SwimClub Manager Blog

Login passwords and bug fix

Admin — Mon, 06 Jul 2009 12:16:00 +0100

A number of people have contacted me about not being able to login. This is due to the fact that their password has expired and they did not change it beforehand.

To reset your password to a new one, simply go to the main SwimClub website, click on the Login link on the menu and click the "Forgot Password - Get a new one" link.

Enter your email address and a new one will be sent to you.

Bug Fix

I also spotted a bug. If you changed an instructor's password from within your admin account, the system was not correctly resetting it and causing some users to not be able to reset passwords properly.

This is now fixed.

Swimmer's email addresses and bug fixes

Admin — Tue, 16 Jun 2009 11:09:00 +0100

I've made a few updates over the last couple of days:

Swimmer's email addresses
Previously all swimmer's email addresses had to be unique. It was brought to my attention that some of you needed to be able to put the same email address in for multiple swimmers.

This has now been done, you can now put the same email address in for multiple swimmers.

Emailing payment reminders
There was a bug when you sent out an email from the swimmer's profile page lieting all their outstanding invoices.

The system wasn't marking the invoice as being "sent" when you were viewing the outstanding invoices page.

This has now been fixed.

I've also been tidying up various pages and form fields so you may notice some subtle changes/improvements.

Swimmer Logins
There was also a bug when swimmers tried to record swim times themselves from within their account. This has also been fixed.

Swimmer's details and gala selection

Admin — Wed, 03 Jun 2009 09:16:00 +0100

As requested in the SwimClub forums, I've added/changed a couple of things.

Phone Numbers
There was some confusion with the swimmer's details page layout. Previously there wasn't a "home phone" field for the swimmer, but there was a "mobile" one. These have been changed round now so near to the swimmers address is their home phone.

Also, under emergency contact 1 and 2 I have added "mobile" fields.

Choosing Gala Swimmers
It was also mentioned that it was a bit of a hastle to add multiple swimmers to a gala from the best swim times report page. This has now been totally changed.

Now there is a checkbox where the old "arrow" used to be. To include a swimmer in a gala, simply click the checkbox on their row (choose multiple swimmers if need be) and then scroll to the bottom of the table.

Select the gala in question and click the "Go" button to add all the checked swimmers to the gala you selected.

New export added

Admin — Wed, 27 May 2009 09:36:00 +0100

I've added a new export report to the "Groups", "Export Data" page. You now have the following reports to run:

Swimmer Details - Full
This report sends you a csv file of all your active swimmers including the following fields:
Lastname, Firstname, DOB, Age, Gender, Address, Postcode, Emergency Contact, Phone, Email, Mobile, Notes, Doctor, Doctor Address, Doctor Phone

Swimmer Details - Partial
This report is a cut down version of the above report including the following fields:
Lastname, Firstname, DOB, ASA Registration, ASA Category

Outstanding Invoices
This report lists all your outstanding invoices including the following fields:
Invoice No, Invoice Period, Week, Swimmer, Invoice Type, Total

Outstanding Totals By Swimmer
This report lists all outstanding invoice totals by swimmer including the following fields:
Lastname, Firstname, Total Outstanding

If you can think of any more export reports you need, please let me know.

Accounts
How are you getting on with the new accounts feature I emailed you about the other week? I've not heard any comments so I presume no one has had a chance to look at it yet? (Except Andy from Melton).

Accounts package released

Admin — Thu, 21 May 2009 20:52:00 +0100

I'm pleased to announce the new accounting addon to SwimClub Manager.

Previously you could only manage invoices and one off fees, now you can manage:

Expenses
Income
Profit & Loss

It has never been easier to manage your swimming club!

Signup today for your free 30 day trial.

Password policy

Admin — Wed, 20 May 2009 14:09:00 +0100

I have now completed the password policy feature. From now on, all admins and coaches will be required to change their password every 40 days.

Also you must now have a password a minimum of 8 characters in length.

This brings us in line with industry standard and helps the system be that little bit more secure.

Swimmer's birthdays

Admin — Mon, 11 May 2009 15:48:00 +0100

Like to know who's birthdays are coming up in your club?

I've just added a new "Group Report". Simply select "Upcoming Birthdays" from the report drop-down field and choose a month. Click the run report button and all swimmers with birthdays in that month will be listed.

Click on the printer icon to view a printer friendly list.

Swimmer notes and gala emails

Admin — Mon, 11 May 2009 11:52:00 +0100

Swimmer's Extra Info Field
When you are viewing the outstanding invoices page, if you hover your mouse over the swimmer's name, anything you entered into their "Notes" field will show in a little popup.

Paid Invoices
On the "All Paid Invoices" page, I have added an extra field "Paid Date" so you can see when an invoice was paid by the swimmer.

Gala Emails
When you are emailing swimmers to tell them that they have been selected for a specific gala, you can now choose to leave out swimmers that you have previously emailed regarding that gala.

Useful if someone drops out and you need to email the new swimmer, that way all swimmers already emailed will not receive the email again.

Firstname and lastname

Admin — Mon, 04 May 2009 15:33:00 +0100

I have split the swimmer's, instructor's & parent's names into 2 columns instead of one, firstname and lastname as discussed in the forum last week.

I have tested the system offline as much as I can, but there may be a few bugs or places that still reference the old "name" column. If you find any that I have missed, please let me know either via the "Help" link, or in the "Bugs" forum.

SwimClub forums

Admin — Thu, 30 Apr 2009 12:31:00 +0100

I've updated the new SwimClub forum slightly. You will notice new forum icons etc.

Also I noticed that there was a bug that gave an error when some of you tried to "subscribe" to a topic. This has now been fixed.

Menu change and swim events

Admin — Wed, 29 Apr 2009 20:17:00 +0100

I have changed the website/forum menu bar from black to blue to match the new colour scheme. Goto the new SwimClub Forum (Help, SwimClub Forums) and you will see what I mean.

Previously you couldn't add an apostrophe to a swimmer's name (eg O'Brien). Now you can.

There was also a couple of errors yesterday with swimmers trying to post in the member's forums. I have checked this over and made some slight alterations so that error should not happen again.

Swim Events

Also it was brought to my attention that when you look at a swimmer's profile, their best swim times matrix at the bottom is not quite right.

eg, there is no event for:

400m/800m/1500m backstroke/breaststroke/butterfly
800m/1500m medley
25m/50m medley

I have started a forum topic in the "Current Features" forum so we can all have our say about this. Please "pop in" and have a look.

SwimClub Member Forums

Admin — Tue, 28 Apr 2009 16:08:00 +0100

Now that there are more clubs signed up to SwimClub, and more people trialling it etc I have released a new feature - Swimclub Forums.

These forums are for Club Admins only and work exactly the same way as your own "member" forums, except they are for discussing the SwimClub Manager system, feature requests and topics of that nature.

All club administrators have access by default and you can enter the forums by going to "Help", "SwimClub Forums" on the main navigation menu when you are logged in.

I hope to have constructive discussions about SCM and taking it forward for the future and will listen to all comments. However, if any inflamatory or other non constructive comments are posted, I will ban the user(s) in question.

See you in there!

Welcome to the new SwimClub blog

Admin — Fri, 24 Apr 2009 13:51:00 +0100

For those of you that don't know what a "blog" is (where have you been?), a blog is short for weblog and is like an online diary.

In our case, we will be using the SwimClub blog to post updates and news on the SwimClub system.

This new blog totally replaces the old "Latest News" section of the website and I've already imported all the old news posts into it.

The benefit of the blog is that we can add "tags" to posts such as "bug fix" etc to allow the visitor to easily view all bug fixes.

We can also break posts down into categories such as SwimClub Updates and General News etc.

You can "subscribe" to the blog with your favourite RSS reader to be notified when we post something simply by clicking on the "Subscribe" link in the top navigation bar.

Please feel free to post in the comments section on any blog post.

Updates and bug fix

Admin — Thu, 16 Apr 2009 14:41:00 +0100

I've introduced a new help icon . Like the current light bulb icon, these are clickable and when clicked will open a popup with help relating to that specific section.

There are only a couple in there at the moment but I expect to add more as we add new features and improve the system etc.

In line with the ASA's required data for swimmers there are 2 new fields added to swimmer's profiles:

Allergies - Record any allergies that swimmers have
Consent to Travel - The ASA are asking for this as consent from parents for swimmers under 18 to allow them to travel in a car if necessary

The group report "Gala Attendees" printout has been changed to reflect the new allergies field above.

Bug Fix - Group Reports
There was a bug in the best swim times report. If you entered an "Age From" but no "Age To" you would get an error.

This has now been fixed and you can leave the "Age To" field blank if it doesn't apply to your search.

Outstanding invoices

Admin — Tue, 14 Apr 2009 11:27:00 +0100

Outstanding Invoices
When you view the outstanding invoices screen, you will notice a couple of new fields at the bottom.

1) Payment Method - Choose between Cheque, Cash and Standing Order
2) Clear To Bank - Yes or No. This field is there in preparation for the new accounts feature and will allow you to "clear funds to the bank" so that when you reconcile your bank invoices against your accounts, they will be shown as cleared funds in the bank.

Cumulative Totals
There is also a new column in the table next to total - "Cumulative". This new field works out the cumulative total for each swimmer. When the page finishes loading, click on the "Swimmer" column to sort it, then you can see at a glance the total that each swimmer owes.

Note: Can take a few seconds to sort a large table.

Week Numbers
Also, when viewing the outstanding invoices, the current week number is now highlighted in red so you can easily see invoices relating to the current week.

Paid Invoices
When you view your paid invoices screen, when you click on the printer icon, the new field "payment method" is shown and included in the totals at the bottom.

Group Reports - Best Swim Times
Now when viewing best swim times report, you can add age from and age to so you can select an age group instead of one single age.