Websites for Sports Clubs

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Websites for Sports Clubs

• Fully functional Websites allowing easy
  management of content, players and teams a MUST
  for clubs with more than 200 active members

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Sections of Your Website

• Public Pages Available to all
• Online Registration for Members
• Online Sales of Club Merchandise
• Team Managers Coaches Area
• Club Admin Area
• Player, Team and Age Management
• User and Security Administration
• Club Email Facilities
• Product Administration
• General Webpage Administration
• Downloads Section
• Numerous Reports
• 20 second Imports and Exports

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Sections of Your Website

• Public Pages Available to all
• Online Registration for Members
• Online Sales of Club Merchandise
• Team Managers Coaches Area
• Club Admin Area
• Player, Team and Age Management
• User and Security Administration
• Club Email Facilities
• Product Administration
• General Webpage Administration
• Downloads Section
• Numerous Reports
• 20 second Imports and Exports

According to FFA, our system is the ONLY FFA
approved Self registration system used by more
than 1 club
All of these sections are purely optional
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Increase local sponsorship by providing improved
sponsor awareness
Latest News is automatically available on the
website as soon as you enter it
Pop Out Menus from all pages makes navigation
easy for almost everyone
Wet weather or other important announcements are
automatically updated with a clickable link for
more information
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Different Website designs are available at an
extremely cheap price
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To maintain your website point your browser to
the admin section
Then enter your User ID and Password (which is
encrypted and secure)
Only club officials have access to the admin
functions
Of course you can change your password whenever
you want to
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You can Add new pages and easily edit existing
ones
User Admin function allows authorised
Administrators the ability to add, modify or
delete users from the System as well as change
their privileges
Maintain your club contacts and have your
website updated automatically
Club Emails section allows you to send emails to
all your members in one go, or just a subset of
members, such as U14s, a select number of teams,
all team managers etc.
News and Events are easily managed with Menus
being updated automatically
Maintain the information you display to players
as they register online
And of course keep a track of how many people
visit your site each day or month
Full and EASY Administration of Players, Teams
and Age Groups
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OK, lets go for User Admin to start
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When you Create a UserID, if you dont specify a
User Name then it is auto generated as
FirstName.Surname
This is the User Admin function, slightly
squashed to fit the image on a single page.
You can either give a person full access to the
whole system or you can restrict their access to
only certain functions and information.
An Age Manager can be given access to all Age
Groups, 1 Age Group or a few Age Groups
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Editing Pages
Next to look at are the General Web Page Editing
Facilities
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List of Pages to Edit
This screen lists all the Pages available for
update. Depending on your security settings you
may only have access to some pages
Click the Page Name to Edit the page
Click the Bin to Delete a Page
Click the H icon to list details of the Page
History
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Page Editor
As you can see, the online editor is full of
features
Images/Photos can be easily added with just a few
mouse clicks
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News Events are updated similar to General Page
Admin except they are slightly more structured
Next, Player Admin is a section to it self so
lets look there next
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There are a LOT of functions within the Player
Admin section making it extremely comprehensive
and streamlining volunteers workloads
If an Age Manager only has access to a certain
Age Group then they will see (and have access to)
only those Age Groups
Manage Players
Manage Teams
You can reduce the players displayed by using
these options, very useful for player
registration days
Export data to other systems or MS Excel or MS
Access etc
If we run the Associations system as well then
exports are completely automatic and the
association has a number of additional functions
Manage Other Functions such as Age Groups,
Schools, Club Emails and more
And of course produce dozens of reports to help
you manage
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Next Slides will discuss Age Group Admin
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List Age Groups
Creating a new Age Group is very simple
Here you can easily see all the Age Groups you
have set up
Click the dustbin to delete an Age Group
Click an Age Group to Edit its details
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You can open and close Online Registrations as a
whole, or close Online Registrations for just a
few Age Groups as they fill up
Your club might want to call the Age Group
something different than the association does.
This is the Edit An Age Group Screen
You can specify different prices for Students and
Non Students
Min and Max ages is useful if for clubs that
allow players to play up an age group
And you can specify if the Age Group is Mixed,
Female only or Male only
Adding Age Group Managers makes emailing them a
very easy through the built in email system
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Next you can maintain School information
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List of Schools
This screen gives you a count of the number of
players attending each school
Edit and Delete Schools easily
School information is very useful as it can allow
younger players to be grouped together
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A couple of functions that arent shown in this
presentation but are VERY useful are Teams
Needing Players and Players not in a Team
If a club wants it, we can set it up so that a
player is only considered current IF AND WHEN
they have paid..!!!
The next few slides show the various Team Admin
functions
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Notice on this screen The U10 Age Group is
selected and so only U10 Teams are listed
Managers, Coaches and Refs are displayed
Click on this icon to see (and upload) photos of
players in this team
OPTIONALLY you can allow each team to have their
own WebPage, managed in the TeamManagers section
The 2nd screen will show you Managing Players
within the Team
The Next screen shows editing the Teams Details
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This is the Team Details Edit Page
You no longer have to stick the associations
formal team name. Now you also have more friendly
team names should you wish to
Keep track of Kit Bags
Manager and Coaches are important as these are
used by them to log in to the Team Managers
section
It is important to specify correctly the Min
Max numbers of players in the team as these are
used to guide Player/Team Allocations
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These tell you how many players are in the team
and the Min Max players allowed
This Screen Allows you to Manage Players in a
Team all in one go
List of Current Players. Tick the box to remove
the player from the team
List of Players Available in the Age Group that
could be assigned to this team
You can easily Manage All players in the team and
Update it in one go
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Team Match Reports
You can also see (and Edit or Insert) a list of
Match Reports submitted by Team Managers each week
Click on a Report to see the details
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This is the Match Report program taken from the
TeamManagers section
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The next few slides deal with Player
Administration
And register New Players quickly and easily
especially if from the same family
You can obviously Update Current players
You can also re register a player that played a
couple of years ago or that has left the club
You can very easily Re register any player that
played last year.
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In this example I am re registering only last
years U10 players
As each player is re registered so this list
shortens as it only includes players that havent
already re registered!!!
When you click on a Player you go to the Player
Admin screen which gives you access to all the
player details
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Player History
This is the Player History Screen
This screen shows all the Updates made to the
player since the player joined the club
Only fields that have been updated are shown
together with who made the update and when
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The final part of the Player Admin Section is the
Player Reports
These reports are designed to make general
administration much easier for the clubs
It seems for most clubs, 2/3rd of the clubs
players register online and of those, 2/3rd pay
online
Some very interesting reports we can produce when
we look after the association data.
One report lists all the comments made by players
at Registration making the management of this
slightly easier to deal with
We will gladly provide additional reports if a
club needs them, or you can download the data in
a CSV format and produce your own reports
As you can see there are a large number of
reports, some that can be reported on for
specific Age Groups, or all Age Groups
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Number of Players in Teams
Convenient Link to the program that reports
Unassigned Players.
This report lists all the teams showing the Min,
Max and Actual numbers of players in each team
Note that each team is clickable which will
list all the team members
If a team is outside of the Min or Max limits,
the field is shown in red so you can spot
straight away any issues
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Visitors Per Day
This is the HIGHEST number of CONCURRENT visitors
in the day
This report gives details of how many people
visit your site each day
This is the TOTAL number of visitors per day (not
page views, each visitor would have viewed at
least 1 page)
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The Final area to look at in the Admin section is
the Club Emailing Facility
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List All Emails
This screen lists all the emails written by the
club
Click an Email to Edit it (which is similar to
the General Page Editor)
Click the Bin to delete the Email
And Click the Envelope to Send the Email, details
of which are on the next screen
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Send Email
This is the program used to send emails to club
members The options are extensive
You can select one of many Age Groups and/or
Teams to send to
This is the best part of the Email System you
can automatically send INDIVIDUAL emails to all
sorts of subsets of your members (including
players registered but not yet paid!!)
You can send a Test email first which will send
you an email with a list of all the players that
will receive the email when sent for real.
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Email Forwarders
You can also use our Control Panel to set up
Email Aliases so that club officials (including
Team and Age managers) dont have to give our
their personal Email addresses and members dont
have to worry about remembering them!!!
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Club Config allows the club to control a large
number of features, which includes allowing Teams
to have their own WebPages, turning Online
Registrations on and off, level of email address
protection (to stop spammers) to name a few
Product Admin section enables selling merchandise
via your online shop
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Product Admin Menu
There is a simple sub menu which doesnt need
much explaining
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Product Admin
When you add or modify a Product you can supply
as much info as you see fit
Obviously many products have slightly different
attributes but are fundamentally the same (such
as colour, size and price)
And there is a section lower down to add a full
description plus photos
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Details of Orders
And once the Order has been sent or collected,
you update the status here
It will show you the full name, address, phone
number and Email of the customer
Payment Status is noted here
Details of the Product(s) bought
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This is the logon screen for Team Managers and
Coaches. Either via www.yourclub.com/teammanagers
or a link from your website)
Enter the Team Password
Enter your email address here (this is stored in
the Team Admin section
And select your team from the drop down box
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This is the main menu for Team Managers
Coaches. Functions within this area are expected
to grow as clubs streamline their processes
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Send Emails
Managers and Coaches can send emails to their
team or other Managers Coaches in the same Age
Group without having to find out (and personally
maintain) their email addresses
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Online Registration
New and Existing Players can register or re
register Online saving your Volunteers a huge
amount of work
Once a player is registered, if their details
change they can go back and maintain their own
details very easily again saving the club
volunteers large amounts of work
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Register Online
Once a player has registered, this link becomes
active so the player can either register
another member of the same family or Arrange
Payment
Or register here if they are new to the club
Returning Players can re register here
Most of the first page is completely updateable
by the club admin so you can display any
information you want
This link just displays details of your
registrations fees
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Re Register Verification
If a returning player knows their Association
RegID or their FFA ID they can enter it here
Or they can simply enter their name and Date of
Birth
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Re Register Verification
And if they cant remember their password at all
they can request to have it automatically reset
and sent to the email address on file
If they enter valid details they are then asked
for their password to continue
If they choose to give themselves a Hint this
is displayed also
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Register Online
At this point, registering a new player and re
registering an existing player are very similar,
except for a player re registering their details
are already entered so they just need to modify
what has changed
The player just enters their DOB and sex and the
system will work out what Age Groups they can
play in, based on the information in the Age
Group Admin (if they are eligible for multiple
Age Groups then they will be given a choice as to
which Age Group they want ie O35 or AA men).
Players can note any medical issues they have so
the club knows about them
The rest of this page is on the next slide,
unfortunately it is too squashed to fit it all on
one slide!!
Fields in Red are Required, Blue are Optional
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This is the bottom half of the Online
Registration Page
Email Address is important, but members CAN opt
no to receive club newsletters and the like via
email as per Privacy policies
Players can enter additional information to help
the club. Some clubs use the Parent Occupation
information for offering new business should the
club need a service
And there is online help along the way, which is
fully customizable in the Clubs Admin section
And of course the player HAS to accept the clubs
Rules and Codes of conduct in order to register!!
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Red Fields are Required to be completed and if
not an error is generated listing all the errors,
plus the fields in error are highlighted
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In this example, a male player over the age of 35
has the option of multiple age groups and so is
asked which one they want to enter
Notice that the list of Age Groups only consists
of those the person is eligible to enter
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Notice that the Payment Arrangement link is now
active
Upon successful registration the player is given
confirmation with a reference number and asked to
register another player or make payment
The player will receive an email telling them
they have registered
And the club will also receive an email
confirming that the player has registered
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In Payment Arrangements you first see details of
all registered players, plus fees plus any family
discounts that may apply
Acceptable payment options are controlled by the
club and can include online payments via PayPal
or Verisign
Select how you want to pay from the drop down list
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If you choose to pay by Credit Card everything is
repopulated except the name on the credit card
and obviously the credit card number and expiry
date
Note that the Credit Card number is NOT stored in
the database
It doesnt show here but the transaction is all
done under secure 128bit SSL
Once the button is clicked control is passed over
to VeriSign for Credit Card Processing. Results
of the attempt to charge the card are passed back
to the system in the background so that the
players data can be updated and then the player
is notified of the result (hopefully positive)
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Association Exports
We can provide an export in any format to enable
you to export your data to your association.
Where we also look after the association, updates
are automatic without the club having to waste
time managing it
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The late registration process asks you what
date/time to go back to, but then both processes
then just automatically produce a CSV file which
you can upload to your association
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The Import process has 4 phases
We will do a full validation of the file and tell
you the result
If the system is happy with the quality of the
file then you will be able to update your database
First locate the file on your computer by
clicking here
Then upload the file to the server by clicking
here
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Successful Registrations

• On completion of the Online Registration, the
  database is instantly updated and the player is
  available to be added to a team within the Age
  Group allowed.
• As shown in previous slides, within the Admin
  section you can allocate the player to a team and
  run a multitude of reports.

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Thank You for your Interest

• If you would like to see a Test System (with very
  little data in it) apply to sales_at_calfordgreen.com
  for a userid and go to http//myclub.calfordgreen
  .com/admin
• If you would like to see the Online Registration
  system, go to http//myclub.calfordgreen.com/regis
  teronline/
• If you want more information, please call us on
  0402 033 941.