Email lists, volunteer details etc (6 replies)
We wanted to find a system to manage its supporter, volunteer and sailor details. We were looking for something that would:
- Maintain an email list for distributing newsletters, and notifying special events and changes to our schedule
- Collect emergency contact details for everyone who goes on the water
- Collect demographic information for fundraising etc and volunteer skills
- Manage subscriptions for those who pay an annual fee
- Collect daily registration and session data.
It also had to be user-friendly and simple to set up, as well as inexpensive!
Surprisingly we have come quite close, using a system called membermojo (https://membermojo.co.uk/), which does everything except 5 although that capability has been promised for the near future.
You can have a look at how we have set it up here: https://membermojo.co.uk/tidewaysailability
This looks interesting. How many people do you have accessing the database and can you apply different security levels depending on the user? Eg, only certain people can see certain fields (like medical conditions). Have you looked at the Data Protection implications, and were there any issues here?
We have restricted full access to those who need it- treasurer, secretary etc. So long as we manage this eg removing rights when the individual no longer never needs them, Members who don't renew are removed after 12 months, I believe we are ok with data protection. Charities don't need to register- they just need to maintain sensible restrictions. Very little is required information so people can not supply anything they don't want to. Permitted email senders is a bigger but still limited group, who have no data access. Then the rest who would not have access except to their own details. The medical conditions info is more for demographic purposes than daily use- we generally rely on individual's knowledge, carers etc.
To have a look at what we have done, sign up to Tideway as a supporter- I can delete it later- contact me when you have seen enough. Link is on the Tideway website, under Charges, but you don't need to pay anything.
hope this helps
Simon - many thanks, very helpful. That looks quite impressive. I assume all the fields are customisable. I will raise it as part of our impending website development discussions over the coming winter. Regards. Anne
All the fields are customisable- and you can have as many as you want. Best wishes Simon
An update- we are now also using the system for recording our daily attendance by volunteers and sailors. We were struggling with people who had not registered or whose membership had not been renewed. Now we can only record attendance for people who have a current registration. So there is a practical reason for keeping everything up to date. We have a fairly lenient approach- we don't let the forms obstruct the fun. It also gives quick access to basic contact details and to Attendance history-who came last week?
Using a spreadsheet (lookup and pivot tables) it will be possible to match attendance with our demographic membership data- lots of fun for the winter evenings.
It works well on a touchscreen e.g. tablet- we plan to use a touchscreen with a Windows 10 PC.
The attachment has a pdf of the latest version of the registration form, hopefully GDPR compliant.
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