5. Members and Leaders

Basic Concept: 

The system holds two sets of information on each participant in the club:

  • Their Contact:  holds all the personal details, such as name, home address, emergency contacts, date of birth, gender, etc.  

  • Their Member/ Leader record -  this connects the contact to the club, and has the details of that connection, i.e. whether they are a member or leader, their club role.

This allows a person to be in more than one club: their single contact is shared with all the clubs they are in, and there is a member/ leader record for each of the clubs.   

Please note: If you create a contact, without creating a member record, they are not a member!

 

View, Update Members or Leaders:

To see all members or leaders, go to the Related Section of the My Club page, and click on Members, Leaders.   Alternatively, click on Reports (top left of screen), and click on All Reports, and you will find a Members and Leaders report.  You can also export this report to Excel if needed.  

To update the Member, Leaders record, go to the Related Section of the My Club page, and click on Members, Leaders.  Click on the member reference, which looks like AF-12345, and then Edit.  Remember, the member record contains only  a few bits of information- the associated contact, club or committee role (if they have one), and date of joining.

To update a persons Contact, such as name, address, emergency contacts, date of birth, etc. you can click on the Contact name from their member record, and click Edit.  Alternatively, use the search box at the top of the screen to quickly open the contact, and click edit.   DO NOT USE THE SAVE AND NEW BUTTON HERE TO ADD NEW CONTACTS.

Note:  

  1. When you are in a member record, it will show you some information taken from the contact, such as Emergency Contact details, but you will only be able to update these details from within the contact.   

  2. Similarly, when you open a contact, it will show you all the Member and Leader records for that contact- they have a record for each club they are in.

  3. ONLY USE THE ADD MEMBER, LEADER BUTTON ON THE MY CLUB SCREEN TO ADD MEMBERS.

  4. Leaders are added by staff but some details can be added or edited by the club user. Leaders cannot be deleted by the club.

 

Updating Club Roles:

Members and Leaders can have specific roles within a club:

  • A Leader can have the Club Leader or Designated Leader roles

  • A Member can have  the Club Secretary, Club Chairperson, Club PRO or Club Treasurer roles

A Member or leader can only hold one role at a time, and each club can only have one person in each role.

When adding a new member, you can give them a club role, as long as no-one else already has it!

To see the members and leaders that have club roles, go to the My Club page, click on Related -Members, Leaders.  Click on the ClubRole column, and this will bring all the members and leaders with Club roles to the top of the list. For each of the records listed here, you can click on the dropdown button on the right of the record, and click Edit.  You can give a member or leader a club role by selecting the correct role in the Club Role field and saving the change.  To remove a club role from a member or leader, simply set their Club Role to be None and save.

 

Bring Forward Members:

At the end of each Club Year, all members are removed from the club.  If a member attended in the previous year, and is joining the club again, use the Bring Forward Members button to do this- adding them using the Add Member, Leader function can cause problems for reporting!

To bring forward members from the last club year, on the My Club page, click on the Action menu, and Bring Forward Members.

You can then select the members you want to bring foward.

 

Adding a Member (from a Laptop, PC): 

This is the best way to add members.  

  1. From the My Club page, click the Add Member, Leader button

  2. Type the name of the person into the contact field.  

  3. If the contact already exists (e.g. they were a member in previous years), you can select them from the search results.  

  4. If they are new to the club, click on + New Contact,  enter their contact details, and Save (NOT Save and New!)- This will bring you back to the Add Member, Leader screen, with the new contact already selected.

  5. Select the appropriate member type (Member or Associate Member)

  6. Select their Club role, if they have one, and the role is not already assigned to someone else in the club

  7. And click Save

  8. Click Add Member, Leader to add the next member.

To add a member, they must be of an appropriate age for that type of club.

 

Adding a Member (from a Smartphone, Tablet):

  1. From the My Club page, click the Add Member, Leader button

  2. Type the name of the person into the contact field.  

  3. If the contact already exists (e.g. they were a member in previous years), you can select them from the search results.  

  4. If they are new to the club, click cancel, and then click the Add Contact to Club button from the Action menu on the My Club Page.  Fill in the appropriate details, and click Save (NOT Save and New!).  Then, click the Add Member, Leader again, search for the contact, and select them from the results

  5. Select the appropriate member type (Member or Associate Member)

  6. Select their Club role, if they have one, and the role is not already assigned to someone else in the club

  7. And click Save

 

 

Adding Members to More than One Club:

If you have a member or leader that is to be added to another club, email your local staff member with the details, and they will be able to do this for you.

Once this has been done, you will be able to view and update that persons contact, and update their member/ leader record for your club.  You will be able to view (but not change) their member/leader record for their other clubs.

 

Deleting Members or Leaders:

Clubs are not able to delete Members and Leaders from the system.  If you need to do so, email your local staff member, giving the details, and why you want to delete them.  At the start of the year, we suggest you do not add members names until they have attended for a few weeks so you know they are likely to join.