Member management sits at the core of the website. It uses the standard WordPress user function and extends it with customised additional fields.
Users can either register online or be ‘registered’ by the secretariat via upload.
If you choose to allow online registrations, individuals could register online using a form to become a member.
The registration can be set to require manual approval and email address verification before the user is authorised.
Upload user data
To start, you can take your existing database of members including such detail as you hold eg. House, leaving year, handicap index or Home Club
We would provide you with an upload spreadsheet template to populate.
The minimum requirement for a user is a name and an email address. We appreciate that some members may not have an email address but you would be encouraged to work with them to set up an email for them so they can actively participate and receive communications. If they do not create a genuine email account, we would allocate their account with a pseudo-address eg. firstname.lastname@example.org. This would allow them to have an account on the website but they would not receive any email communication nor would they be able to reset their password; they would be able to log in to view secure pages.
The database of users generates a list of members or a Member Directory. The Member Directory is protected and only visible to members. The directory listing shows basic details: name and email link. Clicking the name takes you to a detailed profile that shows the entire public profile.
When configuring the fields in the database you can set the fields to be;
- Private – only the Admin or the user can see (used for info such as address)
- Always visible – all other members can see the information, used for name, Handicap Index etc.
- Admin only – these fields cannot be seen by the member
Each member can view and edit their profile so, for example, if they changed their email address or their handicap index changes, the member can self-update the database without any intervention from the secretariat.
The member module integrates with the match management module. What this means is that when a member goes to enter a fixture, their information such as the mobile number and Handicap Index populates from the member information but, if the member changes that information on the booking form, so for example, if their Handicap Index has changed, the change made on the booking form also updates the member profile.
If required, site Administrators can make changes to profiles, individually, en bloc or by mass update via a spreadsheet.
Each user can be assigned multiple roles within the website. Each role can have a series of permissions associated with it giving abilities to view or edit various pages or functions. You might allocate all members the role of Member that allows them to log in to the site. Some would also be additionally given the role of Match Manager or Committee member so they could access information and functionality specific to those roles.
Roles and permissions can be granted, added to or removed by an Administrator.
The site can be divided into public pages and private pages that are only accessible to logged-in members. Private pages can be further restricted by role so, for example, you can have a page or pages that are only accessible to users with the role of Match Manager.
Members can use the member directory to look up the contact details of other members to phone or email each other depending on how you have set the database permissions.
In addition, there is a member-to-member messaging system that allows members to interact directly through the website.