Area Governors Module

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1 1. General Overview Welcme t Assistant/Area Gvernrs Mdule, this well structured sectin f the District Organizatin Chart will assist yu in rganizing the club lists fr all yur Assistant/Area Gvernrs 2. Getting Started Adding Areas and Assistant/Area Gvernrs Please Nte This feature is part f the District Organizatin Chart fund within the District Versin f ClubRunner. T begin first yu must navigate t the District website admin page. Under the Cmmunicatin Services heading, click n District Organizatin Chart Once the District Organizatin page has laded up, it is nw time t begin adding yur Areas and the Assistant/Area Gvernrs that have been assigned t that area. On the tp-right f the Assistant/Area Gvernrs sectin, click the Add link. Yu will ntice that a text field fr Area and a drpdwn fr Club and Member are shwing n screen. Type in the name f the Area t be gverned and Select the Club the persn in questin is part f. Click n the name f the individual yu are assigning as the Assistant/Area Gvernr and click Save. Edit: Use the edit link t mdify the name f the area r t select a different member as Assistant/Area Gvernr. Clear: Use the Clear link t clear the select member frm the psitin. This will keep the psitin list but, the name will be empty. Delete: Use the delete link t cmpletely remve the listing.

2 3. Assigning Clubs Once the Area and Assistant/Area Gvernr has been assigned, it is nw time t assign the Clubs fr that Area. The first step is t click n the Clubs link t the right f the assigned Assistant/Area Gvernr. The club assignment page will pen up, t assign a club click n the Assign Club t this Area link n the tp-right f the bx. Under the Club Name drpdwn, select the club and click Save. Repeat this step t add additinal clubs t the list. 4. Unassigning Clubs If yu have nticed that a mistake has been made with the club list fr a Assistant/Area Gvernr. Yu have the ability t unassign clubs ff the Assistant/Area Gvernrs list. This functin can be accessed by clicking n the Clubs link next t the Assistant/Area Gvernr. Simply click n the Unassign Club link next t the wrngfully added club and the listing will be remved frm the list. Repeat this step if mre than ne club needs t be remved View Executives & Directrs: The View Executives and Directrs link will take yu directly t the Executives and Directrs list fr the assigned club.

3 5. View AG Details When View AG Details is clicked frm the Assistant/Area Gvernrs list, yu will be taken t a page with a cmplete listing/functins fr assigning clubs and cmmittees. T assign clubs click n the Assign Club t this Area link n the tp-right f the bx just abve Clubs. Under the Club Name drpdwn, select the Club and Click Save. Repeat this step t add additinal clubs t the list. T Unassign clubs click n the Unassign Club link next t the wrngfully added club and the listing will be remved frm the list. Repeat this step if mre than ne club needs t be remved View Executives & Directrs: The View Executives and Directrs link will take yu directly t the Executives and Directrs list fr the assigned club. Adding a New Cmmittee s T create a cmmittee click n Add New Cmmittee link at the tp-right f the cmmittee s sectin. Once the ppup bx appears, yu will be prmpted t enter in the fllwing: Cmmittee Name Directr (t be selected frm drp dwn menu) Optin t make this cmmittee Private (which will nt appear n the public hme page, but remain available in the members nly area) Descriptin (ptinal) Optin t Assciate t a previus year's cmmittee. If yu chse this ptin, yu can select frm the drpdwn list which cmmittee this relates t frm last year. Click the buttn t save the new cmmittee.

4 Hw t add a member t a Cmmittee T add a new member t a cmmittee, click the Cmmittee Name. This will pen up the cmmittee. Click Add Member, nce the ppup bx appears, yu will be prmpted t enter in the fllwing: Select Name frm the Members field Enter Cmmittee Psitin name Select Cmmittee Access Level Click Save t finish yur changes Subcmmittees These are cmmittees that are part f a larger cmmittee. Subcmmittees are visible within the larger cmmittee, and are a nice way t create a structured hierarchy. Subcmmittees can be private r public and each have access t their wn area t define members, dcuments, s and subcmmittees. Members f a parent cmmittee have access t infrmatin within the subcmmittees, but members f a subcmmittee d nt get access t the parent cmmittee infrmatin.

5 Pst Dcuments 1. Once in the cmmittee mdule, select the cmmittee that yu need t uplad a dcument t. 2. Select the Dcuments tab 3. Click n the Add New Dcument icn under the actins clumn. Once the ppup appears, yu will be prmpted t: Enter the dcument name Enter the descriptin (ptinal) Select access level frm the drp dwn menu (see belw fr definitins) Click n the Brwse buttn and lcate the file frm yur cmputer 4. Click Save t dcument changes

6 Repeat this prcess fr each dcument yu wish t uplad. Nte that yu can change the rder sequence that these dcuments appear in by clicking n the crrespnding up and dwn arrws lcated under the Actins clumn. NOTE: Definitins fr access levels Cmmittee Members Only available t members f the cmmittee where the dcument is psted Public Is available t anyne (acts as a dwnlad file) Private Only available t club members upn lgin Can uplad the fllwing file frmats: PDF, HTML, HTM, DOC, DOCX, XLS, PPT, TIF, JPEG, JPG, GIF r EPS Create flders t rganize dcuments 1. Once in the Cmmittee s mdule, select the cmmittee that yu need t uplad a dcument t. 2. Select the Dcuments tab 3. Click n the Add New Flder icn under the actins clumn. Once the ppup appears, yu will be prmpted t: Enter the dcument name Enter the descriptin (ptinal) Click Save

7 Repeat this prcess fr each flder yu wish t create. T add dcuments within flders, be sure t click n the Add New Dcument icn lcated n the flder rw rather than the Rt rw. Send t my cmmittee members 1. Once in the mdule, select the cmmittee. 2. Select the tab 3. Click n the icn. 4. Select yur recipients frm yur distributin list, lcated n the left hand side f the screen. Yu may need t click n the plus (+) sign t expand the grup. 5. Enter the subject f yur . NOTE: Yu cannt send an withut a subject line. 6. Enter the bdy f yur message.

8 7. If yu have any attachments t include, expand step 3 and click n "Brwse" t lcate the file n yur cmputer. 8. Select yur ptins Press t immediately distribute yur t yur recipients. Otherwise, press "Save as Draft" t keep the message fr later.

9 6. View AG Details Message Service The Message Service is intended t be used by the Assistant/Area Gvernr t keep in tuch with their assigned clubs r ther Executives within the District. Within this sectin yu have tw ptins : All Members f My Clubs: This link will prvide with the message center and a distributin list f that cnsist f Active and Hnrary members fr the clubs assigned t the Area Gvernr. District Officer and AGs: This link will prvide with the message center and a distributin list f that cnsist f The District Gvernr, Cmmittee Chairs, Assistant/Area Gvernrs and Club Executives/Directrs. 7. View AG Details AG Reprts Within the AG Reprts area, we currently have the nly have the Club Size and Grwth Reprt. Clicking n the Club Size and Grwth Reprt will prvide yu with a reprt based upn the assigned clubs fr the Assistant/Area Gvernr s list

10 8. Supprt & Training Visit ur Supprt Center at t access all resurces available, including submitting a supprt ticket, searching the Knwledge Base, dwnlading helpful hw-t dcuments and viewing ndemand dems. The fllwing is a list f all the varius resurce guides available t yu. Knwledgebase This is where yu will find access t hundreds f articles answering frequently asked questins n hw t d virtually everything n ClubRunner. On-Demand Vides Fr frequently asked questins n hw t d certain things n ClubRunner, we have recrded vide tutrials available fr yu t view. Submit a Ticket Fr technical supprt, use ur Supprt Center t submit a ticket, r send an t Our turnarund time fr tickets is 2 business days. Dwnlads This area cntains useful dcuments referenced within this guide, including the Member Cheatsheet, access rights matrix, presentatin agenda, and mre. Webinar Training We hld several webinars every week n the varius mdules f ClubRunner. These are pen t any member f yur club, and we recmmend that yu send yur bard members t attend. Cmmunity Start a cnversatin with ther ClubRunner custmers n best practices, tips and tricks, feature enhancements and mre. The discussin frum is a great place t learn hw ther custmers are utilizing ClubRunner t manage their club website. Fr the latest ClubRunner updates, fllw us n:

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