User Guide for Group/Club Administrator

Table of Contents

1. Introduction
2. Accessing the Administration Panel
3. Administration Panel Overview
4. Member Management
5. Event Management
6. Surveys and Feedback
7. Newsletters
8. Reports and Statistics
9. Group Settings
10. Frequently Asked Questions

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Introduction

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

What is a Group?

A group (ClubGroup) in the O-Skills system is a community that can be, for example:

• Training group
• Event group
• Club
• Regional community

Administrator Roles

As a group administrator, you have the right to:

• Manage members and membership applications
• Create and manage events
• Send messages to members
• Create surveys and collect feedback
• View statistics and reports
• Edit group information

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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 group's page
3. If you are an administrator, you will see the "Administration" button on the group page
4. Click the "Administration" button to access the administration panel

Who can be an administrator?

An administrator can be:

• The group's founder (author)
• Separately added administrators (maintainers)
• System main users (staff)
• Club administrators (if the group is linked to a club)

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Administration Panel Overview

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

1. Overview

• Shows the group's key statistics
• Recent events
• Member development
• Quick access to common functions

2. Members

• Member list
• Approval of membership applications
• Member management
• Adding administrators

3. Approvals

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

4. Events

• Group events
• Create and edit events
• Participant lists
• Event statistics

5. Questionaries

• Create and manage surveys
• View responses
• Analyze results
• Manage survey templates

6. Newsletters

• Create newsletters
• Automatic weekly and monthly summaries
• Sending history
• Newsletter settings

7. Reports

• Participation statistics
• Activity reports
• Member statistics
• Export (CSV, Excel)

8. Settings

• Group basic information
• Images and logos
• Visibility settings
• Administrator management

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Member Management

Member List

The member list shows all group members. You can:

• Filter members by name
• Sort members by different criteria
• See member's participation history
• Remove members from the group

Approving Membership Applications

When a new user applies for membership in your group:

1. Open the "Approvals" section

   • Membership requests are handled in the dedicated "Approvals" panel
   • You can turn automatic approval On/Off at the top of the panel

2. Application appears in "Pending Membership Applications"

   • You see the application in the "Pending Applications" list
   • You receive an email notification (if you have enabled notifications)

3. Review application

   • Click on the application to see the applicant's information
   • You can view the applicant's profile and participation history

4. Approve application

   • Click the "Approve" button
   • The applicant automatically receives a notification of approval
   • The applicant now appears in the member list

5. Reject application

   • Click the "Reject" button
   • You can write the reason for rejection (optional)
   • The applicant receives a notification of rejection

Mass Approval

If you have multiple applications waiting:

1. Open the "Approvals" panel
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

Remove Member

If a member is no longer active or wants to leave:

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 group

Manage Administrators

You can add other administrators to your group:

1. Go to the "Settings" section
2. Select the "Administrators" tab
3. Search for user by name
4. Click "Add as Administrator"
5. The user gets administrator rights immediately

Remove administrator:

1. Find the administrator in the list
2. Click the "Remove Administrator" button
3. Confirm removal

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Event Management

Creating Events

You can create events for your group in two ways:

Method 1: Via the Administration Panel

1. Go to the "Events" section
2. Click the "Create New Event" button
3. Fill in event information:
   • Name
   • Date and time
   • Location
   • Description
   • Classes (to be able to register for the event, at least one class is needed)
4. Select which groups can participate
5. Save the event

Method 2: Via the Event Calendar

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

Edit Event

1. Find the event in the "Events" section
2. Click on the event name
3. Click the "Edit" button
4. Make necessary changes
5. Save

Manage Participants

You can view and manage event participants:

1. Open the event
2. Go to the "Participants" tab
3. You see a list of all registered participants
4. You can:
   • Add participants manually
   • Remove participants
   • Edit participant information
   • Export participant list (CSV/Excel)

Delete Event

1. Open the event
2. Click the "Delete Event" button
3. Confirm deletion

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Surveys and Feedback

Surveys and Feedback Surveys

The survey function enables collecting feedback from members and event participants.

Create Survey

1. Go to the "Surveys" section
2. Click "Create New Survey"
3. Give the survey a name and description
4. Add questions:
   • Free text field
   • Multiple choice (radio buttons)
   • Dropdown menu
   • Checkboxes (multiple answers)
5. Specify which questions are mandatory
6. Save the survey as a draft

Publish Survey

1. Open the survey
2. Check that all questions are correct
3. Click the "Publish" button
4. The survey is now visible to members

Link Survey to Event

You can automatically link a survey to an event:

1. Open the survey
2. Click "Link to Event"
3. Select event
4. Specify when the survey should be sent:
   • Immediately after the event
   • X hours before the event
   • X hours after the event
   • Manually
5. Save settings

The survey is automatically sent to event participants according to the specified schedule.

View Responses

1. Open the survey
2. Go to the "Responses" tab
3. You see:
   • Number of responses
   • Individual responses
   • Summary (for multiple choice questions)
   • Graphical presentations

Export Results

1. Open the survey
2. Click the "Export Results" button
3. Select format (CSV or Excel)
4. Download the file

Survey Templates

You can create survey templates that you can reuse:

1. Create a survey normally
2. Mark it as "Survey Template"
3. The template now appears in the "Survey Templates" list
4. You can create a new survey from the template by clicking "Use Template"

Useful survey templates:

• Event feedback
• Training feedback
• Member satisfaction survey
• Season planning

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Newsletters Newsletter

The newsletter function enables sending automatic and manual newsletters to members.

Create Newsletter (Manual)

1. Go to the "Newsletters" section
2. Click "Create Newsletter"
3. Select time period (e.g., last week)
4. Select which events to include
5. The system automatically creates a newsletter using AI
6. Review and edit content as needed
7. Copy content and send it as desired

Automatic Newsletters

You can set up automatic newsletters that are sent regularly:

Settings

1. Go to the "Newsletters" section
2. Click "Newsletter Settings"

3. Select newsletter type:

   • Past Review: Summary of past events and participations
   • Future Outlook: Summary of upcoming events

4. Specify sending frequency:

   • Weekly (select day of week)
   • Monthly (select day)

5. Specify sending time (e.g., 09:00)

6. Select time period:

   • Past Review: How many days back (7, 14, 30, 60, 90)
   • Future Outlook: How many days forward (7, 14, 30, 60, 90)

Content Settings

You can select what the newsletter includes:

Past Review:

• ✓ Activity summary
• ✓ Participant lists
• ✓ Most active members
• ✓ New members
• ✓ Statistics
• ✓ Member highlights

Future Outlook:

• ✓ Upcoming events
• ✓ Registration reminders
• ✓ Reminders
• ✓ Announcements

Target Audience

You can specify who receives the newsletter:

• All members
• Only active members (specify activity threshold)
• Members who have allowed newsletters
• Exclude administrators from recipients

Appearance

• Include group logo
• Use compact layout
• Add social media links
• Custom footer text

Newsletter Sending History

1. Go to the "Newsletters" section
2. Select "Sending History"
3. You see a list of all sent newsletters:
   • Sending date
   • Number of recipients
   • Content
   • Status (sent/failed)

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Reports and Statistics Reports

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

Participation Statistics

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)
   • Most active members
   • Most popular events

Member Statistics

1. Select "Member Statistics"
2. You see:
   • Member development
   • New members during the period
   • Departed members
   • Member activity distribution

Event Statistics

1. Select "Event Statistics"
2. You see:
   • Number of events during the period
   • Average number of participants
   • Most popular event types
   • Distribution of events by month

Export Reports

All reports can be exported:

1. Click the "Export Report" button
2. Select format:
   • CSV (for spreadsheet programs)
   • Excel
   • PDF
3. Download the file

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Group Settings

Basic Information

1. Go to the "Settings" section
2. Select "Basic Information"
3. You can edit:
   • Group name
   • Description
   • Contact information
   • Homepage
4. Save changes

Images and Editing

1. Select the "Images" tab
2. You can upload:
   • Cover image
   • Other images
3. Click "Upload Image" and select file
4. Crop the image if needed
5. Save

Recommendations:

• Cover image: 1200x400 px, PNG or JPG
• Maximum size: 5 MB

Visibility Settings

1. Select the "Visibility" tab
2. Specify:
   • Whether the group is public or private
   • Whether users can apply for membership freely
   • Whether the group appears in search results
   • Whether the member list is publicly visible
3. Save settings

Visibility options:

• Public group: Everyone sees the group and its events
• Private group: Only members see the group's content
• Hidden group: The group does not appear in searches, but direct link works

Linked Clubs

If your group is linked to a club:

1. Select the "Clubs" tab
2. You see a list of linked clubs
3. You can:
   • Add new clubs
   • Remove clubs
   • Edit the club's role in the group

Delete Group

1. Go to the "Settings" section
2. Select "Delete Group" (at the bottom)
3. Confirm deletion by typing the group name
4. Click "Delete Permanently"

What happens after deletion:

• The group is permanently deleted
• Members lose membership
• Events remain but are no longer linked to the group
• Surveys and responses are deleted
• Newsletters are deleted

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Frequently Asked Questions

Member Management

Q: How do I get notifications about new membership applications?

A: Go to your profile → Settings → Notifications and make sure "Membership Application Notifications" is enabled. You will receive an email notification for each new application.

Q: Can a member join the group without approval?

A: It depends on the "Approvals" panel setting. If "Automatic Approval" is enabled there, members join automatically. Otherwise, their application must be approved manually.

Q: How do I remove a member who is no longer active?

A: Go to the Members section, find the member and click "Remove Member". The member is removed immediately, but their participation history remains.

Q: Can a removed member rejoin?

A: Yes, a removed member can apply for membership again normally.

Events

Q: How do I create classes for an event?

A: Open the event → Classes → Add Class. Give the class a name (e.g., "M21", "W18") and save.

Q: Can members from other groups participate in the event?

A: Yes, you can select which groups can participate when creating the event. You can also allow participation from everyone.

Q: How do I add results to an event?

A: Open the event → Results → Import Results. You can import results from several different formats (IRMA, IOF XML, Rastilippu, etc.).

Q: Can the event be edited after someone has registered?

A: Yes, you can edit the event at any time. Participants will see the updated information automatically.

Surveys

Q: Can the survey be edited after it has been published?

A: You can edit the survey's description and settings, but not the questions after the first response has been received. This ensures response consistency.

Q: How do I get more responses to the survey?

A: Link the survey to an event so it is automatically sent to participants. You can also send a reminder about the survey in the newsletter.

Q: Can the survey be answered anonymously?

A: No, all responses are linked to the username. This enables response tracking and prevents duplicates.

Newsletters

Q: How often should newsletters be sent?

A: The recommendation is weekly or monthly. Too frequent sending can annoy members, too infrequent reduces engagement.

Q: Can a member opt out of newsletters?

A: Yes, members can manage their notification settings via their profile. Always respect members' wishes.

Q: How does AI create the newsletter content?

A: AI analyzes events and participations during the selected period and creates a summary in Finnish. You can always edit the content before sending.

Reports

Q: How can I track the group's activity?

A: The reports section has several tools: participation statistics, member statistics, and event statistics. You can also export reports to Excel format for more detailed analysis.

Q: Can reports be shared with others?

A: You can export reports to PDF or Excel format and share them freely. However, consider data protection issues.

General

Q: How do I get more administrators in the group?

A: Settings → Administrators → Search for user → Add as Administrator. Administrators get the same rights as you.

Q: Can administrator rights be limited?

A: No, all administrators have the same rights. If you want more limited rights, consider creating a separate role.

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 at [link].

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Tips and Best Practices

Events

Communication

Statistics

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Contact Information and Support

If you need help or have questions, contact:

• Technical support: [email address]
• Main users: You can find the system's main users on the "Contact Information" page
• Documentation: [link to documentation]
• User forum: [link to forum]

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Updated: February 2026
Version: 1.3