SECTION ADMIN

VMCC SECTION Maintenance

Help On USING THE PORTAL

The VMCC Section Maintenance Portal is provided to enable Section Officers and other designated parties to update and maintain selected areas of the VMCC website and other databases maintained by the Club. The Portal is intended to be intuitive and self-explanatory in its operation, this help page is therefore more of a reminder rather than a detailed user manual. As a general rule try to avoid using apostrophes, ampersands (&) and quotation marks, especially in fields that are used for searching or linking records. Large text boxes have their own formatting menu bar but in general it is best to leave as plain text. You can cut and paste into most fields but be aware there may be a secondary pop-up box asking to us Ctl + V to paste the text, this is to remove unwanted formatting tags from MS word etc.

Fields marked with * are mandatory and should always be entered. Some that are essential have a check to ensure they are completed.

We have removed the Delete option from most forms as once deleted a record cannot be recovered. In some instances records can be removed from view simply by changing the Current flag from Y to N.

Getting Started

To access the portal you will require the web address, username and password. If you do not have these please contact one of your colleagues or the

Logging On

The web address of the portal is https://sa.vmcc.net/members/.

Username: Enter your User Name which will be your Section name (e.g. Dartmoor, West Wiltshire, Hereford and Mid-Wales for example.

Password: Enter our password. This should already have been sent to all current section officers. If you do not have it ask one of your colleagues of contact the Web Administrator.

Your log in is unique to your section and controls which information is displayed and available to edit.

Use the Menu option on the left to return to the options menu.

Use the Log off option to log off and leave the site

Use the Help option to display this page of tips and guidelines.

Section Details

Use this form to review and edit your section details. If you change your meeting venue, date or time of if your primary contact changes you can use this form to update the website. Please note that the Google Map that appear on the web site has to be updated manually by the Web Administrator. The map uses the post code of the meeting venue so please ensure this is entered.

Section: This is the full section name and should already be entered for you.
Region: this is the region in which your section falls, do not change this unless you which your section to be considered part of a different geographical region.

The Contact is the person in your section to whom new members may go to find out about joining the club/section.

Contact Title: Enter appropriate title of contact (Mr, Mrs, Ms etc.)
Contact First Name: Enter contact forename
Contact Last Name: Enter contact surname
Club Night Venue: Enter the name of the club night venue (hall, pub etc.)
Venue Address 1: Enter the first line of the venue address.
Venue Address 2: Enter the second line of the venue address.
Venue Address 3: Enter the third line of the venue address.
Venue City/Town: Enter venue town or city
Postcode: Enter venue postcode
Venue County: Enter venue country
Venue Country: Enter venue country
Meeting Time: Enter meeting time and date e.g. 7.30pm, first Tuesday
Website: Enter the full web address of the section website including the http:// or https://. It might be easier to copy and paste the address from your web browser.
FaceBook: Enter the full address of the FaceBook page if you have one, including the http:// or https://. It might be easier to copy and paste the address from your web browser.
Comments: Use the text box to add any comments about your section. You may have additional regular meets for example or only have club nights in the winter. You can use the toolbar to add formatting if you wish but generally plain text is best.

Once you have finished making your changes you need to save them by pressing the Save Changes button. Pressing the Reset button will re-load the page with the original details in case you wish to start again.

Once saved your new details will be displayed on the screen as confirmation that your record has been saved.

Section Officers

The list of officers displayed is based on what we have listed in our database for your section. You can use this form to add and amend details of section officers. We do not allow sections to delete past officers as we like to keep a record. You can switch an officer off by changing the current flag to N. This will stop that person from getting further bulletins etc.

From the list displayed use the select button to view and edit details for a specific officer. To add a new officer press the Add New Officer button

Add

If necessary press the Reset button to clear the form. Enter details for a new Section Officer then press Add New Officer button, fields marked with * are mandatory.

Membership Number - if known please enter the VMCC Membership Number or 0 if unknown.
Title : Enter title of the person (Mr, Mrs, Miss, MS, Dr etc.)
First Name: Enter the first name of the person
Last Name: Enter the surname of the person
Role: select the role from the drop down list of officers. if the role is not listed please contact the Web Administrator who can add a new role if necessary.
Address 1: Enter first line of street address, house number or name
Address 2: Enter second line of address, usually the street name
Address 3: Third line of address, village or district.
City/Town: Main postal town or city
Postcode: Postcode
County: County
Country: Country
Phone Number: Telephone number
Email: Enter email address
Opt In to Bulletin: Enter Y is you wish to receive the Bulletin
Current: Enter Y is this person is currently in post, if they have stood down please enter N
Date first appointed: Please enter the date this person was appoint to this role. Date MUST be in the following format "DD-MMM-YYYY" i.e. 01-JAN-2024

When done press the Add as New Record button at the end of the form. Pressing the Reset button will re-load the page and clear the form and you will need to start again.

Once saved your new details will be displayed on the screen as confirmation that your record has been saved.

Edit

In order to edit a section officer record you must first select it from the list presented by pressing the 'Select' button. The record will be displayed below and you may then overtype/delete any information that needs to be changed. Once complete press the Save Changes button to save your information.

Delete

We have removed the Delete option from the form. Instead please say N to publish and commit the change. This is to retain a record of past officers in the event that this is required. Officers that are not published will not be listed on the web site or receive club correspondence.

National Way Points

Add

Press the Add New Waypoint button to create a blank form, enter the following information to create a new Way Point.

Waypoint: Enter the name or title of the waypoint
Location: Enter the location or street address of the way point
Postcode: Enter the postcode separately, this is used to position the waypoint on the Google Map. The Google Map is updated manually once a month, it does not automatically update when a Waypoint is added or changed
Description: Enter a description of the Waypoint and directions on how to find it.
Nearest Food: Enter details of where food can be found close to Waypoint
Nearest Fuel: Enter details of where the nearest filling station can eb found.
Grid Ref: Enter National Grid Reference if known
What 3 Words: Enter the What Three Words for the location of the waypoint if known
Current: Enter Y is this Waypoint is to be used on the website. You can switch Waypoints on and off by changing this from Y to N.

When done press the Add as New Waypoint button at the end of the form. Pressing the Reset button will re-load the page and clear the form and you will need to start again.

Once saved your new details will be displayed on the screen as confirmation that your record has been saved.

Edit

In order to edit a Waypoint you must first select it from the list presented by pressing the 'Select' button. The record will be displayed below and you may then overtype/delete any information that needs to be changed. Once complete press the Save Changes button to save your information.

Delete

We have removed the Delete option from the form. Instead please say N to Current and commit the change. This means we can keep past Waypoints should you wish to restore them in the future, Waypoints that are not Current will not be displayed on the web site.

Founders Relay Rally Checkpoints

Add

Press the Add New Rally Point button to create a blank form, enter the following information to create a new Check-point.

Rally Point: Enter the name or title of the check-point
Location: Enter the location or street address of the check-point
Postcode: Enter the postcode separately, this is used to position the check-point on the Google Map. The Google Map is updated manually once a month, it does not automatically update when a check-point is added or changed
Directions: Enter a directions on how to find it your check-point.
Description: Enter a description of the check-point
Organiser: Enter the name of a contact for members to obtain details or notify they are coming
Contact Tel: Enter a contact number should a member wish to get in touch about this event
Contact Email: Enter an email address that a member can use should they need to contact someone about this event
Check-point Open: Enter the times that the Check-point will be open and/or manned.
Nearest Food: Enter details of where food can be found close to Check-point
Nearest Fuel: Enter details of where the nearest filling station can be found.
Grid Ref: Enter National Grid Reference if known
What 3 Words: Enter the What Three Words for the location of the Check-point if known
Current: Enter Y is this Check-point is to be used on the website. You can switch Check-point on and off by changing this from Y to N.
Date of Update: Enter today's date in the format "dd-mmm-yyyy" ie 01-Jan-2023. This helps to check that the check-point is current.

When done press the Add as New Check-point button at the end of the form. Pressing the Reset button will re-load the page and clear the form and you will need to start again.

Once saved your new details will be displayed on the screen as confirmation that your record has been saved.

Edit

In order to edit a Check-point you must first select it from the list presented by pressing the 'Select' button. Some Sections have more than one check-point. The record will be displayed below and you may then overtype/delete any information that needs to be changed. Once complete press the Save Changes button to save your information.

Delete

We have removed the Delete option from the form. Instead please say N to Current and commit the change. This means we can keep past Waypoints should you wish to restore them in the future, Waypoints that are not Current will not be displayed on the web site.

New Members Report

The New Members Report will list all members who have joined the club from the date specified until the first day of the current month. The report is limited to those areas relevant to your section. If you require access to additional areas please contact the Web Administrator who can add additional areas for you. The list of members is displayed on the screen and can be printed or exported into an Excel spreadsheet file for further processing. Access and use of member's personal details is covered by GDPR legislation. By accessing and downloading the membership reports for your area you are hereby agreeing to hold all personal information contained therein confidential and only to use such information in your capacity as an officer of the Vintage Motor Cycle Club to further the aims and objectives of the club. Whilst emailing members on club activities is allowed contact details must NOT be passed to third parties or used for any commercial or political/lobbying purpose.

Search Page

Enter a date from which you wish the report to run. This MUST be in the format dd-mmm-yyyy e.g. 01-Jan-2023. All new members after this date and before the first of the current month will be included. Press the Submit Search button when ready to run the report.

Report Page

The report is displayed in tabular form sorted alphabetically by Surname. There is a Print Page button at the end of the list which print the screen. At the top of the page there is an option to Export as Excel File. - Click Here. Press the Click Here link. On the following page a link to the Excel file will have been created. Click on this link to Download the file to your local machine. It is recommended that you Open the file immediately and then save to your local machine. When opening the file you will receive a message about file extensions not matching and if you trust the source. Answer Yes. This will open the file in Excel. Before saving or editing the contents you will need to Enable Editing. Save the file to your local machine using the default file name or another of your choosing.

Rejoined Members Report

The Rejoined Members Report will list all members who have re-joined the club from the date specified until the first day of the current month. The report is limited to those areas relevant to your section. If you require access to additional areas please contact the Web Administrator who can add additional areas for you. The list of members is displayed on the screen and can be printed or exported into an Excel spreadsheet file for further processing. Access and use of member's personal details is covered by GDPR legislation. By accessing and downloading the membership reports for your area you are hereby agreeing to hold all personal information contained therein confidential and only to use such information in your capacity as an officer of the Vintage Motor Cycle Club to further the aims and objectives of the club. Whilst emailing members on club activities is allowed contact details must NOT be passed to third parties or used for any commercial or political/lobbying purpose.

Search Page

Enter a date from which you wish the report to run. This MUST be in the format dd-mmm-yyyy e.g. 01-Jan-2023. All members who have re-joined after this date and before the first of the current month will be included. Press the Submit Search button when ready to run the report.

Report Page

Overdue Members Report

The Overdue Members Report will list all members who are showing as Overdue on the first of the current month. Overdue means their renewal date (the first of the previous month) has passed and they have still not renewed. The report is limited to those areas relevant to your section. If you require access to additional areas please contact the Web Administrator who can add additional areas for you. The list of members is displayed on the screen and can be printed or exported into an Excel spreadsheet file for further processing. Access and use of member's personal details is covered by GDPR legislation. By accessing and downloading the membership reports for your area you are hereby agreeing to hold all personal information contained therein confidential and only to use such information in your capacity as an officer of the Vintage Motor Cycle Club to further the aims and objectives of the club. Whilst emailing members on club activities is allowed contact details must NOT be passed to third parties or used for any commercial or political/lobbying purpose.

Report Page

All Members Report

The All Members Report will list all current members. The report is limited to the areas relevant to your section. If you require access to additional areas please contact the Web Administrator who can add additional areas for you. The list of members is displayed on the screen and can be printed or exported into an Excel spreadsheet file for further processing. Access and use of member's personal details is covered by GDPR legislation. By accessing and downloading the membership reports for your area you are hereby agreeing to hold all personal information contained therein confidential and only to use such information in your capacity as an officer of the Vintage Motor Cycle Club to further the aims and objectives of the club. Whilst emailing members on club activities is allowed contact details must NOT be passed to third parties or used for any commercial or political/lobbying purpose.

Report Page

Family Members Report

The Family Members Report will list all current members and any associated Family Members. The report is limited to the areas relevant to your section. If you require access to additional areas please contact the Web Administrator who can add additional areas for you. The list of members is displayed on the screen and can be printed or exported into an Excel spreadsheet file for further processing. Access and use of member's personal details is covered by GDPR legislation. By accessing and downloading the membership reports for your area you are hereby agreeing to hold all personal information contained therein confidential and only to use such information in your capacity as an officer of the Vintage Motor Cycle Club to further the aims and objectives of the club. Whilst emailing members on club activities is allowed contact details must NOT be passed to third parties or used for any commercial or political/lobbying purpose.

Report Page

The report is displayed in tabular form sorted alphabetically by Surname, Family Members have a membership with -1, -2 etc. There is a Print Page button at the end of the list which print the screen. At the top of the page there is an option to Export as Excel File. - Click Here. Press the Click Here link. On the following page a link to the Excel file will have been created. Click on this link to Download the file to your local machine. It is recommended that you Open the file immediately and then save to your local machine. When opening the file you will receive a message about file extensions not matching and if you trust the source. Answer Yes. This will open the file in Excel. Before saving or editing the contents you will need to Enable Editing. Save the file to your local machine using the default file name or another of your choosing.

Archived Members Report

The Archived Members Report will list all previous members who have been archived between the date specified until the first day of the current month. The report is limited to those areas relevant to your section. If you require access to additional areas please contact the Web Administrator who can add additional areas for you. Please note that it was the practice in the past to delete completely members who passed away. Currently we try to record when a member dies in the database. The list of members is displayed on the screen and can be printed or exported into an Excel spreadsheet file for further processing. Access and use of member's personal details is covered by GDPR legislation. By accessing and downloading the membership reports for your area you are hereby agreeing to hold all personal information contained therein confidential and only to use such information in your capacity as an officer of the Vintage Motor Cycle Club to further the aims and objectives of the club. Whilst emailing members on club activities is allowed contact details must NOT be passed to third parties or used for any commercial or political/lobbying purpose.

Search Page

Enter a date from which you wish the report to run. This MUST be in the format dd-mmm-yyyy e.g. 01-Jan-2023. All members who have been archived after this date and before the first of the current month will be included. Press the Submit Search button when ready to run the report.

Report Page

Edit section Notes

The form presented will be pre-populated with your last Section Notes. Most fields will not need to be changed apart from the Month, Notes themselves and picture which will be dealt with on the following page.

Previous link to image will be automatically deleted to save pictures being wrongly attached.

Section: The section name should already be displayed and should not be changed. If for any reason this is NOT your section please stop and contact the Web Administrator for guidance.
First Name: First name of the scribe who submits the notes.
Last Name: Last name of scribe that submits the notes
Phone: Phone number (land or mobile) of scribe or contact for the section
Email: Email address of scribe or contact for the section
Website: Section website address, please use the full address including http:// or https:// as appropriate.
FaceBook: Section FaceBook address, please use the full address including http:// or https:// as appropriate
Journal Issue: Select the month where you want the notes to appear.
Section Notes: You can type your notes directly into the text box or paste them in from Word, Notepad or similar. You may see a pop-up box labelled Paste. Paste your notes into this box in te normal way or use Ctl+V on the keyboard. No need for any formatting a these will be removed before publication in the journal It is recommended to remove any line spaces and also any header or footer. Just leave the notes themselves as this will save time later.
Show on Website: This flag must be set to Y to appear in the Journal, however, once published you can opt to switch this to N if you do not want your notes to appear on the web site. This may be useful if you miss a month and do not want the website to look outdated.

When you are happy with your notes press the Save Changes. Pressing the Reset button will refresh the page with the data for the last submission and you will lose all of your changes.

Section Notes Results Page

This page displays the results of your section Notes submission. If you wish to add a picture to your notes this month then follow the instructions below.

All pictures must be less than 10Mbs in size and should be .jpg, .gif or .png format. Click on Upload and Attach Photo link. the following page is a utility for uploading image files to the web server.

First click on the Choose File box, this should open a search box to browse your local PC for image file to upload. If you have taken pictures using your phone i recommend you email to yourself and save to your PC before using this facility. Select your photo and press Open. The name of your file should now appear in the blue area to the right of the Choose File Box.
Now press the Upload the files button. This will now upload the selected file to the web server. Once complete you should see a message stating that File ..... was saved to the webfiles folder.
Now click here to attach this photograph to your notes.

You will be returned to the results page and this time the uploaded photograph will appear. If all is correct you are done. If you need to make edits to the section notes you may do so, however, this will remove the link to the photograph which will need to be uploaded and attached again.

Events

At this time the Calendar of Events is contained within a separate system and not accessible through this portal. You will need to be logged onto the VMCC Website as a member before adding or editing events.

Once logged in select Section Runs & Events from the menu bar.

Scroll down to below the map and click on the Green Button CREATE NEW EVENT. Enter the following items:

Event Title: Enter a name for the event
VMCC Section: Select your section from the drop down list
Cost: Enter the cost of entry to your event or 0 if no entry fee
Start Date: Enter the start date or select from the pop-up calendar. When adding dates please note that the system will not allow a Start date to be later than the end date, this can apply when adding multiple events such as club nights.
Date End: Enter the end date of your event or select from the pop-up calendar, if just a one day event select the same date as the start date.
Time Start: provide a time when your event starts or when members need to arrive
Description: enter a detailed description of the event. You can paste in text from Word or other text editor and add some formatting if you wish.
Start Location: Enter the location of the start of your event or the location of the event itself. Please provide full address including post code if possible.
End location: Enter end location of your event, if event is in one location you can leave this blank
Postcode: Please provide a postcode for your start location. This will be used in future to locate your event on the google map, Without a valid postcode the event may not appear on the map
Approximate distance of event: Enter the approximate length of your run so members can decide if they are able to participate
Restrictions: if you wish to limit your event to a specific age of bikes, just girder forms, etc you can do so here.
Type of event: check the box(es) that are applicable to your event, ie Run or Club Night and/or suitable for low powered machines. If just a cafe meet i suggest using Run.
Web Address: enter the full URL of any web address for the event, this could be a museum, cafe, pub etc.
Map URL: If you have a map location from Google or similar you can paste it in here. This will make it easier for members to find the event.
Contact: Please provide the name of a contact that members can reach to enquire about this event
Contact telephone: Please enter a telephone number where the contact can be reached.
Contact Email: If possible also provide an email address for the contact.

When complete, press the Blue Add Record button.

A pop up message will appear to say the event was added successfully. Clear this message to continue. You can add multiple events with similar details by editing the previous event, e.g. for regular club nights simply change the date and description perhaps and press Add Record again. When finished review your events to check they are correct.

Editing Events

If your event needs to be changed or deleted use the search function to find your event, expand the details by clicking the Blue arrow to the right. Scroll to the bottom and click the Blue Edit Event button. Make changes required and hit Save button or use Delete button to remove entirely.