APL Membership and Events Mgmt.

About

  1. Purpose and functionality of the Website:
    • Create and Maintain a membership list.
    • Create a calendar of events (Tournaments and Social events).
    • Allow members to sign up for Club’s regular events.
    • Allow players to sign up as non members and register for ad hoc regional or national tournaments organized by the club.

      Use of this website will result in the Elimination of a lot paper lists and forms and will allow quick searching and locating of members’ information.

      Tracking of electronic payments via the payment processor “Stripe” makes for easier financial accounting.

  2. Membership Login & Profile Management:
    • Current members must log in to update their profile, register for events, or renew their membership.
    • Membership renewal is accessed via the “My Profile” option under the Members menu.
    • online payment mandatory
  3. New Member Registration:
    • New players can Sign up via the Become a Member menu option.
    • Players who sign up as non-club members are not presented with the payment form.
      • Non-club players are restricted to playing in select events only and do have full club Privileges.
    • Accepting the terms of a liability waiver is required prior to completing the sign up process.
    • Uploading of a portrait picture is available.
    • Online payment mandatory
  4. Event Registration:
    • Members must log in to register for events.
    • non-club members must log in to register for events
    • Panache Events: Individual registration.
      • A panache registration cannot be updated if already paid, it can only Be canceled(deleted)
      • A payment can be applied to a panache registration if not paid for when first created.
    • Doublette/Triplette Events: Only one member registers the team. Additional player names are selected from user list dropdowns so only players who are signed up and are bound by the liability waiver can register for a tournament.
      • Doublette and Triplette registrations can be updated by selecting different partners or applying a payment if not already paid.
    • once a tournament registration deadline has been reached, the roster can be downloaded to an excel spreadsheet
    • Online payment is available but is not mandatory.
    • Canceling (deleting) any prepaid registration, does not issue a refund automatically. Contacting the club’s direction is required if a refund is in order.
  5. Canceling a tournament Registrations:
    • Only the member who created the registration can cancel it or an admin.
    • Canceling a Doublette/Triplette registration removes the entire team.
  6. Viewing Events:
    • Anyone who goes on the site can view events and rosters but cannot register if not logged in.
    • Tournaments are accessed via the calendar menu option in a list view. Clicking the event logo or the “Details” link shows the event details and current roster.
    • Users can set their preference when showing the list of available tournaments, under the members/Preferences menu option. The choices are past and future or future only.
    • Logged-in members use the “Register” link to register for the event.
    • social events can be accessed via a calendar view.

  7. admin function:
    • members with admin privileges have an additional menu option where they can do the following:
    • 1- look at and search the membership list using different filters.
    • 2- Create a tournament event
      • type (panache, doublette, triplette, doublette mixed, triplette mixed, other (special type requiring customization)
      • Title
      • Date
      • time
      • location
      • entry fee
      • selection of mandatory Online payment or not
      • registration deadline (date and time)
      • details (custom text block)
      • Max registration setting
      • Registrations count
      • waitlist (Based on max registration setting)
    • 3- Edit a tournament event
      • when registering for a social event, members can add comments to their registration
    • 4- create a social event
      • Similar setup to tournaments but simpler
    • 5- edit a social event
    • 6- reset all members to inactive status when the annual membership renewal process begins.
    • 7- The settings menu option allows an admin to:
      • set which memberships are offered
      • set the membership prices
      • Set the FPUSA late fee amount

  8. Miscellaneous Payments:
    • Logged in users can use this link to access a payment form to pay by credit card for fees other than the regular membership and tournament fees.
    • The credit card processor keeps an audit trail of all payments.

  9. Club business menu option:
    • This allows access to uploaded documents related to the club’s operations.
    • Only Full and Social level Logged in users are authorized to view the documents.
    • Only the site admin can upload documents and remove documents from the list.
    • the document format is PDF.

  10. Formatting-Scoring tournaments:
    Logged in admin users have access to additional links from a tournament entry:
  • 1- Create Tournament Format and Run Tournament
    This option presents the admin with a formatting
    form with the following options:
    • a-number of qualifying games 1-10
    • b-type of tournament
      • 1- Formed teams
        • With formed teams there 4 different playoff modes to choose from
        • 1- Auto (best fit 4 or 8 bracket size – Single Elimination) best for large number of teams
        • 2-  Manual – 4 Team Brackets (SF + Final)
        • 3- Manual – 8 Team Brackets (Single Elimination) best for large number of teams
        • 4-  Straight rankings (no playoff brackets)
      • 2- Panache’ doubles (requires individual registrations)
      • 3- Panache’ triples (requires individual registration)
      • 4- Inter-club (2 clubs (A and B) with identical number of teams; singles, doubles, or triples) Important caveat about Interclub setup: The first half the total teams registered will be assigned Club A’s name and the second half will be assigned Club B’s name. All teams from club A must be registered prior to registering teams from Club B.
  • 2- Re-format Tournament
    This link allows the admin to reformat a tournament into
    a different type of tournament if an error was made on
    the selection of the initial format.
  • 3- Printing
    Once a tournament format is created, the admin can use the print page link to print blank games blocks and blank playoff brackets to use while running the tournament.
  • 4- Additional information on formatting/running tournaments
    While running a tournament, the officials will enter the scores for each game, which will update the appropriate rankings tables and playoff brackets.
    Once a tournament has been formatted, all registrations are closed to members.
    Once the tournament is completed, the admin will lock the tournament and all scores and rankings will no longer be editable.
    Once a tournament is locked, any logged in user can view the results and print them.

Only admins have access to members personal information!