Websites for Sports Clubs Fully functional Websites allowing
Websites for Sports Clubs Fully functional Websites allowing easy management of content, players and teams a MUST for clubs with more than 200 active members Calford. Green Consulting
Sections of Your Website • • • Public Pages Available to all Online Registration for Members Online Sales of Club Merchandise Team Managers & Coaches Area Club Admin Area – – – – Player, Team and Age Management User and Security Administration Club Email Facilities Product Administration General Webpage Administration Downloads Section Numerous Reports “ 20 second” Imports and Exports Calford. Green Consulting
Sections of Your Website • • • Public Pages Available to all Online Registration for Members Online Sales of Club Merchandise Team Managers & Coaches Area Club Admin Area – – – – Player, Team and Age Management User and Security Administration Club Email Facilities Product Administration General Webpage Administration Downloads Section Numerous Reports “ 20 second” Imports and Exports Calford. Green Consulting According to FFA, our system is the ONLY FFA approved “Self registration” system used by more than 1 club All of these sections are purely optional
Increase local sponsorship by providing improved sponsor awareness Latest News is automatically available on the website as soon as you enter it Pop Out Menus from all pages makes navigation easy for almost everyone Wet weather or other important announcements are automatically updated with a clickable link for more information Calford. Green Consulting
Different Website designs are available at an extremely cheap price Calford. Green Consulting
Calford. Green Consulting
To maintain your website point your browser to the admin section Then enter your User ID and Password (which is encrypted and secure) Of course you can change your password whenever you want to Calford. Green Consulting Only club officials have access to the admin functions
You can Add new pages and easily edit existing ones User Admin function allows authorised Administrators the ability to add, modify or delete users from the System as well as change their privileges Maintain your “club contacts” and have your website updated automatically Club Emails section allows you to send emails to all your members in one go, or just a subset of members, such as U 14 s, a select number of teams, all team managers etc. News and Events are easily managed with Menus being updated automatically Maintain the information you display to players as they register online And of course keep a track of how many people visit your site each day or month Calford. Green Consulting Full and EASY Administration of Players, Teams and Age Groups
OK, lets go for User Admin to start Calford. Green Consulting
When you Create a User. ID, if you don’t specify a User Name then it is auto generated as First. Name. Surname This is the User Admin function, slightly squashed to fit the image on a single page…. You can either give a person full access to the whole system or you can restrict their access to only certain functions and information. An Age Manager can be given access to all Age Groups, 1 Age Group or a few Age Groups Calford. Green Consulting
Editing Pages Next to look at are the General Web Page Editing Facilities Calford. Green Consulting
List of Pages to Edit This screen lists all the Pages available for update. Depending on your security settings you may only have access to some pages Click the Page Name to Edit the page Click the Bin to Delete a Page Click the “H” icon to list details of the Page History Calford. Green Consulting
Page Editor As you can see, the online editor is full of features Images/Photos can be easily added with just a few mouse clicks Calford. Green Consulting
News & Events are updated similar to General Page Admin except they are slightly more structured Next, Player Admin is a section to it self so let’s look there next Calford. Green Consulting
There a LOT of functions within the Player Admin section making it extremely comprehensive and streamlining volunteers workloads If an Age Manager only has access to a certain Age Group then they will see (and have access to) only those Age Groups Manage Players Manage Teams You can reduce the players displayed by using these options, very useful for player registration days Manage Other Functions such as Age Groups, Schools, Club Emails and more Export data to other systems or MS Excel or MS Access etc If we run the Associations system as well then exports are completely automatic and the association has a number of additional functions Calford. Green Consulting And of course produce dozens of reports to help you manage
Next Slides will discuss Age Group Admin Calford. Green Consulting
List Age Groups Creating a new Age Group is very simple Here you can easily see all the Age Groups you have set up Click the dustbin to delete an Age Group Click an Age Group to Edit it’s details Calford. Green Consulting
Your club might want to call the Age Group something different than the association does…. You can open and close Online Registrations as a whole, or close Online Registrations for just a few Age Groups as they fill up This is the Edit An Age Group Screen You can specify different prices for Students and Non Students Min and Max ages is useful if for clubs that allow players to play up an age group And you can specify if the Age Group is Mixed, Female only or Male only Adding Age Group Managers makes emailing them a very easy through the built in email system Calford. Green Consulting
Next you can maintain School information Calford. Green Consulting
List of Schools This screen gives you a count of the number of players attending each school Edit and Delete Schools easily School information is very useful as it can allow younger players to be grouped together Calford. Green Consulting
A couple of functions that aren’t shown in this presentation but are VERY useful are “Teams Needing Players” and “Players not in a Team” If a club wants it, we can set it up so that a player is only considered current IF AND WHEN they have paid…. . !!! The next few slides show the various Team Admin functions Calford. Green Consulting
Notice on this screen The U 10 Age Group is selected and so only U 10 Teams are listed Managers, Coaches and Refs are displayed Click on this icon to see (and upload) photos of players in this team OPTIONALLY you can allow each team to have their own Web. Page, managed in the Team. Managers section The Next screen shows editing the Teams Details The 2 nd screen will show you Managing Players within the Team Calford. Green Consulting
This is the Team Details Edit Page You no longer have to stick the associations formal team name. Now you also have more friendly team names should you wish to Keep track of Kit Bags Manager and Coaches are important as these are used by them to log in to the “Team Managers” section It is important to specify correctly the Min & Max numbers of players in the team as these are used to guide Player/Team Allocations Calford. Green Consulting
These tell you how many players are in the team and the Min & Max players allowed This Screen Allows you to Manage Players in a Team all in one go List of Current Players. Tick the box to remove the player from the team List of Players “Available” in the Age Group that could be assigned to this team You can easily Manage All players in the team and Update it in one go Calford. Green Consulting
Team Match Reports You can also see (and Edit or Insert) a list of Match Reports submitted by Team Managers each week Click on a Report to see the details Calford. Green Consulting
This is the Match Report program taken from the Team. Managers section Calford. Green Consulting
The next few slides deal with Player Administration And register New Players quickly and easily especially if from the same family You can obviously Update Current players You can also re register a player that played a couple of years ago or that has left the club You can very easily Re register any player that played last year. Calford. Green Consulting
In this example I am re registering only last years U 10 players As each player is re registered so this list shortens as it only includes players that haven’t already re registered!!! When you click on a Player you go to the Player Admin screen which gives you access to all the player details Calford. Green Consulting
Player History This is the Player History Screen This screen shows all the Updates made to the player since the player joined the club Only fields that have been updated are shown together with who made the update and when Calford. Green Consulting
The final part of the Player Admin Section is the Player Reports These reports are designed to make general administration much easier for the clubs It seems for most clubs, 2/3 rd of the clubs players register online and of those, 2/3 rd pay online Some very interesting reports we can produce when we look after the association data…. One report lists all the comments made by players at Registration making the management of this slightly easier to deal with As you can see there a large number of reports, some that can be reported on for specific Age Groups, or all Age Groups Calford. Green Consulting We will gladly provide additional reports if a club needs them, or you can download the data in a CSV format and produce your own reports
Number of Players in Teams Convenient Link to the program that reports Unassigned Players…. This report lists all the teams showing the Min, Max and Actual numbers of players in each team Note that each team is “clickable” which will list all the team members If a team is “outside” of the Min or Max limits, the field is shown in red so you can spot straight away any issues Calford. Green Consulting
Visitors Per Day This is the HIGHEST number of CONCURRENT visitors in the day This report gives details of how many people visit your site each day This is the TOTAL number of visitors per day (not page views, each visitor would have viewed at least 1 page) Calford. Green Consulting
The Final area to look at in the Admin section is the Club Emailing Facility Calford. Green Consulting
List All Emails This screen lists all the emails written by the club Click an Email to Edit it (which is similar to the General Page Editor) Click the Bin to delete the Email And Click the Envelope to Send the Email, details of which are on the next screen Calford. Green Consulting
This is the program used to send emails to club members – The options are extensive This is the best part of the Email System – you can automatically send INDIVIDUAL emails to all sorts of subsets of your members (including players registered but not yet paid!!) Send Email You can select one of many Age Groups and/or Teams to send to You can send a “Test” email first which will send you an email with a list of all the players that will receive the email when sent for real…. Calford. Green Consulting
You can also use our Control Panel to set up Email Aliases so that club officials (including Team and Age managers) don’t have to give our their personal Email addresses and members don’t have to worry about remembering them!!! Email Forwarders Calford. Green Consulting
Club Config allows the club to control a large number of features, which includes allowing Teams to have their own Web. Pages, turning Online Registrations on and off, level of email address protection (to stop spammers) to name a few Product Admin section enables selling merchandise via your online shop Calford. Green Consulting
Product Admin Menu There is a simple sub menu which doesn’t need much explaining Calford. Green Consulting
Product Admin When you add or modify a Product you can supply as much info as you see fit Obviously many products have slightly different attributes but are fundamentally the same (such as colour, size and price) And there is a section lower down to add a full description plus photos Calford. Green Consulting
Details of Orders And once the Order has been sent or collected, you update the status here It will show you the full name, address, phone number and Email of the customer Payment Status is noted here Details of the Product(s) bought Calford. Green Consulting
This is the logon screen for Team Managers and Coaches. Either via www. yourclub. com/team managers or a link from your website) Enter the Team Password Enter your email address here (this is stored in the Team Admin section And select your team from the drop down box Calford. Green Consulting
This is the main menu for Team Managers & Coaches. Functions within this area are expected to grow as clubs streamline their processes Calford. Green Consulting
Send Emails Managers and Coaches can send emails to their team or other Managers & Coaches in the same Age Group without having to find out (and personally maintain) their email addresses Calford. Green Consulting
Online Registration New and Existing Players can register or re register Online saving your Volunteers a huge amount of work Once a player is registered, if their details change they can go back and maintain their own details very easily again saving the club volunteers large amounts of work Calford. Green Consulting
Register Online Or register here if they are new to the club Returning Players can re register here Once a player has registered, this link becomes “active” so the player can either register another member of the same family or Arrange Payment This link just displays details of your registrations fees Most of the first page is completely updateable by the club admin so you can display any information you want Calford. Green Consulting
Re Register Verification If a returning player knows their Association Reg. ID or their FFA ID they can enter it here Or they can simply enter their name and Date of Birth Calford. Green Consulting
Re Register Verification And if they can’t remember their password at all they can request to have it automatically reset and sent to the email address on file If they enter valid details they are then asked for their password to continue If they choose to give themselves a “Hint” this is displayed also Calford. Green Consulting
At this point, registering a new player and re registering an existing player are very similar, except for a player re registering their details are already entered so they just need to modify what has changed Register Online The player just enters their DOB and sex and the system will work out what Age Groups they can play in, based on the information in the Age Group Admin (if they are eligible for multiple Age Groups then they will be given a choice as to which Age Group they want ie O 35 or AA men). Players can note any medical issues they have so the club knows about them The rest of this page is on the next slide, unfortunately it is too squashed to fit it all on one slide!! Fields in Red are Required, Blue are Optional Calford. Green Consulting
This is the bottom half of the Online Registration Page Email Address is important, but members CAN opt no to receive club newsletters and the like via email as per Privacy policies Players can enter additional information to help the club. Some clubs use the Parent Occupation information for offering new business should the club need a service And there is online help along the way, which is fully customizable in the Clubs Admin section And of course the player HAS to accept the clubs Rules and Codes of conduct in order to register!! Calford. Green Consulting
Red Fields are Required to be completed and if not an error is generated listing all the errors, plus the fields in error are highlighted Calford. Green Consulting
In this example, a male player over the age of 35 has the option of multiple age groups and so is asked which one they want to enter Notice that the list of Age Groups only consists of those the person is eligible to enter Calford. Green Consulting
Notice that the “Payment Arrangement” link is now active Upon successful registration the player is given confirmation with a reference number and asked to register another player or make payment And the club will also receive an email confirming that the player has registered Calford. Green Consulting The player will receive an email telling them they have registered
In Payment Arrangements you first see details of all registered players, plus fees plus any family discounts that may apply Acceptable payment options are controlled by the club and can include online payments via Pay. Pal or Verisign Select how you want to pay from the drop down list Calford. Green Consulting
If you choose to pay by Credit Card everything is repopulated except the name on the credit card and obviously the credit card number and expiry date Note that the Credit Card number is NOT stored in the database It doesn’t show here but the transaction is all done under secure 128 bit SSL Once the button is clicked control is passed over to Veri. Sign for Credit Card Processing. Results of the attempt to charge the card are passed back to the system in the background so that the players data can be updated and then the player is notified of the result (hopefully positive) Calford. Green Consulting
Association Exports We can provide an export in any format to enable you to export your data to your association. Where we also look after the association, updates are automatic without the club having to waste time managing it Calford. Green Consulting
The late registration process asks you what date/time to go back to, but then both processes then just automatically produce a CSV file which you can upload to your association Calford. Green Consulting
The Import process has 4 phases We will do a full validation of the file and tell you the result If the system is happy with the quality of the file then you will be able to update your database First locate the file on your computer by clicking here Then upload the file to the server by clicking here Calford. Green Consulting
Successful Registrations • On completion of the Online Registration, the database is instantly updated and the player is available to be added to a team within the Age Group allowed. • As shown in previous slides, within the Admin section you can allocate the player to a team and run a multitude of reports. Calford. Green Consulting
Thank You for your Interest • If you would like to see a Test System (with very little data in it) apply to sales@calfordgreen. com for a userid and go to http: //myclub. calfordgreen. com/admin • If you would like to see the Online Registration system, go to http: //myclub. calfordgreen. com/registeronline/ • If you want more information, please call us on 0402 033 941. Calford. Green Consulting
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