FOTA Committee Management Boards within the MemberClicks Solution

How to Open a Committee

  1. Committees should be opened by the Board Member responsible for the committee or Ad Hock.
  2. Log into
  3. Navigate to the Committee Management in one of two ways:
  4. Mouse over the tab at the very top of your Executibe Board Access called “Database” and click on “Committee Management”
  5. Navigate to your profile and click the tab called “My Committees”
  6. Once at “Committee Management” choose “Add a new committee”
  7. Fill in the form including:
  8. What you want your committee know as or what you wish to name your committee
  9. Click the drop Down to choose the type (the choices are according to our current standing committees or Ad Hock) This will help in quickly finding discussions germaine to a particular committee when looking back.
  10. Click the box beside “Active” ( when a discussion is no longer active but we wish to archive the discussion you can go back in and set it to inactive)
  11. Add a description if you wish but this is not a required filed. Perhaps the “mission” of the committee is a good thing to put here
  12. Click “Save”

How To Add Members to Your Committee

  1. Follow steps 1-3 under “How to Open a Committee”
  2. Find the name of your new committee and click on it
  3. You will see 3 tabs “Messages, Members, Files” click on “Members”
  4. Click on “Add Members”
  5. Type in the name of the committee member in the search box. As you type the system will begin to present you with choices. Click the box next to the member you want.
  6. You will only be able to add active FOTA Members
  7. Some members do not have a “contact name “ listed. If you do not find the member you are looking for or it comes up with no name, check their profile. If the contact name field in empty, let a webmaster know and we will help you correct this situation
  8. Click “Continue”
  9. In the next screen click the drop down box and choose whether this committee member is the “chair” or “member”
  10. Click “Add Member” and momentarily you will then see your committee member on the member list
  11. Continue steps 4-8 until all members are added to the committee

Telling Your Committee Members How to Get to the Committee Board

  1. Have the committee member log on to with their usual user name and password
  2. They can find their FOTA Member Profile one of 2 ways:
  3. Mouse over the “Directory” tab at the very top of the page
  4. Click on “View My Profile”
  5. Or, click on the “View my profile” link in the members home page or Executive Board Page
  6. Once in their profile, they will see a tab at the top called “View Committees” click on this link
  7. This will produce a list of the committees this member is assigned to. If a member is not assigned to any committees they will not have this tab.
  8. Then the member simply clicks on the name of the committee they want to read discussion and comment on.
  9. Members have choices about how they would like to be notified of a new posting if at all. The system can generate an email simply telling them something new has been posted. Follow the links to set this up.

Running a Discussion

  1. Navigate to the “Committee Management” as noted above
  2. Click on the Messages Tab
  3. Click on “Add a message” this is very similar to writing a simple email.
  4. Choose a topic
  5. Write your message
  6. Click on “Add Message”
  7. To add comments
  8. Navigate to Committee management
  9. Choose your committee
  10. Click on “Messages”
  11. Click on the Message you want to read and comment on
  12. To add a comment to a message click on “Add a Comment” and type away! The system will take a fairly lengthy response but if it is too long the system won’t process it. If you have a lot to say you may need to break your response into 2 comments.
  13. Recommendation: Create a new message for each topic so discussions stay clean and it is not so hard for the Chair to sift through the info to find the consensus

Adding Files for Committee Member Review

  1. Navigate to the “Committee Management”
  2. Choose your committee
  3. Click on the Files tab
  4. Click on “Add File”
  5. “Description” is what you want to call your file. You may want to choose something more recognizable than the name you gave the document in your computer so members can easily recognize it.
  6. Click on “upload”
  7. Choose the file from your computer list. This is similar to attaching a file to an email.
  8. Click “Add File” Momentarily you should see your file in the files list.

Viewing a File

  1. Navigate to your committee as above
  2. Click the Files Tab
  3. Click the file name of the document you want to view
  4. Voila! View your doc

General Info

  1. Please feel free to create a dummy committee and drop a few folks in to try it out if you like. We can delete the dummy committees later.
  2. Contact an FOTA Web Master if you need help, but please attempt the process first so you know what questions you really have.
  3. Once your committee work is complete, please remember to go back and set your committee to inactive to archive the discussion