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Online Club Management
Club Assistant was developed to help clubs manage their membership with modules including management of members, programs, facilities and users. Club Assistant facilitates better club communication through email and websites helping you retain your current members while our online registration helps you gain new members by providing forms for membership, events and meets. Club Assistant's option to automatically bill invoices with credit card processing is a great time saver. Dynamic reports can be created for accounting or membership based on selected criteria. We also have the ability to enter prices for dues and merchandise, such as team suits, using automated features that help reduce your administrative tasks.
Accounting: Club Assistant's robust money-tracking module provides dynamic reporting including features to assist you with accounts payable and accounts receivable.
Credit Card Processing: With Club Assistant, you can host and manage clinics, events, camps, lessons, fundraisers and awards dinners.
Meet Declaration: This function gives you an easy-to-set up, easy-to-declare and easy-to-bill process for swim meet declarations. The Club Assistant Online Swim Meet Declaration system is invaluable for clubs and teams that require a list of swimmer meet attendance in order to prepare meet entries.
Meet and Event Registration: Club Assistant provides an easy-to-set-up, easy-to-register and easy-to-reconcile online meet registration process for Swim Meets, Open Water Swims and Postal Swims.
Emails: Effective communication to your members is key to a successful club. Club Assistant's email module provides HTML email capability, emailing by group, tracking of emails sent, attachment uploads and a template library.
Secure Logins: With the secure member login, members can update information as allowed by your club settings. They can also see important member-only information.
Website: Our website design services can be tailored to meet the needs of any organization and any budget. Website design services include custom website design, a website builder, and updating existing websites.
USMS Information: Club Assistant’s current USMS member lists are valuable for helping coaches know who has paid for USMS membership.
Calendars: Keep your members up-to-date by creating calendar events.
Membership Database: Club Assistant’s online registration for new and renewing members means you'll no longer have to deal with manual data entry. We'll import your existing data for free and provide you with the tools to effortlessly manage your club data. This system allows multiple users to access data and update information in real time—an incredible time saver compared to spreadsheets.
Reporting: Club Assistant provides dynamic reports as well as one-click reports to view your members and non-members in as many different ways as you'd like.
New Registrations: Click on the New Registrations link to see who has signed up since your last login.
Search: Find a member's record easily when they call or email you by using our search feature. Search by first name, last name, city, state, email, phone.
Facilities / Pools: Enter your pools and all of their relevant information, address, hours of operation, indoor/outdoor. Then choose which pools to link on your website for members.
Employees / Coaches: Add administrators, coaches, and volunteers with the users form. Allow certain users to login to Club Assistant and assign authorities such as accounting, billing and email. Select coaches and an order for display on your website
Merchandise Sales: Input items and their sale prices for display on your online registration forms, in your member login, or on your website.
Registration Forms: Customize your registration forms. Turn on forms such as Trial Workout, Event Registration, Meet Registration, Meet Declaration, Information Request, and Online Membership. Change the background and text colors to look like your website. Add your website CSS or use our graphics form to upload your banner and logo.
Volunteer Hours: Allow your members who volunteer at events to enter volunteer hours into Club Assistant. Tally the totals by individual or by family. Enter minimum requirements, hourly rates, and time periods to determine what is owed. Then bill the remainder using Club Assistant's invoicing and billing system.
Programs: Set up Club Assistant with all the sub-groups and programs offered by your club. Use programs to email members, create reports, and assign coaches. New registrants can select certain programs from the online form or be assigned to programs by administrators.
Technical Facts:
Use Online Club Management to store your member data on secure servers with automatic backups, providing the convenience of logging into your account and managing your data from anywhere. Most importantly, the data is safe. Club Assistant’s carrier grade Tier-1 data center features:
24x7x365 on-site support staff
Access controlled by key cards and electro-mechanical locks
Interior and exterior electronic surveillance
Redundant OC3 connections through multiple network service providers
1.25-megawatt diesel power generator
Redundant uninterruptible power supplies
Zoned HVAC for temperature and humidity control
Sophisticated smoke detection and fire suppression systems
Raised floors with under-floor leak detection system
Single-story building with seismically braced equipment racks
With your Club Assistant system, you will not only have access to all of the great features Club Assistant has to offer, you'll also enjoy the assistance of their expert programmers and professional support staff.
Your Club Assistant can be set up in a matter of days (with NO setup fee and NO load fee) and you can begin using it immediately. Our customer support takes pride in providing quality service 24 hours a day, 7 days a week. We gladly help you get started and work with you until you're comfortable making Club Assistant part of your team.
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