Updating the Club Administration System

CLUB ADMINISTRATION SYSTEM (CAS) – UPDATING CLUB DETAILS

Clubs are encouraged to manage their own entries on the CAS system. This reduces central administration costs to the Association and allows for changes to be actioned in a timely manner.

1.LOGGING ON

Using your web browser go to: members.41club.org

Enter the club:USERNAME

Enter your:PASSWORD

Usernames are usually your club name and passwords are set by the Club Contact.

You will then go to the Summary Page for your Club.

2.CHANGING OR UPDATING CLUB INFORMATION

Click on Club Information

Enter or change Alternative Name

Enter or change Website Address if the club has one

Enter or change the name of the Table that feeds the club with members

Enter the number of members

Enter the month of your AGM

Change your password if you so wish

Click [Update Record]

Please note the number listed as ‘number of members’ determines the capitation invoice for your Club. This is based on the number shown on the 1st of January each year. Clubs should ensure this is correct in late December in preparation. Any changes made during the year do not alter the capitation amount owed to National.

3.CHANGING OR UPDATING CLUB MEETING DETAILS

Click on Club Meeting Details

Enter or change Meeting Frequency

Enter or change Meeting Venue

Enter any details or announcements for that meeting. Note: This is published on your Club Page of National 41 Club web site

Click [Update Record]

4.CHANGING OR UPDATING OFFICERS

Click on Club Officers

A summary of Officers will appear

Click on CHANGE OFFICERS

Select from the list of five officers the one you wish to update/change

Click the down arrow on the Please select box and select the name of the person from the drop down list who fulfils that Officers role

Click [Update]

NOTE: A MEMBER CANNOT BE ASSIGNED TO AN OFFICER ROLE UNLESS THEY ARE LISTED IN THE MEMBERSHIP LIST. SEE SECTION 6 BELOW ON ADDING A MEMBER.

5.DELETING AN OFFICER

Click on Club Officers

A summary of Officers will appear

Place a tick in the select box in front of the person’s name

Click [Delete Selected]

6.ADDING A MEMBER

We would encourage you to add all of your members' details to this area. This ensures that they receive a copy of our Magazine to their home address. Anyone who is an Officer must be included in this area. We would also encourage e-mail addresses are listed. This will ensure that members receive communications from National direct to them.

By giving an address we assume that the users permission has been given. We give 100% assurance that our members details will NEVER be given to a third party for any use e.g. as a Marketing tool etc. In fact we do not even share our addresses with other Round Table Family Associations.

Important Note:

You cannot enter more members’ names than you have numbers listed on the Club Summary Page. If you attempt to do so the system will not allow it. If you want more magazines, or have more members than on the Club Summary Page then you need to adjust this number first. The number of members on the Club Summary Page determines the Capitation you owe to National every year.

Clubs with Honorary Members must pay Capitation for them if they are listed in the Members Section and receive a magazine. Whether or not the Club pass on that charge to the Honorary Member is their choice.

Click on Club Members

Click on ADD A NEW MEMBER

Complete all details of the member.

Click on [Add Member]

7.DELETING A MEMBER

Click on Club Members

Place a tick in the select box prior to the name

Click [Delete Selected]

8.AMENDING A MEMBERS DETAILS

Click on Club Members

Click on the members name

Update the details

Click [Update Members Details]

For further help contact Marchesi House or your National Councillor.

Marchesi House: admin@41club.org or 0121 456 4402 - Monday to Friday 9 - 5.

Data Protection

As you know we ask and encourage all members to provide us with an e-mail address so we can communicate with them in a cost effective manner and provide updates of local and National initiatives, including our monthly Newsletter.

It is a requirement under the Data Protection Act to ensure that our members provide their address willingly for the purposes of communicating to them 41Club information. We give our assurance that our e-mail address list will NEVER be shared or given to any third party – the intention being that you only ever receive communications from 41Club and no-one else.

Once a member’s e-mail address is entered on our system – we will assume it has been given willingly for the purposes detailed above. We will not verify this permission with the user, however anyone who wishes their address not to be used should contact us and it will be immediately removed.

We would ask all Club Contacts to make their members aware of this fact.

Yours in continued friendship,

Manuel (Manny) Martins
National Secretary