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The Canberra Climbers’ Association (CCA) was founded in 1998. Membership is steadily growing and CCA is now a respected body representing climbers’ interests across the ACT region. The CCA has a broad membership base and supports all types of climbing: ro

Coordinating before the Event

[DRAFT VERSION]

 

  • When people register for the event
    • You'll receive emails as people join
  • You may need to vet people who have registered for the event
    • the platform can provide details about the user
      • how long they've been a member, climbing experience, past trips, etc
      • you can view these details
        • via the app
          1. Open the App
          2. Open Events
          3. Select 'Registrations' next to your Event
          4. Select the '>' button on the far right corresponding with the member you want to see details about
          5. Some basic detaikls about the member will be displayed
          6. You can see extra information about them by
            1. Selecting the 'eye' icon, down and to the right of 'check-in'  this will display the answers they provided when registering for the event
            2. or
            3. Scroll down to the 'Membership Expiry Dates' section, there will be a clipboard icon on the right hand side. if you select that it will provide the CCA membership details
        • via the admin site
          1. Go the Events list on the admin site  https://canberraclimbing.org.au/admin/index.cfm?leca=3275&pageName=events_admin
          2. In the table you will see an entry for your event
          3. clicking on the 'Registrations or Tickets column icon will take you to the list of people registered for your event 
          4. Selecting the 'details' or 'notes' icons will take you to a screen that provides detailed information about the participant 
            • this will include what events they've been to and their memberships
    • if they're not suitable, you'll need to contact them to discuss removing them from the event
      • once confirmed they need to be removed
        • Because there may be financial implications of refunding a ticket, it looks like only system administrators can perform the removal.
        • it's possible attendees can cancel tickets themselves, and we're working with Member jungle to work out how we can allow Trip Leaders to remove members directly
        • Sometimes after removing someone the number of tickets availble may not automatically go back up. if that's the case you can directly edit the number of availble tickets for that type in the events tickets section

 

If the event registrations fills up, we can enable a wait list for the event.

We have previously added watlist as a type of ticket on the event however this resulted in waitlist people getting the same communications as the rest of the attendees. Casey has another idea on how we might handle wait lists going forward but we'll wait until we've actually tested it with a real event before documenting it here.If your event sells out, please reach out to Casey so he can try setting up a wait list for you.

 

 

  • Communication, collaboration and planning
    • people who join will automatically be added to the chat which has been handy for coordinating car pooling and plans for the day
    • You can send reminder emails or other communication regarding the event.
      • TODO - instructions for an adhock email
      • TODO - instructions for a scheduled email
        • ... maybe we'll add a scheduled email in the standard template 24 hours before the event??
  •  
  • TODO - Steps to manually add someone to the event