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
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Public Pages Available to all
Online Registration for Members
Online Sales of Club Merchandise
Team Managers & Coaches Area
Club Admin Area
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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
CalfordGreen Consulting
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
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)
Of course you can
change your password
whenever you want to
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Only club officials
have access to the
admin functions
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
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Full and EASY Administration
of Players, Teams and Age
Groups
OK, lets go
for User
Admin to
start
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When you Create a UserID,
if you don’t 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 let’s 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
Manage Other Functions such
as Age Groups, Schools, Club
Emails and more
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
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And of course
produce dozens of
reports to help you
manage
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
it’s details
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Your club might want to
call the Age Group
something different than
the association does….
You can open and close
Online Registrations as a
whole, or close Online
Registrations for just a few
Age Groups as they fill up
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 aren’t 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 Next screen
shows editing the
Teams Details
The 2nd screen
will show you
Managing
Players within
the Team
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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
haven’t 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
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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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
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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This is the
program used to
send emails to
club members –
The options are
extensive
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!!)
Send Email
You can select one of many
Age Groups and/or Teams
to send to
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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You can also use our Control Panel to set
up Email Aliases so that club officials
(including Team and Age managers) don’t
have to give our their personal Email
addresses and members don’t have to
worry about remembering them!!!
Email Forwarders
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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
doesn’t 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/teamm
anagers or a link from
your website)
Enter the
Team
Passwor
d
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
Or register here if
they are new to the
club
Returning Players
can re register
here
Once a player has
registered, this link
becomes “active” so the
player can either register
another member of the
same family or Arrange
Payment
This link just displays
details of your
registrations fees
Most of the first page is
completely updateable
by the club admin so
you can display any
information you want
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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 can’t
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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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
Register Online
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
And the club will
also receive an
email confirming
that the player has
registered
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The player will
receive an
email telling
them they have
registered
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 doesn’t 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
[email protected] 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/registeronline/
• If you want more information, please call us on
0402 033 941.
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