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Member Resources

Purpose​

Manage and view resources associated with a member or club, including resource allocation, tracking, and availability management.

Resource Management Scenarios:

  • For members without club sites: Maintain resources directly in this system and assign them to accepted/allocated events
  • For members with integrated club sites: Resources sync automatically with their club site provided by the system (two-way synchronization)

Access​

From the Members list:

  1. Click the gear icon (⚙) next to a member
  2. Select 👥 Resources from the context menu

Screenshot​

Resources page showing a list of resources with search and filtering capabilities
Resources page showing a list of resources with search and filtering capabilities

Description​

The Member Resources page provides a comprehensive view and management interface for all resources associated with a specific member or club. This dedicated interface helps administrators track what resources are allocated to each member organization.

Page Header​

Title​

  • Format: "[Club Name] - Resources"
  • Example: "Club, Just4kids - Resources"
  • Icon: 👥 or club icon
  • Purpose: Clear indication of whose resources are being viewed

User Context​

  • Display: Current administrator name in top-right
  • Example: "Team, Nithya"
  • Profile Icon: Access to user settings and logout

Action Buttons​

+ Create (Green)​

  • Purpose: Add a new resource to this member's resource list
  • Action: Opens resource creation form
  • Use Cases:
    • Allocating new equipment to member
    • Assigning facility access
    • Adding personnel resources
    • Registering new assets
  • Permissions: Requires appropriate admin access

⬆ Bulk Upload (Outlined)​

  • Purpose: Upload multiple resources at once via file import
  • Format: Typically CSV or Excel file
  • Use Cases:
    • Initial resource setup
    • Large-scale resource allocation
    • Transferring resources from another system
    • Annual resource renewals
  • Benefits: Saves time when adding many resources

Search Functionality​

  • Position: Top-right corner
  • Real-time Search: Filters results as you type
  • Search Example: Searching for "test1" shows matching resources
  • Searchable Fields:
    • First Name
    • Last Name
    • Resource identifiers
    • Status
    • Other resource attributes
  • Clear Button: ✕ icon to reset search

Resources Table​

The table displays all resources associated with the member, organized in sortable columns.

Table Columns​

First Name ↕​

  • Content: First name of the resource (if applicable)
  • Examples: "test10", "test12", "test17", "test1"
  • Sortable: Click header to sort alphabetically
  • Use: Identify individual resource or resource holder
  • Context: May represent:
    • Person assigned to resource
    • Resource name/identifier (first part)
    • Key contact for resource

Last Name ↕​

  • Content: Last name of the resource (if applicable)
  • Examples: "test10", "test12", "test17", "test1"
  • Sortable: Click header to sort alphabetically
  • Context: May represent:
    • Full resource identifier (second part)
    • Person's last name
    • Resource category or type

Status ↕​

  • Content: Current status of the resource
  • Common Values:
    • "Active": Resource is currently in use and available
    • "Inactive": Resource is not currently available
    • "Maintenance": Resource is being serviced
    • "Reserved": Resource is allocated but not yet in use
  • Sortable: Click to group by status
  • Visual Indicators: May have color coding (green for active, etc.)
  • Filtering: Often used to filter by status

Minor ↕​

  • Content: Boolean indicator for special classification
  • Values: "Yes" or "No"
  • Purpose: May indicate:
    • Resource is minor/small in scope
    • Requires special handling for minors
    • Secondary or backup resource
    • Temporary or short-term resource
  • Sortable: Click to group similar resources
  • Use Case Dependent: Meaning varies by organization

Actions (⚙)​

  • Icon: Gear/settings icon
  • Purpose: Access resource-specific actions
  • Click: Opens context menu with available actions
  • Common Actions May Include:
    • Edit resource details
    • Change resource status
    • Remove resource
    • View resource history
    • Assign to different location
    • Update availability

Pagination Controls​

  • ⏮ First Page: Jump to first page
  • ◀ Previous: Go to previous page
  • Page Number: Current page (highlighted in green)
  • ▶ Next: Go to next page
  • ⏭ Last Page: Jump to last page

Information Display​

  • Record Count: "Showing 1 to 11 of 11 records"
  • Format: "Showing [start] to [end] of [total] records"
  • Purpose: Know where you are in the full list

Page Size Selector​

  • Default: Usually 25 records per page
  • Options: Dropdown with choices (10, 25, 50, 100, All)
  • Use: Adjust how many resources display per page
  • Performance: Smaller page sizes load faster

Integration vs. Manual Management​

Members Without Club Site Integration​

For member groups that do not have a club site integrated with the system:

  • Local Resource Maintenance: All resources are created and managed directly in this interface
  • Event Assignment: Resources can be directly assigned to events that the member has accepted or been allocated
  • Full Control: Complete control over resource information, status, and availability
  • Manual Updates: All changes must be made manually through this interface
  • Ideal For:
    • Smaller organizations
    • Groups without their own website
    • Organizations preferring centralized management
    • Members who don't need external system integration

Members With Club Site Integration​

For members who own a club site provided by the system:

  • Two-Way Synchronization: Resources automatically sync between this system and their club site
  • Automatic Updates: Changes made in either system are reflected in both
  • Unified Management: Manage resources from either interface
  • Real-Time Sync: Updates propagate automatically across both platforms
  • Event Assignment: Resources can be assigned to events from either system
  • Document Control: Better control over mandatory documents that can be pulled in during the check-in process
    • Define required documentation for resources
    • Enforce document verification at check-in
    • Track document compliance
    • Manage expiration dates and renewals
  • Ideal For:
    • Larger organizations with their own club websites
    • Members needing public-facing resource information
    • Organizations with distributed management
    • Groups requiring multi-platform access
    • Organizations with strict compliance requirements

Configuration: Integration is configured via Group Details with NPO website credentials.

Resource Management Use Cases​

Resource Allocation​

Scenario: Assigning equipment to a club

Process:

  1. Open Resources for the specific club
  2. Click + Create to add new resource
  3. Fill in resource details (name, type, etc.)
  4. Set status to "Active"
  5. Save the resource
  6. Resource now appears in club's list

Resource Inventory Check​

Scenario: Auditing what resources a member has

Process:

  1. Navigate to member's Resources page
  2. Review complete list of resources
  3. Check status of each resource
  4. Verify resource information is current
  5. Update any outdated information
  6. Document audit results

Bulk Resource Assignment​

Scenario: Setting up resources for new season

Process:

  1. Prepare CSV file with all resources
  2. Format according to import template
  3. Click Bulk Upload button
  4. Select prepared file
  5. Review and confirm import
  6. Verify resources appear correctly
  7. Make any necessary adjustments

Resource Status Updates​

Scenario: Marking resources as unavailable

Process:

  1. Locate resource in the list
  2. Click gear icon (⚙) for actions
  3. Select "Change Status" or "Edit"
  4. Update status (e.g., Active → Maintenance)
  5. Add notes about why status changed
  6. Save changes
  7. Status updates immediately

Resource Search and Filter​

Scenario: Finding specific resources quickly

Process:

  1. Use search box to filter by name or identifier
  2. Or filter by status using status selector
  3. Sort by relevant column
  4. Review filtered results
  5. Take action on found resources

Resource Types​

Common resource categories that might be managed:

Physical Resources​

  • Equipment: Sports equipment, tools, devices
  • Facilities: Rooms, courts, fields
  • Vehicles: Vans, buses, transportation
  • Supplies: Consumables, materials

Personnel Resources​

  • Volunteers: Available volunteers
  • Staff: Assigned personnel
  • Coaches: Coaching staff
  • Instructors: Teachers or trainers

Digital Resources​

  • Licenses: Software licenses
  • Accounts: System access accounts
  • Content: Digital materials, curricula
  • Tools: Online tools and platforms

Financial Resources​

  • Budgets: Allocated funds
  • Accounts: Financial accounts
  • Grants: Funding sources
  • Scholarships: Available scholarships

Best Practices​

Organization​

  • Clear Naming: Use consistent, descriptive resource names
  • Categorization: Group similar resources together
  • Status Management: Keep status information current
  • Regular Reviews: Periodically audit resource lists
  • Documentation: Document special resource requirements

Maintenance​

  • Status Updates: Update status when resources change
  • Remove Obsolete: Remove resources no longer relevant
  • Accurate Information: Keep resource details accurate
  • Activity Tracking: Monitor resource usage
  • Renewal Tracking: Track when resources need renewal

Communication​

  • Notify Members: Inform members about their resources
  • Access Information: Ensure members know how to access resources
  • Change Notifications: Alert members when resources change
  • Support: Provide assistance with resource usage
  • Feedback: Gather feedback on resource adequacy

Compliance​

  • Inventory Accuracy: Maintain accurate inventory records
  • Authorization: Ensure proper authorization for resource access
  • Safety: Track safety-related resources and certifications
  • Audit Trail: Maintain records of resource changes
  • Reporting: Generate reports as needed for oversight

Tips​

  1. Bulk Operations: Use Bulk Upload for initial setup or large changes
  2. Regular Audits: Schedule periodic resource inventory reviews
  3. Status Tracking: Keep resource status information current
  4. Search Skills: Use search effectively to find resources quickly
  5. Export Data: Download resource lists for external analysis
  6. Member Communication: Keep members informed about their resources
  7. Standardization: Develop standard naming conventions for resources