Add, Modify and Delete Club Members

Database Help Online Croquet England Directory Help.

Maintaining Club Member Details Online

This page guides club administrators in maintaining their club members' details online. You can also partially maintain the details by providing new uploads of your data, and this process is described separately on the Upload Club Membership CSV page.

See Subscription and Membership Management for a full understanding of how to manage your club memberships in the online Directory.

Note that your members can update their own details online; indeed, anyone can create a new online account and tell the system they are a member of your organisation; this sends the main contact an email to confirm the membership, which they can do by following a link in the email. Individuals can also end their memberships online. Only the individual can maintain their ICE In Case of Emergency [ICE] details.

To maintain the details online, go to the Croquet England Directory home page. Club administrators will see a main menu option group, My Admin, within which is a link to their club's data. Clicking this link brings up a page showing all the club's details, with the Members tab pre-selected.

The Members tab gives access to everything needed to manage the club's membership list, including adding, editing and deleting members' details, and is the starting point for all the actions below.

Note that any tab can be pinned so that when the screen refreshes after a modification the tab is again selected: click the Pin this tab button.

Adding a New Member

In the Members/Subscribers tab, click the link Add Member and then select the appropriate subscription type from the drop-down list. If your club has only one membership type, it will be selected automatically
- Alternatively, in the person's Memberships tab, click Add Membership. Do this to add a Croquet England Standard subscription to eligible club members

This pops up the Create Subscription page.

First, there's a database search for the person you want to add to your club's membership list
- Searching ensures that you don't create a record for someone who is already in the database (they might be a member of another club, or a lapsed previous member of yours)
Type in the surname of your new member, and press Search
- If it is a long name, you can type in only the first few letters of the name, and it brings up all matches
You can now do one of two things:
- Select the name from the search results list, or
- If the person you are adding does not appear on the list then you can click the link to Create a New Person Record at the bottom of the page:
  - The first step is to enter their email address so the system can check to avoid duplicates
  - If they don't have an email address, proceed by entering the dummy email suggested on the page
    - note: no email address means that they won't be able to log in to the website and maintain their own details and preferences, nor enjoy the online benefits of a Croquet England Standard Subscription
    - If the email address already belongs to a known member, the system will warn you at the top of the first data entry page
      - Two members may share the same email (they'll need different passwords), but please be sure this is the case before proceeding, and cancel if you are not sure
  - Step through the data entry pages
    - Fields marked with a red asterisk are mandatory and required for all new entries
  - The final page is a confirmation page, and the new entry is only created once you click the Confirm button at the bottom of this page
  - You will then be returned to the search page, but the entry you have just created will now appear on the list, and you can click on the name to select it for your new club subscription
Back on the Create Subscription page, you can complete the rest of the details for the subscription:
- Select (or type) the new subscription's start and end dates
  - the defaults of starts today and ends never will be fine in many cases
- You can also specify if the new member will be a Croquet England Standard Subscriber (if this will be their Primary Club and they are not already a Croquet England subscriber)
  - generally assume this unless you know this is not their Primary Club
- Once you are happy that the subscription details are correct, press Save Changes to complete the task

Reinstating an Expired Membership

The membership you want to create might already exist but was expired, for example, because the individual failed to pay their club subscription.

Such a membership could be edited to make it active again, rather than creating a whole new subscription record for them. However, this should only be done if the gap in membership was short or made in error since once done it will look like there has been one unbroken membership period. If someone leaves the club then comes back at a later date, then it will normally be preferable to create a new subscription record for them.

The process for reinstating an expired membership is as follows:

In the top section of the Members/Subscribers tab, tick Show inactive to list all expired memberships. They are shown with lowlight and strikeout
Click on the link in the Expiry column to view the details of the subscription
Click Edit
Update the end date (if you are not using the system to manage your membership periods, use the special value never)
Save and you are done

Editing a Member's Details

Club administrators can amend personal details on behalf of a club member so that you can provide support for those unable or unwilling to do so for themselves.

In the Members/Subscribers tab, click the name of the person on your membership list that you wish to edit
On the Details tab click the Edit button at the top
Step through the data entry pages using the Next button until you find the information you need to change.
- Fields marked with a red asterisk are mandatory fields and if blank will prevent you from stepping on
The final page is a confirmation page, and the new entry is only updated when you click the Confirm button at the bottom of this page

How the Input Data is Filtered and Checked

The raw input is checked and processed depending on the type of data in each field as follows:

Plain Text Block	Any markup is stripped out, most Unicode characters are replaced with their simplified equivalent (e.g. a-acute with a), and consecutive spaces and tabs are compressed to a single space. Line breaks remain except that blank lines are removed. This allows any content to be copied from the Internet or an external document and pasted into a plain text field.
Plain Text Line	As Plain Text Block but replaces line breaks with a space. Some text line inputs have special interpretation: Initials: spaces out and capitalises initials, but allows some known special cases such as "de A" or d'A Honours: Standardises known honours (e.g. OBE, MIMechE), leaving unrecognised input unchanged whilst raising an alert Title: Standardises known titles (e.g. Mr, Ms, Gp Capt) leaving unrecognised input unchanged whilst raising an alert Name or Address: Standardises as best it can, mostly through capitalisation. Postcodes are checked depending on the country
Yes/No (Boolean)	The value in the input is taken as Yes (true) if it starts with the words True or Yes, starts with the letter Y (can be a single character), or is a non-zero number. Anything else, including a blank field, is interpreted as No (false).
Phone Number	Strips any mark-up and spacing then formats in the standardised way raising a warning if it seems to be invalid.
Real Number	Interprets the input as a (signed) decimal (e.g. -1.5, +10, 7.53). Some special characters are handled, e.g. a three-quarters character ¾ becomes 0.75; also "1 1/2" becomes 1.5.
Integer	Anything comprising just digits (with an optional leading sign) is converted to an integer (whole number). Otherwise: if it is a decimal number, it is interpreted as the nearest integer to the number input and a warning is issued "None" and "-" are treated as zero A string with a thousands-separating comma is supported (e.g. 12,345)
Number List	A set of integers separated by commas. Values between commas that cannot be interpreted as integers are discarded. If no numbers are present in the input, the value is set to -1.
Money	As Real Number but allows a leading currency symbol.
Email Address	Strips any markup and spacing, then checks that the input looks like a valid email address, issuing a warning if not, but does not change it unless it is too long, in which case it is truncated.
Date	Allows a date to be specified in a variety of ways including ISO (YYYY-MM-DD), British (DD/MM/YY, DD/MM, DD MMM, etc.), week number (W2 = 11-Jan), and relative (today, yesterday, tomorrow).
Time	Any reasonable time string (e.g. 12, 12PM, 12 PM, 12:00 PM, 12.00, Now)
Website URL	Standardises the input line and issues a warning if it does not conform.
CqE Website Page Address	After stripping anything that looks like a copy/paste of a site page URL, or part if it, the remainder is interpreted as a standardised path (e.g. /?p=tournaments/regulations)
Mark Up Text	Web pages and rich text database content are filtered by standardising the character set (e.g. replacing smart quotes with standard quotes) and made to fit the site layout standard. Not all unexpected formatting is removed, but it is warned about and the editor expected to make it fit within the site's standard look and feel.

In Case of Emergency [ICE] Data

ICE data comprises the phone number and name of a person to contact if all other avenues have been exhausted or in a medical emergency. It should include their relation to the person and/or other relevant information such as essential medical details.

ICE data can be edited only by the individual but is held on their record so only needs entering once. TES asks users to confirm or update it when entering a fixture online. The individual decides if their club membership administrators can access it by ticking a box.

Apart from the individual, the ICE data can be viewed only if:

The date is between 1 day before and 1 day after a fixture that the person has entered in TES and the requester is the Entries Secretary, Tournament Manager or Tournament Director of that event
The viewer is a Club Officer of an organisation to which the subject subscribes and the subject has ticked to allow ICE to be viewed by club/organisation administrators

Access: On the individual's Directory entry Admin tab is an ICE Data button, which pops up a form asking the user to confirm they have tried all other means of contacting the individual and in what role they are requesting to see the data. If the access criteria are met, the ICE data is displayed along with when it was last confirmed or modified.

All accesses to someone's ICE data, other than by themselves, is logged in their record.

Managing a Club Member's Primary Club

Setting a person's Primary Club is managed by the club admins or the members themselves. To set someone's Primary Club:

Find the member's subscription entry you want to update - either by going to their entry and Memberships tab or the Members tab of your club
Click the view button alongside your club's name, which will bring up details of the member's club subscription
Click on Make Primary Club, which makes this the member's Primary Club and all other clubs not their Primary Club
- It is not possible to make your club not their Primary Club - refer to the administrator of their new Primary Club

Removing Someone From Your Membership List

To remove someone from your membership list you expire their subscription as follows:

In the box My Admin, click on the name of your club to see your club's details open at the Members tab
Click the icon alongside the member you wish to remove, which pops up details for their club subscription
- You can also get here by visiting the person's details and selecting their memberships tab
Click the Change Subscription or Options button
Click End Subscription
In the form you then see:
- If your club's memberships have end dates specified - see Subscription and Membership Management - you have a choice to end it now or at its expiry date
- Select the reason for termination (collected for statistical purposes)
- Click End Subscription
Review the confirmation screen, and if all is well click Confirm
If the date you set is
- yesterday or earlier: the subscription will be marked as ended,
- otherwise, it will remain active and when the end date passes the system will expire the subscription automatically, removing the person from your active members list

Expiring a subscription does not delete it from the database as it remains a historical record. It operates by setting the subscription's end date to be when the membership expired (or will expire, for example at the end of the year).

You can view expired subscriptions by ticking Show Inactive at the top of the Members/Subscribers tab, which lets you reinstate a subscription if it was expired in error.

To set a subscription end date other than the offered alternatives, or to make other changes:

Find the member's entry you want to modify, either by going to their personal record and selecting the Memberships tab, or listing club members and scrolling to the member's line
Click the view button or click on the date (or symbol) in the Expiry column, which will bring up details of the subscription
Click the Change Subscription or Options button
Click on Edit Other Details, which brings up a page allowing you to make the change
Set the expiry date for the subscription (which is set to Never by default) - you can type Today, Yesterday, or Never in the date field, type in a date, or use the pop-up date selector

When expiring a club membership, you don't need to think about Croquet England subscriptions - Croquet England is responsible for them.