Workshop Schedule and Notes

Moderator: Raymond Strachan - Smartspace Developer

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Underneath the Schedule are the main points of the session will relevent links to help

Click here to view the Smartspace Basics manual (print and bring along to the workshop!)

Schedule

Brief Intro: 10.00am - 15 mins

Discussion on Smartspace use so far

• Our very short story
• What's new in Smartspace since last year
  • View our Changelog 2012
  • View our Changelog 2013
• Where we are heading for the future

Demonstration: 10.15am - 15 mins

A  short demonstration on basic Smartspace concepts and systems

• Logging in
• Maintaining state (staying logged in)
• Individual permissions - staff privileges
• Registration and membership
• Database concepts - A mechano set

Paddler Registration: 10.30 am - 60 mins.

• Online Registration and Membership Overview (what paddlers see)
• Home Page > Membership
• Work on paddler registration as an adminsistrator
• Database Manager > New Participant
  • New Participants
    • Duplicate record handling
  • Editing Current Participants
  • Database Manager > Search or Selection
    • Participant Details
    • Membership Details
    • Questionnaire Details

Everyone will be able to spend some time on managing registrations

Short Break: 11.30 am - 15 mins

Setting Up a Club Membership System: 11.45am - 60 mins

The whole group  will work on a project to set up their own 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

Lunch Break: 12.45 - 30 mins

Submit Your Committee to DBNSW: 1.15pm - 30 mins

• Enter your committee members into a special group
• Database Manager > Groups > DBNSW Committees > 2013 Committees > Create Manage Group
  • Name the Committee (eg MyClub Committee)
  • Add individuals
  • Assign positions to individuals
  • Update details
  • Submit when completed

Enter a Dragonboat Regatta: 1.45pm - 60 mins

• Enter your paddlers into event races
• Database Manager > Groups > DBNSW Racing Season > Race 1 > Team Entry
  • Nominate crews for an event
  • View all the club entries
  • Add paddlers to the crews
  • Submit to the regatta organiser
  • Get reports

Short Break: 2.45 - 15mins

Explore Reports: 3.00pm - 30 mins

Use the reports system to keep informed

• Database Manager > Global Reports > Standard Reports
• Report Selection
• Report Scope
• Filtering reports
• Saving Reports
• Custom reports

Workshop Review and Feedback: 3.30pm - 30 mins

• Q and A and review
• Explore System selections
  • Custom questionnaires
  • Custom Lists

 

Smartspace Workshop Projects

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

Basic Club Member Registration (for administrators)

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

 

Set Up a Club Committee and Submit To DBNSW

Navigate to Control Panel > Groups

Main Tasks:

• Click on the DBNSW Club Committees  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

 

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

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

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)