I've added a new feature - Document Management

You can now add folders and files that are accessible by instructors/swimmers/parents when they are logged in.

Also, if you are on option 1 with a club website, you can set folders to be visible on your website! Useful if you want to publish results, newsletters or any other literature that you want the public to have easy access to.

To start using the document management system, go to "Setup > Club Documents".

Instructors, swimmers and parents can access your documents via "Members > Club Documents".

You can now upload a letterhead image so that when you are printing out invoice/fee reminders, your logo etc is printed on the letter.

Goto Setup > Letters and click on the “Upload Letterhead” link. Upload the image you want to appear at the top of your letters when you print them.

I've also slightly changed the letter layout. Now you can insert two special tags and the system wil replace those with the invoice details and the swimmer's name.

Enter the tag ##DETAILS## and ##NAME## anywhere in your letter and the system will automatically replace them.

Also, you can now print a consolidated invoice total on the letters instead of listing each invoice out. There is a new drop-down field on the letter form. Select from consolidated invoices or full invoices.

Note: You must edit your letters to include the new tags above before you print any more.

I've done a major overhaul of the members page section. You can now add as many members pages as you need. You can also archive pages to keep old news separate etc.

I have used the new "Tabs" format like the swimmer's profile page etc.

To add/edit your member pages, go to Setup > Member Pages. You will see a list of your current and archived pages. Click on the titles to edit them, click on the "add new page" link to add a new page.

To view your pages, go to Members > Members Pages. Each un-archived page you create will be listed on its own tab at the top, so bear in mind that you won't be able to have 20 on at once!

When you set a page as archived, it is removed from the top tabs and put in the "Archived Pages" section at the very bottom.

I've made a slight modification to club website options. You may now show your website latest news items on the homepage instead of a traditional "page" that you type content onto.

To change this setting, go to "Setup > Club Details" and scroll down to the website section. You will see a new drop-down field called "Homepage Format". Change that to "Latest News" to show your latest news on the homepage.

I have improved the club calendar even further. Now you can add event start and end times. The benefit of this is that when you click on the "week" or "day" view on the calendar, you will see your events spread out with the proper time slots etc.

Also, you can now drag an event to move it to another day. Simply click on the event, hold your mouse button down and drag it to another day and let go of your mouse button over the new day.

To set events as "all day" events, simply leave the start and end times at 00:00.

Calendars

I have massively improved the calendars inside SwimClub Manager. Now you can add events that span across multiple dates. When adding events you can now add event start date and event end date.

This is the same for you personal calendars too (under My Account > My Calendar).

Best Swim Times

I've also made it so that you can include relay swim times, previously relay results were not shown.

I was asked via the members forum if it was possible to have a "photo archive" so that admins could upload club photos for members to view.

This has now been done. Go to "Setup > Photo Archive" and you will see an editor screen like on the "Members Page".

Upload and insert photos via the editor as usual.

I've made a couple of slight modifications:

Club Calendar
I was asked if it was possible to use a Google calendar instead of the built-in SCM club calendar, and am pleased to announce that this is now added.

For everyone currently using the built-in calendar, you don't need to do anything, but if you have a Google calendar setup already, simply go to "Setup > Club Details" and paste your embed code into the "Google Calendar Code" field and click the update button to save the changes.

I have also made some other slight changes to the Club Details setup page. Previously, if you were on option 2 (no website, just SCM access), some website options were visible that shouldn't have been. I have removed all website settings so you can only view them if you are on option 1.

Online Shop
Those of you on option 1 can now activate your online shop via the Club Details setup page as well now.

There is a new field on that page "Activate Online Shop". Change it to "Yes" and click update to save. The change is instant and your shop will be visible from your website straight away.

One thing to note : You need to setup your shop before you can use it to take orders. Go to "Setup > Website" and then click on the "Online Shop" link on the website menu bar.

You need to setup your shipping options and countries before you can sell anything. View the knowledge base section here http://support.swimclubmanager.co.uk/KB/a36/shipping-options.aspx for more information.

Members Pages

You may now archive your members pages. Go to "Setup, Members Page" and click on the "Archive" link above the editor section.

When you archive a page, it will appear at the bottom of your current members page so swimmers, parents and other users can access them when they are logged in.

You can also edit and delete the archived pages by clicking on the links at the bottom of your "Setup, Members Page" page.

Note, once you archive a page, after it is added to the archive, your current page is deleted so you can start afresh. If you then go and delete that archived page, you can not get the information back.

Just a warning so you know...

Accounts

I've also been making some slight changes to the way the accounts section works. Once they are finalised I will be releasing a "beginners guide" to the accounts section explaining exactly how you can use it to manage your club finances.

I don't think many of you are using the accounts section and feel it is an overlooked section that will benefit you.

Stay tuned for information on that over the next week or so.

Another feature has been added today...

Swim Times Leaderboard

I've added a best swim times leaderboard into the Swimmers login area so they can see who is best at what stroke and distance etc.

I realise that not all of you will want to allow this, so it is switched off by default/ To switch it on, goto "Setup, Club Details" and set the "Allow Swimmers to see eachothers swim times?" option to "Yes" and click the Update button at the bottom.

Once you have set that, when swimmers are logged in, they now have a new menu item under Swim Times called "Leaderboard".

It lists the top times per distance/pool and for both Male and Female.

Another couple of modifications:

Usernames

When you have gone through and added all your swimmer's login usernames it can be hard to know if you have done them all without manually checking each swimmers account.

I have now added "Login Username" to the Swimmers Details export CSV file, so to check simply goto "Groups, Export Data" and choose the top one (Full Swimmer Export).

You will see if you have missed any out.

Editing Swim Times

When viewing a swimmer's profile page, the swim times section at the bottom (Backstroke, Breaststroke etc), if you click on a stroke, all the times for that stroke are listed.

If you then click on a swim time you can now edit that time. When you click on "Update", you stay on the swimmer's profile page instead of being taken away from it.

When we first developed our swimming software, we didn't really think of rolling it out to countries other than the UK. However, we've been asked a couple of times if it is possible for other countries to have invoices etc in their own currency.

Were pleased to say this is now possible!

There is a new option in the Club Settings section that will allow you to set your own country "Locale".

Clubs in the UK do not need to do anything. UK is the default setting.