Guide for instructors, team leaders & responsible persons¶

If you are an instructor, team leader, parent, or otherwise responsible for a group of members in an association that uses MemberOrganizer as its membership system, you can read below what you can use the system for.

You may have received a message from the association that you have been granted access to various features, and the guide below describes what you can do as an instructor in MemberOrganizer.

You may not have been granted access to everything mentioned below, so you might only be able to see some of the features described. If you are missing features you believe you should have, contact the association and ask them to grant you more permissions.

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.

Login¶

To access the features you must first log in. This is done in the Member Portal, and you have probably received an email from the association about where to log in as well as your username — typically your email address — and password.

If you are already logged in to the App, you can also go to the Member Portal from the App. In the App choose “Member Portal (web)”, and a new window opens outside the App.

Team training¶

As an instructor you can create weekly team training sessions — training that repeats week after week at the same time. When you are logged in to the Member Portal, do the following:

Choose “Instructor -> Create activity”.
Fill in the fields so they match the team training you want to create. Name, date, and start time are especially important.
Tick “Repeat” if the activity should repeat week after week.
In “Repeat weekly until”, choose the end date for the team training. When the activity is saved, the system creates team training sessions for the entire period — week after week.
In “Registration type”, typically choose “Subscribe & Unsubscribe”, as this is team training.
Click “Save” and the team training sessions are created.

Members can now log in to the Member Portal or the App, see the created team training sessions, and subscribe and unsubscribe.

If you have the App installed yourself, you can go to “Subscribe/unsubscribe” in the App and see the created team training sessions.

Team matches¶

As an instructor you can create team matches that members can enroll in. When you are logged in to the Member Portal, do the following:

Choose “Instructor -> Create activity”.
In the “Name” field enter the opposing team’s name and whether it is an away or home match.
In “Group type” choose “Match”.
In “Registration type” choose “At disposal”. This means members can signal that they are available for this team match, and the instructor can later select the squad from the members who have made themselves available.
Fill in any other fields such as venue and meeting point, as well as registration deadline.
Click “Save” and the team match is created.

Repeat this for all the team matches you want to create.

Members can now log in to the Member Portal or the App and make themselves available for the various team matches created in the system.

Selecting the squad¶

When the squad is to be set, find the team match in the Member Portal and click the green button called “Registrations”.

Here you will see a column called “At disposal”, and in this column there is a symbol — a green tick — and when you click this symbol next to a member, the member is selected for the team match.

Do this for all members who should be selected for the team match. Remember to click “Save” at the bottom of the page.

Notify members about selection¶

Find the team match again, and this time click the turquoise button called “Send message”. Here you can tick “Subscribed”, for example, and write a message that you have been selected for the team match, and send the message.

You can repeat this and send a message to those who were not selected, if you wish.

Alternatively you can send the same message to both selected and non-selected members, where you simply write that the squad has now been set, and members can go to the Member Portal or the App themselves and see who was selected.

Communication from instructor to members¶

As an instructor you can send messages to members. When you are logged in to the Member Portal or the App, do the following:

Choose “Instructor -> Send message” (Member Portal) or “Send message” (App).
Choose “Send new message”.
Choose the group of members who should receive the message.
Enter subject and write the message.
Click “Send” when the message is ready to be sent.

Messages can be sent via email, SMS, and/or the App.

If the message is sent via email, an email naturally lands in members’ inboxes. If members have the App installed and have notifications enabled, they will also receive a notification on their phone that there is a new message.

Communication between members¶

When activities are created (team training sessions and team matches), members can comment on these activities.

This can be used to arrange lifts or other practical matters in connection with a specific activity.