Part I: Account, Schedule, Members
In this chapter, under Advanced Settings, we will be talking about the System Settings. We will go to Start and we're logged into our Demo Rodeo Association. Click Account Settings > System Settings.
These settings should be considered system-wide settings or default settings. There are a number of these settings that can be overridden at a more detailed level such as at a specific rodeo level or at a specific event level. These settings here will apply unless you override them. We have a number of jump buttons at the top of the table. This is a fairly large list of settings so if you need to jump to a particular area then you would just jump to section with that button. The majority of these settings have some brief descriptions included on the form. We have provided additional descriptions here.
Account Information
This is really just where you record most of your account details.
Email address, this is the default email where notifications will go regarding payments and fines and entries. If you wish to have a separate email where rodeo entry notification emails are sent, you can enter it here and the entry notifications will not be sent to the above email, just to this one. You can turn off the sending of entry email notifications to members. If we check this box on, the members will not receive those notifications. This is used primarily when you're running a test rodeo, when you're entering members, placing them in a rodeo, they will not get a bunch of notifications, so they're not getting confused. Use that when you're running your test rodeo. By the way, a test rodeo is something we strongly recommend you do before your season starts. Then the regular account information, phones and contact information and address, etc. Currency is is important, and make sure to select your time zone.
Schedule Settings.
When you create a rodeo, it will set a default entry time and a default entry close time. Whatever day you set, it will default to opening on this time as well as default for your entry close. When you set that up in manage rodeos, it will initially fill the boxes with these times. Then you can override that if necessary. If you're using online payment and you wish to close payment a certain number of minutes after the entry has closed you can enter that number. 1 minute would tell the system that after the deadline members have one minute. 60 minutes, members have an hour. 1440 minutes, members have a day. When you're using this, you should also enter a closed payment message instructing your members what to do if the payment window has closed. Move completed rodeos is for the rodeo schedule view. It's the number of days after a rodeo has completed that RP will move them to display at the bottom of the list. This might be a week, it might be 14 days. It just prevents members from having to scroll through a long list of rodeos in order to find the current rodeos. It keeps the current stuff at the top of the list. Showing day sheets, if we turn this to yes, then it will show a link on the public side on the rodeo schedule so that members, and anybody else who wants, can download and print a day sheet. If we turn this to no, then day sheets are only available for the Admins. The font and number of rows are used to set the display page text sizes. The larger the font, the fewer number of rows you will be able to include on a page.
Member Settings.
Do you require your members to have a paid membership? If you don't charge membership, simply turn this off. Allow renewal without payment. If this is turned to yes then members could renew their membership term without completing the payment. You would then have to collect payment from them afterwards. Hide the new member button. For some organizations they require their membership registrations to go through their admin office or go through a national office. The memberships are not actually handled in RP but allows Admins to update the membership information for the association. Use the minimum member form. The member form has approximately 10 to 12 fields that are required. The minimum member form only requires first name, last name, password, and email address. Season end date. This is when your season would end, after this date, your members will need to renew their membership so that they can enter rodeos in the next season. Show paid only. This is for admins for a number of lists, such as editing rodeo entries, to only show the members in the list that have paid their memberships, only those that are current. It will prevent an Admin from accidentally entering a non-paid member into a rodeo. Just as a quality control. Early renewals. You can set this so after this date any renewals are processed as for the next season and it will actually set the renewal date to be the start of the following season. If you have a membership deadline for your current season, you can enter that here. If members apply for a membership after that deadline, a membership late fee can apply. For example, if they are late, you can charge them $50. And then you specify if that late fee applies to both renewals and new memberships, new only, or renewal only. Some organizations, especially junior or youth organization, collect information such as jacket sizes and shirt sizes as they provide some clothing to the members. You can turn this on or off to include those information fields on the membership form.
Do you require your members to provide their social security number(social insurance number in Canada)? Only the members have access to this field. Only they can complete this input. Family membership type ID. If you offer family memberships, then when you set up member types, you will have a member type ID that is associated with your family membership. You would set that in here. Allow new member on entry. What this does is it allows a new member to fill out the new member form and then proceed directly to the entry form without having to stop and pay for their new membership. The new membership fees will be added to the entry and payable in one transaction. Charge new member fees on entry. This is similar, but different, to the above. Only one of these can be turned on at a time. How this works is if a member has completed the membership form, but has not yet paid, when they enter their first rodeo, RP is going to charge that membership amount. You can hide member numbers so they don't display on the public reports. (Most associations would would show them.) You can set up Divisions within your membership. For example, you may have North / South Divisions or you may have East / West Divisions. You may have High School / Junior High Divisions. You would set the Division. Add the description. Save this form and then it will allow you to add another Division as needed. The Divisions are used primarily for classification purposes such as separating results and standings. If your organization partners with other associations such as co-sanctioning or co-approvals of rodeos, this is where you can set up those partner associations. In this case, we have a partner association called Demo Rodeo Association and you would select the member type that was set in set member types for that association. This allows the RP system to treat them special rules, such as to allow them to enter rodeos for without having to pay membership fees. It allows for co-sanctioning to happen more seamlessly. You can have up to five partner associations. Hide last year's locals in the member list. You can select the member type to hide and if their membership has expired they won't show in the member list. It just cleans up the member list without without the Admin having to go in and delete a bunch of members. If you delete members then they're lost, their data is lost with them. Member image three, four, and five, we'll be talking about these in another video in another chapter. So, we'll skip over this for now.
