Workshop Schedule and Notes - March 16th 2013

Moderator: Raymond Strachan - Smartspace Developer

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10.30 am Start: 15 mins

Discussion about the Smartspace concept:

• Each "Smartspace" is a stand alone entity
• All Club websites are linked to a "Network Leader"
• Through the network, selected elements can be shared
• Membership
• Events
• Committees
• Selected Data

What we have got going for us:

• We are extremely responsive to client requests
• We offer second to none client support
• We have developed special tools for Dragonboat racing
• Smartspace is continually under development
  • View our Changelog 2012
  • View our Changelog 2013
  • Where we are heading for the future

10.45 am : Roll Your Own  Website

Duration: 30 mins

Create your own registration and your club's website:

• Click Join/Register > Register a New Website from the Smartspace bar
• Fill out your Individual Details and Save
• Fill out the details of your Club and Save
• Select the following modules
  • Groups
  • Membership Manager
• Review the Directory name - edit as necessary
• Proceed to confirm selections
• Finish the setup
• Navigate to the Control Panel when instructed

Discuss Registration Concept

• Individual Registration is not membership
• There is only one individual record per person
• Membership is time based
• Register a new person (See Project B below)
  • Go to Database Manager
  • Register a New Participant
  • Complete the Questionnaire
  • Assign a membership and record payment

11.15 am Officials Management: 15 mins

Add another registration and provide access to the website backend

• Discuss access concept and provide access to someone.
• Navigate to Control Panel > Manage Staff/Access
• Register a new person, provide access and advise them of their logins
  • Fill out the registration form
  • Tick the Send Logins box
  • Complete the main staff roles and name and access level

11.30 am Review Groups Module: 30 mins

Navigate to Groups

Try Project A below.

12 noon Lunch - 45 mins

Raymond Strachan will also be available for informal discussion about anything and everything re Smartspace.

12.45 pm Setting Up Events: 60 mins

The whole group  will work on a project to set up their own Dragonboat event and/or enter an event that has already been setup.

See Project D below

See Project F below

2.00 pm Free Project 2: 60 mins

Select from one of the remaining nominated projects

3.00 pm Soft Close/Afternoon Tea

For those who do not need to go can stay and work on another project or seek advice on other aspects of Smartspace

Smartspace Workshop Projects

Click here for the DBSA Operations Manual which also uses Smartspace (PDF 1.73mb)

Project A: Set Up a Club Committee and Submit To DBNSW

Navigate to Control Panel > Groups

Main Tasks:

• Click on the DBNSW Club Committees Id: 124 Action Bar
• Open the Action Menu
• Open the Groups window
• Populate the Group
• Assign positions to each committee member

Help!

• Basics of setting up Groups
• Groups management overview

Project B: Basic Club Member Registration

Navigate to Control Panel > Database Manager

Main Tasks:

• Register a new person
• Possibly handle a duplicate record (s)
• Complete a questionnaire
• Complete Membership recording process

Help!

• Individual Registration basics
• Handling duplicate records
• More on assigning a Membership

Free Project C: Set Up for Online Club Member Registration and Membership

Navigate to the Control Panel

Main tasks:

• Complete Communications set up
• Complete prices setups
• Set Up Club Membership
• Create a custom questionairre
• Send a Bulk Email
• Manage payments

Help!

• Click here for the complete guide to online membership sales

Free Project D: Set Up an Event and Submit It To DBNSW

Navigate to Control Panel > Groups

Main Tasks:

• Create an event
• Create price codes
• Submit Event to DBNSW
• Manage entries
• Submit crews
• Manage Payments

Help!

• Click here for Setting Up an Event (video)
• More on Division Lists

Free Project E: Explore Reports

Suggestion: Make this the last project you do

Navigate to Database Manager > Global Reports > Select a report Type

Main Tasks

• Try different report types
• Try different report formats
• Try different report filters
• Save a report

Help!

• Reports basics
• More on report filters
• Membership and reports

Project F: Enter Paddlers Into a Dragonboat Racing Event

Navigate to Control Panel > Groups

Main Tasks:

• Enter your teams
• Attach paddlers to teams
• Submit teams to race owner

Help!

• Basics of Team Entry
• How to enter teams into a DBNSW event (video)
• Entering paddlers into race crews (video)