Managing your users
Clicking a user will take you to the front panel of their profile. From here you can see all the information uploaded by that user alongside a number of controls.
It is from this page that you can endorse qualifications, send individual emails by clicking the email address in the personal details section and view/ upload user documents.
Navigate to content>publishing desk to post content to your network. There are four types of content you can choose from:
- Text – for posts containing only text.
- Link – here you are able to add a URL to a website (not video) along with some notes on what the link contains
- Video – this is where you can paste the URL of videos along with notes.
- Document – upload a PDF, JPEG, excel or word file for your users to see along with explanatory notes.
You are also able to choose which members on your network will be able to view the content:
- News – this posts the content to the widget to be seen on your landing page and external sites (if embedded). For text content only
- Adverts – For advert package only
- Individual – posts to all coaches and volunteers connected to your organisation and will display in their newsfeeds.
- Providers – will show on the newsfeeds of all providers/ employers connected to your organisation.
To share on Twitter you must first connect your Twitter account by going to Configuration>site setup>connect with Twitter and logging into your organisations twitter account. Once done, your content will be automatically tweeted.
Searching for users
Once you perform a search, you have a number of ways to process that information. You are able to:
- Assign standard – apply a minimum standard to all users in the search results
- Tag – bulk tag all users which can then be searched for using the ‘tags’ criteria in the applicant search tool
- Export – export the results in an excel format
- Save search – save the search so that it can be repeated easily in the future
- Send email – send an email to all the users in the search results
Create an event
Creating an event can be done through CRM>events>create event which will lead you to the event creation screen. From here, you will be asked for all the details of the event including a section to add paragraphs of text.
You can also handle bookings through the platform by selecting ‘yes’ for the ‘is your organisation handling bookings’ question. This will allow you to add a PayPal account email address and price or a URL to an independent website users can book through. When a user then clicks the ‘book’ button on the event, a pop-up will be generated with either the payment details you added or the external website.
Adding a ‘booking token’ will require users trying to book onto the event to enter a phrase. This is a useful tool when creating private events.
Once an event is created, it will be added as ‘inactive’ and will require activation before it will be displayed. To do this, go to ‘manage events’ and click the box by the event you want to make active. Scroll to the bottom of the page and select active from the ‘change status’ field to ‘active’ and then click ‘go’.
You can manage existing events from this screen as well and have more options to:
- Edit – edit the details of an existing event
- View bookings – view the details of all users who have booked onto the event
- Share – share the event with other County Sports Partnerships and organisations
- Delete – remove the event from the system
Create an opportunity
The creation of opportunities is similar to the process for events but with a few differences. You are able to add a ‘logo’ to appear as a thumbnail image when it is displayed but if you choose not to upload one, a default image is provided. At the bottom of the creation page you also able to share the opportunity with CoachWeb and VolunteerWeb if you deem the opportunity suitable for both coaches and volunteers.
Similar to events, once you create the opportunity it will be listed as inactive by default. To make the event active, you need to simply go to the ‘upcoming’ or ‘past opportunities’ section and find the event. ‘Past’ and ‘upcoming’ events are divided by start date based on today’s date, it does not influence how the opportunities are displayed and ‘past’ events will still be viewable in the same way as upcoming events as long as their end date has not already passed.
We also have the option to bulk upload opportunities from excel spreadsheets using the ‘import .csv’ button found on the ‘manage opportunities’ page. Download the template and fill in the details of the opportunities you wish to import.
Customise your site
Licence holders are automatically provided with their own site which they can customise through the configuration app which can be accessed by clicking ‘configuration’ at the top of the screen.
This brings you to a page with a number of different sections:
- Select featuresets – see what packages you currently have enabled
- Site setup – fill in your basic details and add the content to appear in the widget of your site. From here, you can also add Facebook and Twitter integration to your site.
- Widget configuration – here you can add the background, branding colour and logo for your site. It is from here than you can find the details for embedding your widget in an external site.
- News sources – add RSS feeds to automatically post to your users streams and set the source channel options that can be chosen from the publishing desk tool
- Contact points – here you can set the email addresses which the system automatic emails are linked to.
- Email templates – a list of all the automatically sent email templates. Clicking the edit button allows you to deactivate certain templates and edit the content.
Once you have made your changes, be sure to click the publish button to activate them. You have the choice of publishing to the live site or your own test site. This is particularly useful when you are making large changes which you want to test first before deploying to the live site.
Using Minimum Standards
The minimum standards package allows you to assign requirements to individuals and groups of users which govern their ability to be deployed to certain environments. The system includes the ‘CoachMark’ minimum standard by default which is decided by the Country Sports Partnership Network designed to allow coaches to integrate with different CSP’s under a common goal.
To create your own minimum go to the minimum standards section and select ‘create new goal’. You will then be able to add the details of the goal and the requirements you would like to set. Adding a termset creates an ‘either/ or’ scenario in which a user can complete the goal by either completing all the standards from termset 1 or termset 2.
You can customise your goal even further by changing the requirements for your criteria. For instance, if you require your user to be over a minimum age you will add that criteria to your goal in a termset. To set the age requirement, you can then go to the ‘manage standards’ option and edit the ‘minimum age’ standard to your needs.
The documents section allows you to alter what supporting evidence is required to complete the criteria you have set. For example, the minimum age requirement could require a document upload such as passport or birth certificate, or it could be completed by the age entered on the system by the user. To change this requirement, go to the documents section and select the standard you wish to edit. You are then able to add compulsory and optional attributes to the standard. To make these changes visible, you must assign them to a standard by going to ‘manage standards>edit’ and clicking the green + symbol and selecting the ‘documents’ tab. This will then allow you to select the documents you have edited.