Internet Service Provider (ISP)
Ventra IP will remain our Internet Service Provider. We have our domain name there and the 5 emails with @u3ahbwilli.org.au. See reply from Chris at U3A Network
Thanks Lars, your emails will remain as is, as you/we are not changing the VentraIP hosting component in the short term. UMAS and Website Template will just be unused and not internet accessible on VentraIP, but it will still host your email accounts.
We (Network) have an option to move all your existing email accounts as is (no change to the name – info@u3ahbwilli.org.au) to our NFP Google Workspace account, at a later stage at no charge or ongoing costs, if you wish. I will provide further details later.
Member types at U3A HBW (Proposed by Lars)
Note that Convenor no longer need to be a member type as it is defined by special setting. The exemption here if we have a Tutor/Convenor that we have accepted to join without paying any fee. It is assumed that they can not enrol in any other activities and thus do not have access to the member portal
| Member Type | Payment | Comment | Can enroll in classes | Member can select at enrollment | Member can access Member Portal |
| Full | Full payment | Yes | Yes | Yes | |
| Associate | Reduced payment | For member already members at another U3A | Yes | Yes | Yes |
| Life | Free | Yes | No | Yes | |
| Tutor | Free | Used for Convenors who do not pay any fee. | No | No | No |
| Event Attendee | Yes, for the particular event | Used for a non member attending an event | No (only the event) | No | No |
Member Portal
The Member Portal can be accessed on any internet connected device but is especially useful for mobile phones or tablets as it allows a member to access their member record, pay fees and if necessary prove their membership
On the new web sit there will be an item for Member Portal access where a link is given to the member how to install the member portal app on their device.
Summary Video
Roles (draft by Lars)
Member Wizard provides a means for you to be able to limit the data that various users in your Organisation see when logged in.
Note Convenor is not considered a role. There is a special setting to set a member as convenor and they can then use the tutor portal to login and thus get the required authority.
Note this is just the standard settings in MW. We really need to get the training system to better understand what the roles and rights really mean.
| Roles | Comment | Rights to: Members, Money. Communication | Rights to: Events, Reports, Setting | Create new users |
| Activity Coordination | E.g Clara | ? | ? | ? |
| Committee member ? | ? | ? | No | |
| Treasurer | Members read only, Money Full access, Communication full | Events Full, Reports read only, Settings no access | No | |
| Secretary | Members full access. Money read only. Communication full access | Events full, Reports read only, Settings no access | No | |
| Administrator | Full access | Full access | Yes | |
| Web Master | E.g Lars, Ann | Full edit access to the web only | No | No |
| Office manager | E.g Deb Mc Donald | ? | ? | ? |
| Office Volunteer ? | ? | ? | ? | NO |
Terms used
The default setting in MW is Class and Tutor. The term Convenor is used for a person who help with the admin part of the class. For us we can use the terms Activities and Convenor. The term Co-convenor cannot be used in MW but we can have two convenors, one is the Convenor and the second one is called Secondary Convenor.
Groups
Groups can be handy if you want to classify members. For instance, be able to send a mail to all members in the group
| Groups |
| Early Enrolment |
| Volunteers |
| Committee memebers |
Class Frequency
In MW when we setup an activity we have the following options when it comes to Frequency.
So for most there is matching term in MW. The issue is 1st 3rd, 2nd 4th. We have to wait until we get the training system to better understand
| Used by us in UMAS | MW |
| Oneoff | Single day |
| – | Daily |
| Weekly | Weekly |
| Fortnightly | Fortnightly |
| Monthly | Monthly |
| 1s1,2nd3rd etc These have now been changed to Monthly | |
| 1st3rd, 2nd4th, Would need to be changed to Fortnightly | |
| Every 4 week | |
| Every 3 week |
Subject and Subject Category (Clara/Ruth/Gael/Lars)
In MW what we call CATEGORY is now called SUBJECT. Each SUBJECT needs to be linked to a so called Subject Category. These are used by U3A network and cannot be changed and are:
Art and Craft, Board and Card Games, Business and Finance, Drama and Music, Exercise and Wellbeing, History and Literature, Languages and Travel, Science and Technology, Social Activities, special Interest, U3A Admin activities, World and Current Affairs
In UMAS we have a subject category code and subject category name. We have now decided and changed UMAS so the category names matches MW Subject Category. The table below demonsrate the idea
| UMAS CATEGORY CODE | UMAS CATEGORY NAME |
| ART | Art and Craft |
| CRAFT | Art and Craft |
| EXERCISE | Exercise and Wellbeing |
| ? | ? |
Member Information (Sandi/ Sandy/Carol N)
At our U3A we collect the following information for all our members. We can set if it is mandatory or not. Below is the current setting.
Member wizard groups the settings info Contact (which is standard setting) and Custom. The Customer fields are so called unique information for our U3A and can be added/deleted as per our wishes. The Contact fields can all be set non mandatory except last name. Some of them can also be renamed.
In the table below it can be seen that we have several fields not in the MW Contact Fields but we can add them in the custom fields.
It comes down to for us to decide what information do we want to keep about our members and which should be mandatory. There could be a case for us to reduce the amount of information that is mandatory. What info do we really need? We could also consider reducing the number of information items.
| Current fields at U3A HBW | Mandatory at U3A HBW | Member Wizard Contact Fields |
| First Name | YES | First name |
| Surname | YES | Last Name |
| Preferred name | NO | Preferred name |
| Year of Birth | YES | Year of Birth |
| Gender | NO | Gender |
| Member Type | YES | |
| Street number and name | YES | Adress 1 |
| Suburb | YES | Suburb |
| STATE | YES | |
| POSTCODE | YES | Postcode |
| Phone home | NO | Home number |
| Phone business | NO | |
| Newsletter preference | YES | |
| (Past) occupation | NO | |
| Municipality | NO | |
| I wish to volunteer | NO | |
| Hear about us | NO | |
| Emergency Contact | YES | Emergency Contact |
| Contact Number | YES | Emergency Phone |
| Relationship | NO | |
| Medical Condition |
Account Categories (Bronwyn,Des)
To be able to efficiently use the training system we need to setup some basic account categories. Here is a first attempt by Lars based on standard MW settings
| Name Parent | Name Child | Category Type |
| Banks | Asset | |
| Bendigo Bank | Bank account | |
| Petty Cash | Bank Account | |
| Capital | Capital | |
| Cheques | Asset | |
| Cash | Asset | |
| Class Fees | Income | |
| Classes | Income | |
| French | Income | |
| Scam work shop | Income | |
| Council Grants | Liability | |
| Donations | Income | |
| Electricity | Expense | |
| Insurance | Expense | |
| Lease | Expense | |
| Membership Total | Income | |
| Associate Member | Membership Type | |
| Full member | Membership Type | |
| Stripe | Bank account | |
| Advertisement and Promotion | Income | |
| etc | ||
| etc |
Organisation Settings
This has to be setup as part of setting up MW. Note here we have the option to delegate some roles from admin to activity coordinator.
ddddddd
| TYPE OF SETTING | FIELD | DATA SETTING |
| MONEY | End of financial year | June |
| MEMBER PAYMENT DETAILS | Allow credit/debit card | Yes ? |
| MEMBER PEYMENT DETAILS | Member pays credit/debit cards fee | Yes and connect with STRIPE |
| MEMBER PEYMENT DETAILS | Allow direct deposit | Yes ? |
| MEMBER PEYMENT DETAILS | Enable Donations | Yes ? |
| MEMBER | Name Tag print enabled | YES |
| MEMBER | Allow Portal Membership Renewal | YES |
| MEMBER | Increment Member Number | NO (what does this really mean?) |
| MEMBER | End of Membership Year | All membership end on the same date |
| MEMBER | Days before end of current membership year member ship invoice allows | 90 ???? |
| MEMBER | Membership end Months and date | 31 December |
| CLASSES | Withdrawal Request email address | activities@u3ahbwilli.org.au |
| CLASSES | Invoice membership when enrolling in a class | Yes |
| CLASSES | Class Co-ordination | activities@u3ahbwilli.org.au |
| CLASSES | Class Co-Ordinator gets enrolment emails | No |
| CLASSES | Class Label | Activity |
| CLASSES | Tutor Label | Convenor |
| CLASSES | Secondary Tutor Label | Co-Convenor (Does the system allow this ?) |
| NEW MEMBER APPLICATION | Part Payment Options ? | |
| NEW MEMBER APPLICATION | Number of Months before end of year | 3 ?? |
| NEW MEMBER APPLICATION | New members need approval | NO |
| NEW MEMBER APPLICATION | Who gets the new members email | members@u3ahbwilli.org.au |
| NEW MEMBER APPLICATION | Groups allowed | List of groups new members are allowed to join at application |