Club Contacts

This section of a league’s administration page allows administrators to manage their club contacts and provides greater flexibility for sending emails.

 

 

 

• Users may view the contacts stored by club or role.
• ‘Questionnaires’ may be created to gather contact details from clubs.
•  Users may enter contact information if the club does not provide the information from their site. This includes the ability to upload contacts from a spreadsheet.
• There is a function to download the contacts so that they can be imported into other applications.
• More advanced filters are available when sending emails.

 

Contacts

This facility allows a league administrator to view existing contact details held in a club’s About Us page without the need to go to the club’s site. If there are no details returned from the club’s site, the league administrator may add details if known, and use a questionnaire to get confirmation from the club.

Select Day to Day>Club Contacts>Contacts to get the following screen:

 

 

Make selections from the drop-down lists in each field for the roles that you wish to communicate with. 

The screenshot below shows that the chairmen of all the clubs in a chosen division have been selected. 

Note that if the club has created a position of ‘Club Chairman’, rather than ‘Chairman’, the details would not be extracted from the club site.

Where details are missing and you have the information, click the Edit icon to add them yourself.

 

       

In the example below, the system has not found any communication details from the club site for the role of Chairman. Any details that you have should be entered in the right-hand column before saving them.

 

 

The details that have been entered by a league administrator will appear in red.

If a club administrator updates the records for the club officials on his PlayCricket site, then the information will take precedence over that supplied by the league.

 

 

Team Captains and Team Managers

The contact details for club officials is taken from the Club’s ‘About Us’ page but the team captain and team manager details are taken from the details on the club’s ‘Team’ page.

 

Download

When you have created your communications list, it may be downloaded to a spreadsheet.

 

 

             

Send Emails

This facility makes it easier for a league administrator to email several officials and administrators at many clubs in one go.

Select Day to Day>Club Contacts>Send Emails to get the following screen:

 

 

Choose the clubs that you wish to communicate with by ticking the checkboxes. If you are only interested in clubs that play in a division or cup, then click the Competitions button to get the following page:

 

 

Select the divisions/cups by ticking the checkboxes and then the Continue button.

You will be returned to the Select Clubs page with a revised list.

 

 

Tick the appropriate checkboxes to select the clubs then click the Continue button.

Use the next screen to select the officials that you wish to contact. 

 

 

You may also select an alternative official to contact if the original choice has no email details. In the example above, the first choice is the Chairman and the alternative is the Hon. Secretary.

The screenshot below shows the list of recipients that match the original criteria of Chairman (or Hon. Secretary if the Chairman’s details are missing).  The club Brentwood CC appears twice because the Chairman’s details are missing but there are details for the Hon. Secretary.

For one club, Chingford CC, notice that there are two names for Chairman. It is because the club’s ‘About Us’ page has two entries for ‘Chairman’ plus one in red added by a league administrator. 

Contact names may appear in red if the details have been provided by the league administrator rather than the club.

The club names in red are where the email address or contact details are missing for the officials requested.

Where details are missing and you have the information, click the Edit icon to add them yourself.

 

 

Untick any of the boxes that have been selected if necessary and select the Continue button to get the Send email dialogue.

 

 

 Notes: 

• Sent emails will be saved in the email log.
• There may be instances where a league administrator has details for a club official which may or may not differ from the details from those on a club’s About Us page. In this case, both records will be listed.
• Where a person holds several roles for a club, the name will appear once in the recipients list and the ‘position’ will be listed as ‘Multiple’.
• Before issuing emails, it is advisable to get your contacts list up to date using the Questionnaire facility.

             

Questionnaires 

Although league administrators can store their own contact details, it would be preferable to issue a questionnaire to clubs annually, asking them to confirm or enter the correct contact details on the club site.

Select ‘Questionnaires’ from Admin>Day to Day>Club Contacts and you will see the following screen:

 

 

Click the ‘Add’ button to create a questionnaire.

Add a title to identify the questionnaire that you are going to send to the clubs in your league, and enter any notes to the club administrator(s).

When selecting the roles, please consider what information you really need rather than ask for details of every available role. A club administrator will need to spend the time completing the questionnaire so you don’t want the task to be too demanding.

You can specify mandatory fields by ticking the checkboxes.

 

 

 

Save the questionnaire until you are ready to send it. It will be saved as a template and therefore may be edited and re-sent as required.

When you are ready to send out a questionnaire, click the Send button against the appropriate line.

 

 

The next screen shows which clubs may be selected to receive the questionnaire. Tick the Select All check box or individual clubs before clicking the Send button.

             

You will get an acknowledgement that the questionnaire has been sent.

 

 

The receiving clubs get a ‘workflow’ item on their Admin Home page.

 

 

A club administrator should edit the missing items or any contact details which are out of date and submit the completed form. There is an email button so that the club administrator may contact you in case of queries. This is what the questionnaire looks like for the receiving club:

 

 

           

On a competition site, the Admin Home page displays the status of the questionnaires that have been sent out.

 

 

When a questionnaire has been updated and submitted to you, the number of outstanding questionnaires is reduced and the contact information on your site is updated.

If a questionnaire is returned with any of the fields missing, then it will appear as a ‘Partially Completed Questionnaire’ and you may choose to accept it or re-send it.

             

Upload Contacts

If you already have a list of contacts for the clubs in your league, then you can import this information into the Play-Cricket system so that the details are held in one place.

 

 

You will need to download club and team IDs (for team captains), the position names and a template for the upload.

Note that the position names are fixed and must be taken from the downloaded list.

Here is an example of the template to be uploaded:

 

 

When the file that you have created is uploaded, you will see a summary report of successful and failed items, with the options to cancel or continue the import of the records that have passed the validation checks.

 

             

The example below shows some of the officials that were uploaded for a club.  The entries in black are the ones that are on the club site, the ones in red have been uploaded by a league administrator.

For some of the positions, e.g. President, the contact details are different, therefore you see two lines.

To resolve the conflict, you would send a questionnaire to the club administrators asking them to confirm the correct details.