User Guide for Club Administrator

Table of Contents

1. Introduction
2. Accessing the Administration Panel
3. Administration Panel Overview
4. Member Management
5. Administrator Management
6. Club Information and Settings
7. Event Management
8. Reports and Statistics
9. Communication
10. Frequently Asked Questions

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Introduction

This guide is intended for club administrators in the O-Skills system. The guide covers all key functions you need to manage your club.

What is a Club?

A club (Club) in the O-Skills system is an orienteering club that has:

• Members
• Administrators
• Events
• Logo and colors
• Contact information

Administrator Responsibilities

As a club administrator, you are responsible for:

• Member management
• Processing membership applications
• Maintaining club information
• Appointing administrators
• Event management (if the club organizes events)
• Communication with members

Administrator Rights

As a club administrator, you have the right to:

• Approve and reject membership applications
• Remove members
• Add and remove administrators
• Edit club information
• Upload club logo
• View statistics and reports
• Export data (CSV, Excel)
• Manage club events

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Accessing the Administration Panel

How do I access the administration panel?

1. Log in to the O-Skills system
2. Go to your club's page:
   • Click the "Clubs" link
   • Find your club
   • Click on the club name
3. If you are an administrator, you will see the "Administration" button on the club page
4. Click the "Administration" button to access the administration panel

Alternative way:

1. Go to your profile
2. You will see the "Club Administration" link if you are an administrator
3. Click the link to go directly to the administration panel

Who can be an administrator?

A club administrator can be:

• The club's founder
• Separately added administrators
• System main users (staff)

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Administration Panel Overview

The administration panel is divided into several sections shown in the left sidebar:

1. Overview

• Shows the club's key statistics
• Member count and development
• Upcoming events
• Recent membership applications
• Quick access to common functions

2. Members

• Member list
• Approval of membership applications
• Member management
• Member search and filtering
• Member data export

3. Approvals

• Dedicated club membership approvals panel
• Auto-approve toggle (On/Off) for new members
• Bulk actions: "Approve All" and "Reject All"
• Membership approval statistics and pagination

4. Maintainers (Administrators)

• Administrator list
• Adding administrators
• Removing administrators
• Administrator search

5. Settings

• Club basic information
• Contact information
• Logo and colors
• Visibility settings
• Club description

6. Reports

• Member statistics
• Participation statistics
• Event statistics
• Analytics
• Data export

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Member Management

Member List

The member list shows all club members.

View member list:

1. Go to the "Members" section
2. You see a list of all members
3. For each member you see:
   • Name
   • Username
   • Join date
   • Last participation
   • Number of participations

Search and filter members:

1. Use the search field to find members by name
2. You can filter members:
   • By activity
   • By join date
   • By number of participations
3. You can sort members:
   • By name (A-Z)
   • By join date (newest/oldest)
   • By participations (most/least)

Processing Membership Applications

When a new user applies for membership in your club:

Review application:

1. Go to the "Approvals" section
2. You see the "Pending Applications" section
3. Click on the application to see the applicant's information:
   • Name
   • Username
   • Profile
   • Participation history
   • Application date

Approve application:

1. Click the "Approve" button
2. The applicant automatically receives a notification of approval:
   • Email notification (if the applicant has allowed it)
   • Mobile notification (if the applicant has the mobile app)
3. The applicant now appears in the member list
4. The applicant gets club member rights

Reject application:

1. Click the "Reject" button
2. You can write the reason for rejection (optional but recommended)
3. Confirm rejection
4. The applicant receives a notification of rejection and possible reason

Mass approval:

If you have multiple applications waiting:

1. Go to the "Approvals" section
2. Click "Approve All" to approve all pending applications
3. Click "Reject All" to reject all pending applications
4. Use pagination when there are many pending applications

Tips for processing membership applications:

• Process applications regularly (at least once a week)
• Check the applicant's profile and participation history
• If you reject an application, state the reason - the applicant can correct the issue and apply again
• You can enable or disable automatic approval directly in the "Approvals" section

Remove Member

If a member wants to leave or there is reason to remove a member:

1. Find the member in the member list
2. Click the "Remove" button next to the member's name
3. Confirm removal
4. The member is removed from the club immediately

What happens after removal:

• The member loses club membership
• The member's participation history remains
• The member can apply for membership again
• The member receives a notification of removal

Export Member Data

You can export member data in different formats:

1. Go to the "Members" section
2. Click the "Export Member Data" button
3. Select format:
   • CSV (for spreadsheet programs)
   • Excel
4. Select which data you want to export:
   • Basic information (name, username)
   • Contact information (email)
   • Emit numbers
   • Participation statistics
5. Download the file

Use cases:

• Maintaining member register
• Statistics
• Communication planning
• Reporting to the board

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Administrator Management

Administrator List

The administrator list shows all club administrators.

View administrators:

1. Go to the "Administrators" section
2. You see a list of all administrators
3. For each administrator you see:
   • Name
   • Username
   • Role (founder/administrator)
   • Addition date

Add Administrator

You can add new administrators to your club:

1. Go to the "Administrators" section
2. Click "Add Administrator"
3. Search for user:
   • Type the user's name or username
   • The system shows search results
4. Click "Add as Administrator" for the user you want to add
5. The user gets administrator rights immediately
6. The user receives a notification of being added as administrator

Who can be an administrator:

• Club member (recommended)
• Any registered user

Administrator rights:

• All administrators get the same rights
• Administrators can:
• Approve membership applications
• Remove members
• Add and remove other administrators
• Edit club information
• View reports

Tips for selecting administrators:

• Choose reliable people
• Make sure administrators understand their responsibilities
• Keep the number of administrators reasonable (3-5 is enough for most clubs)
• Remove passive administrators

Remove Administrator

If an administrator is no longer active or wants to leave the position:

1. Go to the "Administrators" section
2. Find the administrator in the list
3. Click the "Remove Administrator" button
4. Confirm removal
5. The user loses administrator rights immediately
6. The user receives a notification of administrator rights removal

Note!

• You cannot remove the club's founder
• You cannot remove yourself if you are the only administrator
• Removing an administrator does not remove their membership

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Club Information and Settings

Basic Information

Edit club basic information:

1. Go to the "Settings" section
2. You see a form where you can edit:
   • Club name
   • Abbreviation (e.g., "TP", "RR")
   • Description
   • Homepage (URL)
   • IRMA link
3. Save changes

Contact information:

1. In the same form you can edit:
   • Street address
   • Postal code and city
   • Phone number
2. Save changes

Tips:

• Keep information up to date
• Make sure contact information is correct
• Write a clear and informative description
• Add link to club homepage

Logo and Colors

Upload logo:

1. Go to the "Settings" section
2. Select the "Logo" tab
3. Click "Upload Logo"
4. Select image file from your computer
5. Crop the logo if needed
6. Save

Logo recommendations:

• Size: at least 500x500 px
• Format: PNG (transparent background) or JPG
• Maximum size: 5 MB
• Clear and recognizable
• Works on both light and dark backgrounds

Set club color:

1. Go to the "Settings" section
2. Select the "Colors" tab
3. Enter color code (HEX format, e.g., #FF0000)
4. OR use the color picker
5. Save

Color usage:

• Color appears on the club page
• Color appears in events
• Color appears in members' profiles

Event Management

Club Events

As a club administrator, you can manage club events.

View events:

1. Go to the club page
2. Click the "Events" tab
3. You see a list of all club events:
   • Upcoming events
   • Past events
4. You can filter events:
   • By date
   • By event type

Create event:

As a club administrator, you can create events in the club's name:

1. Go to the event calendar
2. Click "Create Event"
3. Select your club as organizer
4. Fill in event information
5. Save

Edit event:

If the club is the event organizer, you can edit it:

1. Open the event
2. Click "Edit" (only visible to administrators)
3. Make necessary changes
4. Save

Event administration:

As a club administrator, you have the right to:

• Edit event information
• Manage participants
• Add results
• Send messages to participants
• Delete event

More information: See detailed instructions for event management in the "Group Administrator Guide" - the functions are the same.

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Reports and Statistics Reports

The reports section offers comprehensive statistics on your club's activities.

Member Statistics

Member development:

1. Go to the "Reports" section
2. Select "Member Statistics"
3. Select time period (month, year, all)
4. You see:
   • Member development (chart)
   • New members during the period
   • Departed members
   • Net growth
5. You can export statistics (CSV/Excel)

Member activity:

1. Select "Activity Statistics"
2. You see:
   • Active members (participated in the last 3 months)
   • Passive members
   • Activity distribution
   • Most active members
3. You can filter by time period

Member age distribution:

1. Select "Age Distribution"
2. You see:
   • Members by age group
   • Graphical presentation
   • Comparison with previous year

Participation Statistics

Participations in events:

1. Go to the "Reports" section
2. Select "Participation Statistics"
3. Select time period
4. You see:
   • Number of participations during the period
   • Participation development (chart)
   • Distribution of participations by event
   • Average number of participants per event

Distribution of participations:

1. Select "Distribution"
2. You see:
   • Participations by discipline
   • Participations by class
   • Participations by month
   • Graphical presentation

Event Statistics

Club events:

1. Go to the "Reports" section
2. Select "Event Statistics"
3. Select time period
4. You see:
   • Number of events during the period
   • Distribution of events by type
   • Average number of participants
   • Most popular events

Event comparison:

1. Select "Comparison"
2. Select events you want to compare
3. You see:
   • Participant numbers
   • Classes
   • Results
   • Graphical comparison

Result Statistics

Championship placements:

1. Go to the "Reports" section
2. Select "Championship Statistics"
3. Select time period
4. You see:
   • Club's championship placements
   • Medals (gold, silver, bronze)
   • Points
   • Best performances
   • Comparison with other clubs

Club's best performances:

1. Select "Best Performances"
2. You see:
   • Top 10 placements
   • By class
   • By year
   • By member

Analytics

Club development:

1. Go to the "Reports" section
2. Select "Analytics"
3. You see:
   • Member development
   • Participation development
   • Event count development
   • Result development
   • Trends and forecasts

Export Reports

All reports can be exported in different formats:

1. Open the desired report
2. Click the "Export Report" button
3. Select format:
   • CSV (for spreadsheet programs)
4. Select which data you want to export
5. Download the file

Use cases:

• Board reports
• Annual reports
• Activity planning
• Budgeting
• Sharing statistics with members

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Communication

Send Messages to Members

As a club administrator, you can send messages to members.

Send message:

1. Go to the "Members" section
2. Select members you want to send a message to:
   • Select individual members (checkboxes)
   • OR select "All Members"
   • OR filter members and select filtered
3. Click "Send Message"
4. Write the message:
   • Subject
   • Content
5. Select sending method:
   • System internal message
   • Email (if members have allowed it)
6. Click "Send"

Communication channels:

• System messages: All members receive the message in the system
• Email: Members who have allowed email receive the message via email
• Mobile: Members with the mobile app receive push notification

Communication tips:

• Send messages only about important matters
• Don't send too many messages (max 1-2 per week)
• Write clearly and concisely
• Use descriptive subjects
• Respect members' notification settings

Event Notifications

Notification about upcoming event:

1. Open the event
2. Click "Send Notification"
3. Select recipients:
   • All club members
   • Only registered
   • Only not registered
4. Write the message
5. Send

Registration reminder:

1. Open the event
2. Click "Send Reminder"
3. The system sends automatic reminder to members who have not registered
4. You can edit the message content
5. Send

Newsletters

If your club has linked groups, you can use the groups' newsletter function:

1. Go to the group's administration panel
2. Select "Newsletters"
3. Create newsletter (see "Group Administrator Guide")

Communication History

View sent messages:

1. Go to the "Messages" section
2. Select "Sent Messages"
3. You see a list of all sent messages:
   • Date
   • Subject
   • Number of recipients
   • Sending method
4. You can click on a message to see details

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Frequently Asked Questions

Administration

Q: How do I get administrator rights?

A: Administrator rights are granted by the club's current administrator or system main users. Contact your club's administrators.

Q: Can administrator rights be limited?

A: No, all administrators have the same rights. If you want more limited rights, consider another solution.

Q: How many administrators can a club have?

A: There is no limit, but the recommendation is 3-5 administrators. Too many administrators can cause confusion.

Q: Can an administrator be removed?

A: Yes, any administrator can remove other administrators (except the founder). You cannot remove yourself if you are the only administrator.

Member Management

Q: How often should membership applications be processed?

A: The recommendation is at least once a week. Quick processing improves user experience.

Q: Can membership applications be approved automatically?

A: Yes. Use the toggle in the "Approvals" section to enable or disable automatic approval. This suits open clubs.

Q: What should I do if a member wants to leave?

A: The member can leave themselves on the club page. If the member asks you to remove them, you can do so in the "Members" section.

Q: Can a removed member be restored?

A: Not directly, but the member can apply for membership again normally.

Q: Is members' contact information visible?

A: Administrators see members' email addresses. Other contact information is only visible if the member has set it as public.

Club Information

Q: How do I change the club logo?

A: Go to "Settings" → "Logo" → "Upload Logo". Select image and save.

Q: What is a good logo size?

A: At least 500x500 px. PNG format with transparent background is best.

Q: Can the club name be changed?

A: Yes, go to "Settings" → "Basic Information" and edit the name. Note that the abbreviation cannot be changed.

Q: How do I hide the club from searches?

A: Go to "Settings" → "Visibility" and uncheck "Active Club". The club will no longer appear in searches, but existing members can use it.

Events

Q: Can the club administrator edit all club events?

A: Yes, the club administrator can edit all events where the club is the organizer.

Q: How do I create an event in the club's name?

A: Create the event normally and select your club as organizer. The event will automatically appear on the club page.

Q: Can an event be moved to another club?

A: Yes, open the event, click "Edit" and change the organizer.

Reports

Q: How do I export the member list?

A: Go to "Members" → "Export Member Data". Select format and download the file.

Q: Can reports be shared with others?

A: You can export reports and share them freely. However, consider data protection issues.

Q: How do I compare the club with other clubs?

A: Go to "Reports" → "Analytics" → "Comparison". Select clubs and see the comparison.

Q: Where do I see the club's championship placements?

A: Go to "Reports" → "Championship Statistics". You see all club championship placements.

Communication

Q: How do I send a message to all members?

A: Go to "Members" → Select "All Members" → "Send Message".

Q: Does the member receive the message if they have disabled emails?

A: The member receives the message in the system, but not via email. Always respect members' notification settings.

Q: Can I send a message only to active members?

A: Yes, filter members by activity and send message to filtered.

Q: How often can messages be sent?

A: There is no limit, but the recommendation is max 1-2 messages per week. Too frequent communication can annoy members.

General

Q: How do I get help if something doesn't work?

A: Contact system support or send a message to main users. You can also check the system documentation.

Q: Can the club be deleted?

A: Yes, but it is a permanent action. Go to "Settings" and click "Delete Club". Make sure you really want to delete the club.

Q: How do I link the club to a group?

A: The group administrator can link the club to the group. Contact the group administrators.

Q: Can the club have multiple groups?

A: Yes, the club can be linked to multiple groups.

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Tips and Best Practices

Administrators

Club Information

Events

Communication

Reports

Data Security

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Collaboration with Groups

Club and Group Relationship

The club can be linked to one or more groups:

• Training groups
• Event groups
• Regional communities

Benefits:

• Groups can organize events in the club's name
• Club members can join groups easily
• Common communication
• Common statistics

Link Group to Club

The group administrator can link the club to the group:

1. The group administrator goes to group settings
2. Selects "Clubs"
3. Adds your club
4. The club now appears on the group page

Collaboration with Groups

Communication:

• Agree with group administrators on communication practices
• Coordinate event organization
• Share statistics and reports

Events:

• The group can organize events in the club's name
• The club can support group events
• Common event marketing

Members:

• Club members can join groups
• Group members can join the club
• Common member register (if agreed)

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Contact Information and Support

If you need help or have questions, contact sposti heikki.tukiainen@gmail.com

Updated: February 2026
Version: 1.3

Thank you for administering your club in the O-Skills system! 🏃‍♂️