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Overview

The Ham Club Membership program is an ideal program designed to assist either the secretary, membership chairman, or any one else in a ham radio club to maintain accurate records about it's membership (club members), vital documentation, or club assets. The software is also ideal for ARES organizations to maintain vital information. This program has been designed for ease of use. In fact we have included over 60 standard reports all of which YOU may modify for your own use.

This program is the result of many hours of working with my ham radio club and we feel that it will become an important asset to your club also.

Ham Club Membership Benefits:

Comprehensive membership management>
Dues tracking>
Track unlimited officer and committee personnel
Record customized special interests>
Document information required for ARES
Awards
Membership Mail Merge>
Document management and storage
Event Management (AKA Field Day)
Club asset inventory
Over 60 standard reports labels and name tags
Windows 2000/XP versions supported


Membership

The core of the Ham Club Membership is the membership tracking. The software has the ability to collect over 170 different pieces of information most of which are optional. A number of under fields are used to record special interests and additional fields can be used to record just about any other information your club wants to collect.

Information is captured to record information about MARS.

Over 80 different fields can be captured to record the members interest in ARES. We have used this information to forward to our local ARES groups when information has changed. During emergencies this information becomes vital in getting stations up and on the air.

There are over 30 special fields that can be utilized to capture additional information about your members.


Dues and Financial

Our dues component can be used to track and record a members dues. When dues are recorded corresponding membership information is also updated. For example if a members dues had expired and he makes a payment his status is change back to an active status, automatically.


Checkbook Register

The checkbook register feature allows you to keep track of all your transactions in your clubs checking account. These include deposits, ATM transactions, and checks written.


Other Names and Addresses

It seems that in this day and age everyone collects names and addresses. In a ham radio club this is no exception. We designed it specifically to exchange club newsletters and announcements with other clubs and organizations in our area. Simply put this is just a secondary place to store these names.


Club Assets

During the development of the Ham Club Membership program the club that I was involved with was in the process of renewing their insurance policy and the question was asked what are your assets. All clubs have assets and out module is designed to record enough information to fully describe the item including depreciation.


Document Management

Every club creates tons of documentation. Meeting minutes, agendas, correspondence, etc and it seemed natural to include it into the Ham Club Membership. Out Document Manager is more than just a storage place for your documents. It is a full featured word processor capable of producing practically any kind of document. In fact you can even copy and paste from other word processors. You will find all of the standard formatting features and you can even paste in graphic images.


Event Planning

After coming back from Field Day I realized that our whole process of building the necessary check lists and other documents would be easy to implement in the software. This "Event Manager" feature should help anyone organizing an event. This is based on the concept of building a "master list" of items and stations, and then build a new event populating the files with correct information. The last step (a manual one I am afraid) is to then go through each list and assign someone to be responsible for a specific item. Once you have it all organized you can then produce a master list of everything, a list of needed items, and Packing Lists for everyone who has signed up to bring something.
This is an example of the station checklist.


Reporting

We use a standard reporting engine from Digital Meathphores. This allows us to pass onto to the user full control of every report. You have the ability to make any change to any report we have provided to suit your own needs. If you don't like something, change it. Yes full control!



Sample Reports

  Membership Roster
  Membership Roster with Detail
  Membership Roster with Photo
  Membership Renewal Letter
  Meeting Checkin Sheet
  ARES Registration Information
  Inventory with Photo
  Event Master
  Event Needed List
  Event Packing List


Email Features

The Bulk Email features allow you to send email messages to any or all members in the membership database.

You have the ability to set up email templates for reoccurring emails and well as use database fields in emails.



Changes Version 1.9


  • A new lookup table has been added for re-occurring events. This is used in the changes made to the Attendance feature
  • A number of changes were made in the Attendance screen. a) The Event Description is now a drop down box using the Event table as a source; b) A new field "Event Hours" has been added to record the total number of hours for a person for an event; c) You can now search for members either by using their call or Member ID. The System Settings has a new field labeled "Att Lookup" to either select Member No or Call lookup on the Attendance screen.
  • On the Bulk Email screen, Address tab double clicking on any item will reverse the selection. For example you could press the "Select All" button to select all members with email addresses, and then double click on any item to de-select.
  • Fixed a problem with the Education/Training tab that was not selecting courses from the correct table.
  • After coming back from Field Day I realized that our whole process of building the necessary check lists and other documents would be easy to implement in the software. In the File menu there is a new item named "Event Manager" which should help anyone organizing an event. I will work on the documentation soon but in summary how it works is that you first prepare a "master list" of items and stations, and then build a new event populating the files with correct information. The last step (a manual one I am afraid) is to then go through each list and assign someone to be responsible for a specific item. Once you have it all organized you can then produce a master list of everything, a list of needed items, and Packing Lists for everyone who has signed up to bring something. This is still work in progress so I would appreciate comments.
  • Added a new field on the ARES screen called "ARES Team". This dropdown box is used to select a Team from the ARES Team Table (see ARES Teams under File, Lookup Tables). Our goal here is to provide a solution to produce callup call trees.
  • Fixed a problem where the MemberSince field was not being calculated.
  • Fixed a problem where birth month had a slash in it.
  • Renamed the label on the membership screen from "Position" to "Staff Position".
  • Made some minor changes to the backup/restore program for the new files.


Changes Version 1.8


  • Added 10 additional fields for special interests
  • Under Misc Information added Education/Training
  • On the ARES scrteen added Availability
  • Added new feature for a simple Check book manager
  • Added Bulk email features including the ability to use email templates
  • Added Education/Training tracking for members
  • Added the ability to print a dues receipt when processing dues.
  • Added Clone button to membership screen. This will copy the entire contents of one record to create a new record. Useful when adding family members.
  • New reports:
    • Check Register
    • Dues Receipt
    • Interest 21 - 30
    • Members Training
  • Modified Reports:
    • ARES Information
    • Inventory Assets Photo
    • Inventory Assets
    • Members Training
    • Membership Roster - Detail

Page last updated: 02/18/2014, 10:30:09
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