Tutorials - Users

Help

To manage player help requests directly in the platform, activate the "Help" feature.

Players will now see a link at the bottom of every page in the interface:

Clicking on "Need help" will open a new page: 

Below they will also see the full list of messages and replies from the staff:

To answer, you can either con the the Questions page of each Event, or the global Questions page of the Organization:

You can aswer them, or close them if no further actions are needed.

Membership

To implement a formal approval process for members registering for an event, activate the "Membership" feature.

Now set the configurations: 

Age: Minimum age required for individuals to be eligible as members (can be blank).

Annual Fee: The yearly membership fee that each member must pay, calculated from the start of the membership year (can be blank).

Start Day: The calendar day on which the membership year officially begins. Format: DD-MM (e.g., 01-01 for January 1st).

Free Months Quota: Normally users are able to pay the membership fee only if they are signed up for an event in the current membership year. If you wish to allow them a window of time where they can pay the membership fee anyway, set the value here (can be blank).

Now you need to set up the membership document template text. Go the Organization's Text page, and you'll find a new text type: 

Define the template for the membership request document in this field. An example could be:  

I, the undersigned {{ member.surname }} {{ member.name }}, born on {{ member.birth_date }} in {{ member.birth_place }}, residing at {{ member.get_residence }}, holding {{ member.get_document_type_display }} no. {{ member.document }}, phone {{ member.phone_contact }}, email {{ member.user.email }}, hereby request the Board of Directors to be admitted as a member of the Association.

When an user signs up for their first event of the Organization, the request document will automatically populated with the user’s data. Users will then download the PDF document, only sign it, and upload the signed copy.

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After a confirmation page, the request is then sent to the Board: 

To review members, go to the Membership panel. The new requests are at the top of the list:

Clicking on "Request", you open an page where you can either Approve the request, and the user will be accepted as new member. At the bottom, you can also Reject it (if for example the documentation is not correct). The user will then be able to submit a new request.

In the Registration panel of each Event, you'll also find a column with the membership status: 

The values are:

Absent: No membership data, 

Shared: The users has given to the platform permission to share their data, but not uploaded a membership request (first step), 

Uploaded: The user has uploaded the request but non confirmed (second step), 

Submitted: The user has confirmed the request and completed the process (third step), 

Accepted: The user has been acceted as a Member, 

Revoked: The user has been rewoked the Member status.

If you have also activated the Deadlines feature, in the Deadlines panel you'll find a recap on the users that have not yet submitted the membership request (or paid the annual membership fee, if a values has been set):

Safety

If in the user profile you have selected the "Safety" field, a Safety page will be available for each Event:

This page can then be shared only with the safety team, ensuring only them have access to these sensitive informations. 

Diet

If in the user profile you have selected the "Diet" field, a Diet page will be available for each Event:

This page can then be shared only with the food team, ensuring only them have access to these sensitive informations. 

Chat

To allow users to safely message each other through the platform, activate the "Chat" feature.

In each user profile (reachable clicking of the user in the event gallery), a new link will be available: 

Clicking on it, another user will be able to send a private message. 

Note: the messages will be directly sent to the user's emails, without exposing them to the other user.

Neswletter

To manage the list of emails of users that have given permission to share their data with your organization, activate the "Newsletter" feature.

Now, on the Newsletter page, you'll find them, categorized by the preference they have expressed, and their language:

Note: please respect the user's newsletter subscription preferences when sending messages.

Delegated Users

To allow users to manage delegated accounts (for example for friends of for children), activate the "Delegated Users" feature.

Users will now see a new option in the menu:

Going in that link will show a page to manage delegated users:

They can now create new delegated users; or clicking on "Login", to acces the platform with that account, performing sign-ups, o

Note: delegated users may later be upgraded to stand-alone users by submitting a request to the platform administrators.