After members have registered on the club website, or in case you have registered members yourself to an activity, you can manages those registrations.
- Select Activities in the main menu.
- In the sub menu, select List of activities.
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- Select the
icon to open the following screen. In this screen you can manage the registrations for this activity.
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In the screen above you can see all people who registered for that activity. Below follows a brief explanation on the buttons:
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Remove participants from an activity |
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Participant has paid for the activity |
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Edit registration |
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Participant has been invoiced for the activity |
- By selecting the purple Adding participants button, you will open the membership management summary.
- Select a member or a group of members to add to the activity and select the OK button.
- If an extra field was linked to the activity, the pop-up screen below will appear.
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- Select the Save button after entering the selection to proceed and close the pop-up screen.
- e-Captain will ask if the registered member must be notified about the registration.
- By selecting the Send email button, the participant will receive confirmation of the registration to the activity.
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- After sending the confirmation, you will receive confirmation that the email has been sent.
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- If the email address is unknown or there are internet problems, you will receive a message stating that no mail was sent.
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- The member has now been added to the activity.
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If an activity has a restricted number of participants but there are more members that would like to participate, then members can be placed on a waiting list. A waiting list must be created for each activity.
- Select Management centre in the main menu.
- Select Activities.
- Select Manage categories and select the correct category fro which you would like to create a waiting list.
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- Select the Allow waiting list for this category? box.
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Manage member waiting list
- Select Activities in the main menu.
- Select List of activities in the submenu.
- Select the
icon to open the screen below.
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In the example above there are three members registered for the activity. This fills the activity. This activity permits a waiting list. By allowing a waiting list, there are three other members that are on the waiting list. If a registered member cancels, a place will open for people on the waiting list.
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- If a place opens up you can select the Allocate waiting list button.
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- In the screen that opens, you can select a participant from the waiting list. This can be the participant that is first on the waiting list or any other participant.
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- Select the Allocate button to transfer the member from the waiting list to the activity participant list.
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The member has now been added to the activity and if the option is checked, the system will send an email to confirm registration for the activity.
If a participant to an activity wants to cancel, he/she can do this through the club/organisation’s website. A member can also cancel through the club/organisation, after which the membership administration records the cancellation.
- Select Activities from the main menu.
- Select List of activities from the sub menu.
- Select the
icon to open the screen below.
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- Select the
icon in front of the participant’s name to cancel the registration of the participant.
- e-Captain will ask if you are sure that you would like to cancel the registration.
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- Next you will be asked if you would like to inform the participant automatically of the cancellation with an email.
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If a participant has paid using the electronic payment option, or if the cost have been invoiced, e-Captain will confirm this by placing the
icon in front of the participant’s name.
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- If you would like to remove a participant that has already paid, you will receive the following message.
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Warning! If the activity has been paid or invoiced, you will have to refund the amount paid for registration to the activity to the account of the participant.
- Use Remove Participants to move a participant from activity A to B. Use the black arrow to do this.
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The following screen opens:
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- Press continue to view both activities and to see their differences.
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- Check the extra fields if they're correct before you continue.
- The next window shows you the financial overview.
- If you press Finish the participant will be moved from the one activity to another.
Use to mailing to send all participants or employees an e-mail.
- Click on Activities in the main menu
- Choose activities list in the sub menu
- Press the
icon to open the following screen.
- Press To mailing to see the following:
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- Select to whom you want to send your mail.
- Click continue.
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- Select your type of e-mail.
- The subject is obligatory, to make it easier to find back in the Mailing Module.
- Click next to open the following:
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- Create your e-mail and save.
- Click on Link Receivers to link extra members. Participants and employees have already been linked.
- Click send mail to send your e-mail. You can also save it in the Mailing Module.
- If you select the to reporting button, you will see the following screen.
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- In this screen, you can set parameters for the report you would like to see by using selection boxes.
- Select the Next box to open the next screen.
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- In the System Lists column you can select which list you would like to see.
- In the Own lists column, you can select the lists thatyou created yourself.
- In the Export column, you can indicate the format you want to use.
- Once all parameters have been set, select the View list button.
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To get a summary of all participants and contributors for a specific activity, you can export the list to an MS Excel file.
- When you select Excel list, you will see a pop-up window asking if you would like to Open or Save the file.
- Select Open in this example.
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