Use this form to search for members in your
database that you would like to email.
Member Query Form Clicking "Lookup" or "Email
Members" on the Administration menu brings up the Member Query form. This
form is used to find members in the database and generate reports based on the
results of the query. You can find members by name, type, email, age, team
position, or team membership. If you enter nothing on the form, all members will
be displayed. Names will be found that begin with the letters you type. Entering
"sm" will find all Smiths or Smyths, etc.
Ranges, such as "Between the
age of," can be used to find members who fall between a range of values. A
number in the first field will find members with a value greater than or equal
to the entry. Likewise, a number in the second field will find members with a
value less than or equal to the entry.
You can select more than one team
position or team name by holding down the Ctrl key and clicking the desired
choices. To select a range of choices, drag (hold down the left button while
moving) the mouse over the desired choices.
Queries are additive. That is, specifying selections in
more than one field means that member data must match all the selections
specified. For example, setting the Type drop-down menu to "Parent" and the Has
Email menu to "No" would yield only members who are parents and don't have email
addresses. Note, however, that when you select more than one item in either the
"Position" or "Team" lists, the selections within the list are put together with
the "Or" operator. That is, any member belonging to any of the selected teams
(or selected positions) will be selected. This only applies within the list,
however. The selected teams are still put together with the other fields on the
form, with the "And" operator as already explained.
Member Data from a File Click this
link to specify a file to upload containing member information. See Importing Member Information later in this chapter.
Reset a Member's
Password This will allow you to enter a member's email address to send
a system-generated, reset password.
Report Type The
Report Type drop-down menu contains the list of available reports for your
query. The report types are as follows:
Directory Listing Report This
report simply displays the selected members along with their addresses,
phone numbers, and email addresses. With this list, you can click on any
member's name to bring up the information form so that you can make changes.
You can also delete members from this listing by clicking the Delete button
to the right of each entry. The listing will be divided into a list of
50 members per page if your query yields more than 50 members. In this
case, there will be links with letter ranges at the top of the report so
that you can easily find people by their last names.
Duplicate Records clean up duplicates from your
member database using a drag and drop selection method on the Member
Listing page. To copy one member's data over another's and
consolidate them, click and hold down the left mouse button on the newer
member's name. Now move the mouse to the member you want to
overwrite and let go of the mouse. You'll then be prompted as to
whether you want to overwrite the target member. Click Ok and the
following will happen:
The contact data from the first (dragged)
member will overwrite that of the member you dropped them on.
If you dragged a parent's record, any children
that referred to the member (as their guardians) will be updated to
point to the member who was dropped on.
Any roster assignments involving the first
member will now point to the dropped on member.
Any player statistics involving the dragged
member will be changed to the dropped on member.
Any registrations involving the dragged
member will be transferred to the dropped on member.
The dragged members data will be deleted.
Send Email This allows you to
select specific search criteria and returns an email form that is
pre-populated with all members that math your criteria. Note that if the
same email address matches your criteria more than once (i.e. multiple
family members using the same email address) only one email will be sent per
Also, Each email will be mailed individually to each
recipient. For example, if your email list contains 100 addresses, 100
separate emails with a single recipient address in the "To" field.
This way, the privacy of the other recipients will be preserved and spam
filters won't automatically flag the message as a group spam.
Email Client Clubs (Parent Orgs
Only) This tool will allow "Parent" league
administrators to send an email message to positions within its member
clubs' databases. You can choose to send email to positions on the Boards of
member clubs or to assigned positions on connected teams. You may also
choose to send email to selected positions of individual clubs/teams by
selecting the symbol. This action will generate a list off all member clubs or,
in the case of selecting team members, a list of all connected teams. You
may select specific teams by checking/un-checking the box to left of each
club/team. The list is defaulted to select all clubs/teams.
By selecting a position from the list of available positions in the
window on the right, the system will search for members who have team or
Board assignments containing the selected position in your member club's
databases. For example, selecting a Board position of "President" will
return members with "Vice-President", as well as "President" Board
assignments. You can add multiple team/Board assignments by selecting from
the list or typing positions separated by commas or one per line. The entry
made here will be remembered for future visits from the same computer.
Once all sections have been made, click the "Find Them" button. The
resulting page will contain an email form, pre-populated with the email
addresses of all members that fit your criteria.
Keep in mind, the system will query not just member databases but the
"Parent" database, as well. If at the "Parent" level you have members with
team and Board assignments that match the query, those members will be
returned as part of your email list along with the selected clubs/teams.
Also, if the position window is blank when searching, the system will
return all Board/team members from member clubs. This feature should not
be used unless absolutely necessary.
Mailing Labels This is used
to generate a page that can be printed onto standard Avery #2160, 3-across
mailing labels. Instructions for setting up your printer and aligning the
labels are given before the labels are displayed. The instructions
include the following:
Before printing the page of labels, you'll
need to set the Top, Left, Bottom, and Right margins of your browser's Print
Setup to 1/2 inch. To do this with Internet Explorer, use the File - Page
Setup menu commands to bring up the Page Setup dialog box. Also, turn off
any headers or footers specified on the same dialog box.
choose to create only one label for each household and last name. That is,
only the alphabetically first adult with the same last name residing at the
same address will be printed. Everyone else will be skipped, thus
eliminating duplicate mailings to the same household. Persons with the same
last name but different addresses will be printed separately. People with
different last names residing at the same address will also be printed
separately. You can also choose to sort labels by either last name or
zip code. If you're doing a bulk mailing, you should use the latter
The label page is designed for use with standard # 2160 Avery
labels that are 1" x 2 5/8" and are printed 3 across. Computers and printers
have different settings for the number of "Pixels" in a given fixed unit of
measure. Unfortunately, browsers only allow columns and rows to be formatted
using pixels - not fixed units, such as inches or centimeters. This being
the case, your labels may not line up with the text that is printed by your
browser. You can use the settings on the instruction form to adjust the way
labels are printed relative to the actual physical labels. You may have to
print several test pages to experiment until things line up properly, but
the default values given are usually correct and should get you started. Try
using regular paper for your experiments to save expensive labels. Once
things line up, your settings will be remembered the next time you print
Download Data This report type
will create a tab delimited file that can be opened with Microsoft Excel to
create a spreadsheet of your member database.
After the query is
complete and the file is generated, a dialog box will be displayed; choose
"Save" and press "OK." In the resulting "Save As" dialog box.
Click "Save," and the file will be downloaded to your computer.
Little League Export (Only available for Baseball Clubs) This
report produces a .txt file formatted with all information to be exported to
Cybersport Export (Only available with Hockey Clubs) This
report produces a .txt file formatted with all information to be exported to
USA Hockey via Cybersport.
First Name Enter a person's
first name here. You can enter a portion of the name, and the query will
match only the letters you type at the beginning of the name.
Last Name Enter a person's last
name here. You can enter a portion of the name, and the query will match
only the letters you type at the beginning of the name.
Type Use this drop-down menu field
to search for either parents or players. If you choose "Parent," only
parents that match the other selection criteria will be returned. If you
choose "Player," only players will be returned. The default of "All"
turns off filtering based on Member Type. Member Type is explained below
under the Member Information Form
Has Email This allows you to find
members who have email addresses and those who do not. This could be
useful for mailing out information to those members who don't yet have email
and would thus miss email broadcasts. You could also do a mailing asking
these people to send in their email addresses if they have them but are not in
the system yet.
Email Addr You can use
this field to search for a specific email address or part of an email
No Email Checking this box will allow you to find members
who have opted out of email communications from your club.
Phone This field will allow member
queries by home, work or cell phone numbers. The phone number does not have to
be specifically formatted and members can be queried based on partial numbers
as well. For example, if "1234" is entered in this field, the query will
return all members who have that exact string of numbers in any of their phone
Gender Use this dropdown list to
search for males or females or both (the default of "All").
Born Between Use these
fields to filter members by age. The field to the left is the low
birthday and the one to the right is the high limit.
In Grade This field is used to locate members whose
school grade is between the numbers you enter here. Note: Kindergarten
is specified with a "0." For pre-k use "-1."
Birth Certificate Use this field to select members that do or do
not have a birth certificate on file.
Notes Use this field to find
letters, words, or phrases within members' notes field as entered on the Member Information form. The text you type here can be found anywhere
within the notes data, unlike the name fields above where text is only found
at the beginning.
Modified Since This field can
be used to do a search for member records that have been modified since the
date you specify here, MM/DD/YYYY.
In Zip Code(s) Use this field to
query members in a particular zip code. If you are performing a query for
multiple zip codes, each zip code must be separated with a
Program(s) This area lists the names of all online registration
programs. You can use the list to specify members enrolled or not
enrolled in one or more programs. To find enrolled members click the
name of any program to highlight it. To specify more than one, hold down
the Ctrl key while you click each one. To find members who are not
registered in particular programs, check the "Not" box above and to the left
of the list while highlighting the programs of interest. You might want
to use the "Not" registered search criteria for an email reminder to
prospective members to go register.
In addition, you can also search
for registrants who have either paid or not paid, have been waitlisted or not
waitlisted in these programs. Use the check boxes below the list to
specify which you'd like.
Positions This menu can be
used to find members of various types based on their positions on teams. You can, for
instance, choose to find members who are either coaches or managers by holding
down the Ctrl key and clicking both "Coach" and "Manager." To select a
single position, just click it without the Ctrl key.
at the top of the list "Not Assigned" can be used to find members who haven't
yet been assigned to a team. If you use this in conjunction with the
Type field to find all players who haven't been assigned, you can generate a
"work list" of members to assign to teams so no one falls through the
Teams Use the Teams fields (Season
drop-down and team lists) to find members of various teams. The Season
drop-down list specifies the team's season (as explained below under the Teams topic),
and the list below it contains the teams themselves along with their parent
leagues denoted by an asterisk (*); refer also to the Leagues
You can choose multiple teams by holding down the Ctrl
key and clicking individual team names. To select a range of teams,
click the first team in the range, and then hold down the Shift key and click
the last team in the range. All the teams in between will then be
highlighted. Once you submit the Query form, all the members of the
selected teams will be returned.