If you do not know your User Id and Password click on the RESET LOGIN link in the upper left corner. When the new page opens enter your last name and your email address twice. If the system has a match between the last name and email address then you will be sent an email to the address you entered giving you a new User Id and Password. If two or more members are using the same email address you will be given an option for which member you would like to change the login. Go back to the login page and follow step 1 below. A popup message will inform you if there is not a match for your email and last name. Please send an email to your club’s Membership Chairman asking for a User Id and Password.
Enter your User Id and Password, remember that both items are case sensitive.
After you have logged in the first thing and before you select a Club, you may check your profile information by clicking on the MY PROFILE button located in the upper left of the screen. Use this page to edit information about yourself. This information is used by all of the Clubs using this system so it only needs to be updated once. Note that items with a * next to them are required. Messages concerning errors in data entry or successful saves will be posted below the page heading. There is room for three phone numbers and you should click on the radio button to the right of the number that you would like people to use when contacting you. To add an image of yourself it is preferred that you use a close head shot and if you have a significant other please use a joint head shot so that we can get a picture of both of you together in our minds. Go to the line just below the line marked Images and click on the BROWSE button. Locate and select the image file that you would like to use. The best image size will have a width of 50 pixels or about .7 inches and a height of 61 pixels or .847 inches or close enough. It is best to use a .gif file but a .jpg should work as well. Please use the following naming convention: (last_first.gif). After you have selected the image then click on UPLOAD to place the file on the web server and then click on SAVE to save your profile. Use the BACK TO CLUB LIST button when completely done.
II. Club List
On the Club List page in the middle of the screen you will see a table of the clubs for which you are a member. Click on the word SELECT to the left of the desired club name.
III. Event / Cruise Calendar
The next page to open will be the Calendar of Events and for the club you had chosen. Navigate through the calendar by using either the < > arrows located in the upper corners of the calendar or for big jumps in time select a month and or year from the dropdown lists just above the calendar. To select an event from the calendar, click on the underlined number which represents the day of the month located in the upper left corner of each day. For multiday events click on the day that represents the first day of the event. The event(s) for that day will now be listed in a table. If there is more than one event for that day, click on the word SELECT in the left most column of the table and the Event Detail page will appear. Your personal information is located to the top left. There are several textboxes with some of your available personal information already filled in. You may edit any of this information. You will need to fill in the items indicated in RED. Just below is the attending list with inform at ion about the other members that have already joined the event. When you have entered all of the correct information, click on JOIN EVENT/CRUISE button to add you name to the Attending List. You will see a popup box telling you that you have Joined the Event or if there any problems what they are. If you have previously joined an event use the SAVE UPDATE button to submit your changes. The process is similar to remove yourself from the attending list. If not all of the people in your party want to be removed then just edit the # IN PARTY and save the edit. It is not necessary that each member of a household individually join an event unless you just want to. Use the #IN PARTY to indicate how many people will be attending. Boating clubs will see a brown background button labeled MY BOAT, see 10 below. Use this button to open a page where you may view and edit information about your boat(s).
If one Member of a Household has joined and Event and another Member of that Household needs to change some of the information use the following. Select the Event from the Calendar page. When the Attending List comes up find the line where your Household has joined and click on the SELECT button to the left. The text boxes below will now be filled with the information that was provided at the time of the initial Join. Edit the information as needed and click SAVE UPDATE. There is a line with faint text that shows when and who created the Join and when and who last updated the information.
PAYPAL – For those Events that prepayment is either an option or required, just below the JOIN EVENT or SAVE UPDATE buttons you will see a PAY NOW button with a green background. Clicking on this button will take you to a page that will walk you through making a payment with PayPal. Having a PayPal account is not required but is an option.
You may see detailed information and pictures if available of anyone on the Attending List by clicking on the SELECT button at the left end of their row.
For those events that have a Max Attending limit once the limit has been reached those parties that are now on the Standby List will be shown in red and they are listed in the order in which they signed up for the event. If a party who is listed as attending removes themselves from the list then all the parties listed will move up in position. Remember once you remove yourself from the list there is no way to go back.
Also available are buttons to PRINT the ATTENDING lists or create an EMAIL LIST. This will generate a comma delineated email list. This format works for most email providers. If it does not for yours send me a sample of what yours should look like and I will see what I can do. The Email list is located at the bottom of the page and you will most likely need to use the farthest right scroll bar to see it. The Print Attending button will open a new page giving you a list of those attending in the order by which they signed up. To get an alphabetical list, place a check in the box next to BY CONTACT NAME located just below the PRINT ATTENDING button.
Click on the CALENDAR button to go back to the calendar if it is not already showing.
Slide Shows – After you have selected an Event as described in (3) above, if you look to the right hand side of the Event table you will see a column marked VIEW SLIDE SHOW and to the right of that a column marked SLIDE SHOWS. If the Slide Shows column is greater than zero then there are slide shows available for viewing. Click on the button in the VIEW SLIDE SHOW column and you will be taken to the slide show page. On the Slide Show page a slide show should be running. There are two tables just below the show. To the left a table of available slide shows for the Event that has been chosen. To the right a table of events for the Club. Choose a different Event and the corresponding available Slide Shows will be listed in the table to the left. If you would like to add a new Slide Show, click on the button in the upper left hand corner of the page with the light blue background marked NEW SLIDE SHOW. For more information see below.
IV. Member List
Click on VIEW MEMBERS near the top to get a table list of the Members. This list may be sorted by selecting parameters on the second line. Members may also be sorted by gender. The grid view just below will display your selection. Clicking on the SELECT link in the left hand column of the grid will display that member’s address and picture if it is available. At this point you may print the list by clicking on the available PRINT link(s). A new Tab or Window will open giving you a clean black and white page to print. To print the page most browsers will provide a print function either by using a RIGHT CLICK, PRINT or by FILE, PRINT. The Print Attending button will open a new page giving you a list of those attending in the order by which they signed up. To get an alphabetical list, place a check in the box next to BY CONTACT NAME located just below the PRINT ATTENDING button.
V. Email List
Once you have the Member List sorted as you want it, click on the EMAIL LIST button. This will generate a comma delineated email list. This format works for most email providers. If it does not for yours send me a sample of what yours should look like and I will see what I can do. The Email list is located at the bottom of the page and you will most likely need to use the farthest right scroll bar to see it.
The MY BOAT page may be accessed from either MY PROFILE or if you are in a boating club from the calendar page select a cruise event and the My Boat button, with a brown background, will be available at the bottom of the page. To create a new boat, enter the desired information in the textboxes. The only required field is the Boat name and click on CREATE NEW. To add an image of your boat, use an image size with a width of 175 pixels and a height of 80 pixels. Ii is best to use a .gif file but a .jpg should work as well. Please use the following naming convention: (last_boat.gif). After you have selected the image then click on UPLOAD to place the file on the web server and then click on SAVE EDIT to save the boat profile.
Chairmen / Officers
If you are an Officer or a Committee Chairperson, in order to access the various Setup Pages sign in and on the Calendar page click on the button with the light blue background marked OFFICER/CHAIRMAN located to the upper left of the page. The next page will give you options based upon your position and permission level.
By clicking on one of the links above you are agreeing to the following. Both the Household and Member lists shown on the following pages may represent all or a portion of the Members that are in the PGI Member’s Only system. Any information contained herein is not to be used out side of the purview of this site. Redistribution of any of these lists is forbidden.
VI. Event / Cruise / Social Setup
Click on EVENTS to setup Events, Cruises, Socials and event related Blasts. When the Event Setup page opens the Club grid located to the left side of the page will be set and limited to the Club for which you are a Member Officer or Chairperson. The Event grid to the right side of the page will show Events that are currently present if any. Please do not Create, Edit or Remove event records for which you are not the Chairman or the Alternate even if you feel that something is incorrect. Contact the appropriate Event Chairmen if you have questions. Below these grids are textboxes for inputting information about the Event. Remember, items in red with a * next to them are required and messages concerning errors in data entry or successful saves will be posted below the page heading.
a. First pick the type of function Event, Cruise or Social. Once chosen this may not be changed. Events and Cruises will have a Signup List, a Social will not. To change the type of function you must delete the current Event, Cruise or Social and start again.
b. The primary textboxes to fill are Event, Time, Location, Description and Date. To enter a date click on the buttons with the green background labeled DATE to open a calendar for the date selection. This is the basic info needed to list the event. When finished click on ADD EVENT and your function should be added to the list above and show up on the calendar.
c. Next enter function details. This will be the basis for any blast you will want to send out. From the two drop down lists select the Header and Event art to be used. A good way to add the Event Info is to type out and setup what you want in Word and then copy and paste it into the Event Info text box. Recheck your spacing, I like to keep any single line of text just a little wider than the Event Art image width. This will be apparent when we get to the Blast phase.
d. SAVE OFTEN, as you add pieces use the SAVE EDIT button. Saving often will keep down your frustration should things mess up because you might lose some of the work you have put in.
e. See Art Work Upload
VII. Blast Setup
Probably the best way to get a Blast started is to select the Event, Cruise or Social from the club’s calendar and then click on VIEW EVENT /CRUISE INFO. This will take you to the brochure type page for that event. Click on the button to the upper left with a light blue background marked EVENT/CRUISE BLAST. This opens the page where you will create the blast(s) for that function.
a. If this is the first time to this page then some of the needed data will already be filled in if you have a well set up function. At the top of the page are textboxes for entering the desired data such as who the email is going to or from, what the Subject of the email is and then a lot of settings for the Message. At any time you may save your work by entering a name next to the word BLAST which is located in the right hand column towards the bottom and the clicking on a button with a light blue background marked either CREATE BLAST or BLAST UPDATE. Blasts that have been created for this function will be available in a table at the very bottom of the window. You may have as many as you want.
b. TO – The dropdown list next to the word TO allows you to choose your target population for the blast. Note the second choice from the bottom, TEST SINGLE ADDRESS. When this target is chosen another textbox appears where you enter a single email address. When you click on SEND BLAST it will go to only that address and you can see what your blast will look like.
c. FROM – There is a default return address in there so that the blast will actually send,. I suggest that you put in whatever address you would like the recipients to replay to. Even if you tell them in the body of the blast what to do or where to respond to, note that most of them will just hit REPLY so use the correct email address here.
d. SUBJECT – The emails will not go through without a subject.
e. MESSAGE – the message is made up of several components. You will see a checkbox with the word USE next to it. Adding or removing the check in these boxes will control what components you want to include. Using Header and Image art is the same as described above in section 1e above. Recheck your spacing, I like to keep any single line of text just a little wider than the width of the Image Art. When the blast is sent out all of the components will be centered on the page.
f. USE LINK – You may add a link to another web page by placing a check in this box. Two new items will appear, one is the URL to the page you want to link to and the other is a place for you to enter text describing the link. Once added the link will appear at the bottom center of the blast. Save your work and use TEST SINGLE ADDRESS to see the results.
g. USE ATTACHMENT – An attachment may be added in a similar fashion. Place a check in the box for USE ATTACHMENT, use the CHOOSE FILE button to locate the file on your computer and then click on UPLOAD to place the file on the remote server. Save your work and use TEST SINGLE ADDRESS to see the results.
VIII. Attending List
To view and manage the Attending List click on MANAGE ATTENDING. A list of those who are attending will be displayed below. Below the list, if any, are textboxes with information about the attending members. Below that is a list of the Members in whichever Club you are working with. You may select a Member from that Club by clicking on the SELECT link to the left of their name in the Members grid and the clicking on JOIN EVENT. To remove them click on SELECT to the left of their name in the Attending List or grid and click on CLEAR ATTENDANT. This will allow you as chairman to assists those who are not computer friendly but always remember that removing a member from a list may have consequences especially if the Event has a MAX Attending limit.
When you are finished with this page you may either Sign Out or click on the OFFICER/CHAIRMAN button in the upper left corner of the window. This will return you to the selection page where you can make a new selection or click on the CLUB LIST button in the upper left corner which will take you back to the list of Clubs for which you are a member.
IX. Database Members
From the Office/Chairmen page click on DATABASE MEMBERS. There are no Clubs related to this page. Everything done here will affect the master Members and Households tables. This information will then be available to all of the Clubs using this system. Before you add a new Household or Member look and make sure that that entity is not already in the database. Remember that Households with Members that have different last names maybe be listed by one or the other Member’s last name. There is no standard convention.
To create a Member you must first create a Household. First make sure that the Household and or Member that you are wanting is not already present in the system. If the Household is not present, enter the desired information. The convention that is currently being used for the Household name is the Last Name, a comma and then the first names of those in the household. Click on CREATE NEW in the Household area to add the record. Remember, items with a * next to them are required and messages concerning errors in data entry or successful saves will be posted below the Club grid. Check to make sure that the Household you just created is now in the Household table.
After the Household has been added or if the Household is already present then click on the SELECT link next to the Household name. Next click on the SETUP NEW MEMBER button which will place data from the Household record into the textboxes for creating the new Member. Fill in the remaining textboxes. To add an image of yourself, go to the line just below the line marked Images and click on the BROWSE button. Locate and select the image file that you would like to use. The best image size will have a width of 50 pixels or about .7 inches and a height of 61 pixels or .847 inches or close enough. I like to use a .gif file but a .jpg should work as well. I have been using the following naming convention: (last_first.gif). After you have selected the image then click on UPLOAD to place the file on the web server. When ready click on CREATE NEW in the Member area to create the Member. The message given to you after this process should confirm that a new Member was created. Check the Members table to make sure the new entry is there.
If by chance you notice that a member name has been created twice it will be best to send me an email and let me take a look so that only the correct duplicate record is removed. You may edit either a Household or Member record but not Delete one so let me know if you need help. In addition, please contact me if a Member needs to be switched to a different Household. firstname.lastname@example.org
X. Club Membership
This page is used to Join Members to an existing Club. There are three tables shown on this page. From left to right; Clubs, Club Members and Database members. To add a Database Member to a Club, find and click on SELECT next to that Member in the Database Members table. Information about that Member will be displayed in the text boxes just below. If by chance that Member is already a Club Member you will see an info box with that message. Next select set the Date Joined by click on the DATE button with the green background. Select a date from the calendar. To add the Member to the Club click on the JOIN MEMBER TO CLUB button. Make sure that the new Member is now listed on the Club Members table. There is the option to Join all of the Members of a Household at the same time by using the JOIN HOUSEHOLD TO CLUB button. Always make sure that the Club Members table reflects your work. To print a Club Roster, make the desired selections from the area just above the text boxes then click the PRINT SOMETHING LIST button with the green background. Note that the text displayed on this button and some of the combination options will change depending upon what you choose.
XI. Officer Setup
This page will let you Create, Edit or Remove Officers and Chairman. The Club grid located to the top left side of the page will be set and limited to the Club for which you are a Member. To begin click on either the OFFICERS or CHAIRMEN button located near the middle top of the page. If there are Officers present for this Club a grid will appear listing them. To add a new officer find the Member in the grid to the middle left and click on the SELECT link next to the member’s name. The textboxes to the right of the grid will be filled but may be edited. Use the dropdown arrow next to the Position and choose the desired office then click on ADD OFFICER. To edit an officer record click on the SELECT link in the Officer grid and after changes have been made click on SAVE EDIT. In a similar fashion to remove an officer record click on the SELECT link in the Officer grid and after changes have been made click on REMOVE OFFICER.
If there are Chairmen present for this Club a grid will appear listing them. To add a new chairman find the Member in the grid to the middle left and click on the SELECT link next to the member’s name. The textboxes to the right of the grid will be filled but may be edited. Use the dropdown arrow next to the Position and choose the desired chairman position or just type in a new one then click on ADD CHAIRMAN. To edit a chairman record click on the SELECT link in the Chairmen grid and after changes have been made click on SAVE EDIT. In a similar fashion to remove a chairman record click on the SELECT link in the Chairman grid and after changes have been made click on REMOVE CHAIRMAN.
VOTE SETUP. This page provides for voting for Officers and up to three propositions. Add names for the Club Members running for the offices listed. Add a brief description of the Propositions that are to be voted on. You may select to vote by either a Member tall or a Household tally. To start the voting period click on the dropdown list next to VOTING STATUS and set it to OPEN. This will place a VOTE button on the Calendar page that the Members will use to open the Voting page. Any time while the Voting is Open, you may click on TALLY VOTES to get the results. After the Tally you may scroll downward to get a list of the Members who have voted and the number of Members voting to check against any quorum you may need. To stop the voting process change the dropdown VOTING STATUS list to CLOSED. The DELETE VOTES button will preserve the candidates and propositions that have been entered but zero out the votes. DELETE ALL get rid of everything.
VOTE. If the Club’s voting period is open, when a Club Member, signs in and arrives on the Calendar page, a VOTE button will be located just above the calendar. Click on this button to open the Vote page. On the Vote page whatever is to be voted on will be visible and the user will click on the appropriate radio buttons to make their selections. When they have made their selections they will click on SUBMIT VOTE to complete the process. While the voting process is in the OPEN period the user may return to this page, change their selections and resubmit their vote. If the Club’s Voting Status is CLOSED then the VOTE button will not be available to the Members.
The Minutes or Waypoints Setup page allows for uploading Minute or Waypoint files which will be listed on the Club Calendar page so that they may be downloaded by that Club’s Members for review. Files maybe listed as Active or Archive. To begin click on the CHOOSE FILE button and navigate to the file to be uploaded, select it and click on OPEN. Next click on the UPLOAD button. Click on the MINUTES DATE or WAYPOINTS DATE button with the green background to select a date. Click on CREATE to make a new file listing.
XIV. Art Work Upload
To upload Event and Header art work you are now directed to a new page. When that page opens, you will want to select if you will be working with EVENT IMAGES or HEADER IMAGES. Any art that you create should not have a high resolution or it will take your browser too long to load it. A width and or height of about 300 pixels is best and keep the names in lower case, simple and without spaces in them. Current file directories will allow names with spaces but the email provider uses basic HTML code to send out the emails and this will only read file names without spaces. Save you art as a .jpg or .gif file and then use the CHOOSE FILE button to locate this art on your computer. When you are ready, click on the related UPLOAD button. The image should now be available for use. Close this page by clicking on the X in the upper right corner. You will now be back on the page where you started so click on the REFRESH IMAGE LISTS button and your image will now be available in the desired dropdown list.
XV. Member Transactions
The Member Transaction page may be accessed from two places within the application: the Officer/Chairperson page and the Event Setup page when you are working with MANAGE ATTENDING and you have selected a specific Member. Note that the Member Transaction page opens in a separate tab (window) from the main portion of the application. This will allow you to switch back and forth if you need to. To close this page click on the X for the tab or Window. The upper portion of the page will allow you to make selections to Filter By, Sort By and/or search for a specific Club Member. If the search does not come up automatically click on the RUN SEARCH button with the green background. To create a new Transaction for the selected Member, move through the Events/Cruises table and click on the SELECT link to the left of the desired Event/Cruise. Fill in the desired information on Payment Gross, Method and Number then place a check in the box next to either Member Paid or Household Paid and lastly click on A DD TRANSACTION. To Edit a Transaction, find the desired Transaction from the Transactions Table and click on the Select link to the left. Make your changes and click on SAVE EDIT. Note, if at this point you click on ADD TRANSACTION an entirely new Transaction will be created. To Delete a Transaction, find the desired Transaction from the Transactions Table and click on the Select link to the left. Click on the DELETE TRANSACTION button with the red background. Remember, once you have deleted that Transaction cannot be recovered.
XVI. PayPal Transactions
This page allows for working with Transaction that were created by user making payments through PayPal. When the page opens the first thing to do is make selections for Filter By and Sort By. Next click on the RUN SEARCH button with the green background. This page is a Read Only page.
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