Roster Tool Features

Users

Users are generally able to do several things:

• Edit their own information (except for certain information that should not change)
• Download a roster of current club members, including their contact information
• Search for a subset of roster information, see the results, and/or email those results to their email account
• Upload to/Downlaod from a file archive section (with logged access)
• Add a photo to their profile
• Get driving directions, phone numbers, email addresses for other members using a "quick-search"
• Maintain their subscriptions to any Yahoo groups associated with the club (join, quit, change to digest mode, etc)
• Search for other club members with similar hobbies/interests
• Generate contact information needed for a CPG (a document required in the Jaycees for project planning)
• See awards given by/received by the organization

Admin

Admins can peform several additional functions:

• Add new members
• Automatically send an invititation for any club-related Yahoo group, and a welcoming letter as part of the new member "Add" process
• Edit any member's information
• Search for sub-groups and send emails based on those results (or generate mailing labels)
• Manage a collection of "letters" that can be sent for many purposes (new member welcome, renewal, etc)
• Peform membership tasks
  • find new members to welcome them and help get them involved
  • send out renewal emails
  • generate renewal mailing labels
  • process renewal data
  • send 'farewell' emails when members quit, move, etc
  • A 'cron' job is available to send "is your information up to date?" emails to members, in an attempt to encourage them to keep everything up to date. These are sent in batches, currently timed 4 months before renewals, so that any renewal information will be going to the correct address.
• Use generic mySQL query box (for those so inclined). Limited to Searches for all but SU as a safety precaution. Passwords are not retrieved except for SU.
• Take an export of a yahoo group subscriber-list and compare against the email addresses of current club members. Helps expidite the restriction lists to existing members only (currently an auto-unsubscribe is not in place)
• Do an 'integrity check' of all roster data to find invalid birthdays, overdue renewal dates, etc
• Send Club announcement... a priority mailing list
• Perform 'cron' job (optional) to do a weekly backup and mail the admin the resulting file
• Enter/track awards

Misc

Several other features are included:

• Medium-integration with IkonBoard (forums software)
• Loose integration with Gallery (online photo scrapbook)

The generated HTML is run thru HTML TIDY to check for standards compliance every few releases.