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Add & View Members Page

The Add & View Members Page gives the Club Administrator the ability to:

 

Add a New Member(s)

Note: The New Member will be added to the Club and registered for the current season.

To add a new Member to the Club and register them for the current season perform the following steps:

  • Navigate to the 'Add & View Members' page.
  • Click the Add -> Member button.

 

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Figure 1 - Add Member Button

 

  • The Add Member page is displayed.
  • Provide a value for each of the required properties-
  1. Forename
  2. Surname
  3. Gender
  4. GAA Member Type
  5. Player
  6. DOB (Only required for Players)
  7. Address 1
  8. Address 2
  9. Town
  10. County
  11. Country
  • Provide a value for each of the optional properties if desired.
  • Click the Register button.

1

Figure 2 - Add Member Page

 

  • The Members Added/Updated in this Session section will be updated to record the fact that the new Member has been added which will be displayed at the bottom of the screen.

membersAddedupdatedSessionTable.jpg

Figure 3 - Members Added/Updated Session Table

 The member will be added and registered for the current season. (They will appear in black). You will not need to do anything in the Register members tab, as they members was automatically registered when added as a new member. 

NOTE: To see how to create a new member and add and link that member to a new family within the Add New Member form click here.

 

View Club Members

Under the 'Add & View Members' Page a full list of Members associated with the Club is displayed in the Members table by default.

The Records Per Page drop down control can be updated to adjust the number of Members listed within the Members table.

The following details are displayed for each Member:

  • Name
    • Name of Members who have been registered for the current season are displayed in black text.
    • Name of Members who have NOT been registered for the current season are displayed in red text.
  • Unique ID (GAA Membership Number)
  • DOB (Date of Birth)
  • Player
    • Y indicates that the Member is registered as a Player for the current season.
    • N indicates that the Member is NOT registered as a Player for the current season.
    • A blank value is displayed for Members who are NOT registered for the current season.
  • Address 1
  • Town
  • Mobile
  • Email

See screenshot below:

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Figure 4 - Add & View Members Page

 

NOTE: You can sort the list of members by Forename or Surname by clicking either 'Forename' or 'Surname' column header. 

 

Search for a Particular Member

The Members listed in the Members table can be adjusted be executing a Search. A search can be based on one or more properties.

The following Search Operators can be utilised when executing a search based on more than one property:

  • All – Only Members that match ALL of the specified by the search property values will be returned by the search.
  • Any - Members that match at least one (i.e. ANY) of the specified by the search property values will be returned by the search.

The full list of search properties is as follows:

  • Member Properties
    • Unique ID
    • Forename
    • Surname
    • Gender
    • Age
    • Year Born
    • Address 1
    • Address 2
    • Town
    • County
    • Postcode
  • Club Properties
    • Season
    • Underage
    • Team
  • Teams associated with the Club will be listed here.
    • Committee
  • Committees associated with the Club will be listed here.
    • Executive Committee Positions
    • Group
  • Groups associated with the Club will be listed here.
    • Hibernated
    • Registered
    • Contacts\Members
    • Member Type
    • Player Category
    • Fees Paid
  • Membership Category
    • Membership Categories associated with the Club will be listed here.
  • User Roles
    • All User Role will be listed here.

 

gaatraining.servasport.com_screen_capture_2012-4-20-12-34-36.png

Figure 5 - View Members Search

 

NOTE: You can sort the members in your search by Forename or Surname by clicking either 'Forename' or 'Surname' column header.

 

Edit a Members Details

To edit the details of a member -

  1. Navigate to the Add&View Members page.
  2. Click on the Name of the Member you wish to edit.
  3. The Member Details page is displayed.
  4. Edit the details under the appropriate tab - Personal, Other Properties, Membership History, System Privileges.
  5. Click Save.

 

The Personal Properties page contains the members name, address and contact details;

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Figure 6 - Member Personal Properties Page

 

The Other Properties page contains additional details you may wish to store about a member;
 
NOTE: Medical details should not be stored in the GAA Sports Management System. Data Protection Legislation prohibits storing of such details. Click here to view our Data Protection Statement.
 

22721284568-orig.png 

Figure 7 - Other Information and Custom Properties

 


The Membership History page contains a record for each year a member has been registered.

On this page you can;

  • Unregister a member that should not be registered by selecting the check box beside the year you wish to unregister the member for and click 'Delete'. A pop up box will appear after you select delete to confirm if you would like to delete their membership for that year, if you select yes you are unregistering that member for that year.
  • Click ON a year to go in to the details to edit the Membership Type and Player Status.

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Figure 8 - Membership History Page

 

The System Privileges page is where you can;

  • Allocate access to a member
  • Change their user role on the system
  • Reset their log in password (If the member has their email address listed within their personal properties then you may also select the checkbox to notify a member by email when resetting their password)

See the section below for instructions on how to carry out each of the tasks above;

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 Figure 9 - System Privileges page.

 

Set Up / Edit Member Log In Privileges

Roles that can be allocated to club members;

  • Club Administrator: Each club can have 10 'Administrators'. Administrators have full access to the system and can see all member details. They can also allocate log in privileges to other members.
  • SMS administrator. This will entitle the users to log on and only send communication to Members. They will not be able to view or edit any members details. The administrators of the system will have to set up groups for these users so they can send the communication. Each club can have 20 of these members.
  • Insurance Administrator, this access type will only allow the user to access the Player Injury Scheme area of the system. They will not have access to any member information.

 

Club Administrators have the ability to allocate a user role and generate log in details for a member. To do this -

1. Navigate to the Add&View Members page.

2. Click on the Name of the Member.

3. The Member Details page is displayed.

4. Click System Privileges.

5. Select the appropriate User Role for the Member in question from the list of available options in the Set User Role box.

6. Select the 'Notify Member by Email' checkbox is you would like the system to send the log in details to their e-mail.

7. Click the Submit button.

8. A drop down box will appear with the members name, username and temporary password. Copy the details and forward them to the member if you have not selected Notify Member by Email.

 
Hint:
To grant a user more than one access type, hold down your control (ctrl) key on your keyboard while clicking on the different access types.

To change a members user role or reset their forgotten password -

  1. Carry out steps 1 - 5 above.
  2. Click 'Allocate New Password'.
  3. Click Submit and copy their log in details in the drop down box and forward them to the member.

 

To remove access rights from a user -
  1. Carry out steps 1-5 above and select 'None' for the user role.
  2. Click Submit.
 

View Hibernated Members

 

To view hibernated members -

 

1. Navigate to the Add&View Members page.

2. Select Hibernated from the list of search properties.

3. Select Yes from the second drop down list.

4. Click the Search button to execute the search.

This will display all hibernated members.

gaatraining.servasport.com_screen_capture_2012-4-20-12-38-50.png

Figure 10 - View hibernated members

 

Hibernate Member(s)

Hibernating a Member will 'hide' their member record. You may wish to Hibernate a member if they have left the club either temporarily/permanently but you still wish to store their membership details.

To hibernate one or more Club Members perform the following steps:

1. Navigate to the Add&View Members page.

2. Click the checkboxes associated with each of the Members you wish to Hibernate.

3. Click the More Actions --> Hibernate button.

4. The specified Member(s) will be marked as Hibernated.

5. The Member Table will be refreshed and the hibernated Member(s) will be removed.

 

NOTE – Hibernated Members will be unavailable for assignment to teams, groups or committees.

 

Un-Hibernate Member(s)

A member can be un-hibernated if they return to the club, this saves deleting and re-adding members who may have left/returned.

To un-hibernate one or more Club Members perform the following steps:

1. Navigate to the Add&View Members page.

2. Select Hibernated from the list of search properties.

3. Select Yes from the second drop down list.

4. Click the Search button to execute the search.

5. The full list of Hibernated Members associated with the Club will be displayed in the table below.

6. Click the checkboxes associated with each of the Members you wish to un-hibernate.

7. Click the More Actions --> Un-Hibernate button.

8. The specified Member(s) will be un-hibernated.

9. The Hibernated Member Table will be refreshed and the un-hibernated Member(s) will be removed.

 

Delete Member(s)

To delete one or more Club Members perform the following steps:

1. Navigate to the Add&View Members page.

2. Click the checkboxes associated with each of the Members you wish to delete.

3. Click the More Actions --> Delete button.

4. Click Yes on the pop-up to confirm that you wish to delete the selected Member(s).

5. The specified Member(s) will be marked as deleted.

6. The Member Table will be refreshed and the hibernated Member(s) will be removed.

 

NOTE– This action is non-reversible and should only be performed in circumstances where a Member must be fully removed from a Club. Also, please note, you cannot delete a member who currently has access to the system. Before you delete a member who has access to the system, you will need to revoke their system privileges. 

 

View Contacts

To view the full list of Contacts associated with the Club perform the following steps:

1. Navigate to the Add&View Members page.

2. Select Contacts\Members from the list of search properties.

3. Select Contacts from the second drop down list.

4. Click the Search button to execute the search.

5. The full list of Contacts associated with the Club will be displayed in the table below.

 

Add Contact

To add a new Contact to the Club perform the following steps:

1. Navigate to the Add&View Members page.

2. Click the Add --> Contact button.

3. Provide a value for each of the required properties.

a. Forename

b. Surname

c. Gender

d. Address 1 or Town

e. County

f. Country

4. Provide a value for each of the optional properties if desired.

5. Click the Save button.

6. The Contact in question will be added to the Club.

7. The Contacts Added in this Session section will be updated to record the fact that the new Contact has been added.

 

Edit Contact

To edit the details or properties of a Club Contact perform the following steps:

1. Perform the steps listed in the View Contacts section to view the Contacts associated with the Club.

2. Click on the Name of the Contact you wish to edit.

3. The Contact Details page is displayed.

4. Edit the appropriate property values and click Save.

 

Group Members\Contacts

To group one or more Members or Contacts into a Group, perform the following steps:

  1. Navigate to the Add&View Members page.
  2. Select the check box beside each member/contact that you wish to add to a group.
  3. Click the Group button.
  4. Complete Step 1 and 2 of the Add Group wizard. 
  5. You will be able to view this group in Members > Groups.

 

NOTE – See section on Groups for details on Grouping Members\Contacts.

 

Convert a Contact to a Member

  1. In the Add&View Members Page, select 'Contacts/Members' from the drop down list.
  2. Select 'Contact'.
  3. Search for the contact 'Forename' and 'Surname' using the '+' to add a search field.
  4. Click 'Search'.
  5. Tick the check box beside the Contacts name.
  6. Click 'More Actions' and select 'Convert to Member'.

NOTE: These members will need to be registered for the current season.

 

gaatraining.servasport.com_screen_capture_2012-4-20-12-41-41.png

Figure 11 - Convert a Contact to a Member.

View Registered Members 

To view all current registered members follow these steps:

  1. Click on Members then click on Add&View Members

  2. In the search area there is a drop down box that currently says 'None', click on this drop down and choose the option 'Registered'. After you choose this, another drop down box will appear beside it.

  3. In the second drop down box choose whether you want to see registered or unregistered i.e. Yes (if you want to see registered) and No (if you want to see unregistered)

  4. Click on the 'Submit' button to the right.


This will then return all Members in the club who have been registered for the current year.

 

View Last Years Registrations

 

To view last years registrations follow these steps:

  1. Click on Members then click on Add&View Members

  2. In the search area there is a drop down box that currently says 'None', click on this drop down and choose the option 'Season'. After you choose this, another drop down box will appear beside it. 

  3. In the second drop down box choose the year you wish to search for registrations.

  4. Click on the Search button to the right.


All the members returned where registered last year. You can export this to Excel, Word or PDF by clicking on the Export button at the top of Members Table area and selecting the relevant file type from the drop down. As well as these options, you can create Registration forms to print out to give to the Members to check all of their details by clicking the Registration Forms button at the top of the Members Table.


Hint: To drill down into more specific Membership types, before hitting the Submit button, click on the '+' button on the right. This will give you another line to add more search criteria to. E.g. click on the new drop down box that has appeared and selectRegistered. In the drop down box that appears beside it you can choose your Membership type that you wish to search. After you have chosen your Membership type, click on the Submit button.


 

Print a list of Members

To print of a list of members there are two ways which this can be done. The first option is as follows:

  1. Click on Members then click on Add&View Members

  2. To print all of the Members in the club, click on the Export button at the top of the page and select either the Excel, Word or PDF from the drop down.


The second option is to print out All Members who are registered for the current season. To do this follow these steps:

  1. Click on Reports, you will be presented with a table of report options.  Click on the PDF button beside the relevant report. Full Members will print out all Registered members for this year.
  2. You will be presented with a page asking which heading you wish to use and some font options as well. A PDF will then be created.

Set Member as Player / Non-Player / Match Official / Non-Match Official

To set a member as Player / Non-Player / Match Official / Non-Match Official -

  1. Go to the Members Section.
  2. Click 'Add & View Members'.
  3. Locate and select the member using the check box beside their name.
  4. Click 'Set As'.
  5. Select either Player / Non-Player / Match Official / Non-Match Official.
  6. A drop down box will appear on the screen informing you if your action was successful.

NOTE: To set a member as a player they must have a DOB stored.

 

SetAs.jpg

Figure 12 - Set Members as a Player / Non-Player / Match Official / Non-Match Official.

 

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