Instructors, team leaders & responsible persons¶
Instructors and team leaders often have a range of tasks in an association. What instructors and team leaders have in common is that they often need access to a subset of the total number of members, and MemberOrganizer can help manage that.
Note
In what follows only the word instructor is used, but it covers all types of people who have some form of responsibility for a subset of the association’s members. So when instructor is used, it could equally well mean team leader, local manager, local chair, and similar roles.
Examples of use¶
Here are some examples of tasks MemberOrganizer can handle:
- Team leader for a team
Jens Jensen is team leader for a youth team in a sports club. Jens creates team matches in MemberOrganizer and has been granted access to exactly the players relevant for his age group — Jens cannot see members in the other age groups. Parents can via the MemberOrganizer App — or via a browser — make their children available for the various team matches, after which Jens selects the squad for each team match at some point.
On the team match itself, parents can use a comment thread to arrange lifts or other practical tasks in connection with the team match.
Jens can communicate to players on the team via email, SMS, and/or the App.
- Instructor for a team
Peter Petersen is instructor for a team at a fitness centre. Peter has been granted access to create the various training sessions in MemberOrganizer. He can do this easily because there is a function to copy a training session a number of weeks ahead.
Members subscribe to and unsubscribe from individual training sessions from time to time via the App or browser, and Peter has enabled a waiting list on all training sessions, so members can join the waiting list if the class is full. MemberOrganizer automatically notifies the next person on the waiting list via email, SMS, and/or the App if a place becomes available. Peter can also communicate to members on the team via email, SMS, and/or the App.
- Person responsible for a local branch
Søren Sørensen is responsible for a local branch in a nationwide association or organisation.
Søren has been granted access to exactly the members in the local branch he is responsible for. Søren therefore cannot see members in the other local branches.
Søren can view and edit member data for members in the local branch. The system can however also be set up so that Søren can only view member data and not edit it.
Søren can communicate to members in the local branch via email, SMS, and/or the App.
Søren can create events/meetings in the local branch that only the local branch’s members can see and enroll in, and Søren can enable members to comment on events/meetings.
Features¶
Here are some of the features that can be used by instructors:
Access to a subset of the association’s members.
Communicate to a group of members — for example via email, SMS, and/or the App.
Mark attendees present for a team/training session.
Create training sessions that members can enroll in.
Cancel training sessions.
Delete training sessions.
Create team matches that members can enroll in or make themselves available for, after which the instructor selects/sets the squad.
Register hours in connection with teaching.
Members can communicate/comment on a team match or other activity, and can in that way arrange lifts or other practical tasks in connection with a team match or similar.
Limited access¶
An instructor can be granted access to exactly the members relevant to the instructor. In MemberOrganizer this is called an area.
An area can be compared to a “club within the club”. In other words, an area is a subset of the association’s members that an instructor is granted access to.
The instructor will only be able to see exactly the features the instructor has been granted access to, and therefore the instructor does not need to deal with all the features/menu items in MemberOrganizer that are available when you have access to most of the system — as is typically the case for the association’s treasurer/chair/secretary and/or selected board members.
Grant access to instructors¶
Note
If the instructor needs access to attendance marking and time registration, read more here: Online attendance and here Time registration.
A person from the association with access to the administrative part of MemberOrganizer can grant access to the association’s instructors.
This is done in the following three steps from the administrative part of MemberOrganizer:
- Enable “Member list for instructors”
First enable the “Member list for instructors” feature. This is done under “Configuration -> Member Portal -> Choose modules”, where you tick “Member list for instructors” and save.
- Create area
Next create one or more areas via “Configuration -> Member Portal -> Areas & access”, where you click the blue “Create area” button. Then choose which activities and/or member reports the area should consist of.
If you have a youth department and a senior department in the association, create two areas called “Youth department” and “Senior department” respectively, and choose activities and/or member reports that match the youth and senior departments respectively.
- Grant an instructor access.
If the instructor is not created in the member list, start by creating the instructor. Do this via “Members -> Create new member”, filling in at minimum name and email address. Click “Save”.
Then open master data for the instructor and choose the “Actions” tab at the top right. Click the blue “Show privileges” button and then click “Edit” on the right next to the area the instructor should have access to. You can now enable and disable permissions for that area.
The permissions that can be enabled and disabled are as follows:
Access to members in area: The instructor can see member data such as name and more.
Can create activities: The instructor can create training sessions, team matches, and similar.
Can create payment activities: As above, but with payment. This requires that the Dankort module is enabled before it works.
Can communicate via email, App, and SMS: The instructor can send messages to all members in the area, for example, or only members who have enrolled in a specific activity.
Send guide to instructors¶
When instructors have been set up as described above, you can point them to this menu item: Guide for instructors, team leaders & responsible persons
Copy the link from the browser, for example, and send the link to instructors via email. This naturally requires that they know how to log in to the system. If they do not, follow the guide below.
In the administrative part of MemberOrganizer there is a system text you can use as a starting point. This system text can be adjusted and sent to instructors via email, for example.
The system text contains a link to the Member Portal and merges the instructors’ username (email address) and password into the email.
This is how to send the guide to instructors from the administrative part of MemberOrganizer:
Choose “Communication -> Text templates”.
Click the blue “Create new text template” button.
In the field “Base on a system text”, choose “Login to Member Portal for instructors”.
The system now fills in the subject field and body text itself.
Adjust the subject field and body text if needed.
Click “Save text template” at the bottom right.
Choose “Communication -> Emails and letters to members”.
Click the blue “Create new email” button.
Choose the activity that contains all instructors. If no activity has been created for this purpose, create an activity via “Activities -> Create new activity” and subsequently link all instructors to this activity. If there are many instructors, use the “Add/copy/remove participants” function on the right in the activity list next to the activity you just created, as you can then easily tick all instructors.
Click the blue “Continue” button at the bottom right.
In the “Text template” field, choose the text template created earlier.
The system now fills in the subject field and body text itself.
Click the blue “Send to x members” button at the bottom right.