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Club Membership Admin

Club Membership Admin

Apr 04, 2022

User Manual - Club Admin

Contents
User Manual - Club Admin
Membership
Members
Adding a new member
Active Members
Pending Members
Archived Members
Member - Detailed View
Groups & Categories
Member Groups Overview
Members Groups Add New
Member Categories
Certifications
Members
Manage
Dual Membership & Transfers
Dual Membership
Transfer Primary Club Membership
Transfers
Exports
This user manual will give you an overview of all functionalities that can be performed by a Clu

b 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 new member




You can add a new member using the add member button on the top right.



Select the New Member option

 

You will be asked to provide information on a number of screens. The first asks for
First Name
Last Name
Email Address
Mobile Number
DOB
These details are used to sup login access to the system, emails and mobile numbers must be unique.


You will be asked to set a password. This password should be reset the first-time members log in.

Password must:
Have 8 characters
Contain a capital
Contain a number
Once they match you can continue.





When the passwords match you will get the green lights




Next add the members address
This should include:
Address
Suburb
State
Postcode
Country



The Club Details will allow you to set when the member is financial to and when they joined your club.

Additional Club details, are where you can enter any additional questions the club has on the system

The Terms and conditions are saying that you have the members permission to put their details into the system

 

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:

The initial screen will give you an overview of your active membership
You will be able to see:
Last name
First name
Membership Number (NIN)
Category
Certifications
Playing rights indicator
Financial until date
Member Since Date
Club
DOB
Gender
On the far right is an actions button, that allows you to perform some actions on the member.

You can use the filter button to filter members by:
Member groups
Gender
Category
Financial Date
Member since date
Certifications

You can also use thee search function to find specific members.

Hovering the mouse over a name will provide a box with contact information.

Clicking on a name will provide you with a detailed screen of the members information

This is broken into:
Key details
Membership information
Member groups
Certifications
Email campaign channels

 

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. 
Any member you add to the system will go directly to the Pending tab to be approved.
The similar functions are:

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

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

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

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

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


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

  1.  

    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.


      You can also bulk select (all or a select group of members) to approve memberships:

      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. 
      Archive is where all deceased and previous members of the club are stored.
      The similar functions are:

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

  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 search for a particular member by name.

  5. 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)


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

  1.  

    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.


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

      Activity




      Details

      The details tab is where you will find in depth information about the member, it is also whee you can edit member information.

      Categories

      Categories are a very important part of BowlsLink. Each category is associated with playing rights. Members who have categories that have playing rights will be able to enter competitions where playing rights are required.

      Groups

      Groups are another important part of BowlsLink. Groups can either be Email Campaign Channels, or not. If they are setup as an email channel then you will be able to use the Email Campaigns feature of BowlsLink to email from the system to members.

      Certifications

      Certifications are in integral part of BowlsLink as they are used to indicate everything from Responsible Service of Alcohol to International Technical Officials. Certificates can be added on the details page of a member.

      Email Campaign Channels

      Email Campaigns are used similar to groups, however these channels are updated to an email campaign manager every day, so by adding or removing people to these channels enable members to receive important emails from administrators. Members can remove themselves or add themselves at any point to email channels.

      Archive

      The archive function can be used when members leave the club. Putting members in Archive will remove them from and email campaigns and member groups. They will also be removed from the active listing and put under the archive listing.

      Request Transfer

      The request transfer option will appear when a member is archived at your club, or when they are a duel member, and your club is not the primary or declared club.
      Using this function will start a transfer process which will initiate a switch of primary club from one to the other. This may require approval at STA level.



      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:

      Notes

      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:

      Fees

      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 Assign and Remove fees.

      Groups & Categories


      Groups and Categories are similar but serve different purposes within the system. Groups will provide lists and email channels for communication with members. Categories allocate playing rights within the system which can be used to exclude members from entry to competitions.

      Member Groups Overview

      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.

      Members Groups Add New

      Adding a new members group is fairly simple, it is best to ensure that there is a definitive reason for adding a new group before adding it. You will also need to decide if you want to be able to send emails to the group from within BowlsLink.



      Member Categories

      In the member categories tab of your list you will be able to see all member categories that have already been created. Categories are able to give members Playing Rights which can be used to include or exclude members from competitions. You will also be given an overview of some of the categories' details.

      Certifications

      Certifications can be used for a large number of certifications, this includes all Bowls Australia accreditations (coaching and officiating accreditations), as well as more club specific requirements such as RSA, and Gambling licences.
      Certification 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 search for a particular certification by name. Certification status can be Approved (valid), Pending (awaiting approval), Expired (past date for renewal) or revoked.

      Manage

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

      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: the invite option will make people Duel Members. The Invite and transfer option will transfer a member's primary or nominated club to your club. The club a member is transferring to must make the request.
The transfer section is used to manage members transferring their primary club membership away from your club.

Dual Membership

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 function.
As this is a duel member, they already are in the system so select Existing Member.

You will then be able to search for the member. The easiest way to search is by National ID number.
If you do not have it, and are unable to get a National ID number you can use a minimum of three data points to search these are:
Surname (required)
Date of Birth (Required)
and either an Email address or a mobile number.

If there are no matches for your criteria you will see this message

If you search is successful you will see the some of the members details to confirm their identity, these include their National ID, Email, Mobile and current club.

Once you have confirmed the member, you can click the invite button. You will be presented with a screen confirming the request has been sent.
If the member doesn't have an email address emails will be sent to the members current club admins to accept on their behalf.

Once the member accepts you will be notified that they have accepted. They will then appear in your active member list.

As a club Administrator you will then need to assign a category and financial to and members since dates to ensure the members data is complete.

 

 

Transfer 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.

Click on the request transfer button on the members profile.  This is located in the top right corner.

This will place a request with the current primary club to approve a transfer. This can be monitored in the Transfers menu.

 

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. 

The transfers menu is located under the membership menu.

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

Pending transfers of members from your club can be reviewed under the pending tab. You can monitor transfers here and see who needs to approve it. You can use the action menu to approve or reject their transfer.

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.

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