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?

British Cycling-powered website

How do I setup a British Cycling-powered website?

How do I control what content appears on my British Cycling-powered website?

How do I edit the website?

How do I add pages to the website?

How do I add images to the gallery?

Can I add images to other pages or in articles?

The British Cycling sections on my website are not updating, what can I do?

I want to add files to my website for users to download, how do I do this?

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.


Club Profile

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 clubtool@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.


British Cycling-powered website

How do I setup a British Cycling-powered website?

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You simply click get started, this will take you to the “Create your website” screen. Here you can choose the name of your website. This will appear in the top window bar of web browser windows, we recommend using your club name, you can change this later. The choose the website address, this will be the address of your British Cycling-powered website.

You have a limit of 32 characters, we recommend using your club name with abbreviation. Allowed characters are letters, numbers, '-' (hyphen) and '_' (underscore) you cannot use spaces. The first character must be a letter. N.b.This cannot be edited once set. 

I run a cycle speedway club and I only want cycle speedway news and events to display on my British Cycling-powered website. How do I set this up?

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Once you have created your British Cycling-powered website when you click on website manager you will get a screen which displays a list of disciplines. Select which disciplines you would like to use to filter the content on your website. This will affect which news articles and events are displayed on your website. If you do not select any of the disciplines then all will display.

How do I edit the website?

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To get started click the “Manage British Cycling-powered website" button in the website manager this will then take you to your website and you will be signed in. If you are already on the website there is a link at the very bottom of the page that reads “sign in to edit this site”. If you click here this will take you to a sign in box where you will be prompted for a user name and password, this is the same as your British Cycling member number/user name and password.

At the top of the screen you will notice a colour British Cycling logo with the word 'edit' next to it. Hover the mouse pointer (do not click) over the word edit and a box of options will appear, click on the blue button that says “Edit this page”. From here you can click on the various blocks (the elements of text, pictures, etc.) of the page, to edit, delete or move them. To add new a new block you can click at the bottom of the centre or right/left of the page where it says “add to block”. When you have finished doing this you can either preview your edits or publish your edits.

How do I add pages to the website?

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To add page you must be signed into the website. To add a page and have it appear in the menu bar make sure that you are on the “Home” page, hover the mouse over the word “edit” to the top left of the screen and in the option box that pops up select “Add a Sub Page”, once created this page will appear on the top line menu  along with “about”, “members”, “results” etc. If you are on any page other than “Home” and you add a sub page the page will appear on a drop down menu under the page you were on.

If you do not want the page you have created to appear in the menu then when in that page hover over “Edit” and select the option “Properties” then in the Page Properties menu click the “Custom Attributes” tab and scroll down the page until you see the option “Exclude from Nav” – click on this and it will then appear in the “Select attributes” list – you then need to click the “Yes” checkbox which appears underneath it and then click save. Once you have done this the page will no longer appear in the menu. Please remember to put a link to the page somewhere on the site though otherwise people will not be able to view it.

How do I add images to the gallery?

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To add an image to the gallery page, first navigate to the gallery page of your British Cycling powered website. If you are not already signed in, then do this and then switch to edit mode (if you are unsure see "How do I edit the website?"). Once in edit mode click on the frame that the gallery element is set in and select "Edit". In the drop down box next to the "File Set " select "Go to File Manager" this will take you to the file manager screen. First select the file to upload using the browse button, then click "Upload file" when the upload has completed you will get an "Upload complete" popup - click on the word "Sets" and then put a tick in the box next to the word "Gallery" and then click "Update". Then click continue and the picture should then appear in your gallery.

I forgot to add my uploaded image to the Gallery Set before I clicked continue, how can I add this picture to my gallery?

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Return to the "image manager" click on the image and then click sets, then put a tick in the box next to the word "Gallery" and then click "Update". The picture should now appear in your gallery.

Can I add images to other pages or in articles?

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Firstly you will need to you will need to upload the image you wish to use. To do this go to the top right of the screen and hover the mouse over the word dashboard. This should bring up a sub menu. From this sub menu click on “File Manager” first select the file you wish to upload using the browse button, then click "Upload file" when the upload has completed you will get an "Upload complete" window, you do not need to add the image to the set (as per uploading images to the gallery, unless you also want it to appear in the gallery).  Once the image appears in the file manager then if you click on it you will get a pop up – select properties from this pop up. In the properties window highlight the “URL to file” and copy it, you may wish to paste this somewhere like Word or Notepad so you can access it easily when creating the web content (in case you need to copy something else in the meantime).

To add the image to a “content” block fist go to the web page you wish the image to appear on and either edit an existing “content” block. Place the flashing typing cursor where you wish the image to appear (after/before certain text) then click the “edit/insert image button” paste the URL in the “image url” box – you may then need to click on the appearance tab and change the size of image (you don’t really want the images to be much bigger than 500 px on their largest side), you can also make other changes to appearance and layout in this section. Once you are happy with this click insert to add the image to the block (you may need to scroll down to do this).  After you have pressed insert the image will appear in the content block edit screen.

You can also add a link to an image so when a user clicks on the image it will take them to another page or website. To add a link click on the image to select it (when editing the content block) you will get a series of little boxes on the corners of the image and then click the “add link” button, you can then add a link in the normal way – although rather than sitting on text the link will be followed when a user clicks on the picture.

The British Cycling sections on my website are not updating, what can I do?

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If the British Cycling sections e.g. Club Calendar, News, Results etc. on your British Cycling-powered website are not updating you may need to clear the site cache. To clear the cache hover the mouse pointer over the word “Dashboard“, on the top right of the screen, then from the menu that appears select “System and Settings”  and then under the heading optimisation select clear cache and then press clear cache on the next screen that appears. If this does not work please email clubtool@britishcycling.org.uk to report your error.

I want to add files to my website for users to download, how do I do this?

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To add a file for download to your website you simply need to add the block type "file" to your page when in edit mode. When you choose file this will send you into the file manager the same as when you add a picture to the gallery - however you can upload any type of file you wish. Once you have uploaded the file it will appear in the list on the file manger - just click on it and select the option "Choose" you will then be able to give the file a text name to display on the site e.g. "Click here to download the club rules". Please bear in mind data protection when uploading files for download - you should never upload files containing the personal or contact details of your members or any third parties (e.g. email addresses, phone numbers, dates of birth, address etc.).


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@britishcyling.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 admin 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 admin charge 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 admin charge 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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You may refund a club subscription at any time by clicking "view payments" in the membership manager and then selecting the payment you wish to refund. The club member will then get an email saying that their refund is being processed via the online clubs system; please note that it can take up to a 7 working days for a refund to appear in their account. Alternatively, the club may choose to refund members directly in an alternative way (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.

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