es input their membership number into the field provided and click the Add new position button At the bottom of the Existing personnel for Carrum Sailing Club To update the existing entry simply change the Yachting Australia number page a list of current Position Name No Email Ed Dates Change Delete office bearers will Commodore WEE Ed Years Chng Del appear You can edit Club Secretary es Ers m da reasurer Lo E e Chg De their details by clicking
23. 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 MyClub V2 Page 14 Bene Count by Membership Type Count by Club Australian Canoeing Inc Organisation 2004 2005 2005 2006 2006 2007 2007 2008 2008 2009 2009 2010 2010 2011 1 133 407 22 324 907 267 Membership Type Season 2003 2004 JUNIOR Non Paying Member SENIOR Totals 0 4 811 5 944 Last Summary Count Date 18 Jun 2010 11 58 Recount 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 10096 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
24. Once all the fields have been filled in you can proceed to click the Send email button but only click it once even if it takes time to respond Your members may not appreciate receiving the same email five Belie To compose an email message to send to all your club members please click on the button below To just send an email to financial members then please use the filter screen above before composing the email message You may also use the Filter BY poc Dox nins an email ta just certain member categories Filter firs en ci OS nail messa Send the Email to everyone or a test address Test club Members C Test Address Send the email or just list the address s to the screen Just List Addreses or Send the Email fe Is this a HTML newsletter or plain Text HTML or Plain text fe From Subject Newsletter No To use this option you must have Admin access to your own we the newsletter using the Newsletter system or Message If you have a really long mailing list it may take a few minutes for the system to send a message to everyone Send Newsletter ONLY ONCE AND PLEASE BE PATIENT MyClub V2 Page 37 Berie times o d MyClub V2 Page 38 8 1 8 2 Choose the region of the company you wish to update Media releases Baie Many organisations send out media releases The BvIT media release system allows organisations to maintain a list of media organisations write a media release and then se
25. Site Type Site Level Country Site Layout Total Sites 4 Site ID Name bar BARI club nationa vic Quiddit Sandringham Quidditch Club Quidditch Australia ch Victoria Mandatory This is the subdomain name i e the XXX in www XXX national bvit com au NOT the full URL Ir Mandatory Textual name of the site e g South Clayton Search C National C State C Club C Other C International C National State Local Select Country for Organisation C sampleia C sampleib C sampleic C sample2a C sample2b C sample2c C sample3 C sample3a C sample3b C sample3c C sample4a sample4b C sample4c C sample4d C sample5 C sampleSa C sample5b C sample5c C sample5d C sample6 C sample6a C sample6b C sample6c C sample6d C sample7 C sample7vert V Type Level State Action National National Club Edit Users Edit Users Edit Users Edit Users Display Local VIC Display Delete National National List Users List Users Display Delete State State VIC Display Delete MyClub V2 Page 44 Belie right The Display button will display all the information that the database has been given for the sitelette The Edit button allows you to change the information in the database The Delete button will get rid of the sitelette The List users button brings up a list of all the people that have access to that sitelette with their information The Edit users button lets you change who h
26. ailable 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 amp 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 amp 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 t
27. ancial only O Non financial only Filter By Show all DEET EE EEN No or Surname starts with No of records per page 50 refine the search by or select a different region opting to only view financial members or by their membership type You could also search for an individual by inputting their membership number or family name Click the Show club button to return your results MyClub V2 Page 36 Make sure the list of members is the list you wish to send your email to If you only wish to send the email to financial members for example change your search parameters so that the people you have listed are all financial members By selecting Test you have the opportunity to create your email and send it to one person to check that it works before selecting Club members and sending it to everyone You can select for the program to Just list addresses SO you Can see a list of email addresses or Send the email If you select to send an HTML email it will use up more space than if you chose Plain text and is more likely to be picked up by junk mail filters in a person s inbox Be sure to enter the email address that you are sending it from so your members can reply and a subject so that they won t dismiss it as spam If you are using the newsletter system you can enter in the number of the newsletter in the text field supplied to save you from writing all your news out again
28. arch 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 MyClub V2 Page 11 Belie Website home MyClub home List Count Members Column Chooser Output Results Count Members List Members Number First Name Last Name Organisation Australian Canoeing Inc Member smith Season 2008 2009 v Financial Status 9 All Members Q Financial Unfinancial New Members Previous Season Unfinancial 2007 2008 Gender 9 Both O Male O Female members Between And 1 Jan 1955 30 Dec 1989 Membership Type SENIOR Date of Birth
29. as access to the sitelette and add new people on to the permissions list By clicking the List The following are people with access to update this website users button a screen ee um ps EET WILDE displayed isting addy Addy Bucek Y na Display everyone with access to the sitelette in question Clicking the Display button will show the member s user information The Edit button will let you edit the member s user information and the Sites button lets you view and edit the other sites that the member has access to Clicking the Sites button Membership Number 15 Name Addy Bucek allows you to view the User ID addy sites that the user has Pasting permissions access to You can Type Lewel Name Access Start Finish change the level of myclub national national Admin D j Jan 2004 31 Dec 9999 access the user has to site na bari Admin 29 way2007 Ti Dec 9999 different sites by using site na national Admin sl 23 May 2007 31 Dec 9999 the drop down box under Access You can also Type Level Name Access Start Finish set a time limit on the Site na bari None zzrebz008 22 Feb 2003 person s access to a site ee by setting a finish date The New permissions section will let you create new permissions to different sites for that user Remember to save the information before you exit the program national National Member bari na Display addy Addy Bucek myclub national Display national National Member myclub nati
30. ax information There is also a field for a map reference eg Melways map 72 E5 The Paid to Date section refers to what date the teams affiliation is paid up until To save the information you have input in this section click on the Update contact details bution Choose the region of the club you wish to update and click on Show clubs Select the club of which you wish to see a team list You can refine the search by opting to only view financial members or by their membership type You could also search for an individual by inputting their membership number Belie Team Details Please select a region Australian Capital Territory e Show clubs 2004 Australian Canoe Polo Team or select a different region Contact details for 2004 Australian Canoe Pola Team Name 2004 Australian Canoe Polo Team Postal aire EEE Postcode site Address Td Email Website Phone Paid To Date 30 Jun 2005 List Team Members Please select a regian Australian Capital Territory e Show clubs AC Canoe Polo TC all members Financial only C Non financial only Filter By No or Surname starts with No of records per page 50 Show club 7 or select a different region MyClub V2 Page 34 Baie or family name Click the Show club button to return your results A list of members idle ie will appear with their ne Name membership number name address membership type and
31. 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 New member search First Name Member Skip Search Last Name or initial Number Bracher Smith 7 Echuca 26 Feb 1947 Brooke smith NENNEN Wembley Downs SELECT Brooke Smith ii Wembley Downs Me 1 Jan 1871 SELECT Brooke Smith 17 Wembley Downs l 1 Jan 1980 SELECT Crisfield Smith B Rosanna TC 28 Sep 1991 SELECT 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
32. e new club click the Update and Exit button to save and close the window If you want to create several new clubs at a time you can click the Update and New button to save the current club and create a new one Clicking the Cancel button will exit out of the New club screen without saving 6 2 Edit Companies MyClub can also store information about other organisations who are not part of the sport but who of interest to the sport e g media contacts Use the Companies section to record information these organisations Choose the region of Please select a region the club you wish to Australian Capital Territory e update and click on show clubs Show clubs A list of companies Update affiliations for company Name Type To Date Show on Website from the selected T a region will appear This Capital Radio Company 1 01 1900 H Company 1 Company 31 12 9999 SSC W s In Export to Excel New company C update Database Cancel exactly the same way as the affiliated clubs Don t forget to click the Update Database button 6 3 Edit committees Choose the region of the club Elsass select a region 0000 you wish to update and click eee on Go Select the committee you wish to view or edit and click the Show committee members button Existing members of the Existing committee members for Olympic Canoeing Programs Committee To update the existing committee bearers click Edit Selec
33. e site where all the BvIT help documents and manuals are kept View Website Documentation User Manuals File Name File Size 9 9 t myWebsite Adding Video Clips t myWebsite Quick Start Guide V3 1 2 myWebsite Template Development Manual V3 1 2 myWebsite User Manual V6 1 ti Setting up your new email account p Training Notes and Checklists SR Training Overview V2 2 myClub Media Releases V1 t myClub User Manual V2 Edit Seasons bytes 247KB 291KB 512KB 1 934KB 74KB 155KB 1 315KB 11KB 938KB 13 Oct 2008 1 Jul 2007 27 Feb 2008 3 Aug 2009 28 Oct 2006 28 Oct 2006 10 Jul 2009 10 Jul 2009 8 Jul 2009 Date Created File Type PDF File PDF File PDF File PDF File PDF File PDF File PPT File PDF File PDF File This section allows the National Body to edit your membership season First Updates Allowed refers to when you will start adding members and accepting payments for that season and Last Updates Allowed is when your organisation will finish adding members and accepting payments Season ID 16 17 18 19 20 21 22 23 MyClub V2 Page 47 Previous Season Title 2003 2004 2004 2005 2005 2006 2006 2007 2007 2008 2008 2009 Short Title 2003 2004 2004 2005 2005 2006 2006 2007 2007 2008 2008 2009 Season From Date 1 Jul 2003 1 Jul 2004 1 Jul 2005 1 Jul 2006 1 Jul 2007 1 Jul 2008 Season 30 Jun 2004 30 Jun 2005 30 Jun
34. e top of the input screen for inquiries The setup screen allows you to turn on off both the renewal and online join applications When a member renews or joins an email is sent to the addresses in the Email Notifications In addition the screens have some free text areas that you can use to outline T amp Cs or a welcome message to the club or explanations of the membership types On the right of the screen area are links to the renewal and new application areas Once everything is setup advertise these links on your website The Extras that are setup in the Club Membership system will also appear in the renewal join screens so users have the option of specifying if they want a locker key additional items etc MyClub V2 Page 23 Belie At a future date all of the fields in the Contact edit screen will be made available as required on these screens Members who join online will have their contact details added to MyClub and cause an invoice to be generated If you have an online payment system available they can also pay online and the system will them update the invoice to paid and their status to registered Without an online payment system they can print off the invoice and send in with their payment or the club can do a weekly scan to find new unpaid invoices and mail them out to potential new members For renewals the system will generate an invoice with a status of unpaid With an online payment system they can then pay d
35. ed into the database 8 3 Company affiliation Choose the region of Please select a region the company you Select Australian Capital Territory D wish to update and click on Go To view the current Update affiliations for club Org No Name Type To Date Show on Website details of a 986 Acpre Australia Inc i Club 30 09 2008 H 990 Australian Mounted Games Association Inc Edit Club 30 06 2008 company click the i e 983 Australian Palouse Pony Association Inc Club 30 09 2008 com pany s name To 987 Australian Pony Stud Book Society Inc Club 30 09 2005 edit the com pany s 985 Australian Stud Saddle Pony Society Inc Edit Club 30 09 2008 f 982 Australian Warmblood Horse Association Ltd Edit Club 30 09 2008 details click the Edit Balaklava amp Dalkey Agricultural Show Inc Edit Club 30 06 2008 i E button next to the Connemara Pony Breeders Society Of Aust Edit Club 30 09 2008 Inc company s name To Eurobodalla Equestrian Society A Club 30 06 2008 St E Edit X Xl XI I I I x Holsteiner Horse Assoc Of Aus amp Nz Club 30 09 2006 change the date that International Sport Horse Studbook Australia Edit Club 30 09 2006 1 I a company IS Irish Draught amp Sport Horse Society Inc Edit Club 30 09 2005 X I 4 affiliated until edit Kojonup Equestrian Club Club 31 12 2008 BEREIT the date listed u nder Miniature Horse Association Australia Inc Edit Club 30 09 2006 Miniature Horse International Inc
36. eenscenenescesecs 24 4 11 eCommerce ODptIOns socis e reet tenni oa kan a oi raus c nana cc paa in SE ra OS innare 24 5 Edit club details reor cera cuna Cra nu E eC ENNEN EENS eege 26 5 1 Edit Club Information EE 26 S42 Edit Club Office Bearers EE 27 5S Fd OUO hale 28 5 4 List Members with Qualifications eese 29 6 Edit organisations EE 30 Gi Edt GUDS EE 30 52 ele geint EE EN 6 3 Edit oi e ien aile ge EN Z Edit e E 33 VS EE ee WR cro EE 33 Fak VAR BET EE 34 7 3 List Team RE uge 34 DOE Sea EAR EE 35 Fa IQ IMMCKMTT 36 GG ET TER CH ET TT 39 oie EEG pez EE 39 0 25 EEN 39 55 CONIA rs 180 12 6 eae ene nner ener nee ne nC E ee eee ean nee 40 tere 42 Belie Ex MESE 21006 LEE 42 Sus Replace Emal EE 43 9 3 Newsletter Gubscrbe m nn meme rn nene ene en rne rne rne nis 43 OG Edit Shop Seth EE 43 28 MEE Be ES fo iR ROTER 43 9 6 Club Level 6 EE 46 9 7 Optional Club ME 46 9 8 View Website Documentation 47 GR NN e 2 9 e EE 47 MyClub V2 Page 3 Belie Amendment History Version Description Date Author 1 0 Split from Nat State Assoc Sep 2010 Danielle Pascoe MyClub V2 Page 4 Belie 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 as
37. es 9 2 Replace Email Address If a members email Old Email Address address has not been New Email Address working or has changed You can change it in this function Simply type the old faulty email into the top text box and the new one into the bottom text box and click the Replace button Make sure you have the correct information or you could delete the wrong person If more than one person shares an email address such as a family the information will be updated for all people with that email address 9 3 Newsletter Subscribe s ail Replace This area adds a single person to the newsletter subscription list Check the boxes of the newsletters that you want the subscriber to receive Newsletters Available T 2009 Sprint Nationals Newsletter AC E News Coach Brief Grand Prix Newsletter Instructor FAQ Brief NSWCI member info Press Release The NTP File 9 4 Edit Shop Settings Private Distribution Private Distribution Private Distribution Private Distribution ease note you must select at least one box to receive a newsletter Private Distribution This link takes you to the admin section of your shop Please refer to the separate Online Shop Manual for more information 9 5 Edit Sitelettes This area is only available to National level administrators It allows them to manage the websites that they have created for their affiliated clubs and organisation
38. h people changing jobs or being flooded with emails From the List Edit invoices screen search for the required invoices and click on the Email or Print at the bottom right of the screen MyClub V2 Page 20 Select InvoiceSite Description um v 2656 v 2643 v 2610 v 2599 v 2596 Number displayed 5 Select Unselect All Total Amount Name Amount 74 60 Unpaid 30 50 Unpaid 20 50 Unpaid 25 00 Unpaid 30 50 Unpaid 181 10 Status Invoice Date 13 Sep 2010 11 Sep 2010 9 Sep 2010 6 Sep 2010 3 Sep 2010 Baie Paid Bank Disb Date Ref Batch ID INVOICE PAYMENT DELETE LOG INVOICE PAYMENT DELETE LOG INVOICE PAYMENT DELETE LOG INVOICE PAYMENT DELETE LOG INVOICE PAYMENT DELETE LOG Export to Excel Email or Print _ The following screen will be displayed From here you can either print all the invoices or email those where an email address exists or print those without an email address Click on Edit Cover letters to create a mail merge cover letter that will either be printed with the invoice or emailed with the invoice Email Print Invoices Select ID Description 2656 2643 ELI 2610 2599 2596 Select Unselect All Cover Letter None e Preview All Name Invoice Format Amount Send Email Edit Cover Letters Email Address 67 82 27 73 18 64 22 73 27 73 Print No EmailID This cover letter is an important
39. he 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 Club ID 3029 Select another organisation l Save Exit Show on Online Join amp Renewal Yachting Yachting Not for Field name Australia Victoria Display Optional Mandatory Standard Information Member Number Family Name Given Name Middle Name Informal Name Maiden Name Guardian Name Name Prefix Mr Mrs M d M d o d o d o d o d o d o d o d Suffix AO AM 4 2 Edit Additional Club Fields MyClub V2 Page 17 Baie 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 Organisation Display Exit Save Long Name Short Name Mandatory Public Field Type Max Values Screen Length Available to volunteer Volunteer Radio Buttons w Yes No Text Y 80 Text Y 80 Text Y 80 TA an 4 3 Edit Invoice Layout If you plan to use the MyClub system to generate invoices you can use this page to edit the layo
40. irectly online or if not print off the invoice and send to the club They are not updated to registered until the invoice is paid 4 10 Accepting Payments If you are using the online payments system members enter their payment reference number and amount from the invoice enter their credit card details and upon successful payment the system will update the invoice to paid and the member to registered and no intervention is required by the administrator The member is presented with an invoice and if they have an email address a copy is also emailed to them Please note that the payment reference number is different from the invoice number The reason for this is that invoice numbers are sequential and a club will send out many invoices of the same amount and with sequential invoice number The system uses the payment reference number and amount to cross check that the member is paying the correct invoice The payment reference numbers include a 2 digit check to make sure that the number is a valid number and they are not sequential so the chances of paying the wrong invoice are significantly reduced While it is a little more confusing for people as there are two numbers on the invoice this is now becoming quite common and people are becoming more and more familiar with the practice If you are not using an online payments system use the List Edit Transactions screen to search for the required transactions click on Payment and upda
41. 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 Website home MyClub home List Count Members Print List Members Count Members Advanced Search Number First Name Last Name Organisation Geelong Canoe Club Financial Status all Members 9 Financial Unfinancial New Members Season 2009 2010 e MyClub V2 Page 10 Belie 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 Website home MyClub home List Count Members Print List Members Count Members Advanced Search Output Results Number First Mare Last Name ae Organisation Geelong Canoe Club Financial Status All Members Financial Unfinancial New Members Season 2009 2010 Membership Count Adult 44 Junior 19 Rec Adult 16 Social INR 3 Social SNR 19 Total 3 3 3 Advanced Search If the basic se
42. lectively send out media releases to all or a sub set of the media e g email to all print media Choose the region of the club you wish to update and click on Show clubs Choose the club you wish to update and click on Show club In the fields provided enter the postal address site address email website phone and fax information There is also a field for a map reference eg Melways map 72 E5 To save the information you have input in this section click on the Update contact details button In this section you can enter more about the clubs activities active days and open times There is also a field for extra comments that you wish to store about the club and a section for a promo paragraph that can be filled in with a short promotional statement about the club To save the information you have input in this section click on the Update information button and click on Show Company details Please select a region Australian Capital Territory Connemara Pony Breeders Society Of Aust Inc or select a different region Contact details for Connemara Pony Breeders Society Of Aust Inc Hame Postal Address Suburb State Postcode Site Address Suburb State Postcode Email Website Phone Fax Map Reference Connemara Pony Breeders Society Of Aust PO Box 616 Facility details for Connemara Pony Breeders Society Of Aust Inc Description Active Days Activities Open Times
43. list of team members on any BvIT webpage including links to their biographies if you are using the biography system 7 1 Add Team Choose the region of Please select a regian the club you wish to Australian Capital Territory e update and click on Show clubs 1 Update affiliations for team Export Update A list of teams for the i BH Show clubs 2004 Athens Olympic Canoe Slalom selected region will Team 2004 Australian Canoe Polo Team Edit Edit Xl I appear To create a 2004 Australian Canoe Slalom Team Edit new team click the 2004 Australian Flatwater Edit Canoe Kayak Team 2004 Australian Flatwater Junior New team button at the mor raris n Edit 2004 Australian Junior Canoe Slalom bottom of the page Team 2004 Australian Junior Development Canoe Slalom Team 2004 Australian Team 22 Canoe Slalom Team 2005 Australian Canoe Polo Squad Edit 2005 Australian Canoe Slalom Squad Edit 2005 Australian Flatwater Canoe Kayak Team 2005 Australian Freestyle Squad Edit 2005 Australian Junior Canoe Slalom Edi it Squad 2005 Australian Junior Marathon Squad 2005 Australian Junior Wiidwater Squad 2005 Australian Marathon Squad Edit 2005 Australian Youth Olympic Festival Flatwater Australia Gold 2005 Australian Youth Olympic Edit Festival Flatwater Australia Green 2005 Australian Youth Olympic Festival Slalom Edit 2006 Australian Canoe Slalom Squad Edit 2006 Australian Canoe
44. lub V2 Page 25 B 5 1 Edit club details This section is used to store information about individual clubs Choose the region of the club you wish to update and click on Show clubs Choose the club you wish to update and click on Show club In the fields provided enter the postal address site address email website phone and fax information There is also a field for a map reference eg Melways map 72 E5 To save the information you have input in this section click on the Update contact details button In this section you can enter more about the clubs activities active days and open times There is also a field for extra comments that you wish to store about the club and a section for a promo paragraph that can be filled in with a short promotional statement about the club To save the information you have input in this section click on the Update information Edit Club Information Please select a region Australian Capital Territory Sandringham Quidditch Club Show club or select a different region Contact details for Sandringham Quidditch Club Name Postal Address Ir Suburb CT State Postcode Site Address o O O Suburb NEN State he Postcode Phone Fax Map Reference Email Website Bene ue Show clubs Sandringham Quidditch Club Update contact details Facility details for Sandringham Quidditch Club Description Detail Active
45. membership expiry date listed There will also be mem ee several edit buttons EFTE to the right of the Email parents Email members _ Export to Excel_ person s details The Ed button will change the person s general details such as name and address The others are all different depending on the sport If you let your mouse hover over the button some instructions will appear telling you what the button edits Clicking the Email parents button will let you send an email out to all the parents of the junior members of your club whose parents and email addresses are listed Clicking the Email members button will allow you to send an email out to all your members that have an email address The Export to excel button will create an excel spreadsheet containing all the members returned in your search with all their available details a a a m ln D Type Ed Last Senior EdCFBA Senior EdCFBA Senior EdCFBA Senior EdCFBA pad T N LA TN Im Senior EdCFBA Senior EdCFBA Senior EdCFBA Senior EdCFBA Senior EdCFBA 7 4 Add Delete MyClub V2 Page 35 Belie Choose the region of Please select a region the club you wish to Australian Capital Territory update and click on show clubs Show clubs Select the club of Connemara Pony Breeders Society Of Aust Inc D which you wish to see All members Financial only Non financial only
46. on 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 MyClub V2 Page 6 Belie 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 eer Password O Don t know wour password Click here Enter the User ID and Password provided by the myClub Administrator who is normally
47. onal Display Mew permissions Cancel MyClub V2 Page 45 Baie To add a new user to a Please enter either a UserID or at least two characters in Last name site s list of permissions Last name click the Edit users User ID button and follow the prompts to this screen If the new person is already a member of your organisation you can search for them by Last name or User ID If the person is completely new to the system click the Add person button and fill in their details 9 6 Club Level Menu This link will take you to another version of the MyClub menu This version is what club level administrators can access 9 7 Optional Club Fields At a Club level in addition to all the standard fields the club can name up to 20 text fields and 10 numeric fields in the database In this screen a club administrator can nominate how many of these fields will be used what they will be called and also what sort of input field will be show to the user e g a straight input box or a series of radio buttons checkboxes or dropdown lists This could be things such as club locker number key number etc If you believe that there is additional information that is likely to be required by the sport in general then it is recommended that you contact your National body and have the field added to the list of standard MyClub fields for your sport On the input screen enter the name of your field e g Locker Number a short name
48. ount of money that the member will be paying to purchase their membership 4 5 Edit List Transactions This function shows all the transactions that have taken place online such as entries for events and membership fees If they do not pay online once you receive payment you can update the status of the transaction by clicking the Payment button to the right Next to Payment is a Log button which will show information on all changes to the transaction If your transactions need to be saved or printed check the box next to the relevant transactions or click Select All in the bottom left corner and click either Export to Excel or Email or Print Tip if you expect lots of transactions or just need a total amount click on Report Type Summary Only View Disbursements f Member Invoice Payt Ref SE From Jun 2010 To 18 Jun 2010 SE een Keyword Status All CJpaid Llunpaid C Pending C Shipped C Cancelled Event ID Has Email ves ONo Any Type lau C Membership Fees Online Purchase Event Entry Course Entry Claus Credits Instructor Postal C websit Addr Q ves ONo Any ebsite Payment Method Report Type 9 All O Cheque O Credit Card Online O Credit Card Offline Cash 9 List Transactions Summary only Organisation Royal Brighton Yacht Club Invoice Site Description Name Amount Status Invoice Paid Bank Disb Num Date Date Ref Batch ID 17851 rbyc vent Entry Associates Cup Race32
49. oyal Brighton Yacht Club View Payment Disbursements lt lt lt Previous Year Period BatchID 1193 1159 1150 1147 1144 1136 Created Date 1 Jun 2010 14 33 11 Apr 2010 01 14 22 Mar 2010 13 37 22 Mar 2010 13 26 11 Mar 2010 08 55 26 Feb 2010 11 03 From Date 24 May 2010 22 Mar 2010 10 Mar 2010 10 Mar 2010 26 Feb 2010 1 Jan 2010 To Date 31 May 2010 10 Apr 2010 21 Mar 2010 21 Mar 2010 10 Mar 2010 26 Feb 2010 Created By Jeannie Lee Jeannie Lee Jeannie Lee Jeannie Lee Jeannie Lee Jeannie Lee The detail of the payments in a disbursement batch will look similar to the following In this example there are four deposits for the one organisation one for each event that the organisation is running Splitting the deposits allows for easier reconciliation The ReflD column is the Event ID for each event To then view which transactions were consolidated into each deposit click on the ReflD View All for this Batch Fixed Amount Per Transaction Originating Organisation Net Transaction Amount Type Gross Percentage Payment To Amount Per Transaction Yachting Victoria Yachting Victoria 395 00 384 13 30450 Course Entry Yachting Victoria Yachting Victoria 95 00 91 63 30532 Course Entry Yachting Victoria Yachting Victoria 150 00 144 25 30540 Event Entry Yachting Victoria Yachting Victoria 35 00 33 13 32436 Event Entry 675 00 653 13 Number of records A MyC
50. port data to Excel Save Report snapshot for later Save Search Criteria for later Q Send Email to listed people Q send text message to listed people or Search Criteria Report Date 22 Jun 2010 Report Snapshot Expiry Date 22 Dec 2010 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
51. previous season to search select Financial and click on List Members Add New Member List Members Last Name First Name Number Member Organisation 2008 10 e CUTE All Members 9 Financial Unfinancial Season to C2 Inquiries New Members arc Season to 2040 11 Invoice 2010 11 The system will return a list of current members and provide the ability to generate an invoice and include any extra changes Click the Extras button for a popup window to specify the number o each type of extra charge for this person These numbers are stored against the member and will be retained from year to year Click on the checkbox for members you wish to create an invoice and either Create New Invoice or Replace Existing Invoices l Replace Existing Invoices Exit C Select Unselect All Member Create Invoice tee geg Name Member Type eege Date Extras Edit 205657 ALEXANDER BLAKE U15 v z Extras EdCFPIA 230654 Alexander Randy Senior v v Extras Ed CFPI A 197596 Anderson Brett Senior v E Extras Ed CFPIA 202123 Anderson Jhai U15 d Extras Ed CFPI A 4 8 Sending Invoices Cover Letters Having created invoices you now have the option of creating a cover letter and then emailing or printing or a mixture of both While emailing is certainly much simpler you may find that the additional work of printing and mailing invoices provides a much higher retention rate as emails are not as reliable wit
52. 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 MyClub V2 Page 5 Belie Membership and National Registrati
53. s MyClub V2 Page 43 From the Edit Sitelettes link you can either edit existing sitelettes or create new ones To search for an existing sitelette enter the website address into the text field and click the Search button To create a new site click the Add site button If you click the Add site button the screen on the right of this page will appear Enter the desired Site name and Site ID in the text boxes provided e g Site ID sandycc Site Name Sandringham Canoe Club Select the Country Type and Level of the site e g Site Type Club Site Level Local The different options under Site Layout are examples of how your site could look Choose the colour combinations and layout that you find most appropriate to your organisation by viewing the different samples and clicking on the circle next to the one you like best To save all these details click the Add button and your sitelette will be created Clicking the Cancel button will delete all the information you have input and will not create the sitelette If you wish to edit existing sitelettes then from the original sitelette page you must click the Search button instead of the Add button The program will then produce a page containing a list of sites with their ID Name Type Level State and several buttons to the Belie Site Name URL Enter the data and click on Add to add to the database Site ID Site Name Organisation ID
54. sociation 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
55. 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 National Registration Financials eCommerce TLIst Il ransactions Jia Na orc List Count Members r a dit Members st Disbursement Batches m a t eCommerce Options i in d er Na or serne e ount Members across st Members Paid at another m m dit Invoice Layout Search for Duplicate members Dm Dm Dm DI m C n dit Disbursements Merae D cate members dit Sho erge Duplicate members t Shop Edit Membership Fees List Saved Reports Edit Club Details Edit Organisations Edit Teams dit Club Information dit Clubs Add Team dit Club Office Bearers m m m A c dit Companies Team Details t Club Facilities t Committees st Team Members E M arc writ f Alificatinnc Add alata st Members with Qualifications Add Delete ma Utilities MyClub V2 Page 7 Baie 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 amp 3 The main functions required by an administrator to manage the system are e Setup a list of Membership Types
56. t committee committee will be listed with Position am o Email Edit Edit Delete their Position Name Segel Del Membership number and BEE BEE Email address By clicking on the Ed button you can edit their personal record By clicking the Edit button you MyClub V2 Page 31 Belie can edit the time frame in which the appointment is valid To delete the record click the Del button If you click this button it will not delete the member just the position the member holds By clicking the Export to Excel button you will be provided with an excel spreadsheet of all the committee members and their details The Send Email button will send an email to all committee members To add a new committee To add new committee members for Olympic Canoeing Programs Committee select a position and enter the number for the new official member select the position Position No Add Official they will hold enter their Select position Add new member membership number and aliek the Hee new member To find a members number enter their name here eg Jones Phil Find No button If you do not know the person s membership number you can search for it by entering their surname into the field provided and clicking the Find No button MyClub V2 Page 32 Belie Edit teams Teams could be any group of people that you want to communicate with Once you setup a squad or a team you can include a
57. te accordingly This will mark the invoice as paid and update the person as registered so they will then appear in green on the List Count Members screen as being Financial 4 11 Payment Options 4 11 1 Edit Payment Options If you plan to take membership fees or payment for other goods amp services online this is where you enter your banking details If your organisation uses a central payment system this is the information required by the organisation that manages the system usually the national body Clubs have access to the GST and ABN fields plus the ability to specify email notifications and whether to accept payments via manual credit card or on account MyClub V2 Page 24 Belie Australian Canoeing Inc Credit Card Facility Australian Canoeing O None Bank BSB Bank Account Number Bank Account Name ABN Email address for purchases Page Number for eCommerce T amp C s GST Registered 9 Yes Ono Accept Manual Credit Card on Invoice 9 Yes O No Accept Online Credit Card 9 Yes Ono Accept Payment by Account OQ ves No Accept Payment by Cheque 9 Yes O No 4 11 2 List Disbursement Batches This section is used if your organisation uses a central payment system It shows transactions in batches that have been disbursed to your club Clicking on the Batch ID will give more information about how much money was involved in the batch 3029 R
58. the club S AC Wildwater TC name To change the LI i 13445 Army Whitewater Association date that a club IS 13661 Australian Canoeing Alumni edit Flatwater affiliated until editthe 57 Sees date listed under To SEIEN eee em Date If the check box 5 as 7 underneath Show on __ Export to Excel__ _New club C Update Database Cancel Website is ticked the public will be able to view this club under a list of affiliated clubs and will also be able to view the club s details By clicking on the Export to excel button the list of clubs in front of you will be exported to an excel spreadsheet with extra information in it To create a new club click the New club button at the bottom of the page If you make any changes to any of the clubs from this screen you must click the Update Database button to save By clicking on the New Organisation Details club button a popup re 7 window will appear BE Australian Capital Territory Enter the name of the Update and New Cancel new club in the Organisation Name field and make sure that you have selected X XI XI XI XI XI XI I I I x I fae fe CO fee O NN Oli O liio iil OIM oO X XI xI MyClub V2 Page 30 Belie the correct type of organisation and the correct state If you are just adding on
59. ty has to select them BBQ Area then click the Update deis button to save the pem information Crane Cruising Division Facilities for members with a disability Fuel Function Centre Gym Hall Hire Hard Stand Launching Ramp cement Launching Ramp sand Laundry Facilities Marina Member Parking Mooring Buoys Mooring pens Overnight accomodation for members with a disability Playground Restaurant cement lawn Sand Sailing School Showers Slipway Tender Service OOOSNOOOODOOODODOOOODUROOROOOODOOOSONS Ow Wharf Pontoon 5 4 List Members with Qualifications Choose the region of Please select a region the club you wish to Australian Capital Territory update and click on C Show clubs show clubs Choose the club you te wish to update and Show dub D click on Show club or select a different region Once a club iS Officials for this club Member Name Qualification Level Date selected a list of u i members and their ae eee ae Scheme Powerboat Handling Les Handling Certificate qualifications Will Get into Small Boat Sailing Basic Instructor E i 30 Jun 2008 appear Only EE EE qualifications that have National Powerboat Scheme Powerboat Handling Safety Boat Handling Certificate been verified with the National Powerboat Scheme Powerboat Handling Powerboat Handling Certificate national organisation Get into Small Boat Sailing Basic Assistant Instructor E 31 Mar 2008 will
60. under Access You can change the dates that this permission is to and from by changing the dates under Start and Finish You can also give a member new permissions Be sure to select the correct area and access level If you have changed Please select a region Australian Baseball Fed e Enter either Last name Pret Name or UserID and click Search Last name User ID User ID First Name Existing permissions S Add Person Last Name Connors Phelan Pascoe Pritchett Robertson Stockman Frick HOOKER Jones Pawlicki Saunderson Wells Access Action Display Display Display Display Display Display Display Display Display Display Display Display Display Display Display Display Display EE EE ERE Display Start Finish Edit Edit Edit Edit Edit Edit Edit Edit edit Edit Edit Edit Edit Edit Edit Edit Edit Type Level Name myclub national abf myclub state abf official state ACT site na abf New permissions Admin Admin Admin e Admin Access 21 Apr 2006 21 Apr 2008 21 Apr 2006 21 Apr 2008 21 Apr 2006 zi Apr 2008 Start Finish Update Update Update Update Update Type Level Name Site na abf D None 21 Feb 2008 21 Feb 2009 Update Cancel MyClub V2 Page 42 any permission click the Update button to the right Belie to save your chang
61. ut of the invoice as well as text to be included on invoices and or receipts To put your organisation s logo on the invoice click the round search button to the right and Paper Size select the picture from your image library Logo Top Margin Left Right The locations of the logo invoice info Pixels oe address organisation and invoice details can Logo Location ko Get Orien be moved around the page using the options Invoice Info f Oleft right to the right To figure out which settings are To Address en Get O right best for you the trial and error method is best From Organistion 150 Oleft right just click the preview button at the top of the Invoice Details ag Get O right page to see how your invoice will look This note will be displayed when sending out Aa ee an unpaid invoice Will be displayed if the invoice has not been paid This note will be displayed when sending out Note a receipt for a payment that has already been made Will be displayed if the invoice has been paid MyClub V2 Page 18 Baie This note will be displayed on both invoices _ and receipts This text will be displayed on all invoices receipts 4 4 Edit Membership Types amp Fees see National Registration for a screen print The entered into the fee section should include GST and any fees that go on to the state or national organisations It is the total am
62. ve Address Details Address RE Personal Details Phone Numbers Title Phone hm EBEN First MN Phone wk Middle lo Surname ME Fax Phone mb Suburb HIE state MEN D PCode MN Country AUS Members mai RN Parents Email Suffix Informal Hi Junior C yes No Guardian Gender C Male C Female ooo NENNEN eaa Status Active C Inactive The following is for Office Bearers and Officials Select which contact details you wish to display on the website Home Phone Work Phone Mobile Phone I Address M Email website Add to address book C Update D Cancel Edit office bearer details To update simply change the dates GS 27u 2004 31 Dec 9999 Commodore Existing office bearers for Carrum Sailing Club To update the existing person simply change the members number Position Name No Lt Update Update Email Commodore Edit Club Facilities You can store information about which facilities your club does does not have so that people can search for clubs with certain facilities Choose the region of the club you wish to update and click on Show clubs Choose the club you wish to update and click on Show club Please select a region Australian Capital Territory Show clubs Teu TR Club or select a different region MyClub V2 Page 28 Belie Click on the box next to om Provided the facilities your club Bathroom facilities for members with a disabili
63. your using any Mastercard or Visa Card MyClub V2 Page 21 Baie Example Template Contents Dear firstname Please find enclosed your xxxx renewal invoice You can pay either by returning the invoice with a cheque made out to xxxx or pay online via Mastercard or Visa Just go to WWW XXXXXx Org au payment Enter the Payment Number and Total Amount from the attached invoice and you will then be able to pay your using any Mastercard or Visa Card The following are your details held by xxxx firstname lastname address1 address2 city state postcode Email email email2 Home Phone homephone Work Phone workphone Mobile Phone mobilephone Date of Birth dateofbirth UserID userid Password password If these details are not correct please logon to www xxxx org au myclub with the UserID and password above and correct any details If you do not have access to the internet please alter this cover letter and return with your payment Regards XXXX 4 9 Online Renewals New Members The system has the ability to take renewals directly online without a member having received an invoice and also the ability to accept new memberships directly While the facility exists it would generally be recommended for use only if your data collection needs are quite limited as there is significantly more flexibility in creating invoices and less chance of error than providing a fully

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