SAILABILITY NSW
Website Administrator Procedures
Date: November 2013
Revision Date: September 2013 – Membership & Membership Renewal
Revision Date: June 2016 – Family Membership and invoicing amendment
Author: Russell McLaren (Executive Assistant)
Access:
The only people to have access to the Sailability NSW website to enter/edit/amend specific details for individual branches are the “Website Administrators” of each branch.
Ideally they should be someone who has some basic knowledge of computer applications, have an email address and be trustworthy. Each branch needs to notify the executive committee of the person delegated as their “Website Administrators”. Each branch is allowed to have more than one website administrator and ideally there should be at least two (2).
To become a “Website Administrator” it is first necessary to “Sign UP” using the “Sign Up” tab at the top of the website.
Once you complete the details as shown above you will be assigned as an administrator for the branch nominated. Your username will be your email address and the password will be the password you nominated. Your details will be verified by one of the executive committee. You will be sent an email verifying your details. You will then be able to log on. You will only have access to enter/edit details of your branch and no other.
The executive committee have “Super Users” who have access to all branches. Normally this will be the President and the Secretary. This will ensure that those branches that are unable to assign an administrator will have the ability to keep their branch details up to date. It also facilitates the effective control of the website from errors made on entering details regarding the branches and their members.
Logging into the website:
The Sailability NSW website is
To log on; click on the ”Login” tab located at the top of the website. A popup screen will appear for the username and password to be entered.
Once the details have been entered you will be directed to your branch.
Entering/Editing Details:
You will find the website fairly intuitive and robust in that if you make a mistake you can go back and fix any errors, the exception being that you are not able to delete details in some cases. This is solely under the control of the Executive Committee of Sailability NSW.
The menus are listed on the left hand side.
Click on the appropriate menu and enter/edit the details you need and when satisfied click on the “Update” button to complete the task.
Many of the options provide a facility to upload files/photos
Events Calendar;
To enter a sailing date click on the events calendar and enter the details of your sailing event. This can be done by entering a Title for the event in the “Title” box and entering a Description of the event in the “Description” box. Remember to click on the “Add” button at the bottom so that teh event will appear on your website. When you log off the calendar will show a hash sign (#) on the date. When you click on the date the detail will be shown.
Menus:
Members Menu
My details
This provides the ability to amend your password
Classifieds
Normally advertisements of items for sale (automatically listed on all branches)
Messages
Facility to record any special messages that need broadcasting
Log off
Button for logging off (by clicking on any tabs above automatically logs you off)
Administrator
Approve Messages
Members who do not have access to the enter/edit branch details can post messages. This option gives the administrator the ability to approve or amend/delete these messages.
(This assists in ensuring that inappropriate or illegal messages are not posted on the website)
Approve Classifieds
Members who do not have access to the enter/edit branch details can post classifieds. This option gives the administrator the ability to approve or amend/delete these classifieds.
(This assists in ensuring that inappropriate or illegal classifieds are not posted on the website)
Approve Users
The branch administrator can approve a member who signs as an active user so that they can enter classifieds and messages.
Events/Calendar
Sailing dates and special events (see above)
Photo Albums
This option gives you the ability to upload photos of your branch activities for your members to share.
Links
Useful in providing links to other affiliated clubs and sponsors
Forms
Standard forms such as Membership Forms are listed on the NSW branch and are designed to be used by all branches. Branches are asked not to design their own forms as it may cause confusion in compiling branch aggregates. Loading forms must be limited to forms that are specific to the branch e.g. BBQ roster
Manuals
Manuals specific to the branch can be loaded here and they should be approved by the executive of the branch. A good example of this would be the “Risk Management” policies and procedures. Any manuals that are not specific to the branch should be checked/approved by the Sailability NSW executive committee.
Volunteers
A list of volunteers for each branch could be loaded here plus any special achievements
News
Important news items that could be of interest can be inserted here
Newsletters
Any branch newsletters can be loaded here
Users
This option is only available to the Sailability NSW administrators to edit/update user profiles
Clubs
This option gives branch administrators the ability to enter/edit the following branch details by clicking on the “Select” option after clicking on the “Club” option:
Title
Name of branch
Description – that becomes Welcome Message
This is a short description of the branch its activities and special features.
Latitude and Longitude - that generates a map location of the branch
This is normally created by the web developer but can be inserted by the branch administrator provided the parameters are known.
Location address
Specific details or directions that are specific to the branch can be inserted here
About Us
A summary of the branch’s history, facilities and amenities
Contact details – that becomes Contact Us
Contact details of executive members of the branch
Membership
This option is under review but it is envisaged that a list of members for each branch could be listed here and aggregated in the NSW branch
Programs
Sailing/Training programs specific to the branch can be loaded here
An automatic link to the Sailability NSW Facebook page
You Tube
An automatic link to the Sailability NSW You Tube page
Sponsors
This option gives the branch the facility to support their sponsors be listing them here with a link if desired.
Membership
By clicking on the “Membership” option on the Menu, the web administrators are able to enter member details by completing the information per above and clicking the “ADD” button.
Explanation of Boxes:
Volunteer – it is possible to tick this box for a member who is a volunteer and for a non-member who is a volunteer.
Member – only tick this box if a member application form has been completed AND fees have been paid.
Life Member – this option is self-explanatory for those branches who want to identify their Life Members.
Disability – tick to identify that the person has a disability.
Use A Wheelchair – tick to identify that the person requires a wheelchair for mobility.
Family Member – this is box should be ticked where the member is part of a family group.
Please note that the entry does not appear immediately after clicking the Add button. It will appear after another entry is made.
“Website Administrators” do not have the ability/access to delete a member if an error is made.
Should it become necessary to delete a member an email should be sent to the executive committee of Sailability NSW identifying the member along with the member number to be deleted.
To edit/update details of their branch members, web administrators can click on the “Select” option next to the member. By clicking on this option the details of that member appears. The existing information regarding that member can then be edited and entered by clicking on the “Update” button.
Membership Renewal
This is where branch administrators can renew the membership of their branch members without retyping the information.
By clicking on the box next to the member, their membership will be renewed.
It is necessary to click the “Update” button each time a member is renewed.
Membership Download
By clicking on this option the membership details can be downloaded into a spread sheet.
This will save the branch executive of keeping a separate spread sheet of the details that are available on the website.
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