Implement a Recreational, Membership or
Social Organization Website
1.
General Site Setup
During this process you will setup:
·
Your basic website configuration
·
Your organizations personality and brand implementation
Perform the following steps:
a.
Select a Template - read the chapter of Administrative Manual titled
“Templates Feature in Detail”
b.
Define a Color Schema - read the chapter of Administrative Manual
titled “Color Scheme Feature in Detail”
c.
Configure Logo & Name - read the chapter of Administrative Manual
titled “Logo & Name Feature in Detail”
d.
Configure Greeting Management - read the chapter of Administrative
Manual titled “Greeting Page Feature in Detail”
e.
Configure About Us - read the chapter of Administrative Manual titled
“About Us & Contact Us Feature in Detail”
f.
Configure Contact Us - read the chapter of Administrative Manual
titled “About Us & Contact Us Feature in Detail”
g.
Setup Administrative Users & Staff:
§
Define Security Groups – read the chapter of Administrative
Manual titled “User Groups and Security in Detail”
§
Create Contact records – follow the steps outlined in the
Quick Tutorial titled “Individually Enter Employee Contacts”
2.
Setup Accounting Options
Implement this process if you would like PortalProdigy to automatically
create GL accounting entries for transactions. PortalProdigy provides a
variety of accounting reports for printing both detail and summary
accounting information. It also provides an automated interface to Quick
Books to exchange data.
During this process you will setup:
·
GL Account Types
·
GL Accounts
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial “Setup GL Accounts
and Accounting Options”
3.
Setup Membership
The Membership Registration and Management system can be used to signup
players, coaches, volunteers, participants, committee members, organization
members, etc.
During this process you will configure:
·
Membership types including paying and non-paying memberships
·
Membership requirements
·
Membership registration process
·
Membership applications
·
Membership billing
·
Membership privileges
Perform the following steps:
a.
Read the chapter of Administrative Manual titled “Membership Features
in Detail”
b.
Follow the steps outlined in the Quick Tutorial “Administer or
Activate Membership Fees Feature”
c.
Follow the steps outlined in the Quick Tutorial “Administering Items
Management Page for Membership Fees”
d.
Follow the steps outlined in the Quick Tutorial “Create a Membership
Application”
e.
Follow the steps outlined in the Quick Tutorial “Define, Create and
Update Membership Types”
f.
Follow the steps outlined in the Quick Tutorial “Administer or
Activate Membership Fees Feature”
4.
Setup Contact Database
During this process you will setup:
·
Special Interest Categories
·
Load Members
·
Load Member Prospects
·
Load Guest Speakers
·
Load Volunteers
·
Load Guest Lecturers
·
Load Speakers
·
Load Trainers
·
Load Staff
·
Load Vendors
·
Assign Access Rights
Perform the following steps:
a.
Read the chapter of Administrative Manual titled “User Groups and
Security in Detail”.
b.
To add new Special Interest Groups follow the steps outlined in the
Quick Tutorial titled “Create Special Interest Groups”.
c.
To add new Security Groups follow the steps outlined in the Quick
Tutorial titled “Create Security Groups”.
d.
Follow the steps outlined in the Quick Tutorial titled
“Administrative Setup of Contact Management Feature”
e.
To import contacts, follow the steps outlined in the Quick Tutorial
titled “Import Contacts Excluding Media and LRCA Types”
f.
To manually enter contacts, follow the steps outlined in the Quick
Tutorial titled “Individually Enter Contact Records”
5.
Setup Player, Participants, Membership, Volunteer and Sponsorship
Prospecting Program
During this process you will setup:
·
Prospecting Types
·
Available Actions
·
Load Prospects
·
Assign Access Rights
Perform the following steps:
a.
Read the chapter of Administrative Manual titled “Tickler/Notes –
Task, Action, and Prospect Organizer”.
b.
Follow the steps outlined in the Quick Tutorial titled “Activate
Ticklers Notes Feature”
c.
To import prospects, follow the steps outlined in the Quick Tutorial
titled “Import Contacts Excluding Media and LRCA Types”
d.
To manually enter prospects, follow the steps outlined in the Quick
Tutorial titled “Individually Enter Contact Records”
e.
Follow the steps outlined in the Quick Tutorial titled “Add or Update
a Tickler or Note - Assign a Task”
6.
Setup One or More Exchanges
Using the Exchanges feature, organizations can offer their members, staff,
constituents, etc. the opportunity to operate public or private exchanges
for the purpose of selling products, promoting jobs, posting resumes, and
other sharing networks. Once an exchange is set up, visitors can access it
from the website home page.
During this process you will configure a:
·
Job Listing Exchange
·
Resume Submission Exchange
·
Equipment Exchange
·
Special Interests Social Exchanges
·
Classified Advertisements Exchange
·
Services Exchange
·
Speakers Bureau
Perform the following steps:
a.
Read the chapter of Administrative Manual titled “Exchange Features
in Detail”
b.
Follow the steps outlined in the Quick Tutorial “Activate the
Exchange Feature”
c.
Follow the steps outlined in the Quick Tutorial “Create an Exchange
Notification Email”
d.
Follow the steps outlined in the Quick Tutorial “Create an Exchange”
e.
Follow the steps outlined in the Quick Tutorial “Add a Link to a
Specific Exchange”
f.
Follow the steps outlined in the Quick Tutorial “Add a Link to
Exchanges Selection Page”
7.
Setup a Knowledgebase
This is one of the leading ways to attract and retain members. An online
Knowledgebase enables easy access to a wealth of valuable information and
resources.
During this process you will:
·
Configure a searchable knowledgebase
·
Load digital content into the knowledgebase including
documents, images, audio files, and other file types.
Perform the following steps:
a.
Read the chapter of Administrative Manual titled “Document Features
in Detail”
b.
Follow the steps outlined in the Quick Tutorial “Add a New Resource
Document Category”
c.
Follow the step outlined in the Quick Tutorial “Add a Document
Resource File or Page to the Website”
d.
The following are suggested Knowledgebase categories:
§
Rules and Regulations
§
How To Guides and Training Manuals
§
Education
§
Research Papers
§
Articles and Reprints
§
Forms and Agreements
§
Diagrams and Charts
§
Shareware & Free Downloads
§
Tutorials
§
History
§
Helpful Hints and Tips
8.
Setup Member Request Forms
During this process you will setup:
·
Knowledgebase Assistance Request Forms
·
Special Request Forms
·
Volunteer Forms
·
Complaint Forms
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Add a Form or
Questionnaire to the Website”
9.
Setup Member Feedback, Information Gathering, and Evaluation Surveys
During this process you will setup:
·
Survey forms
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Add a
Survey”.
10.
Setup Online Tests
During this process you will setup:
·
Test forms
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Add an Online
Test”.
11.
Setup Publications Templates
During this process you will setup:
·
Templates for Weekly, Monthly, and Quarterly Newsletters
·
Templates for Event and Seminar Announcements
·
Publication Archives
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Create a
Standard Newsletter or Publication Template”
b.
Follow the steps outlined in the Quick Tutorial titled “Create Link
to Publication Archive”
12.
Setup Discussion Groups and Online Forums
Build community, provide self support and create online interaction of
members. Enhances member retention, creates opportunities for recruiting
new members, and involves players, parents, coaches, sponsors and other
participants.
During this process you will setup:
·
Discussion Groups, Online Forums and Web Logs (BLOGS)
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Activate the
Discussions Feature”
b.
Follow the steps outlined in the Quick Tutorial titled “Create and
Update a Discussion Group”
c.
Follow the steps outlined in the Quick Tutorial titled “Add a Link to
Discussions Groups Selection and Discussion Search Page”
13.
Setup Member Press Release Service
Creates a self service Press Release system for use by individual members,
teams and special interest groups to quickly and easily create and broadcast
press releases via email. Allows each member, team and special interest
group to create and store a reusable biography and standard closing
statement for automatic inclusion in their press releases.
During this process you will:
·
Configure Press Release Options
·
Load Media Contacts
·
Configure features required to broadcast Press Releases
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Activate the
Press Release Feature”
b.
Follow the steps outlined in the Quick Tutorial titled “Enter Media
Types in Features Management”
c.
Follow the steps outlined in the Quick Tutorial titled “Create a
Press Release Notification Template”
d.
Follow the steps outlined in the Quick Tutorial titled “Create a
Press Release Template”
e.
Import media contacts by following the steps outlined in the Quick
Tutorial titled “Import Media Contacts”
f.
Follow the steps outlined in the Quick Tutorial titled “Load Sample
Biography Sample Closing Statement for Press Release Feature”
14.
Setup Organization’s Press Release and News Function
This process is designed for your organization, as opposed to members
sending press releases for themselves, their team or special interest
group. You may use the Member Press Release Service; however, most
organizations prefer to use the method described below which provides
greater flexibility with individual broadcasts and provides visitor access
to your press release archive.
During this process you will:
·
Configure News Options
·
Load archive of past News Items
·
Load Media Contacts
·
Configure features required to broadcast Press Releases
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Setup and
Operate a Press Release and News System”
15.
Setup Directories
Create both private and public listings of members, sponsors, players,
special interest groups, speakers, trainers and other types of contacts
along with corresponding contact information.
During this process you will setup:
·
Membership Directory
·
Executive Committee and Board Members Directory
·
Special Interest Groups Directory
·
Team Rosters
·
Administrative Services Directory
·
Other Resources Directory
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Create a
Member Directory, Yellow Pages or White Pages”
16.
Setup Event Calendar & Registration System
During this process you will setup:
·
Event Calendar for such things as Games, Competitions,
Meetings, Seminars, Classes, Fund Raisers, Outings, etc.
·
Online Registration when applicable including registration
limits, fees, etc.
·
Event Promotion
Perform the following steps:
a.
Read the chapter of Administrative Manual titled “Events Feature in
Detail”.
b.
Follow the steps outlined in the Quick Tutorial titled “Create a
Universal Automated Event Announcement Email Notice”
c.
Follow the steps outlined in the Quick Tutorial titled “Create an
Event Response Notification Template”
d.
Follow the steps outlined in the Quick Tutorial titled “Create an
Events Auto Broadcast Template”
e.
Follow the steps outlined in the Quick Tutorial titled “Create
Automatic Confirmation Email to New Event Registrants”
f.
Follow the steps outlined in the Quick Tutorial titled “Activate the
Events Feature”
g.
Schedule your Events by following the steps in the Quick Tutorial
titled “Add an Event to the Website”
h.
Follow the steps outlined in the Quick Tutorial titled “Show Events
on the Home Page Mini Browser”
17.
Setup Legislative and Regulatory Calls to Action
Provides a method of promoting legislation favorable to your organization’s
activities, safety concerns and special interests.
During this process you will:
·
Configure Legislative and Regulatory Calls to Action Options
·
Load Legislative, Regulatory and Judicial Contacts
·
Configure features required to broadcast Calls to Action
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Activate the
LRCA Feature”
b.
Follow the steps outlined in the Quick Tutorial titled “Create a LRCA
Response Notification Template”
c.
To import Legislative and Regulatory contacts follow the steps
outlined in the Quick Tutorial titled “Load a Bulk List of LRCA Contacts”
d.
To manually enter Legislative and Regulatory contacts follow the
steps outlined in the Quick Tutorial titled “Individually Enter Legislative
Regulatory and Judicial Contacts”
e.
Follow the steps outlined in the Quick Tutorial titled “Create and
Launch a Call to Action”
18.
Setup Ask the Expert Skills Inventory Resource Network
Provides a resource for recruiting expertise and getting answers to specific
questions and problems.
During this process you will:
·
Ask the Expert Options
·
Define Expertise Topics
·
Create Expertise Request Template
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Setup and Ask
the Expert Skills Inventory Resource Network”
19.
Setup Online Shopping & Fund Raising Store
During this process you will:
·
Define Product Catalog Categories such as Sports Accessories,
Clothing, Gifts, etc.
·
Load Products into the Catalog including their descriptions,
pictures, color, sizes, models, price, etc.
·
Implement a Product Search to enable customers to search for
products within the catalog.
·
Load a Policies document to display terms, return polices,
warranty, etc.
·
Load Brochures for Products
·
Configure Payment options
·
Configure Order options
·
Define Sales Tax Rates
·
Define Shipping Options
·
Define New Customer Signup Options
·
Configure Automated Email Signup and Order Notifications
·
Configure Product Download Options
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Setup a
Product Catalog and Online Shopping”
b.
Import products – follow the steps outlined in the Quick Tutorial
titled “Import Products” to import product data.
c.
Manually enter products - for each Item to be added, follow the steps
outlined in the Quick Tutorial titled “Create a New Product Item Record”
d.
Configure default signup form to register new customers - follow the
steps outlined in the Quick Tutorial titled “Build a Quick Registration
Page”
20.
Setup Inventory Tracking for Online Shopping & Fund Raising Store
During this process you will:
·
Setup inventoried sizes and colors for each Item
·
Enter initial inventory quantities
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Add Goods
Received into Inventory”
21.
Setup Online Donations
During this process you will setup:
·
Donations Entry
·
Credit Card Options
·
Thank you email template
Perform the following steps:
a.
Follow the steps outlined in the Quick Tutorial titled “Activate and
Setup the Donations Feature”.
22.
Configure Site Navigation
Provide multiple pathways to your website’s content using powerful
navigation options. This process involves verifying that your website
contains links to all enabled features, content, and pages; and adding new
links as needed.
During this process you will setup:
·
Menus
·
Mini Browsers
·
Links to Content Pages
Perform the following steps:
a.
Create Menu Items to link to feature components and content - follow
the steps outlined in the Quick Tutorial titled “Build a Menu Using Menu
Builder”
b.
Create Mini Browsers to promote products and content - Follow the
steps outlined in the Quick Tutorial titled “Build a Mini Browser Using Mini
Browser Builder” |