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Club Management Tool FAQs

Club Management Tool FAQs

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Welcome to the club management tool FAQs. Here you will find answers to frequently asked questions and some handy hints and tips to help you get the most out of the club management tool.

Overview

What is the club management tool?

Club profile

How do I create images for the club profile?

I can’t put enough detail into the “when we train” section.

I have updated the club profile, but it is not showing on the public profile page

I can’t find my club on the club finder.

Activity manager

My activity will be run off road, what postcode should I enter?

How do I add special requirements for riders?

Messaging riders attending activities.

Can I list my clubs time-trials on the activity manager?

Email

Can I email my club members using the tool?

Newsletter manager

I have selected a template but I cannot see it.

How do I add an image?

Can I schedule when my newsletter sends?

Membership manager 

How can I upload a large number of club members?

There are people in my club member list who are no longer club members and some who I don't recognise what should I do?

How do I print a list of my members?

How do I set the same expiry date for all members?

How do I email my club members from the members list?

Subscription manager

What is the subscription manager?

What are the features of the subscription manager?

How does the subscription manager work?

How do I start collecting club subscriptions online?

Can I control who joins my club?

Are all financial transactions secure?

What are my liabilities?

How much will it cost the club to use the British Cycling online subscription system?

When will the club receive the collected subscription money?

How will club members know if  their subscription is accepted or rejected?

What happens if a club subscription purchase is accepted but the card payment then fails?

A club member says they have been charged twice for their subscription purchase.

Can I refund club subscription fees?

Do I have to refund club subscription fees if someone leaves the club?

Reports

What is a snapshot report?

Can I make my own custom reports?

What are public reports?

What is the club management tool?

Back to FAQs

The club management tool is a set of online tools to help our clubs and teams manage their day-to-day communications, membership and activities. The club management tool is packed with helpful features and is free of charge for affiliated clubs. To view an introductory video click here.

How do I create images for the club profile?

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If you do not already have images in either jpg or png format then the easiest way to do this is to open the image on your computer and then see if you can select “Save As” and save the image into one of these formats.

If you do not have this option the you can use a screen grab tool such as Green Shot. This will allow you to select an area of your screen, capture it and then allow you to save it as a png or jpg. This is particularly useful for example if you wish to have an image of just your club jersey for the kit image but only have a full kit design pdf sheet.

If your image files are too big you can resize them using Paint (in Microsoft Windows) in the Accessories folders. With XP and older open your photo, then select "image" at the top, and select "stretch/skew" from the list. In the stretch block, use some percent less than 100 in both horizontal and vertical. Keep it the same to keep the same shape.  In Windows 7, open your image in Paint, and select "resize" at the top again you can use percentage or you  can click the "pixel" button and make the largest dimension 500 pixels, the other will fall in proportionately. This should make your image the correct size to upload, make sure you save it after resizing – it’s best to Save As and give it a new name so you don’t lose your original image.

I can’t put enough detail into the 'when we train' section

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These are meant to be a quick generic guide to when a club train, so people can see quickly if the clubs training sessions are on suitable days/times for them to attend. You will be able to enter in depth details of activities using the activity manager.

I have updated the club profile, but it is not showing on the public profile page

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Please ensure you save the profile before you view the public page, updates will not show unless the profile is saved

I can’t find my club on the club finder

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Make sure you have checked the option “Show club details on the British Cycling website” save your profile after you do this. If you have any further problems please contact clubs@britishcycling.org.uk

Activity manager

Please only use the activity manager to list club activities such as training rides, club meetings etc. If you are running a competitive event or a non competitive all comers event (e.g. a Sportive) then it must be listed on our Event Calendar for more details either contact our events team on 0161 274 2020 or events@britishcycling.org.uk or our sportives team on 0161 274 2008 or sportive@britishcycling.org.uk

My activity will be run off road, what postcode should I enter?

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Where you are running an off road event please use the nearest available address/postcode and put details of directions in the additional info section. Royal Mail postcode finder

We are running a velodrome activity, the riders attending need to be accredited is there an option to add this information on the tool?

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Extra requirements such as this or any other information relevant to people coming on the activity can be entered in the “Additional info for attendees” section.

We have a training ride on Sunday – rain is forecast, I need to let everyone know they must have mud flaps fitted for this ride

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In the activity manager if you click on the number of people attending an activity you will get a list and an option to message individual riders or message all those attending.

I have had to cancel this week’s club run but I forgot to message the riders first. What can I do?

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Do not worry all those who were attending the ride would have received an email message telling them the activity was cancelled.

Can I list my club's time-trials on the activity manager?

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Clubs in Scotland can list their club-confined time-trials - open time trials must be listed using the event management system. Clubs in England and Wales may list their time-trial events however this does not imply that these events are registered/endorsed or supported by British Cycling.

Email

Can I email my club members using the tool?

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Yes. There are two ways of emailing club members using the club tool. You can use the snapshot reports functionality or you can email people directly from the membership manager explained in detail here.

Newsletter manager

I have selected a template but I cannot see it.

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The template does not display in the edit window, the text and images you enter here will display within the template. To see how your newsletter will look press the “Save and Preview Newsletter” button.

How do I add an image?

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You can add an image that has a web address. You can upload images to your existing website, a third party such as Flickr or to your British Cycling-powered website. If you know the web address then you can type it in the image url box, alternatively if you right hand click an image and select Copy Shortcut (in Internet Explorer), Copy Image Location (in Firefox), Copy Image URL (In Google Chrome). Remember you must have the right to use images. For help uploading images to your British Cycling powered website click here.

I have written my newsletter, I do not want to send it until next week but I am on holiday, how can I do this?

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To send a newsletter at a later time and date you can use the “Schedule Send” function this will allow you to set a time and date that you wish your newsletter to be sent out on.

Membership manager

How can I upload a large number of club members?

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On the "add a new member" screen click the "Add a large number of members" button, this will allow you to download a spreadsheet which you can then send to clubs@britishcycling.org.uk we will then upload these club members for you. Please ensure you fill all compulsory fields for each member or we will not be able to upload their details.

There are people in my club member list who are no longer club members and some who I don't recognise what should I do?

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In the first instance, we do understand that club secretaries will see people in the list who are no longer club members or may even be deceased. Where this is the case, we would ask clubs to do one of the following:

If the person is no longer a club member: use the ‘delete’ button to remove the person from your club list. This does NOT generate an automated email to the person.

If the person is deceased please inform the British Cycling team using the Message Board button on your main dashboard. We will administer the necessary changes to remove the person from your club list.

How do I print a list of my members?

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When printing a list of club members you can first sort and filter the list to only display the members you want to print. To print all of your club members first change the drop down to show "all" club members (please note this may take a while if your club has a lot of members). The you can choose how you wish to order them using the sort buttons at the top of the of the columns. You can also filter using the box at the top right of the membership manager. For example to show all female members type "female" into this box.

When you print you will get a printout of the list the way it is displayed and ordered on screen. To remove some of the columns that display use the "custom view" button and display only the data you want to see.

How do I set the same expiry date for all members?

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To set the same expiry date for everyone you need to set the view to “Show All members” (if you have a lot of club members this can take a long time to load, alternatively you could set this to any number of club members but you would have to update the expiry dates page by page) then when the list has loaded click the all box at the top of the first column to select all members (so a tick appears against all names) at the very bottom of the list there is a drop down box  which says “Set selected...” if you click this you can select the option “Club Member Expiry date” and this will allow you to set the same expiry date for all selected members.

How do I email my club members from the members list?

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To do this use the checkbox that appears in the first column on the left of your list of club members, you can either select individual members or check the box in the header row to select all members currently visible on the page. Once you have made your selection click the “Email selected members” button this will launch the email window which will allow you to compose the mail, giving it a subject and attaching files. The club members who are to receive the email will also be listed on this screen. Once you have sent the mail it will be available to view in your email log (accessed from the main club tool dashboard). You can sort and filter the list before selecting the members to email this makes it easy to select the people you want to email.

Subscription manager

What is the subscription manager?

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The British Cycling Club Management Tool allows cycling clubs which are affiliated to British Cycling to collect their club subscription fees online via the British Cycling website.

What are the features of the subscription manager?

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British Cycling's online club subscription system offers ease of use, secure payment and total convenience;

  • The system is integrated into British Cycling's online club profiles and club finder
  • Minimal application fee £1.00 for riders using the system
  • Buy and sell subscriptions for individuals, couples and families.
  • Automated confirmation emails for riders and clubs
  • Secure payment platform to process payments

How does the subscription manager work?

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Subscription payments taken through British Cycling’s online system are electronically passed to the club. The club can choose whether to automatically accept subscription or whether they want to approve and individually accept subscriptions. Either way, once your subscription is accepted, your card is debited and you will receive a confirmation email.

How do I start collecting club subscriptions online?

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To setup Club Subscriptions you must first set up a supplier account with British Cycling this will allow us to send the money we collect directly to your bank account. You will be able to do this when you click on manage subscriptions. The account will then be activated by our finance department - this will take a couple of working days you will then be able to setup and start selling your subscriptions.

Can I control who joins my club?

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Yes, there are filters on the subscription setup to only allow certain ages or only British Cycling members to purchase certain subscriptions.

Are all financial transactions secure?

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Yes. Our online club subscription system uses a range of security features to protect data and keep financial transactions secure for riders and clubs. For full details click here.

What are my liabilities?

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As per current practice, club subscriptions are ‘live’ on the British Cycling website, all liabilities rest with the club.

All correspondence and enquiries about club membership and subscriptions will be channelled to the club.

How much will it cost the club to use the British Cycling online subscription system?

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There is no charge to the club. Club members pay a £1.00 application fee per subscription purchased. The admin charge is non-refundable and enables British Cycling to remain cost neutral in providing the online club subscription system.

When will the club receive the collected subscription money?

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Club subscription payments, minus the £1.00 application fee per subscription purchased, will be sent direct to the club’s nominated bank account on a weekly basis, so long as the funds due are in excess of £50.00.  If the funds are below this amount then they will be sent once they are £50.00 or above in the next payment run. Periodically, and at least once every three months, British Cycling will pay all dues where the amount is less than £50.00.

How will club members know if  their subscription is accepted or rejected?

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The club member will automatically receive confirmation emails throughout the process of online subscription purchases.

What happens if a club subscription purchase is accepted but the card payment then fails?

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The person will still be accepted as a club member. However, the club member and the club secretary will each receive an email explaining that the system was unable to collect the subscription fee and that this should be paid to the club secretary using an alternative method.

A club member is saying looks like "I’ve been charged twice for my subscription"?

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It is impossible for the card to be charged for more than the entry fee. What you’re seeing is a record on the card of the deferred payment; this is a product of the banking and not an error with our website or the card.

Can I refund a club subscription payment?

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There is no automated refund process through the online club tool, the club may choose to refund members as per their temrs and conditions of club subscriptions directly (e.g. by cheque, PayPal etc).

Do I have to refund club subscription fees if someone leaves the club?

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Clubs operate a club-specific policy. It is strongly recommended that you include a refund policy as part of the terms and conditions document.

Reporting

What is a snapshot report?

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The snapshot report shows you live and up to date segmented information about your club. It breaks down your club membership and displays charts by various sets of data such as gender, age category, racing licence and it also segments your membership by any custom fields and club subscriptions where these have been set up.

In addition to the chart each section is listed above the chart with a numerical value. If you click on the number this will then give you a list of all the people in this section and you will also be able to email all of these people from this screen as well. This makes the snapshot a really effective tool to communicate with the different sections of your club.

Can I make my own custom reports?

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Yes, the 'custom reports' feature allows you to report on your club membership by creating your own reports. You can report on any of the numerous data fields, filtering, grouping  and sorting the data in the way that you want. Once you have created your custom report it will be available to you in a variety of different formats including Raw CSV data, Excel, PDF and HTML.

What are public reports?

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A public report is a custom report which is available via a live web link which you can share with the public. Due to the public nature of this report you are restricted as to which fields you are able to select for the report. Once you have created the report you will get a web site address where the report will display – you can then use this to link to the website via email or your club website. The report refreshes every 15 minutes so it is always up to date when people view it. You will still get the option to have the report in the other formats so you do not have to create the same report twice to achieve this.