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User Manual - Club Admin

User Manual - Club Admin

Apr 21, 2020

This user manual will give you an overview of all functionalities that can be performed by a Club Admin and where these can be performed.

Membership

In the membership section of BowlsLink you will be able to find all information related to members of your club.

The membership section is further divided into members, groups & categories, certifications and transfers.

Members

When you are in the members section you will be provided with a list of all the members currently in your club.

You will also be given the functionality to add new members.

The list is divided into three sections (tabs) - active, pending and archived.

For each member listed here you will be able to retrieve further information by clicking on their name.

Adding a Member

When you click the "Add Member" button in the member overview you will be able to add a new member to your club by providing all the relevant information or alternatively you can also add an already existing member.

  1. Select "Add Member"

  2. You will then be asked to provide personal details for the new member. 

    What is important to note is that the email and mobile phone number entered here are both the sign in and contact details for the member. These details need to be unique, and two members cannot have the same email address for example. If there are two club members who share an email address, simply leave this field blank. A separate field can be used to enter a contact email address for both members. Both the mobile and email fields can be left blank, as the member will still have a National ID they can use as their sign in.  

    Once the member has been created you can edit their details to add in a contact email address, which will be used for club communications only not for the logon process.

    Lets look at an example of this: A couple are members of a club. They each have their own mobile number but share an email address. When setting them up, you would enter their mobile number only, and leave the email blank. Once you have created them in the system, you can edit their profiles and add in the contact email address for both. The system will use the Key Details field first (the login details) and if these fields are blank will use the Personal Information field (the contact details) instead.

    Please enter the new member's personal information:

    1. Last Name

    2. Email Address

    3. Mobile Number

    4. DOB

    5. Gender

  3. Next you will be asked to create a password. Please select a strong password.

    1. Your password needs to fulfill certain requirements to be considered strong

    2. When you re-enter your password it needs to match your initial password

  4. Once you have set up a password you will be required to enter the new member's  address details. Please enter the member's home address.

    1. Address Lines

    2. Suburb

    3. State

    4. Postcode

    5. Country

  5. The fourth step is to provide club details for the new member. This information will be helpful when it is necessary to create invoices against a member. Please enter the member's Club information.

    1. Financial Until

    2. Member Since

  6. Should any additional club details be required, this can be provided in this step after providing the member's club details.

  7. In the last step you need to confirm that you have permission to add a new member to your club. Once confirmed you will be able to add the member to your club.

  8. If you have provided all details correctly you will receive a notification confirming the new member. If some details are already in the system (e.g. mobile number or email) the system will bring up an error message. This usually indicates that a member already exists.

 

Active Members

In the active tab of your members list you will be able to see all members that are currently active. You will also be given some of their member details without clicking into their profile and you will be able to perform the following actions:

  1. You will be able to click onto the club members' name to retrieve additional information about this member. 

  2. You will be able to search for a particular member by name.

  3. You will be able to sort the list of members differently by clicking on the different column headers.

  4. You will be able to apply specific filters to only find members matching your search criteria. You will be able to filter the following parameters:

    1. Groups

    2. Gender

    3. Category

    4. Financial To

    5. Member Since

    6.  

  5. You will be able to change the amount of rows displayed in your member table.

  6. You will be able to perform additional actions for individual members. Additional actions are:

    1. Manage Groups - You will be able to add or remove the selected user from member groups that have been created.

    2. Manage Fee Packages - You will be able to add or remove fee packages for the selected member. Please be aware that fee packages need to be created first before they can be assigned (Check Finance section for more details).

    3. Create Invoice - You will be able to create an invoice for the selected member if they have been assigned the required fee package (refer to the Finance section for more details).

    4. Archive Member - You will be able to archive a selected member.

  7. You will be able to bulk select all or a select group of members to perform additional actions. Additional actions are:

    1. Create invoice - You will be able to create and send bulk invoices if the selected members have been assigned the required fees.

    2. Add to Group - You will be able to add the selected members to a particular group that has already been created.

    3. Update the Financial To Date - You will be able to update the financial membership date for multiple users to the same new date.

Pending Members

In the pending tab of your members list you will be able to see all members that are currently pending review. As per the active member list, you will be given some of their member details without clicking into their profile. Many functions work the same as in the Active members tab. 

The similar functions are:

  1. You will be able to click onto the club members' name to retrieve additional information about this member.

  2. You will be able to sort the list of members differently by clicking on the different column headers.

  3. You will be able to search for a particular member by name.

  4. You will be able to apply specific filters to only find members matching your search criteria.

  5. You will be able to change the amount of rows displayed in your member table.

  6. You will be able to perform additional actions for individual members. Additional actions are:

    1. Approve Membership -  You will be able to approve the membership for the selected member.

    2. Deny Membership - You will be able to deny the membership for the selected member.

  7. You will be able to bulk select all or a select group of members to perform additional actions. Additional actions are:

    1. Approve Members - You will be able to bulk approve all pending members.

Archived Members

In the archived tab of your members list you will be able to see all members that are currently archived. As per the active and pending member lists, you will be given some of their member details without clicking into their profile.Many functions work the same as in the Active members tab. 

The similar functions are:

  1. You will be able to click onto the club members' name to retrieve additional information about this member.

  2. You will be able to sort the list of members differently by clicking on the different column headers.

  3. You will be able to search for a particular member by name.

  4. You will be able to apply specific filters to only find members matching your search criteria. (This is the same as for the active and pending members)

  5. You will be able to change the amount of rows displayed in your member table.

  6. You will be able to perform additional actions for individual members. Additional actions are:

    1. UnArchive Member - You will be able to unarchive the selected member and make them an active member of the club again.

Member - Detailed View

In the detailed view of a member you will be able to retrieve additional information about the member as well as being able to perform additional administrative actions.

The detailed member profile is divided into five sections (tabs) - activity, details, account, notes and fees.

This is the same for active, pending and archived members.

Activity

  1. The first tab is the Activity tab where you will be able to see any activity against a members' profile. 

Details

 

  1. The second tab is the Details tab where you will find most member information.

  2. You will be able to perform the following actions:

    1. Manage details - edit any of the key details for this member

    2.   

  3. Edit Category - add or remove a category for this member

  4. Add to Group - you can add a member to a specific group and you will also be able to remove a member from a member group

  5. Add Certification - you will be able to add a certification to the member

  6. Add to Group - you will be able to add the member to an Email Campaign Channel and also remove that member for the assigned channel

  7. Archive and Request Transfer - here you will be able to archive a member and you will also be able to request a transfer of a member to your club being the primary club.

Account

The third tab is the Account tab where you will be able to view all the invoices associated to this particular member. You will be able to find invoice information and perform the following actions:

  1. You will be able to see any monies owing by this member

  2. You will be able to perform specific actions against an invoice for this member:

    1. Enter Payment

    2. Send

    3. Download

    4. Void

    5. View Payments

  3. Enter payment - If your club has received money from this member you will be able to record the receipt against the correct invoice.

    1.  

  4. Send - If a new invoice has been created for this member but hasn't been sent yet you will be able to send this invoice. 

    1.  

  5. Download - You can download a PDF file of the invoice.

  6. Void - If an invoice is no longer required to be paid by a member you will be able to cancel the invoice here.

  7. View payments - If any payments have been entered against a particular invoice you will be able to see these records here and you will also be able to void an existing payment record.

    1.  

  8. You will be able to create a custom invoice should this be necessary. This will direct you to the finance section to finalise the creation of a custom invoice.

Notes

  1. The fourth tab is the Notes tab where you will be able to write and view notes as a quick way to track information about a member. You will be able to perform the following actions:

    1. Add notes for a member

    2. Archive existing notes that are no longer required. 

  2. When adding a note, you can choose to make it visible to the member or hidden.

  3. Choose to switch between current notes and archived notes.

Fees

  1. The last tab is the Fees tab where you will be able to see all allocated fees the member has to pay to the club. You will be able to perform the following actions:

    1. Assign Fee - If you need to add any additional fees that are not already assigned to the member. Please note that fees need to be part of a fee package which needs to be created in the finance section first before they can get assigned to a member. (Please check the Finance section for further details)

    2. Remove Fee - If a member has fees assigned already you will be able to remove them by clicking the minus symbol next to the fee you want to remove.

Groups & Categories

When you are in the groups & categories section you will be provided with a list of all the groups and categories you have already created for your club.

 

The list is divided into two sections (tabs) - Member Groups and Member Categories.

 

You will also be given the functionality to add new member groups and new member categories.

For each member group or member category listed here you will be able to perform additional actions.

Member Groups

In the member groups tab of your list you will be able to see all member groups that have already been created. You will also be given an overview of some of the groups' details. Furthermore, you will be able to perform the following actions:

  1. You will be able to add new member groups.

  2. You will be able to edit or delete existing member groups (Attention: Groups can only be deleted when no members are associated to this category).

    2. Details that can be edited for a member group

Member Categories

In the member categories tab of your list you will be able to see all member categories that have already been created. You will also be given an overview of some of the categories' details. Furthermore, you will be able to perform the following actions:

  1. You will be able to add new member categories.

  2. You will be able to edit or delete existing member categories (Attention: Categories can only be deleted when no members are associated to this category).

    2. Details that can be edited for a member category

Certifications

When you are in the certifications section you will be provided with a list of all the members currently holding a certification in your club.

The list is divided into two sections (tabs) - members and manage.

Members

For each member listed here you will be able to retrieve their certification status, the validity of their certification and the certification type. You will be able to perform the following actions:

  1. You will be able to search for a particular certification by name.

  2. You will be able to change the amount of rows displayed in your certifications table.

  3. You will be able to apply specific filters to only find certifications matching your search criteria.

    1.  

  4. The filter options available are:

    1. Expires Before

    2. Certification Title

    3. Assignee Name

    4. Approver Name

    5. Status

 

Manage

In the manage section of certifications you will be able to approve, extend and revoke certifications you have permission to manage. If there are any certifications that require review by you they will be listed here.

  1. You will be able to search for a particular certification by name.

  2. You will be able to change the amount of rows displayed in your certifications table.

  3. Filter functions are also available, functioning the same as the Members Certification tab.

 

Dual Membership & Transfers 

To understand how the transfers section works, we need to understand the dual membership functions as well.

As a club administrator, you can:

  • Request dual membership for a member to join your club.

  • Approve or deny current members to be dual members with another club. Note that this is done via an email to your account, not within BowlsLink. 

  • Request for a transfer of primary membership to your club.

  • Approve transfers away from your club.

The key concept you will need to understand with transfers is this: Members must be dual members of two clubs, before they can then transfer their primary membership from one club to the other.  Therefore setting up dual membership is required for before you can transfer the primary membership.

The transfer section is used to manage members transferring their primary club membership away from your club.

Dual Membership

  1.  To request a member to join your club as a dual member, first go back to the members screen, and click on the add member button.

  2. Instead of filling in details, click on the add existing member button. This is adding a member who already exists as a member at a different club.

  3. You will need to provide details to identify the correct member. The easiest form of identification is the existing national ID number for the member. Otherwise you will need to provide either - Email address, last name and date of birth or - Mobile phone, last name and date of birth. Scroll to the bottom of the screen and click search.

  4. Once the correct member has been identified, click on invite to send an invitation for membership.

  5. You will see a notification message on the screen. An approval request is now sent to the member, the administrator of their primary club and their state representative. When one of these three approves the membership, they will be added to your member list. Note it is not necessary for all three requests to be approved, any one of the three is sufficient.

  6. Once approved, the new member will appear in the pending members section and you will be able to approve their membership from the menu.

  7. When you select approval, you will be asked to confirm the membership.

  8. The members details will now show the dual membership of clubs, with the light blue club being the primary club (Tas Club 2). All other clubs will be shown in dark blue (TAS Club 1).

 

Primary Club Membership

To request that a member's primary membership is moved to your club, you will need to have already completed the steps above to setup the member as a dual member.

  1. Click on the request transfer button on the members profile. 

  2. This will place a request with the current primary club to approve a transfer. If the current club approves the transfer, it will appear in the transfer section, and the membership club details will be updated to show the new primary club.

Transfers

The transfer section is used to manage the approval or rejection of transfers from your club, to be primary members of other clubs. It also provides a history of transfers to your club, where dual members have become a primary member of your club. 

  1. You can access the transfers section under the membership menu.

  2. The list is divided into three sections (tabs) - Pending, Approved and Reject

  3. Pending transfers of members from your club can be reviewed under the pending tab. Click on the action menu to approve or reject their transfer.

  4. Approved members can be reviewed in the approved tab. You can see details such as the approval and request dates, along with the club they have transferred from. This will show both approved transfers to your club as well as transfers from your club. The to club and from club columns will show this detail.

  5. Rejected transfers can be reviewed in the reject tab. You can see details such as the reject and request dates, along with the details of the rejection.This will show both rejected transfers to your club as well as transfers from your club. The to club and from club columns will show this detail.

Exports

This function allows you to export a report of your club and membership in a format that is suitable for opening in a spreadsheet program such as Microsoft Excel. 

Currently the membership report includes the following information:

  • Name

  • Email

  • Mobile Phone

  • ID

  • Birth date

  • Gender

  • Address

  • Membership status

  1. Select the exports option in the membership menu. The available reports will appear, with the membership report as the only current report. Other reports may be added over time. Click the action icon to download a copy of the report for your club.

 

Clubs

In the clubs section of BowlsLink you will be able to find all information related to your club and any other clubs you have the permission to see.

The clubs section is further divided into clubs, club categories and manage my club.

Clubs

 

In the clubs sub-section you will be able to see all clubs that are currently active in BowlsLink. You will be given some club details without clicking into their club profile and you will be able to perform the following actions:

  1. You will be able to click onto the clubs' name to retrieve additional information about the chosen club.

  2. You will be able to search for a particular club by name.

  3. You will be able to sort the list of clubs differently by clicking on the different column headers.

  4. You will be able to apply specific filters to only find clubs matching your search criteria.

  5. Filters can be applied by:

    1. Groups

    2. States

  6. You will be able to change the amount of rows displayed in your club table.

Club Categories

A club can have various categories assigned. Categories are used to show the various services and amenities that the club has, and this information is published in websites and other information systems about the club. The categories are selected from a pre-defined list, and the club administrator selects any and all that may apply to their club. Examples are: Social Bowls, Meals, Entertainment, Function Room Bookings etc.

  1. To add a category, click on the assign category button in the top right of screen.

  2. Select from the drop down list the appropriate category for your club, and click the assign button. 

  3. Once a category has been added, it can be removed by clicking the icon at the right end of the category listing.

  4. This process can be repeated as many times as you like, to add all the required categories to the club.

 

Manage My Club

In the manage my club sub-section you will be able to see all the details relevant to your club. You will be able to edit all the club information for your club.

The manage your club sub-section is divided into three tabs - Details, Additional Details and Club Member Additional Details.

 

Details

  1. In the details tab of your club you will be able to edit the following field groups:

    1. Club Overview

    2. Contact Details

    4. Club Address

    5. Financial