If your organization has subgroups (chapters, districts, regions, etc.), this function allows you to define the hierarchy and properties of each subgroup and provides options for configuring the Chapter Finder module.
Within a parent club’s website, ClubExpress supports up to three levels of subgroups; for example, “chapters” are grouped into “districts,” which in turn are grouped into “regions.” You can change the keywords used at each level. All of these entities share the same website. Note that ClubExpress also supports multi-tier organizations, where each club within the hierarchy has its own website.
Navigate to the Control Panel > Club Tab > Setup > Organization Data.
For multi-tier organizations using the multiple websites module, an additional button, "Chapters Not on ClubExpress," will appear. This button allows you to manage chapters outside ClubExpress.
To add a region, right-click the top level of your club and select Add Region. To add a district, right-click the region, select Add District, etc.
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.
Financial Accounts can only be used to direct payments to multiple bank accounts if you are a ClubExpress Premium Payments user.
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 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.
Deleting a Subgroup
This operation can only be completed if the subgroup in question has no subgroups below it. 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.
Right-click the subgroup and select Delete.