SwimClub Manager Blog

See how many users are logging in each month

admin — Mon, 23 Jan 2012 15:54:19 +0000

You can now see how many instructors/parents and swimmers are logging into SCM each month. Go to "Club > User Login Stats".

We have been recording unique daily login counts since last year so you can see back to Feb 2011.

Facebook comments plugin

admin — Sun, 22 Jan 2012 15:53:23 +0000

We’re pleased to announce that you can now integrate the Facebook comments plugin into your club website. To activate this all you need to do is go to “Setup > Club > Club Details” and select YES on the “Use Facebook Comments Plugin” section.

When visitors browse to your website they will see a Facebook comments box below all of your pages and news stories allowing them to comment using their Facebook login credentials.

New permission level and new workflow

admin — Fri, 13 Jan 2012 11:17:15 +0000

The following features have been added:

New permission level for instructors - "View All Swim Groups". This allows you to give instructors access to all swim groups (for non-administrators) without having to manually tick each group. This is most useful for when you add a new group. You now don't have to go back into each instructor and add that group to their permissions.

New Workflow - "Swimmer has achieved diving standard". This workflow fires when you enter a date into the "Diving Passed" field of a swimmer's profile.

Invoicing parents

Admin — Thu, 12 Jan 2012 20:06:00 +0000

You can now invoice parents in the same way that you invoice swimmers. Under the "Finance > Invoices" menu there is now 2 sub menus, Parents and Swimmers.

Parents can now be assigned to fees in the same way that swimmers can so that you can invoice for weekly, monthly etc fees as well as annual membership fees.

Email templates and registration forms

admin — Thu, 12 Jan 2012 13:41:58 +0000

You can now store email templates so you don't have to type the same emails over and over again. Go to "Setup > Club > Email Templates" and you will see a new section called "Custom Templates".

When you have added one they will be available when sending emails out. All you need to do is select the template from the drop-down field and the email body will be populated with the email template contents.

I've also made it so that when someone completes a registration form (clubs on option 1 only) on your website and you have a workflow setup, the swimmer's name and dob are included in the email details.

Email Queue

admin — Tue, 10 Jan 2012 16:14:33 +0000

We’re pleased to announce that you can now queue emails to be sent at a date in the future. When you are emailing via the “Members > Send Emails” section, simply select the date when you want the email to be delivered.

The emails will then stay in the queue until the specified date.

Swimmer exports, fees, gala confirmations and bug fix

Admin — Tue, 10 Jan 2012 11:21:00 +0000

The following updates have been made as per the feature requests forum:

Diving Standard information has been added to the "Swimmers Details" export.

The "Add New Swimmer" form fields have been brought in line to match the "View Swimmer" form fields.

When a Swimmer or a Swimmer's Parent/Guardian changes their personal details, the workflow fired now includes all the old vs new information to save you from having to login and check the swimmer's profile page.

You can now store the following extra information for parents:

DOB
Gender
Address

A new Invoice Type of "Yearly Fee" has been added. This is different to the "Annual Fee" category because it lets you select which fee (1 to 5) to use in the same way as weekly/monthy/quarterly fees do.

You can now stop swimmers from viewing gala information when they are logged in. Go to "Setup > Club Details" and edit "Allow Swimmers to view galas".

When you send out a gala confirmation request email, when the swimmer clicks on one of the buttons (Yes/No/Maybe) they receive an email confirmation so that they know their choices were logged.

Same happens for when you send out gala emails to gala officials (users/parents).

There was a bug when displaying the club calendar on the dashboard for Internet Explorer users causing the events to not display correctly. This has now been fixed.

New workflow and swimmer’s best swim times reporting

Admin — Tue, 22 Nov 2011 13:50:00 +0000

There is now a new workflow you can add “Swimmer has been marked as having left the club”. Set it uip in the same way as the other workflows so you or another user can get an email when swimmers are set as having left the slub.

You can also now run best swim times reports on any swimmer’s group, instead of just the swimmer’s primary swim group. So, when you select a group for the report, it will include any swimmer that is set as being in that group (ie the group 1, 2, 3, or 4 settings on their profile page).

Emails, swimmer credits and login details

admin — Thu, 10 Nov 2011 10:31:28 +0000

The following updates have been made recently:

Email/Letters system
When you are sending out emails or printing letters, you can now add images. Simply click on the little image icon and either browse to an already uploaded image using the yellow folder icon, or upload your own.

Swimmer Credits
When issuing swimmer credits, if you choose to send an email notification to the swimmer, the "Notes" field is automatically included in the email.

This is only relevant if you have NOT setup an email template for session credits. If you have setup a template, you must enter in the template exactly what the credit is for and why they are receiving it.

Adding Parents/Swimmers
When you add new parents or swimmers, if you enter login details, a check-box will appear titled "Email login details to parent/swimmer". If you check this box, as soon as you click the "Add" button at the bottom, the parent's/swimmer's login details are automatically emailed to them, saving you from having to do it manually.

Website visitor statistics

Admin — Fri, 04 Nov 2011 15:41:00 +0000

I'm very pleased to announce a new feature for club websites - Visitor Statistics. You can now view how many visitors visited your website on an given day along with how many page views.

Because this was only implemented recently you will only start to see statistics from now. To view these click on the "Visitor Stats" tab when in the "Setup > Website" section.

Along with visitor stats you can also see what key phrases people searched for in the search engines to get to your website. The top 20 for the year you are looking at are listed below the visitor graphs.

I will be expanding on what statistics are available over the coming weeks.

Attendance reporting

admin — Wed, 26 Oct 2011 11:58:33 +0000

The attendance report has been extended slightly to show the last swim date of the swimmers.

Click on the "Last Swim Date" checkbox and if the swimmer has some swim times logged, their most recent date will be listed.

Also, if you hover over the swim date you will see the location, stroke and swim time.

Sending emails to session swimmers

admin — Tue, 25 Oct 2011 11:21:53 +0000

You can now send emails out to all swimmers allocated to a specific session. On the navigation menu under "Members > Send Emails > To Sessions".

Select the session you want to email and complete the form as usual.

Swimmer sessions and best swim times

admin — Wed, 12 Oct 2011 15:47:40 +0000

You can now assign a swimmer to up to 20 swim sessions. This has been extended from 10.

New Feature - Best Swim Times For Gala Swimmers

Once you have picked your gala swimmers, there is an easy way to view those swimmers' best swim times. Click on the new button titled "Squad Best Swim Times" on the view gala page and a popup window will open. Select the distance and stroke and all the best swim times for your swimmers chosen for that gala will appear.

To export the results to Excel, click on the "Export to Excel" checkbox.

CC Emails and invoice notes

admin — Mon, 10 Oct 2011 11:04:10 +0000

I've created a new user permission "Manage Club Calendar". As usual this is defaulted to NO for non admin users so you need to edit this on a per user basis.

New Feature CC Emails

When you are sending emails out via the main "Send Emails" page, there is now a new field "CC Emails". Click on the little icon next to this field and a popup will open listing your committee members and instructors/users.

Click on the email address to include them in the CC field. Clicking will close the popup and add the email address to the CC field. You can do this numerous times.

Invoice notes

When viewing an invoice, there is a new field "Notes". You can use this field for anything you like such as the cheque number that the invoice was paid with etc.

Instructor Trials

Admin — Wed, 05 Oct 2011 20:01:00 +0000

I've added a new section called Instructor Trials. Basically these are like swim times, but coaches can add comments against them.

They do not affect best swim times reports or any other report/export on swim times.

You create a "trial" by going to Setup > Instructor Trials and entering the details. You then add swimmers to the trial using the form on the view trial page (like you add swimmers to a gala).

To add times/comments goto Members > Swim Times > Add Trial Swim Times.

When you have added them they are visible to the swimmer on their swim times page below their official swim times.

Be aware, swimmers can see the comments you enter!

Instructors can also see swimmer's trial times via their profile page on the Swim Times tab, or by running an Instructor Trials report on the group reports page.

You need to set permissions to any non admin instructors before they can add instructor trials under the access permissions tab on their profile page. It defaults to No for all non admin users.