CLUB MANAGEMENT SYSTEM
Contents
1. Title First Name Last Name Category Membership Type P Mr y Brett Barton Senior Male X Ordinary Member 30 06 2012 Mr x Roger Bayzand Senior Male Ordinary Member Mrs Heather Bayzand Senior Female x Ordinary Member 30 06 2011 Mr Graeme Devin Senior Male X Ordinary Member v 30 06 2011 r Mr Brent Higgins SeniorMale x Ordinary Member 30 06 2011 Mr v Mick Smith Senior Male X Ordinary Member 30 06 2011 UPDATE CANCEL Step 4 Click the down arrow beside the top date and then click update Now all selected members will be updated to the new financial date Title First Name Last Name Category Membership Type Financial End Date Mr v Brett Barton Senior Male X Ordinary Member v 30 06 2012 X Mr x Roger Bayzand Senior Male v Ordinary Member 30 06 2012 rf Mrs Heather Bayzand Senior Female v Ordinary Member 30 06 2012 X Mr Graeme Devin Senior Male Ordinary Member 30 06 2012 bd Mr Brent Higgins Senior Male v Ordinary Member 30 06 2012 X v Mick Smith Senior Male X Ordinary Member 30 06 2012 X2. UPDATE CANCEL Property of the Qld Game Fishing Association Page 14 4 REPORTS AND LISTS In this section you will be able to produce Reports and Lists on your members information in four different formats being PDF General This report gives the First Name Last Name Member Type and Category PDF Public This report gives First Name Last Name Phone No and Email Address Excel GFAA Members Format All This is a full members name address Category and Junior DOB list as is required by the GFAA Excel GFAA Members Format Mail List only This list will not include all family members There are also nine different variables you can use to filter the report e Members First Name Only e Members Last Name Only e Membership Type Any Ordinary Junior Student Life Member or Honorary e Membership Category Any SM SF JM JF e Joined on or after Enter a certain date in dd mm yyyy format e Joined on or before Enter a certain date in dd mm yyyy format e Active Status Any Active only or Inactive only e Financial Status Any Financial or Unfinancial e Skipper Any Y or N This means that you can produce any number of member reports you may need and in the four different formats You can also display the list on the page without exporting a file When you open the reports section all of the Drop Down lists will be displaying the word
3. e Tournament Flyers amp Forms Future tournaments only e Depending on your selection you may get No documents to view in all of the above headings This means that no documents have been entered e fthere is a document that you want to view or download click on the word in blue writing EG Rules or Entry Form and the document will open for you 3 MANAGE DOCUMENTS This section allows you to Edit change Delete or Add New Document without going back into Upload Documents When you open this section you are shown a list of the documents you have uploaded and are given a choice to EDIT or DELETE after each document or on the bottom right you can choose to ADD NEW and be taken directly to the Upload Documents section to add a new document Use your cursor to put a tick in the box left side of screen for the document you wish to select You then select from Edit or Delete on right side of screen EDIT If you have chosen to edit your document the Upload Document screen will appear with your document selections You may wish to change the sharing Option on this document from Club Members to Public EG You want your Tournament Flyer to be able to be accessed by everyone and you have checked the wrong option Make your change s and then click UPDATE to save them If you don t want to make any changes click on CANCEL and you will exit the screen You can also choose to
4. Delete the document from this section if you wish by clicking on it DELETE You can Delete by choosing your document and clicking on DELETE right side of screen Property of the Qld Game Fishing Association Page 32 The RECORDS area is located on the far right of the menu next to the DOCUMENTS symbol This section allows you to enter all of your existing Club Records Once entered you can view them onscreen or download them to a PDF List and print them out and make changes to them as records are broken There is also a facility to allow you to add a photo of the angler with the fish if you so choose To set up your existing Club Records click on Insert a Record and proceed as follows 1 INSERT A RECORD e Species From the Drop Down list choose the species you want to add All GFAA recognised species are on the list e Category From the Drop Down list choose the angler category Men Junior or Women e Line Class From the Drop Down list choose the line class the fish was captured on from 1kg to 60kg e Weight Type in the weight of the fish EG 24 08 not 24 08kg e Location From the Drop Down list choose the location the fish was captured NOTE If you are unable to find the location you will have to cancel out go into Settings select Activity Sheet Settings select Fishing Locations select Add New and type in the new location then click on INSERT
5. ANY If you leave these set at any your list will be produced with all members set up in your system Including the Inactive and Un financial You must remember to change these if you only want financial member reports As an example if you want to produce a full Financial membership list in Excel Format to send to the QGFA you will e Leave the First Name and Last Name blank e Leave the Membership Type on Any e Leave the Membership Category on Any Property of the Qld Game Fishing Association Page 15 e Leave Joined on or after and Joined on or before both blank e Change the Active Status to Active from the Drop Down List e Change the Financial Status to Financial from the Drop Down List e Leave the Skipper section on Any e Click on the FILTER button to preview the list on the screen located under Joined on or Before or click the export to export the file in the selected format If you choose to preview the list first you can then click the export button to export the list You will then access the Drop Down list in the Export As section and select the appropriate format On the lower left hand side of your screen you will see the Excel Spreadsheet list you have ordered This may vary depending on your computer Click on this to open it and save it to one of your computer folders When you log out of Gamebase you should be able to find your Spreadsheet in the folder y
6. choose from your Drop Down list otherwise leave it blank You have now completed your first part of the record You must click on Save or your data will be lost NOTE If you have no fishing activity to record from this sheet you have placed a zero in the No of Activity Entries then your data will save and you will be told that it has been saved You can start entering another sheet If you have fishing activity to record the second sheet will appear on the screen in the same format that is on the activity sheet You will have one record for each activity so if you entered 3 in the No of Activity Entries you will see three sections headed up Record 1 Record 2 and Record 3 All three will be entered as follows To begin entering the Fishing Activity Record 1 S Strike Use your cursor to tick the box H Up Hookup Use your cursor to tick the box or leave blank if no hookup occurred Cap Tag Capture Taq Select from the Drop Down list Method Select one from the Drop Down list Property of the Qld Game Fishing Association Page 21 e Time Enter in the time EG 1030 e Species Select from the Drop Down list e Tag Number Enter the tag number EG B12345 or leave blank for a captured fish e Weight Enter the estimated weight for a tagged fish or the actual weight for a captured fish e Line Class Choose the line class from the Drop Down list e Angler
7. to save the location e Date Type in the date the fish was captured EG 25 12 1978 e Angler If it is an existing Club Member you can choose from the Drop Down list to enter If angler is no longer a member you can type the name in the section below and it will be inserted for you You cannot do both e Photo You can leave this blank or select CHOOSE FILE Find the photo file on your computer and add it e Click on INSERT to save you entry e Ifyou don t want to save the record click on Cancel and your entry will be lost You have now entered your first Club Record To enter all of the others complete the steps above with each one until completed Property of the Qld Game Fishing Association Page 33 2 VIEW RECORDS This section allows you to view your Club Records online in different formats or to produce lists for printing or saving to your computer To commence in this section proceed as follows From the Records Top Right click on View Records The top section settings are all default set to ALL so when it opens you will see below a list of all of the Records you have entered If you want to print this list out select EXPORT AS PDF top right of headings then click on Your PDF file will appear on the bottom left side of your screen May vary between computers Click on it to open then you can print it out or save it to a location on your computer If you only want to
8. Select multiple members who you want to edit their financial date as show below Show all records Show filter Title Last Name First Name Membership Type Category Active Status Financial Status Financial End W Mr Barton Brett Ordinary Member Senior Male Active Financial 30 06 2012 V Mr Bayzand Roger Ordinary Member Senior Male Active Financial 30 06 2012 V Mrs Bayzand Heather Ordinary Member Senior Female Active Financial 30 06 2012 Mr Devin Joanne Ordinary Member Senior Female Active Financia 30 06 2012 V M Devin Graeme Ordinary Member Senior Male Active Financial 30 06 2012 Mr Granville David Junior Member Senior Male Active Financia 30 06 2012 v7 Mr Higgins Brent Ordinary Member Senior Male Active Financial 30 06 2012 Mr Malaquin Malley Junior Member Junior Male Active Financia 30 06 2012 Mr Smith Rob Ordinary Member Senior Male Active Financia 30 06 2012 Property of the Qld Game Fishing Association Page 13 Step 2 Click the edit button at the bottom of the list v Mr Smith Smith Smith Test DELETE Rob Mick John Tim Ordinary Member Ordinary Member Ordinary Member Ordinary Member Senior Male Senior Male Senior Male Senior Male Step 3 Edit the top Financial end date only Active Active In Active Active Financial Financial Un Financial Financial 30 06 2012 30 06 2012 30 06 2011 30 06 2012
9. financial date in this section It is setup slightly different to the Edit Members Details area to allow for multiple updates of the new financial date You can simply copy down the same date to multiple members e Reports and Lists This section allows you to generate membership reports in XL and or PDF format 1 CREATE A NEW MEMBER This section is where you enter all current members and then any new members after set up Member Details Title Sourced from the Drop Down list Mr Mrs Ms Miss Dr First Name Type in the members Name Last Name Type in the members Surname Website user name Type in their user name Family Details Part of a family group tick the box or leave blank Membership Type Sourced from the Drop Down list Ordinary Junior Student Life or Honorary Membership Details Category Drop Down list SM SF JM or JF Membership Expiry Date Select a Date or Never Life Member from the Drop Down List Property of the Qld Game Fishing Association Page 10 e Member Since This is Optional If you know the date your member first joined your club you can enter it here Address Details e Street Number Type in EG 123 or P O if it is a post box address e Street Name Type in name only EG Fifth or Box as for post boxes e Street Type Type in the type EG Street Close Road Avenue etc or for PO Boxes type
10. on SAVE SETTINGS or it will not update Gamebase will generate a password for those who have been given access and email it directly to them If you wish to have your password changed then you must contact our webmaster webmaster qgfa com au CREATE A NEW TITLE located at the bottom of your list RIGHT side of screen Should you wish to create a new Title that is not on the dropdown list you can do this by clicking on Create a New Title type in the title and click on SAVE SETTINGS NOTE Some of the following features under this heading are not yet Enabled Property of the Qld Game Fishing Association Page 7 4 MEMBERSHIP SETTINGS Un financial Date This is the date that your members will become un financial and must be entered in the day day month month format EG 01 07 for the 1 July This will happen automatically within the system Inactive Date This allows for you to give members a period of time to renew their membership before you stop sending communications etc and is to be set up in the day day month month format also Eg 01 02 for the 1 February Auto Junior Change By ticking this box your Junior Members will automatically be updated to Senior Membership once they turn 16 years of age Put the cursor on the box and click A tick will automatically appear Auto Emails to Members This section is not yet enabled but you can set it up anyway Put the cursor on the box and click A
11. output the records for a particular species line class or category you can choose to that as follows EG you want all of the Junior Records Species Leave this set at ALL Line Class Leave this set at ALL Category Select Junior from the Drop Down list Show Empty Records You can get a listing of all of the empty records by using your cursor to tick the box You then must select FILTER to build the list Once the list appears below you can select EXPORT as PDF and click on Your PDF file will appear on the bottom left side of your screen May vary between computers Click on it to open then you can print it out or save it to a location on your computer Property of the Qld Game Fishing Association Page 34 3 MANAGE RECORDS If you have a record to update or you have found an error in a record you previously added you access this section to make your changes When you open this section you will see a list of all of the records you have entered stating the Species Category Line Class Weight Location Date Angler and Photo If entered To make any changes you must first find the record that you wish to change If it does not appear on your first page scroll down to the bottom of the page and you will see the following symbols in the centre of the page SS lt gt gt gt The double symbols lt lt or gt gt will take you to the first lt lt or last gt gt page The
12. single symbols lt or gt will take you one page at a time so you can find your record e Once you have located your record use your cursor to put a tick in the box far left side of screen e To make any changes to this record click on EDIT far right side of screen e Make the changes you need to and the click on UPDATE to save your changes e Ifyou have selected the wrong record click CANCEL to exit without changes e f you want to delete the record you can also do it here by clicking Delete or you can do it on the first screen by clicking on DELETE next to the Edit button e f you want to add a new record it can also be done in this section by clicking on the ADD NEW button located at bottom right of page You will be taken to the Insert a Record page where you can put in your new record Property of the Qld Game Fishing Association Page 35
13. tick will automatically appear When you have completed your settings click on SAVE SETTINGS and your data will be saved 5 ACTIVITY SHEET SETTINGS There are three areas that must be set up under this heading Fishing Locations Boat Categories and Special Events If these are not set up first you will not be able to enter any of your club activity sheets Fishing Locations Used to set up your local fishing spots by name and GPS co ordinates e Click on Add New e Type in your Local Name EG Cape Moreton e Type in your GPS Latitude EG 2702000 e Type in your GPS Longitude EG 15330000 e Click on INSERT to finish You can Add Edit Delete locations at any time Boat Categories Used to set up the categories in which you want your boats to come under e Click on Add New e Type in Boat Size EG U 7mtrs or Under 7 Meters e Type in Description if required EG Measured from stern to bow sprit Property of the Qld Game Fishing Association Page 8 e Click on INSERT to finish You can Add Edit Delete boat categories at any time Special Events This section allows your Club to track certain events you may hold during the year for the purpose of trophy winners These variables will be available when creating a trophy They serve no other purpose than to filter points in trophies e Click on Add New e Type in the Special Event Name EG Club Rally Day e Typ
14. CTIVITY SHEET This section can be used to update a previously entered Boat Angler Activity Sheet This can be achieved by two methods You can search for the Activity Record by using either the Activity Sheet Number if known or by using the Tag Number if known Whichever method you use if the sheet number and or the tag number have been entered the Boat Angler Activity Sheet will come up on the screen for you to Edit EG A member has re tagged a fish and given you the Old Tag Number you can enter the old number into the Tag Number section and click on SEARCH If the fish has previously been tagged by another club member and you have entered it into the system then the original Boat Angler Activity Sheet will come up on the screen You will then be able to see who tagged it when where estimated weight line class and from what boat Property of the Qld Game Fishing Association Page 23 TROPHIES The TROPHIES area is located on the top centre of the menu next to the ACTIVITY symbol If you want Gamebase to keep track of your Trophy Winners for the year then you will have to set this section up You are able to set up as many or as few Trophies as your club has on offer You will be able to view the progress of the leaders at any time you wish and can have scores for anglers on levels from 1 angler to 30 anglers or all We will set the trophies up first in this section then you will have something there to V
15. Choose the angler from the Drop Down list of members or select Non Member e Cat Category Choose a category from the Drop Down list EG Junior Male e Additional Notes This is Optional EG First ever Billfish e Region Fishing Location Choose the location from the Drop Down list e Outside Club Boundary This is optional Use your cursor to tick the box or leave blank e Club Zone This is optional If your club has different fishing areas or zones then choose from the Drop Down list or leave blank e GPS Latitude This section should automatically fill in if you have set up your Fishing Locations correctly e GPS Longitude This section should automatically fill in if you have set up your Fishing Locations correctly e Club Points Type in the applicable points e Recapture If this is a recaptured fish use the cursor to tick the box If not leave blank e Old Tag Number If you have the old tag you can enter the number here If not leave blank e DSQ Fish If you have to disqualify the fish for some reason use the cursor to tick the box otherwise leave it blank e You have now completed entering Record 1 If there is only one activity to enter then click on SAVE ACTIVITY SHEET NOTE If there is more than one Record to complete follow the steps above for each record before saving the activity sheet Property of the Qld Game Fishing Association Page 22 2 UPDATE A
16. DF txt doc docx jpeg or jpg format only e Category From the drop down list choose which category your document fits into General Committee Minutes Membership Forms or Forms e Date Select your enter date from the popup calendar SHARING OPTIONS Leave blank or use your cursor to tick one CAUTION Select carefully e Public These Documents are shared everywhere across the network and all public websites e Club Committee These documents will only be shared with your Clubs Committee members via this administration area Only Committee Members who have been given Document Access will be able to view them e Club Members These documents will be shared with the Club Committee and ALL Club Members via this administration area and the Members area of your website e State Committee These documents will be shared with all State Committees including your State Association and all Clubs Access is via this administration Property of the Qld Game Fishing Association Page 30 area only Only Committee Members who have been given Document Access will be able to view them State Committee and Members These documents will be shared with all State Committees and Members including your State Association and all Clubs Access is via this administration area and the Members area of your website As an example your Membership Renewal Form would be allowed to be available to everyone so you would p
17. GAMEBASE CLUB MANAGEMENT SYSTEM USER MANUAL First Issue 01 12 2011 Property of the Qld Game Fishing Association Page 1 TABLE OF CONTENTS Contents Page No Overview 4 General Tips on using GameBase System 5 SETTINGS Club Details 6 Contact and Notifications 6 Positions and Access 6 Create a New Position 7 Create a New Title 7 Membership Settings 8 Activity Sheet Settings 8 9 Fishing Locations 8 Boat Categories 8 Special Events 9 MEMBERS Create a New Member 10 12 Edit Member Details 12 Edit Financial Date 13 14 Reports and Lists 15 17 COMMUNICATION Email Members 18 19 Insert News Items 19 Manage News Items 19 ACTIVITY Enter Activity Sheets 20 22 Update Activity Sheet 23 TROPHIES Create a New Trophy 24 25 View Trophies 25 26 Manage Trophies 26 Continued Over Property of the Qld Game Fishing Association Page 2 TABLE OF CONTENTS continuea Contents Page No TOURNAMENTS Apply for Tournament Dates Online 27 Tournament List 27 29 DOCUMENTS Upload Documents 30 31 View Documents 31 32 Manage Documents 32 RECORDS Inseta Record 33 View Records 34 Manage Records 35 Property of the Qld Game Fishing Association Page 3 OVERVIEW This Club Management System is being designed and developed by the Queensland Game Fishing Association to assist our Member Clubs with the management and day to day running of their organisation Whilst this is in the early stages of design and development the
18. attaching files in the News Attachments boxes e These attachment boxes have a Choose File box that you will be able to select where the attachments will come from e Once you have completed your News Item you must click on INSERT to save it If you click CANCEL all will be lost 3 MANAGE NEWS ITEMS You are able to Edit Delete or Add New from this section When you open this section you will see a list of all of the News Items you have in the database They will be listed under Title and Date Entered e To edit change a News Item select the item you want to change and click on e To delete a News Item select the item and click on DELETE Property of the Qld Game Fishing Association Page 19 ACTIVITY The ACTIVITY area is located on the top of the menu next to the Communication symbol This section allows you to enter your members fishing activities tag amp release and or capture from the QGFA provided Boat Angler Activity Sheets Your Annual Club Trophies will be calculated from the information you enter into this database The two sections in this area are e Enter Activity Sheet and e Update Activity Sheet 1 ENTER ACTIVITY SHEET This section is entered in two parts The first part of your entry will be the information that is recorded on the top section of the Boat Angler Activity sheet This allows for the sheets with Nil Activity to be entered and recorded and is storin
19. can simply leave the field blank Access Authority should only be given to members of your Executive If you wish them to have authority to Edit Add or Delete all data entered then you will give them full access If you only wish them to Edit Add or Delete data in a section specific to their position EG entering New Members then you will only give them access to the Members section When you set up your Create a New Position section the people you have entered will receive their Password via email from Gamebase If you want to have your password changed then you will have to contact the QGFA Webmaster at webmaster qqfa com au NOTE Gamebase can t be accessed through Internet Explorer 9 at this time do to surcurity issues You must have Google Chrome Firefox Safari or a similar type browser to gain access Property of the Qld Game Fishing Association Page 4 General Tips about using the GameBase System Most lists have functions to make it easy to find the data you require and to sort it accordingly Please take a moment to look at the image below ADD NEW MEMBER First Name Membership Type Category Active Status Financial Status Financial En Barton Brett Ordinary Member Active Financial 30 06 2012 Bayzand Roger Ordinary Member Senior Male Active Financial 30 06 2012 Mrs Bayzand Heather Ordinary Member S
20. d for above description e Financial Status Select Financial from the Drop Down list e Skipper Leave as Any Once you have selected your options you can continue on with your email set up Property of the Qld Game Fishing Association Page 18 NOTE You must put something in the Subject Line EG Club Meeting Reminder This is a mandatory box and you will not be able to send if you leave it blank If you want to add an attachment to your email click on the Attachment symbol then Choose a File from which your attachment will come Locate your attachment and add it to the email If you do not wish to add an attachment then you are ready to type your message in the Type Message section Once you have completed your message click on the SEND EMAIL tab and it will be sent to all on your list NOTE If you have attached large files it may take a while to upload Please be patient and don t navigate to another page 2 INSERT NEWS ITEMS Has no purpose yet When you open this section you will be asked for the following e News Title This is a mandatory box and you must put something in here EG September Newsletter e News Summary This is Optional so you can leave it blank if you wish e News Content This is where you will type up your news or Newsletter e Attach Photos amp files to News Item You are able to attach photos into the Main Photo and Extra Photos boxes below as well as
21. e ina Description if required e Click on INSERT to finish You can Add Edit Delete Special Events at any time Once you have completed all of the settings you are ready to start entering your data into the other sections of Gamebase NOTE It is advisable to enter all of your members details first as they will then appear in the drop down lists in the Activity and Records section of this system NOTE If when you are entering data into the system you find that something is not on your Drop Down list then you should cancel out of what you are doing go into the Settings menu and set up the missing information For example you may have forgotten to add a certain Fishing Location Go into Settings Activity Sheet Settings Fishing Locations and Add New Property of the Qld Game Fishing Association Page 9 MEMBERS The MEMBERS command is located on the top left side of your screen next to the Settings symbol This is the section where you will manage your club membership information There are four 4 headings to this Members Section as follows e Create a New Member This is where you first set up your membership and then use it for new members only e Edit Members Details This section is accessed to change details for members EG Member has a new phone number or has a new boat etc e Edit Members Financial Date When members renew each year you change their
22. enior Female Active Financial 30 06 2012 O Mr Ordinary Member Senior Female Active Financial 30 06 2012 Mr Ordinary Member Senibr Male Active Financial 30 06 2012 Mr Granville David Junior Member Senior Male Active Financial 30 06 2012 j Mr Higgins Brent Ordinary Member Senior Male Active Financial 30 06 201 Mr Malaquin Malley Junior Member Junior Male Active Financial 30 06 2012 Mr Smith Qrdinary Member Senior Male Active Financial 30 06 2012 Mr Smith Ordinary Member Senior Male Active Financial 30 06 2012 Mr Smith John Ordinary Member In Active Un Financial 30 96 2011 Mr Test Tim Ordinary Member Active Financial Descriptions 1 Show all records and Show filter Show all records will show all records instead of a maximum of 20 per page Show filter will give you a group of variables that you can filter the list by 2 All of these column headers can be clicked on and the list will be sorted by that variable Clicking it a second time will reverse the order 3 Clicking this checkbox will select all records 4 Clicking on one of these options will action all selected records 5 Clicking on one of these options will action the record on that row only Property of the Qld Game Fishing Association Page 5 SETTINGS nmp The SETTINGS menu is located on the top left side of your screen next to the Home symbol There are five 5 headings under the Settings that will need to be set u
23. ents that have been set up in the database This is shown across the screen in the following order e No This is just a row number Property of the Qld Game Fishing Association Page 27 e Title This shows the Tournament Title that has been entered EG Sunshine Coast Game Fishing Classic e Start Date The date entered to start the Tournament EG 02 02 2012 e Finish Date The date entered as the finishing date EG 05 02 2012 e Status This shows you the status within QGFA That is it will show the QGFA Status as being Approved Pending or Not Approved e Notes This comes from the QGFA when approving dates It may be blank or if the dates are not approved you will be given the reason EG Dates already approved for another club Once your dates have been approved only then will you be able to click edit and upload Flyers and rules e Flyer If you have had your tournament Sanctioned and you have entered your tournament flyer brochure into the database your members can click on this and the flyer will open up for them Once the QGFA website is live or you implement this to be viewable on your own website e Rules If you have had your tournament Sanctioned and you have entered your tournament Rules and Prize List into the database your members can click on this and the Rules will open up for them Once the QGFA website is live or you implement this to be viewable on your own website e Entry F
24. f you don t want to add it just leave it blank e Rules You will add your tournament rules here by clicking on CHOOSE FILE Find your rules from the location on your computer and add it If you don t want to add it just leave it blank e Sponsor You can type in the name of your sponsor her if you wish EG Telstra e Sponsor Logo You can add your tournament sponsors logo here by clicking on CHOOSE FILE Find their logo from the location on your computer and add it If you don t want to add it just leave it blank e Results When the tournament is finished you can type in your results here e Once you have finished updating editing your tournament you must click on to save it e Ifyou don t wish to continue with your updating editing you can click on CANCEL e Ifyou want to delete all tournament data you can click on DELETE Property of the Qld Game Fishing Association Page 29 DOCUMENTS The DOCUMENTS area is located on the top right of the menu next to the TOURNAMENTS symbol This section allows you to put Club Documents on to the database that can be viewed by selected options 1 UPLOAD DOCUMENTS In this section you can upload your documents to the database The first three headings are Mandatory and must be completed e Title Type in the Title of your document EG Membership Form e File Select CHOOSE FILE find your file in your computer and add it NOTE Files can be in P
25. g data on the cost and effort of going fishing The second section will only appear on the screen if there has been a number placed in the Number of Activity Entries box You must complete the first section and click on the Save data amp begin entering records box to get this section to appear NOTE Most of the sections in this database are Mandatory and you MUST put an answer into these areas or you will NOT be able to save your activity Property of the Qld Game Fishing Association Page 20 To begin entering Boat Angler Activity Record Activity Sheet No Type in the five digit number that appears on the Top Right Corner of the Boat Angler Activity Sheet If there are only 4 numbers place a zero in front Date Enter the dated recorded on the sheet dd mm yyyy format Boat Choose from your Drop Down list Non Club Boat or a Members Boat Captain Choose from your Drop Down list POB Persons on Board Type in the number of persons on board HOW Hours on Water Type in the number of hours spent on the water No of Activity Entries Count up the number of entries listed in the fishing section and enter that number from the Drop Down list Select from Zero to 20 State Special Event There are only 2 State Events listed on the Drop Down All Ports Round 1 and All Ports Round 2 If it is not an ALL Ports event then leave blank Club Special Event If it is a Club event EG Rally Day
26. he data in the format you require To print your report out click on EXPORT right side of screen Your PDF File will appear in a box on the bottom left side of your screen Click on it to open it you can then either print it out or save it to a location on your computer Note If you have created a trophy that uses a Date Event such as First in date range be sure to select the appropriate date range 3 MANAGE TROPHIES You are able to Edit Delete or Add New from this section When you open this section you will see a list of all of the Trophies you have in the database They will be listed under the Trophy Name and Trophy Type EG Trophy Name First Billfish Trophy Type Angler To edit change a Trophy select the item you want to change by using your cursor to put a tick in the box on the left and click on EDIT on the right Make your changes click on UPDATE and they will be saved To delete a Trophy select the item you want to delete by using your cursor to put a tick in the box and click on DELETE on the right You can also Add a New Trophy from this section if you wish This will save you going out of this section and into Create a New Trophy When you select Add New from bottom left of screen you will be taken back to the Create a New Trophy site Property of the Qld Game Fishing Association Page 26 TOURNAMENTS The TOURNAMENTS area is located on the top centre of your scree
27. iew and Manage 1 CREATE A NEW TROPHY When you select this from the Trophies menu you will be given a screen titled INSERT TROPHY In this example we will set up a trophy for the Annual Champion Angler Overall and all members are eligible to win Proceed as follows Trophy Name Type in the trophy name EG Champion Angler Overall Trophy Type From the Drop Down List choose either Angler or Boat In this case we have an angler trophy so we would choose Angler Member Type From the Drop Down List you can choose from Any All Members Honorary Members Junior Members Life Members Ordinary Members or Students In this case we are going to choose Any which allows all types of members to be eligible to win Member Category From the Drop Down List you can choose from Any All Members Junior Female Junior Male Senior Female or Senior Male In this case we are going to choose Any again Boat Category From the Drop Down List choose a category In this case we are choosing Any again because it is not a Boat Trophy Line Class From the Drop Down List choose a category In this case we choose Any again because it is an Overall Trophy DW WM 9 Method From the Drop Down List choose a category from Any Tag Cap or MR Measure and Release In this case we choose Any again because it is an Overall Trophy Club Zone From the Drop Down Li
28. lace a tick in Public and leave the rest blank Another example your Committee minutes are only to be viewed by your Committee therefore you would tick Club Committee and leave the rest blank Once you have completed your selections click on INSERT and your document will be inserted If you click on Cancel you will lose everything 2 VIEW DOCUMENTS This section allows you to view documents from your own database or from other sources When you open this section you will see a Drop Down list to choose what documents you want to view The default setting is My Documents but you can also choose from other Clubs and QGFA shared Documents My Documents Will bring up your own Club documents ALL QGFA Clubs Shared Documents Will bring up documents from ALL other Clubs that want to share information with you QGFA Shared Documents Will bring up all documents the QGFA wants to share with you Specific Club You can choose a specific Club to search for their shared documents EG You want a Tournament brochure from Sunshine Coast GFC you would select the Sunshine Coast GFC Once you select which of the above settings you require you must click on SUBMIT to get the file to upload Once the file uploads you will see the documents listed below under the following headings e General e Committee Minutes Property of the Qld Game Fishing Association Page 31 e Membership Forms
29. lows you to communicate with your members via Email and or Newsletters etc There are three subsections in the Communications section being e Email Members This is where you can send emails to your members e Insert News Items This page has no purpose at this stage It will serve as a way to display news item on your own website and the QGFA website in the future e Manage News Items This section allows to Edit or Delete any news items or newsletters you have inserted 1 EMAIL MEMBERS To set up an email that you want to send out to your members begin as follows e Use your cursor to put a tick in the Check button to include members from the database e You can then filter who you want to send the email to by setting up your Select Options boxes e These include Membership Type Membership Category Active Status Financial Status and Skipper and all of them are set on the default Any This is the same as setting up your reports list only you don t have as many choices e Ifyou want to send an email to all members in your database you will leave all of the Options set on the default ANY setting As an example if you want to send an email to all of your Senior Male Financial Members only you will Select Options as follows e Membership Type Not required for above description e Membership Category Select Senior Male from the Drop Down list e Active Status Not require
30. n entered you are ready to set up further positions and access as follows Property of the Qld Game Fishing Association Page 6 CREATE A NEW POSITION located at the bottom of your list LEFT side of screen Position Title Select one from the Drop Down list put your cursor on the arrow Position Holder Select one from the Drop Down list This is your Members List You must then decide what access is to be given to each position There are nine access headings as follows Admin All persons must have this box ticked or they will not get any access Settings The person persons who have authority to Change Add Delete any of these settings Members The person persons who have authority to Change Add Delete members details Communication The person persons who have authority to send communications to members Activity The person persons who have authority to Change Add Delete fishing activity sheets Trophies The person persons who have authority to manage Club Trophies Tournaments The person persons who have authority to manage Club Tournaments Documents The person persons who have authority to place club documents on the site Records The person persons who have authority to Change Add Delete Club Records To give access to these settings place your cursor on the box and click A tick will then appear in the box giving the person full access to that setting Once this is completed you must click
31. n next to the TROPHIES symbol In this section you can apply online to the QGFA for your Tournament Dates and view a list of your tournaments If you wish you can also add a copy of your tournament flyer entry form sponsors and results once the dates have been approved Tournament Rules must be sanctioned before they are posted on the site Flyers and Rules will be able to be viewed by other clubs and will appear on the QGFA website NOTE At this point in time online Tournament Sanctioning has not been added This may be added at a later date but that will depend on the number of clubs that wish to utilise this feature 1 APPLYING FOR TOURNAMENT DATES ONLINE To apply online for your Tournament Dates click on the sub heading APPLY FOR DATES and you will be asked for the following e Tournament Title Type in the name of your Tournament EG Sunshine Coast Game Fishing Classic e Tournament Start Date Type in your start date in dd mm yyyy format EG 02 02 2012 e Tournament Finish Date Type in your finish date in dd mm yyyy format EG 05 02 2012 e Tournament Description Type in a description of the tournament EG 8kg and 24kg Billfish Only Tournament e To apply Click on APPLY NOW NOTE This application will then go through to the QGFA database where the Secretary will either Approve or Not Approve the dates 2 TOURNAMENT LIST When you enter this section you will be shown a list of all tournam
32. orm If you have had your tournament Sanctioned and you have entered your tournament Entry Nomination Form into the database your members can click on this and the Form will open up for them Once the QGFA website is live or you implement this to be viewable on your own website e You may Edit or Delete your Tournaments from here by selecting either from the right side of the screen This will not affect your date approvals or sanctioning It will simply remove it from any public websites NOTE Please do not add any tournament details until you have applied for and received your tournament sanctioning Once your Tournament has been sanctioned you can add your flyers brochures rules and entry nomination form by clicking on EDIT When you click on Edit another page opens and you will see the following e Title This is the name of the tournament you have entered EG Sunshine Coast Game Fishing Classic Property of the Qld Game Fishing Association Page 28 e Description This is the description you entered EG 8kg and 24kg Billfish Only Tournament e Flyer You will add your tournament flyer brochure here by clicking on CHOOSE FILE Find your brochure from the location on your computer and add it If you don t want to add it just leave it blank e Entry Form You will add your tournament entry form here by clicking on CHOOSE FILE Find your entry form from the location on your computer and add it I
33. ou saved it to on your computer Another example to produce a full Junior Members contact list that will include all financial and un financial junior members e Leave the First Name and Last Name blank e Change the Membership Type to Junior from the Drop Down List e Leave the Membership Category on Any e Leave Joined on or after and Joined on or before both blank e Leave the Active Status on Any e Leave the Financial Status on Any e Leave the Skipper section on Any e Click on the FILTER tab located under Joined on or Before The system will sort the list for you and it will appear below showing the First Name Surname Phone Number and Email Address You will then access the Drop Down list in the Export As section and select PDF Public Click on the EXPORT button On the lower left hand side of your screen you will see the PDF File list you have ordered This will be different on all computers Property of the Qld Game Fishing Association Page 16 Click on this to open it and save it to one of your computer folders if you wish to or you can just print out your List and close out NOTE If you just print your list and close out it will not be saved to your computer Property of the Qld Game Fishing Association Page 17 COMMUNICATION The COMMUNICATION area is located on the top left side of the menu next to the fi Members symbol This section al
34. p or checked before entering members or activities 1 CLUB DETAILS This section has been initially completed by the QGFA Webmaster with the details provided to him by your Club You should check that the details are correct and if they are not then you can edit them and make any changes NOTE If you make any changes you must click on SAVE SETTINGS before leaving the site or they will not update 2 CONTACT AND NOTIFICATIONS This section has been initially completed by the QGFA Webmaster with the details provided to him by your Club The Main Contact Details are of the person who will be administering the system in the initial stages of the set up Check that your details are correct If they are not then you must enter the correct details and SAVE SETTINGS These settings will also be used for future Gamebase features in which system notifications and messages need to be sent 3 POSITIONS AND ACCESS This section has been initially completed by the QGFA Webmaster with the details provided to him by your Club The person you provided as the initial system admin will be the only person showing up in the first instance This will be the main contact in many cases NOTE It is advised that you complete all of the settings first then enter your Membership List before trying to set up further positions and access for other committee members Once you have completed all of these Settings and your membership list has bee
35. r Tag and Release Angler Junior Members Any Any Any Tag Any Inside Only Any None and None If you wanted to set up a First Billfish of the Season Trophy you would make the following selections from top to bottom of page First Billfish Angler Any Any Any Any Any Any Inside Only Billfish Only First in date range and None Once you have set up all of your Club Trophies you can View the List and the results if you have any entered or you can Manage Edit Delete Add New them 2 VIEW TROPHIES When you select this section you will be given a list of your trophies and underneath that there will be your trophy winners to date If you have already entered some Activity Sheets Property of the Qld Game Fishing Association Page 25 Here you are given the choice to save your list to your computer files or print out your Trophy List and winners in PDF format as follows Select Trophy From the Drop Down list you can choose ALL Default setting or you can choose an individual trophy from your trophies listed Start Date Will normally be from 1 July each year Finish Date Will normally be 30 June each year Levels From the Drop Down list you can ask for the first to the thirtieth or anywhere in between EG If you set it on 10 you will see the best 10 scoring anglers for each trophy from 1 July to current You can also select to view all levels Click on SUBMIT to get t
36. re are some features that are not yet operational and many other features that can be added with the participation of our members Once the new QGFA Website is operational some sections of the information entered into Gamebase by our members may be viewable on the website where permission has been given Members may choose to use part of the system or to utilise all of it but all clubs must use Gamebase for their Membership and Fishing Activities All other features of the system are optional and are there purely for the management of your club only It is being designed to be user friendly to allow for even the most inexperienced computer operator to feel comfortable about having a go We have set up a demonstration account for you to have a play in until you feel confident enough to set up your Club account Just go into www gamebase net au type the word demo into the User Name and demo into the password and you will be logged into the demonstration database where you can Add Edit and Delete whatever you want In most of the areas in this system there are Mandatory Fields and Optional Fields for data entry The Mandatory Fields are marked with a small red asterisk EG to indicate that you MUST enter the information If you don t enter any information into these fields you will not be able to save the data The Optional Fields mean just that If you have the information to enter then you can enter it but if not you
37. rop Down list EG Over 8 meters e Is member a Skipper Use Drop Down list EG Y or N e Call Sign Type in the call sign EG Billfisher Il or VLZ123 e Fuel Type Use the Drop Down List to select fuel type EG Diesel Twin e Fuel Usage Type in the Litres per Hour L H If your member only has one boat then you can finish here by clicking on INSERT NOTE If your member has a second boat to register then use the cursor to tick This member owns a 2nd boat You will now see another Boat Details section identical to what you have just completed come on to the screen Follow the steps above to complete data for the second boat On completion click INSERT and you are all finished 2 EDIT MEMBERS DETAILS This section allows you to call up members details and make changes Edit to your existing data Members may also be Deleted in this section When you open this section your complete membership list will appear in alphabetical order e Scroll down the page until you find your member if they don t appear on the first page click on the gt symbol at the bottom of the page and it will take you to the next page until you find them e Once you have located the member use your cursor to put a tick in the box for that member on the left side of screen e Click EDIT on this member Right side of screen e Your Members details will appear on screen in the same format tha
38. st choose a category In this case we choose Any again because we don t have other fishing zones Property of the Qld Game Fishing Association Page 24 e Club Boundary From the Drop Down List choose a category from Inside Only Outside Only or Both Inside and Outside In this case we choose Inside Only because we want it calculated on fish caught within our own fishing zone and not Qld wide e Species From the Drop Down List choose a category from Any Billfish Only or All Species other than billfish In this case we choose Any because we want it calculated on all fish species tagged or captured e Date Event From the Drop Down List choose a category from None Weekend First in date range or Last in date range In this case we choose None because we want it calculated on all fish species tagged or captured for the entire year e Club Event From the Drop Down List choose a category from None or Rally Days In this case we choose None because we want it calculate on all fish species tagged or captured for the entire year e Trophy Description In here you can type a description of the trophy EG Perpetual Trophy donated in 1978 by Bill Brown or you can leave it blank e You have now created your trophy Click on INSERT to save If you wanted to set up a Champion Junior Tag and Release Trophy you would make the following selections from top to bottom of page Champion Junio
39. t you originally entered the details e Make any changes you have to and click on UPDATE to save the changes You can also Add a New Member by clicking on the Add New Member box located on the top Left of your Members List The Create New Member form will come up on the screen in the same format Property of the Qld Game Fishing Association Page 12 3 EDIT FINANCIAL DATE This is the section you will come to next year when your current members renew their memberships When you open this section your complete membership list will appear in alphabetical order e Scroll down the page until you find your member if they don t appear on the first page click on the gt symbol at the bottom of the page and it will take you to the next page until you find them e Once you have located the member use your cursor to put a tick in the box for that member on the left side of screen e Click EDIT on this member Right side of screen e Your members name will come up on its own e Select the new Financial End Date from the Drop Down list Right side of screen e Click on UPDATE to save your changes and your member will be financial again It is possible to update the financial date from the Edit Members Page but for multiple updates financial date only this page will be much quicker The steps below will demonstrate the quickest approach for updating multiple members Step 1
40. the Box Number e Suburb Type in Town or Suburb name EG Brisbane e State Select from the Drop Down List e Post Code Type in the area post code EG 4001 e Country This is optional EG Leave it blank or type in the Country Contact Details This section is all Optional if you want to store the information e Email Address Type in email address if known e Mobile Number Type in or leave blank e Home Phone Number Type in or leave blank e Work Phone Number Type in or leave blank e Fax Number Type in or leave blank Contact Settings This is Optional if you wish to use it or not e Include in Mail List Use cursor to tick box if required e Mailing List Name if different to above details Type in if required If your member does not own a boat then you have completed setting up this member after you click on If your member does own a boat use your cursor to tick the box This Member owns a Boat and continue as follows Boat Details These items are all Optional If you don t have all of the information to complete the section you can enter what you have at the time If you are able to complete the information at a later date you must access it through Edit Members Details Property of the Qld Game Fishing Association Page 11 e Boat Name Type in the boat name EG Billfisher II e Make amp Size Type in the make and size of boat EG 34ft Riviera e Boat Category Use D
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