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DBWA Dragonboat Clubs Seminar October 2014

DBWA Seminar Schedule and Links - October 25th 2014

Moderator: Raymond Strachan - Smartspace Developer

Please note!! All links embedded on this page open up in a new window or tab.

Pre Seminar setup starts at 09.30 pm

Seminar starts at 10.00 pm

Smartspace use so far

  • First developed as a business system database (offline only) in 2000.
  • Online development started in 2004
  • In 2008 development as a fully fledged website platform commenced
  • Main two markets now are
    • Sports clubs, businesses and associations
    • Graphic Designers (to build websites for small business customers)
  • What's new in Smartspace since last year
  • Smartspace is currently in Special Development Release
  • Whats on the horizon for Smartspace
    • Live Edit system currently in development for better, more powerful and more user friendly development and management of websites
    • For Sports clubs, the Accreditation Module will be further developed by the end of November 2014
    • Development of Multi Day bookings and hire will be complet by mid December 2014
    • Our help library is on course to become more accessible bt the end of the year

Basic Links

Workshop Issues and Bugs

We a few bugs (or design flaws) which came to light on the day. Please advise us (through our support address or in the comments section below) if anything has been missed from the list below:

  1. Problem with Club Member Id
    • Most club members had a Club Member Id of 1 (not DBWA Membership number)
    • The problem arose when the data records were initially migrated from DBWA lists - Club Ids did not get assigned correctly.
    • Status: Now resolved - all future Ids will be generated correctly
  2. Being logged out after updating General Trader Settings
    • A recent update to the system introduced this bug which is caused by the system updating a field that is not present when administrators update this form, as a result the crucial setting changes and the site is no longer available
    • Status: Now resolved
  3. Basic Group Reports Not Returning Correct Records
    • In some cases where the Group category is owned by the club the groups report returned no records
    • Status: Now resolved
  4. Change Login Details
    • When changing login details, the Username is required, however if the contents of the field (which is prepopulated) is removed by the user, processing still goes ahead as normal, meaning that the username is effectively deleted
    • Status: The system now forces users to keep a valid username in the form prior to submission
  5. Membership Processing Issues  - There were a number of minor issues with Membership and payment processing
    • Sometimes when repeatedly going "Back" and "Next" the thread of the processing order was lost - now resolved
    • When a membership used the single option setting, the price was not showing correctly in the payment field - resolved
    • There were some minor rendering of unwanted text at various points in the process - removed
    • On most occasions (although it would not have been noticed usually) the account record was incorrect as the account item had a total of $0.00
      • This issue now resolved and affected records have been updated
  6. Club Settings not correct from original setup
    • When club accounts were created about a year ago, some settings were not automatically saved as they should have been
    • So far this has affected one club who had trouble upload profile images as a result
    • Please inform support if there are any unusual issues affecting your set up'

A number of other issues arose on the day of the workshop:

Two Memberships - One Club

Many clubs are part of bigger organisations which require a membership fee is passed onto them. Eg My DB Club is part of My Local Club and when someone joins My DB Club part of the membersip fee goes to My Local Club.

The question is, how is this handled by Smartspace?

At present, the best that you can do in to include both fees into the DB club fee, that way you can record the total amount paid. (Smartspace only allows one membership per person per club at any one time - DBWA membership does not count toward that number as it it is not a club memberhsip)

Unfortunately, at present, there is no way of accounting for the two amounts separately.

We will place this situation on our feature requests list to be able to account for the two amounts separately

Advanced features of sending Bulk Emails

Whilst there was a passing mention of it during the session, adding a template to a bulk email was not fully explained.

There are two aspects to this:

  1. You can add a template which is effectively a header and a footer to the email (must be html emails)
    • Do this at Database Manager > Manage Email Header/Footer > (Create New or select one)
  2. You can also add some prepared text to an email as well (standard email text which may be edited to suit each email send)
    • This can be created at Database Manager > System Selections > Service Rules and Content

Some Email addresses do not get our emails!

When sending through the bulk email system, some people will apparently not recieve the emails, even though it says they were sent. - this is a common issue from bulk email systems

You need to educate your members to check their junk mail folders as email of this nature can land there in many email systems.

Additionally, some email systems, especially optusnet.com.au and associated domain names have a very dodgy reputation for losing emails. Please read the following article which explains what is happening and what can be done about it.

https://www.smartspace.website/infopage/how-to-ensure-email-delivery-through-smartspace

Setup:9.30 pm - 30 mins

We will attempt to ensure that all those who attend early will be able to check their settings and get the most out of the session.

Quick Review:10.00 pm - 15 mins

A  short demonstration on basic Smartspace concepts and systems

  • Logging in
  • Maintaining state
    • Navigating in Smartspace to ensure that you remain logged in
  • Individual permissions - staff privileges
    • Each person is granted access on an individual basis - not a club or position basis
  • Registration and membership are NOT the same thing
    • Registration is permanent
    • Membership is for a limited period
  • Database concepts - A mechano set
    • Each part of Smartspace needs to be configured before use
    • Once configured, very little needs to be done to maintain the system

Manage Access for Club Officials : 10.15 pm - 15 mins

View those who have access already and setup access for others

  • Go to Control Panel > Manage Staff/Access
  • Click here to read more about how to grant access to club officials
    • Veiw those who already have access
    • Click on the officials, name to edit or send logins
    • Add new access through the New Staff action bar
  • Your club has complete control over who has access to the website administration area
  • You may need assistance, but only if the wrong person has the higher level access which has the power to grant privileges
  • You should contact the State Coordinator in the first instance if you are having access trouble

Database - Membership

Paddler Registration/Membership 10.30 - 11.30 (60 mins)

Setting Up a Club Membership 11.30 - 12.30 (60 mins)

Here is the process of setting up a Dragonboat Club Membership

  • Create Price Codes and Prices
  • Control Panel > Products/Prices > New Price Code
    • Create Price Code
    • Create Price Instance
  • Create Club Membership
  • Database Manager > New Membership Type
    • Create Options
    • Specify Term of Membership
    • Return to attach prices
    • Public Settings
  • Assign a membership
  • Help!

Using Groups

Flexible Groups Workshop Start: 1.30pm

This session will be a flexible session covering aspects of Groups management as required by the attendees.

Set Up a Club Committee and Submit To State Association

Setting up and submitting a group (video 2:57)

Navigate to Control Panel > Groups

Main Tasks:

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

Help!

Enter Paddlers Into a Dragonboat Racing Event

Here is an overview of the whole process (video)

Navigate to Control Panel > Groups

Main Tasks:

Help!

Further Information - Q and A

Review Reports

Suggestion: Make this the last project you do

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

Main Tasks

Help!

Leave A Comment

From raystrach - 29 Oct 2014 - 12:43   -   Updated: 29 Oct 2014 - 12:50

hello all, you are now welcome to leave a comment or ask a question

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