Click the button to see the following configuration screen:

The number of levels in your organization is preset. Contact ClubExpress to specify this number. Use this screen to define the keyword used for each level.

Subgroup Security Options

In the Subgroup Security Options panel, specify whether subgroup admins should be able to edit member information or whether they have read-only access (see Site Visitors). This option primarily affects the Control Panel – People Manager and Profile screens. Some clubs and associations have a central office with staff who can help members update their information, and local chapter or district admins should not be editing this information. You can also specify whether subgroup admins can view financial information, including member transaction and payment histories, reports and data exports, and whether subgroup admins can assign members to subgroups.

If the option to allow Subgroup Admins to assign members to a subgroup is enabled, chapter or district admins can add members to their chapter or district. This option is useful when chapters are used as a type of interest group. When this option is enabled, a new button appears in the People Manager to allow members to be assigned to a subgroup.

Finally, specify whether Subgroup Admins can approve prospective members. If member types are configured to require approval, when a member signs up their status is set to Prospective as they await approval by your Board. This status can be changed by selecting the status link for the member in the People Manager and approving or declining the member. If this option is not enabled for Subgroup Admins, the top level Administrators will be required to approve or deny memberships. Further, if Subgroup Admins cannot approve or decline members they will not see the Add Member and Member Options buttons within the People Manager.

Note: Can't find the Prospective member? Remember to select "Prospective" as the Status option when searching for members requiring approval within the People Manager.

Subgroup Custom Page Options

Note: Be sure that the template you select has an active version associated with it in order to generate custom pages for subgroups.

ClubExpress makes it easy to create a sub-website within the main site for each subgroup.

Example: A chapter in Chicago could have their own set of custom pages describing interesting information about the Chicago chapter.

This sub-website could also include:

• A link to the Event Calendar showing just events for that subgroup;
• A link to the Member Directory pre-filtered for chapter members;
• A link to the Business Directory pre-filtered for chapter members;
• A link to the Photo Albums Index module, pre-filtered to just photo albums belonging to that subgroup.

This function works off a template of pages that you create in a specific Custom Web Page category. So the first option on this panel is to specify with category holds the template pages. The second option is which page should be considered to be the landing page, or the “home” pages for the sub-website. And the final option specifies which destination Custom Web Page category any copied pages should be added to.

When a copy is initiated, the system performs the following tasks:

1. Makes a copy of each of the pages in the template, moving the copies from the template category to the destination category.
2. Updates the subgroup listing so that the designated landing page is the one directly linked to the sub-group entry in the Chapter Finder module.
3. Assigns the sub-group Administrator to be an admin for all copied pages.
4. Looks for any replaceable parameters (described below) on any pages and replaces them with their values for that subgroup.
5. Looks for any links to the four modules listed above and updates them with the appropriate options to point to a filtered version of that module. For example, a Member Directory link would be modified so that clicking the link pre-filters the directory to only show members of that chapter.

Template Page Tags

The system allows you to place replaceable tags on these pages. When the copy is performed, these tags are replaced with the values for that subgroup. The following tags are supported:

~~subgroup_number~~

~~subgroup_name~~

~~mailing_address~~

~~mailing_city~~

~~mailing_state~~

~~mailing_zip~~

~~mailing_county~~

~~contact_name~~

~~contact_title~~

~~contact_phone~~

~~contact_fax~~

~~contact_email~~

~~external_website~~

 

Click Save to save your changes and return to the previous screen, or Cancel to return without saving.

See Chapter Finder

Click this button to configure how the Chapter Finder module should behave. You will see the following screen:

The first setting defines whether a map should be displayed and the type of map:

• Use Google Maps. The system will display a dynamic Google map with a marker for each chapter. Clicking the marker displays more detailed information about the chapter and, optionally, its district and region. The map can be scrolled and zoomed.
• Use a standard US map. Clicking a state displays a list of the chapters in that state.
• Use a standard US and Canada map. Clicking a state or province displays a list of chapters in that state or province.
• Do not show a map at all. Instead, display the organization hierarchy as a tree. Use the [+] and [-] signs to expand or contract levels. Click a subgroup to display its properties.

For organizations with non-US and Canadian chapters, you can optionally display a button which, when clicked, will list these chapters.

Use the check boxes in the bottom part of the screen to control what information to show for each chapter, district, and region:

• Address of the chapter meeting or where correspondence should be sent;
• Phone and fax (blank fields will not be displayed);
• Separate website
• Email address
• Contact person name and title
• Link to a custom web page on the main website (some clubs and associations give each chapter, district and region a place on the main website to promote that chapter, district or region.)
• Link to the Event Calendar (some chapters, districts and regions post their local events on the club’s main calendar; this option displays the calendar pre-filtered for that subgroup.)
• Link(s) to a higher-level subgroup (for example, the district or region that the current chapter belongs to.)
• Link to the Member Directory (for the chapter’s primary contact person.)

When the Google Maps option is chosen, the system will automatically geocode the chapter address to display an icon on the screen at the correct location. For US locations, geocoding is based on the full street address (P.O.Boxes are not accepted.) If an icon does not appear, try changing the address to a more standardized one. For locations in Canada, geocoding is based on the postal code only; the icon will appear at the centroid of the postal code.

Click Save to save your changes and return to the main Chapters admin screen, or Cancel to return without saving.

Right click on your club or association name to add a subgroup at the highest level (for example, a “region”.) Right click on a subgroup to add a subgroup below that one, down to as many levels as you defined on the Configure screen.  (This option is not available at the lowest level.) When you select the appropriate Add… option, you will see the following screen:

This dialog allows you to specify the district name and number (if your organization uses numbers. If this subgroup is in the middle or bottom of the hierarchy, you will also specify it’s immediate parent.

Four status options are available:

• Active – visible and open to new members;
• Closing – visible but no longer open to new members;
• Closed – no longer visible;
• Pending – being set up; not yet visible.

You can also define a main committee linked to this subgroup or have the system create a blank committee for you.

Financial Account is used for membership transactions only, including membership signups, renewals, and mid-year changes (if this option is available for your organization.) Specify a non-archived financial account or select “<Create Financial Account>” to have the system create one for you automatically.

If your club or association has activated the mobile app, you will see a Create Channel option, allowing you to automatically create a mobile channel based around this subgroup. Members who are assigned to the chapter, district, or region will automatically be added to the channel.

Committee Members: check the box is restrict committee members for committees linked to this subgroup, to subgroup members only. Uncheck the box if subgroup committee members can come from anywhere in the organization.

Stop Notices: select the box to prevent members of this chapter from receiving renewal or expiration notices, for example, if you process notices using a separate system.

The Add/Edit dialog continues below:

The remainder of this dialog allows you to define the subgroup’s address and primary contact, as well as a separate website or page within the main site. If the top level club is using the Chapter Finder, you can also define a directory entry that will appear when this subgroup is selected in the chapter finder.

If geocoding has been enabled, you will also see Latitude and Longitude fields in the address panel for the lowest level of subgroup, allowing you to enter or update the location of each chapter in the Chapter Finder module. The system will update these geocodes automatically based on the address (in the US and Canada only) but you can change them if necessary.

Click Save to save your changes and return to the previous screen, or Cancel to return without saving.

Select this option to define administrators for this subgroup. You will see a dialog similar to the following:

Click Add Administrator to select a member from the list. Click the Remove icon to remove an administrator from the list.

Subgroup administrators see a special Control Panel with limited options. Each option will show only information on the subgroup(s) managed by this administrator.

Example: If one person manages two chapters and a district, he or she will see the members of these chapters and the district in the People Manager, all committees belonging to any of these chapters or the district, same for events, documents, custom web pages, etc.

Note that someone can be a Subgroup Administrator without actually being a member of that subgroup.

Select this option to delete a subgroup. This operation can only be completed if the subgroup in question has no subgroups below it.

Example: You cannot delete a district until the chapters within that district have been assigned to other districts. It also cannot have any members or administrators.

Select this option to copy custom pages from the template category for this chapter. This option is described in detail above, on the Configure Organization screen.

On the Control Panel – Member Types – Add/Edit page, you can configure whether the subgroup fees can be different for that member type. For some member types, the fees might be fixed at that level but for other types, you might allow a chapter or district to specify different fees. Select this option to see a screen similar to the following:

In the example above for the Chicago chapter, some member types can be customized while others cannot. You will see the default fee and there is a field to specify a different fee for this chapter.

Click Save to save your changes and return to the Chapter hierarchy, or Cancel to return without saving.