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".

I have modified the access levels for instructor accounts.

Now, instead of giving an instructor full access to swimmer details, you can stop them from viewing the swimmer's contact information (address, phone etc).

To do this, view the instructor's account in question and select the relevant options on the first tab section at the bottom.

There is a new option in the "Access to Swimmer Details" field. You can either set "Yes - Full Access" or "Yes - No access to personal info".

If you select "Yes - No access to personal info", the instructor will still be able to add, view swim times etc, but will not be able to see the swimmer's contact details.

For those of you on Option 1 (with club website) you can also now allow/disallow instructors to be able to edit your website content. There is a new field next to the above field called "Can edit website".

I've made a couple of modifications as per the members forums:

ASA Numbers

You can now edit your own ASA number via your "My Account" page.

Swimmer Notes

You can add notes against swimmers via their profile page. When you are searching for a swimmer via the search box in the header or via the invoices page, if a swimmer has any notes, a little red flag appears next to their name. Hover over the icon with your mouse and the notes will show in a little popup.

Attendance Export

You can now export swimmer attendance records via the export feature. Go to "Swim Groups > Export Data" and select from the drop-down menu.

Note : You can only access the export feature if your club administrator has given you access to it.

Editor Update

Also the WYSIWYG editor that you use for adding/editing website pages and news items etc has been upgraded to the latest version. This is to fix certain browser specific bugs and also there is an improvement in speed, along with some new toolbar icons.

A couple of people have mentioned to me that they would like to change their SwimClub forums username. Up until now I have had to do this for you but you can now do this yourself.

Goto "My Account > My Account Details" and edit the forum username field and click the Update button.

Also, for those of you who aren't interested in receiving these SCM update emails, you can opt-out by selecting "Opt-out of non urgent emails" = Yes and clicking update.

You will then only receive important emails regarding the SCM service such as scheduled down time etc.

I've expanded the finance section to include invoice credits. If you have access to the finance section, goto "Finances > Invoices > Issue Swimmer Credits".

Select from the form options and click the check box next to the swimmers you want to issue a credit to.

Swimmer's credits will be displayed within their profile page under the "Finance" tab.

You can then either give the swimmer the cash next time you see them, or knock the credit off their next invoice etc

Once you have "issued" the credit to the swimmer, click on the credit date on the "Finance" tab of the swimmer in question and set the issued date. This is so you can keep track of when you gave the money (or whatever) to the swimmer.

You can also enter any relevant notes in the "notes" field.

Attendance Sheets

I've expanded the attendance sheet printouts a little. Now you can print 1 month, 2 months or 3 months at once.

Simply select the relevant link next to the session/group in question.

I've expanded on the "My Calendar" function a little. You can now enter start and end times, and view your calendar in a new "Agenda" view.

This is useful if you want to add events/meetings/whatever to your own personal calendar that is seperate to the club calendar. Only you can see your own personal calendar.

Also, You may or may not know that you can drag and resize calendar events on both your club calendar and your "My Calendar".

Simply click on an event with your mouse and move it to another day and let go of your mouse button. The new day will be automatically saved in the background.

If you are in the "Week" or "Agenda" view, you can also drag the start and end times of events too!

It is now possible to send emails to male/female swimmers separately, and to swimmers in different ASA Categories. Simply choose the relevant option from the dropdown list on the "Send Email To Group" page.

I have also updated certain elements of the user interface so you will notice some slight improvements across the board.

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.

There was a bug whereby sometimes the wrong gala was showing on the swimmer’s gala confirmation page.

I’ve made some changes so that this should not happen again. Unfortunately any emails sent before I made this change this morning will need to be sent out again.

Sorry for the inconvenience.

I've change the Instructors page to be in the same format as the swimmers page (tabs etc). The reason for this is that I've added lots more fields that are required for Swim 21, and when the Swim 21 section is complete, it will make your lives easier because certain sections can be automatically populated from your SwimClub data.

Also, I've removed the "Timekeepers" section because one of the new fields for the instructors is timekeeper.

When you view the instructors page now you will see 4 tabs.

1. Instructor Details
2. Extended Details
3. Skills
4. Qualifications

Instructors that are not admin users will only see the first tab with basic details up to the email address field.

You can now set whether or not a swimmer will be on the coach for a gala, and how many seats they require on the gala page.

This is useful if the swimmer isn’t able to click on the link in the gala email to confirm themselves for whatever reason etc.

I've added a new section under the "members" menu link called Timekeepers.

They have similar information as instructors but not logins so they can't login.

You can now print off a gala report to take with you to galas etc.

When you are on the main gala view page, there is now a printer icon on the left near the top. clicking on it will open a new page in a printer friendly format with the swimmers name, emergency contact details, medical info and allergy info.

I've added a couple of new features today:

Outstanding Invoice Emails

You can now choose dates so that not all of the invoices are emailed to swimmers. Useful if you create your invoices early, then swimmers aren't asked to pay for a period that they haven't swam in yet!

Editing Swimmer's Details

Also parents can now edit more information for their swimmers. I've added the emergency contact details, school and allergies. It was also requested that swimmers are able to edit this information too. Please login and go to the SCM forums to post your comments on this because I suspect some of you may not want swimmers to have access to that information?

There was a bug on the bank reconciliation page that only happened if you use Internet Explorer.

When you clicked on an income row to clear it, nothing happened, also nothing happened when you clicked the “update” button at the bottom.

This has now been fixed.