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DBNSW Smartspace Preparation

DBNSW Membership

As of 2013-14 Season all DBNSW Annual Memberships must be paid individually online through the DBNSW website.  Individuals can click on a link in an email from you to be taken to the SmartSpace system to register their information and make a credit card (or a PayPal account) payment.

(Club membership payment options are explained below.)

There may be some who either do not have internet access or cannot pay by credit card or PayPal.  DBNSW can provide advice to the club Registrar on how to help them make payment.

Club Membership

Clubs will have 3 options on how to handle their own club membership:

  1. Process both club and DBNSW memberships through DBNSW, but make club membership payment directly to the club using clubs own payment system;
    • All membership processing (except recording the payment) is done at the same time as the DBNSW membership.
    • After payment is made to DBNSW, the member is then taken to the club SmartSpace site for payment of club membership.
    • Depending on the Club Payment Settings, club officials may need to mark the club membership account as paid and upload photos.
  2. Process the DBNSW membership though SmartSpace but manage your club membership yourself in some other way;
    • All DBNSW membership processing is done for you, but you would organise the club membership in another way.
    • You have less initial set up of SmartSpace as all you need to do is complete your Communications Settings.
    • You may still need to upload photos.
    • You still have access in SmartSpace to all those who are members of DBNSW, even though your club memberships may not be recorded in SmartSpace.
  3. Process and pay club's membership using the DBNSW payment and processing system;
    • They will set up their membership to include club fees to be paid to DBNSW.
    • DBNSW will transfer the club fees in to the club bank account.
    • DBNSW will make the payments weekly, although payments will depend on bank transfer times.
    • The club should not have to do any further membership processing apart from possibly having to upload a photo for the member.
    • A processing fee will be charged to the club by DBNSW with this option (3% or less).

 

Users in the SmartSpace system (your paddlers) can register online as well as update other information and purchase any available membership(s).  This document explains all the processes that need to be done to ensure this runs smoothly for administrators.

Please complete these tasks in the order in which they are presented to ensure that it is done effectively.

At the bottom of each section are links to pages with more detail as well as a short video (which opens in a new tab) of 3 - 5 minutes long, which takes you through the process.

When going through this process, you could be watching the videos (in another tab) and pausing and rewinding as you fill out your own forms.

System Preparation

Work through each of these sections one by one and in the order that they are placed, for best results.

Deciding on Membership Processing

Before commencing your SmartSpace configuration, you will need to decide how to handle your memberships (see the options above).

Payment Settings (Only needed for options 1 and possibly 2)

You will need to configure the system to ensure it works as you want.  You should provide relevant information to your members on how to pay.

This concentrates on the use of Direct Payments (bank Transfer, Cheque etc.) although online systems such as PayPal can also be used.

If you want to use PayPal as well as, or instead of, Direct Payment methods, you must ensure you have a fully verified PayPal account and insert the email address of that account into these settings.

  • To set up Payment Settings navigate to;
    • Control Panel > Payment Settings (Grey Action Bar).
  • After selecting the type of Activation you need to ensure that the following are completed;
    • The Email Address of the person who should receive emails (or the PayPal email address) in Alternate Email,
    • Tax percentage (if any) and the way it will be applied,
    • Your Currency Code and Symbol,
    • Select a One Line Basket Summary, although on most club systems, this may not be seen,
    • You may have to come back later and save Service Rules as you may not have created them at this stage,
    • You can also individualise what appears on the various Payment Buttons,
    • For Clubs, you will only be able to use Custom Text as you cannot upload custom images into the system.
  • Click here to view what needs to be done if PayPal setup is required.

Click here for more detail on setting up Payment Settings.

Click here for a short video (new tab) on Payment Settings. (4.53)

Communications Settings (Needed for all options)

SmartSpace allows businesses and clubs to send Bulk Individualised Emails to selected people in their database.

We recommend you make the following settings to enable bulk emails:

  • To access these settings go to;
    • Control Panel > Communications Settings (grey action bar).
    • The first four fields should be filled out accurately.
      • Alternate From Email Address:  The email address you will want people to reply to.
      • Outgoing Mailserver:  Smartmail.
      • Personalise:  Ticked.
      • Email Format:  Html.
      • Email Templates are not available to those systems that do not have a Content Manager.
  • Test your settings by doing a restricted search and emailing to the list;
    • See below for how to send Bulk Emails.
  • Click here for a sample email to your members.

Read here for more detail on Communications Settings.

Watch this short video (new tab) on Communications Settings. (2.54)

Set Up Price Codes (Needed for options 1, 3 and possibly 2)

For sales to be made online, prices must be attached to the products or services being sold.  Also, it is important that at any one time, the correct price is charged.

In this case, we need to attach price codes to each membership option that is available.  For example, membership options may be;

  • Senior Membership
  • Junior membership
  • Social Membership

If you had these options, three price codes would need to be created as well as a price instance for each code, so that each code has a time period within which it will be charged.

  • To start creating your own price codes go to;
    • Control Panel > Products/Prices > Manage Price Codes.
    • There you can review what codes have already been created.
    • To create a new Price Code click on Create New Price Code.
  • Save the Price Code then click Create Price Instance for Your Code;
    • Enter the dates that this price will be active for.
    • We advise that it should start in the recent past (date from) and go into the far future (date to).
  • When a price changes, you carry the price forward (click the Carry Price Forward button), which automatically cuts off the previous code (Date To) on the day before the new code starts.

Read more here on the detail of setting up Price Codes.

Click here (new tab) for a short video on setting up Price Codes. (4.11)

Service Rules (Terms and Conditions) (May be needed for options 1 and 3)

SmartSpace allows services rules to be attached to both Products and Services and the Shopping Basket.  By attaching Service Rules, it prevents purchases from being made without agreeing to those rules.

Currently, although service rules can be attached to memberships, it is not yet being supported for now.  Service rules will need to be added to the Shopping Basket through Payment Settings if they are required

To create your Service Rules go to:

  • Database Manager > System Selections > Service Rules;
    • Click on the Service Rules grey action bar and,
    • Click on Create New Content Here when creating rules for the first time or;
  • To edit a rule, click on the selected article, then click on the Edit Icon that appears in the Action Menu;
    • You can create as many Service rules as you like, but you must attach these to each element that requires them,
    • You may need to go back to Payment Settings to make them work for your Shopping Basket.

Click here for more information on Creating Content.

View a short video (new tab) on creating Service Rules. (3.06)

Custom Questionnaire (May be needed for options 1 and 3)

SmartSpace allows clubs and businesses to gather extra information about their members/users.  You can create Custom Questionnaires which can be attached to the record of each person in the database manager.

SmartSpace also presents this questionnaire in the registration and updating process when required.  In the case of networks, more than one questionnaire can be attached to a person's record and presented in the updating process.

  • To create a Custom Questionnaire go to;
    • Database Manager > System Selections > Custom Information.
  • To create a new questionnaire, click on Create A New Questionnaire.
  • To edit click the Questionnaire Name;
    • You cannot edit a questionnaire that has been created by another member of your network in networked systems.
  • First you create the base questionnaire record;
    • You need to appropriately Name the questionnaire,
    • Insert any explanatory text in the Message field,
    • Tick the Active, Membership and Login fields to ensure that they can be attached to those in your database,
    • Generally, do NOT tick the Network field in networked systems unless you want it spread right across the network.
  • Once you create the base Questionnaire record, you will be asked to start creating the questions, one by one;
    • Select the format the Answers will take,
    • Only insert Answer options when selecting the Listed Options and Drop Down List options,
    • In that case list each of the items in the proposed selection list, one per line,
    • Do not number the options,
    • Ensure that you activate the questions.
  • After completing the Questionnaire, you can manage it using the links in the system;
    • You cannot delete questions, but you can deactivate them,
    • Once both the Questionnaire Record and the Questions are active, they automatically attach to each person's record when answered.

View this short video (new tab) on creating and managing Custom Questionnaires. (3.53)

Membership Types (Needed for options 1 and 3 and possibly 2)

You should create one Membership Type, with a range of Membership Options, if necessary.

This membership will be held in addition to DBNSW membership.

When creating memberships, administrators should create Membership Options in the one Membership Type in the case where different levels of membership exist in the same membership structure.

  • To create Membership Types go to;
    • Database Manager > Global Selections > Membership > Create New Membership Type.
  • You must Name the membership appropriately and place some informative text in the Description;
    • The description will be seen on club websites under the Membership tab.
  • For most clubs, the Product Category, Service Rules and Joining Fee fields will not be required.
  • If a Family membership is available a Price Code must be setup for it and selected;
    • Unfortunately, at present Family memberships are not supported for online sales.
  • Most Clubs will have various Membership Options (see in Price Codes above);
    • Make the More Options selection and list the options in the text field, one per line (no commas),
    • You will need to come back later after saving the record initially, to attach the price codes to the options.
  • Web View:  Decide on how you want the system to handle Club Memberships (online or not);
    • For Option 1 - select:  Available to public on Network or Club Website (also tick the Network box),
    • For Option 2 - you do not need to set this up,
    • For Option 3, select:  Available to public on Network (also tick the Network box),
    • If you do not want to sell online, but manage your club membership in SmartSpace manually, select one the first two Web View options.
  • After Saving the Membership Type return to the selected record to add the previously setup Price Codes to each Membership Option.
  • Update the record and you are ready to go.

The short video (new tab) explains how to set up and manage Membership Types. (4.31)

Communicating With Members (Needed for all options)

Note to all registrars just in case you are in any doubt:  Do not use the send logins feature in the admin registration page to start the membership renewal process - it is not designed to handle membership renewals or sales.

Follow the instructions below.

Sending Bulk Emails To Members

Once your system is fully set up, you can decide who you want to send emails to.  You will also need to decide on the text of the email.

  • You will need to include a link to the registration update page which will vary from club to club (each has a different ID);
    • Use the link below for current members and those already in your database.
    • https://www.smartspace.ws/secure/register.php?TraderId=953&action=updindiv&c=login.
    • This will take them to the DBNSW SmartSpace page for processing.
    • Please take note how URL's are handled differently depending on if you are sending a plain text or html email.
    • Always make sure the URL is on a line by itself, with no other text before or after on the same line.
  • Important! make sure you tick the Include Login Details box when sending this link as people may not have seen their login details before;
    • Each person gets their personalised login details even if they share an email address with others.
  • Untick the Unsubscribe box as well to ensure everyone on your list receives the email irrespective of their subscribe status.
  • To get a list of people to send the emails to, you usually use the reports system Go to:
    • Database manager > Global Reports > Standard Reports and select as required,
    • Do NOT select an export report,
    • You can use either the General Database report or a Membership report,
    • Filter as required.
    1. You could run an "Active Participants" report and use as your email list:
      • Select the following;
    2. Alternatively, you may wish to get a list of all Pending Members of DBNSW membership:
      • Select the following;
        • Report Type:  DBNSW Membership Summary,
        • Scope:  Membership Only,
        • Membership Filter:  Pending Memberships,
        • Type:  DBNSW Memberships (all),
        • http://screencast.com/t/XNtLiRMQ96K.
    • This will give you a list of people to email to.
    • You may choose a different list (possibly of all people in your database).
  • At the bottom of each report or list is an Email to This List button;
  • When sent, it will be placed in a queue and sent in an orderly manner so that you cannot be identified as sending spam.

Read this for more detailed information on sending Individualised Bulk Emails.

Click here to view a short video on sending Bulk Emails. (5.00)

Managing Responses

Managing Credit Card/PayPal Accounts

If you select this online method, you will not have to do any further processing of the members account.

Please note that you should not have to do any processing of DBNSW memberships.

Initially, you may have to upload an image of the member in Database Manager > Participant Details > Upload Image.

Managing Pending Accounts

Most clubs will have direct payments set up in the Payment Settings.  In this case,it is easiest to manage accounts through the Account Manager.

You will need your members to advise you of payment when done through Direct Bank Debit (EFT).  You should know when they have paid their money by cheque or cash.

  • See who has at least started the payment process by going to:
    • Control Panel > Products/Prices > Manage Accounts.
    • There you will see the list and status of active accounts;
      • Pending indicates that a members has committed to a payment and payment is imminent or you may already have it,
      • Pend indicates that an account has been created, but the member is yet to do anything about it,
      • Trolley indicates that someone has created an account on your site but is yet to proceed with the sale.
  • If you are also accepting PayPal or credit cards as payment, processing will be done automatically;
    • You can view all completed payments by clicking Completed Accounts.
    • You can only process accounts marked "Pending".
    • If someone has completed their purchase and paid you, their account should be marked Pending.
    • When someone has paid (and provided you with a reference number), either;
      • Select them from the list and click their name, or,
      • Go directly to their account using the Insert Account Code field and clicking Go.
  • Mark each of the MarkAsPaid fields in the account list that have been paid and click Update Basket;,
    • This will record their payment and automatically set the status of their membership,
    • There is no more SmartSpace processing - the account will then go to the Complete list.
  • You can get reports on who has paid using the Reports mechanism in the Database manager.

Click here to view a short video (new tab) on Account Processing. (1.47)

The User Process

Watch this short video (new tab) on how the user process works. (5.00)

 

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