This can be switched on if there is some other way that people should be added to your member list

Interactive event calendar with easy-to-use event registration for members

Also includes the ability to add guests (optional), and the ability to remove event registration online. Warnings are sent automatically if a member has double booked themselves on a particular date

Including the ability to send new event e-mail reminders to members (opt-in)

Easy and flexible method of setting up multi-day events

See the Event Coordination section of our User Guide for more information

Global (displayed to everyone)

Public (displayed only until the person logs in to the web site)

Member (displayed to a logged-in member who is not a member of your team)

Volunteer / Team Member (displayed to a logged-in member of your team)

Including the ability to archive or delete a member, and to re-instate a previously archived member

See the Manage Member Accounts section of our User Guide for more information

Add members to your team, grant them privileges, upload their photo and enter their bio through the web site

Team page including job descriptions, photos and bios

Ability to send an e-mail to all members of your team

See the Volunteer Admin section of our User Guide for more information

Public - general club information, event viewing and online membership registration only

New Member (ie. Attended less than two events) - event registration. If the Member Network is installed, they will now gain the ability to view event attendee lists (names only)

Qualified Member (ie. Attended two or more events). Some additional features are made available (depending on what features you’ve chosen. If the Member Network is installed, contact information for other club members is made available (only for those sharing their own contact information)

Event Coordinator - a member who is coordinating an event but is not an official member of your team. They gain access to some event management functionality but do not have the ability to post or edit events

Volunteer Level One - event coordinator has the ability to post or edit their own events

Volunteer, Defined Role - volunteers with specific roles gain access to functionality specific to their role, for example, Safety, Treasurer, Photo Historian, Communications Officer, Volunteer Coordinator

Volunteer, Executive - gain access to all web site functionality

Event Coordinators can indicate that an event has a cost associated with it, and that the cost is either pay at event, or pre-paid to your organization.

You can define the payment options and processes, but note that there is no automated integration with any electronic payment types (ie. PayPal). All transactions must be entered on the web site by your Treasurer.

When creating the event, the registration cut-off date is the payment cut-off date. Coordinators should ensure that their registration cut-off date is the last date for members to pre-pay.

The Treasurer can record all payments received, and on their “New Transaction” page, they have an A/R list which includes the names of all members signed up for pre-paid events which they can select from.

The Coordinate Upcoming Events screen has a link to “Txns” on which coordinators can see who has paid (at the top) and who has not (at the bottom). On their “Update Reg” page, they can remove anyone who has not paid by the cut-off.

Transactions recorded do not have to be associated with an event. General expenses, donations received, and other financial transactions can also be recorded.

The Treasurer has a number of screens and reports to help them manage financial transactions and records. See the Treasurer section of our User Guide for more information.

$500.00

If your organization collects membership dues, you can use this functionality to record, track and manage that process.

Event Coordinators can see on their attendee lists who’s membership is brand new or has expired (ie. They owe their dues). They can collect dues at the event from these folks and record after that they got them. When they record receipt, the membership will be automatically renewed for 365 days and the Treasurer will receive an e-mail that the membership was renewed. The web site does NOT record a financial transaction at this point.

The Member Manager has full membership management capabilities including:

• Overriding a membership expiry date

• Entering membership dues received and updating the membership expiry date

• Setting up the membership options and fees

See Membership Renewal in our User Guide for more information.

$100.00

If your organization uses hard-copy signed waivers, you can use this functionality to track member waivers as follows:

• Add a Waiver page to the web site describing your waiver requirements. Includes link(s) to download your waiver(s)

• Event Coordinators can tell on their event attendee list who has a waiver recorded and who must sign one prior to attending the event

• Event Coordinators record waivers received after completion of their events

• Your Waiver Manager records waivers received and filed

• Optionally, clear the waivers annually if you require that members sign a new waiver every year

Waivers are flagged at two levels. When an event coordinator records the waiver, it indicates who received the waiver and on what date. Only when the Waiver Manager receives the waiver and records it as filed does it get noted as being officially in your organization’s possession. The Waiver Manager has a number of features on the web site to track waivers through the process and follow up on the ones that should be in the files but aren’t yet. See Waiver Management in our User Guide for more information.

*NOTE that you must provide your waiver(s) in PDF format for them to be downloaded from the web site.

$300.00

Event coordinators print off one list-style waiver to cover an event. Includes signature boxes for each person as follows:

• If you do not use a hard-copy member waiver, all members get the signature box

• If you do use a hard-copy member waiver, only members with a waiver recorded get a signature box.  The rest are noted at the bottom as requiring their full waiver

• Guests, non-members and children listed at the bottom

There is no tracking mechanism on the web site for coordinators to indicate that they have the completed waiver, nor for the Waiver Manager to record that they received it. This waiver is generally intended to supplement the Hard-Copy Waiver, but can be used on its own if you wish.

*NOTE that you must provide the verbiage for the top of the waiver in text or MS Word format for integration into the web site.

$50.00

Present your waiver online to members when they register for an event. They are unable to complete registration for the event until they check a box to accept the waiver.

*NOTE that you must provide the verbiage for the waiver in text or MS Word format for integration into the web site.

$100.00

There is a full collection of reports available for your organization (team members/volunteers only), including member reports, attendance reports, financial reports, statistical reports and more:

• Member Reports
  • Complete List
  • Resigned List
  • Active
  • Volunteer Activity
  • Sign-Ups By Month
    
  • Member Type Stats
     
• Attendance Reports
  • New Sign-Ups
  • Wait List Sign-Ups
  • Member Attendance
     
• Web Site
  • Event Count/Mo
  • Banners

$200.00

Allow your members to share information about themselves, and to get information about other members, as follows:

• Member Network functionality is only available to people who have attended 2+ events with your organization as a privacy precaution. This is especially important to organizations which have online registration and/or are free to join (we don’t want members’ information to be readily available to anyone just for signing up for a free club).
   

• Member Network participation is an opt-in feature for your members. Even if your organization uses it, your members can opt out. If they opt out, other members (except members of your team/volunteers) will be able to gain access to their additional information. If they opt out, they also will not be able to use the Member Network features themselves.
   

• A searchable Member Network screen which shows Name, Location, Age, Interests, and Date Joined. Search on Name, Age, Interests and Date Joined. Click on a name to see more information on someone.
   

• Detailed Member Bio page includes general information and contact information about members. Members can show or hide their birth date, phone numbers and e-mail address. If they choose to hide their e-mail address, a “Contact Me” form is provided for others to contact them with our their address being disclosed. If the member is one of your team (volunteers), the bio page will include their photo and bio information.
   

• Event Buddies: A list of all other members you’ve attended events with, with the total number of events listed (in descending order starting with the person you’ve attended the most with). You can click on the total number of events to get the list of events you’ve attended with that “buddy”.
   

• Member Web Sites: Members can provide their home page URL and their employer URL. This page lists those URLs for all members who have provided them.
   

• Today’s Birthdays: A list of all opt-in members’ birthdates, starting with today’s birthdays at the top, and proceeding down the rest of the year.
   

• Anniversary List: A list of all opt-in members’ anniversaries, starting with today’s anniversaries at the top, and proceeding down the rest of the year. The number of years of membership is included as well.

Member bio page, including photos for your organization’s team members and privacy preferences.

Event participation tracking: track history of event participation for members, including generation of statistical reports and cross-referencing members to other members (ie. on attendee lists, a member can see how many other events they’ve attended with the others listed, and click on the number to see which events they’ve attended with the others).

$500.00

Allow your members to post their own unofficial events / notices on your calendar. These postings appear underneath your official events and are clickable only by logged-in members. They can post details, and their contact information is made available via a clickable link to their Member Bio.

And/Or:

Allow your members to post classified ads which appear to the right of your calendar.

$100.00

Allow your members to sign each other on for events. Member A defines Member B as their “agent”, and then Member B can sign Member A up for events. It does NOT work the other way around (ie. Where someone can define themselves as someone’s agent, and therefore can maliciously sign that person up for events without their permission).

This is very helpful for family members or friends who attend events together frequently.

$50.00

Event Coordinators define the maximum number of attendees they will take on an event. If you use the Waiting List feature, then members (only… not guests) can put their name on a waiting list which is then managed by the event coordinator.

The waiting list is managed through the web site by the event coordinator – the web site does not automatically add someone when a spot opens up. This is by design – see Managing Upcoming Events for the reasons.

See “Web Site Feature #6” (Waiting List Deletes) on the Web Site Features and "Quirks" page of our User Guide for an important “gotcha”.

$200.00

If your events are of a physical nature, you may include a difficulty rating scale on your web site. You define what the difficulty levels are (sorry, there can only be one scale for all event types, not one scale for each event type), and you may include a comprehensive description page for your difficulty ratings. See COC’s Difficulty Ratings for an example.

The Difficulty Rating of each event is displayed on the calendar (in summary format), as well as on the Event Details page. If a member registers for an event designated as D4 or higher, and they have not done at least two previous events at that level or higher, you may show them a warning about the event difficulty when they register.

*NOTE that you must provide your difficulty rating scale, and if you want to include a description page for your difficulty ratings, you must provide the content for that as well. HTML, text or MS Word formats are acceptable.

$50.00

This page is useful for event coordinators who know they want to post something, and they know some general parameters for what they want to post, for example Activity Type, Difficulty, time of year, but just not specifically what to post. They can use this page to enter theThe basic Andwa system includes the following functionality:site will search through the database to find other events that match these parameters and offer them as suggestions with links to view more details about the suggested event, as well as a link to COPY the event to start their new event.

$100.00

This page is useful for coordinators who know your organization has posted a particular event in the past and rather than repeat the research and typing to post the event, wish to find an existing instance of the event and COPY it to start their new event. The coordinator enters keywords (separated with a comma) to locate the existing event in your database.

$100.00

Enter the subject and body text of an e-mail which is then sent out to all subscribing members. Sorry, but only textual content is supported (no HTML, formatting, images or attachments).

At the time that the newsletter is created, it is not immediately sent out. Depending on the size of your membership base, it is quite possible that the web site would “time out” before all newsletters are sent, so instead, they are saved in the database and sent out in batches of 100 by a program that runs automatically every 15 minutes (see Overnight/Automatic Processing in our User Guide for more information).

Members can opt in/out of receiving these at their discretion.

This function is made available only to a few select members of your team, including the person designated as your Communication Manager, as well as the executive members of your team.

$50.00

If your organization creates PDF versions of your newsletter, you can upload these to the web site for inclusion on your “Newsletters” page. See Upload PDF Newsletter in our User Guide for information about posting newsletters.

The posted newsletters are automatically included on a “Newsletters” page which you can link to from your web site navigation. See TOC’s Newsletters for an example.

$50.00

You can designate one or more spots on your web site for advertising banners. You define how much to charge and how long the ads are effective for.

Optionally, every organization with a banner ad on your site can be listed on a special page (generally called “Partners and Sponsors”) if you wish to include such a page.

See Partners/Sponsors/Banner Ads in our User Guide for more information about setting up banner ads.

$100.00

You can define an awards ceremony, including the date of the ceremony, plus the start and end dates for photo nominations and start and end dates for voting.

If, and only if you have an upcoming awards ceremony, and the current date falls within your nomination start and end dates, then your members will see a “Photo Nomination” link (which they can use to nominate a photo for an award) and a “View Nominations” link on their navigation.

If, and only if you have an upcoming awards ceremony, and the current date falls within your voting start and end dates, then your members will see an “Award Voting” link on their navigation which they can use to submit their votes (one per award category).

During the time in between the start of voting and the award ceremony date your volunteers will be able to view all Award Votes. The web site does not assign winners or do anything else with the Votes – it is up to your organization to decide on winners, and what, exactly, to do with them.

$50.00

Upload GPS Track files to a special folder on your web server. A page will be available for people to view the list of tracks and download them from your site.

*NOTE that this feature requires a person to manage it who has FTP experience.

$50.00

Include a dynamic Statistics page which includes various stats about your club, your events, and your members. See the COC Statistics for an example.

*NOTE that you must provide your club’s Established Date and First Event Held Date. All other information is generated automatically.

Include whatever general information you wish to impart about your organization.

*NOTE that you must provide the content in HTML, text or MS Word format.

Include a French “Welcome” page.

*NOTE that you must provide the content in HTML, text or MS Word format.

Include whatever FAQs you wish to impart.

*NOTE that you must provide the content in HTML, text or MS Word format. Andwa Consulting can contribute a few web site how-to FAQs if you wish.

Include a page of relevant links.

*NOTE that you must provide the content in HTML, text or MS Word format. It should include a name/description for the link as well as the actual web site link.

Include whatever information you wish about how to join as a member, membership benefits, etc.

*NOTE that you must provide the content in HTML, text or MS Word format.

Include whatever information you wish about how someone can help your organization, including volunteering, donating or other.

*NOTE that you must provide the content in HTML, text or MS Word format.

Include a description of your rule and regulations.

*NOTE that you must provide the content in HTML, text or MS Word format.

Include a legal disclaimer and/or privacy statement.

*NOTE that you must provide the content in HTML, text or MS Word format.

Include checklists for what to bring for your different event types.

*NOTE that you must provide the content in HTML, text or MS Word format.

Include etiquette guidelines for your events.

*NOTE that you must provide the content in HTML, text or MS Word format.

*NOTE that you must provide the content in HTML, text or MS Word format.

We do recommend that you document your own processes and include them in your team/volunteer area. Although we provide a “How To” guide, we don’t provide the “When To”, “Why To” or “When Not To And Why” information (that is up to you). We have placeholders for:

• Coordinator Manual
• Treasurer Manual
• Waiver Admin
• Volunteer (Team) Coordination

And can add anything else you need.

*NOTE that you must provide the content in HTML, text or MS Word format for each page.