Club and Clinic Details
The "Details" screen for a club or clinic shows all the details of how and when it happens, along with future and completed attendances.
Contents
General Details tab
The General Details tab is for information about the meetings.
- Name and address – the name and the location of the meeting.
- Project – select a project (must already be set up on your system). (All activity in Charitylog is categorised by project – this is one of the main ways that you will choose what activity is to be included in a report.)
- Notes – information about the meeting.
- Telephone number – a contact number for the meeting, usually the number of a co-ordinator.
- Cancellation telephone number – a number for people to ring to cancel, if this number is different from the main telephone number.
- Fax number, email address – details for the meeting.
- Usual staff/volunteer – if appropriate, the person who runs the meetings.
- Still Active? – Whether meetings are still happening. Use this to end a series of meetings if/when they finish.
- Date of Termination – If the meetings have stopped, the date that this happened.
Occurrence Details tab
The Occurrence Details tab is for you to enter information about the way the occurrences happen. This is where you define how often meetings will happen, how long they will last, and so on. The combination of options you select on this tab will govern whether this meeting is to behave as a Club (where everyone attends at the same time) or a Clinic (where people attend in timed appointment slots).
- Day Event Usually Occurs, Interval Between Events and Number of Days/Weeks Between Occurrences – these three fields tell the system how often the meetings are going to happen. Set as appropriate for your meeting. For example, if a clinic occurs every week, select 'Weeks' and put '1' into the Interval Between Events. If it occurs every 2 months, select 'Months' and put 2 into the Interval between Events.
- Bring Forward Client Appointments – this field controls whether the system will assume that because someone attended the last meeting, they will be planning to attend the next one, and automatically carry them forward to the next meeting.
- Gap Between Client Attendance - This represents the interval between each attendance by the client. The club or clinic may occur every week, but the client only presents themself every 8 weeks - in this case the Interval would be 8, being the gap between their attendances at the clinic or club. If they come every time the event occurs, enter a '1'.
- Maximum Number of Members – this is the maximum number of people that can be on the membership list.
- Maximum number of attendees – this is the maximum number of people that can attend one occurrence of the club or clinic (note that the maximum number of members can be much higher than the maximum number of attendees).
- Save Completed Attendances into Client History? – if set to “yes’”, the system will automatically insert a contact on the client’s History tab after they attend a meeting. Note that this will only work if the client is already active in the relevant Project.
- Contact Method to use in History for Attendances – the contact method to be used on these automatically-created contacts. (taken from the drop-down list of contact methods set up on your system)
- Contact Method to use in History for Non-attendances – the contact method to use if the client is due to attend, but does not. Reporting note – using the same contact method for non-attendances across your whole system will allow you to easily see how many non-attendances there have been for all your meetings over a period of time.
- Start and end times – the times that the club/meeting/session begins and ends.
- How long for each appointment? – this is only relevant when running Clinics (where the people attend in timed slots).
- Record how long the client spends there? – this can be used to manually enter how long the client has been at a meeting for. This is for reporting use only – it does not feed into invoice creation when using the Accounts module. Is it carried into a History entry?
- Allow Entry Of Anonymous Attendees? - Governs whether you can record the fact that people attended a session but are not clients on your Charitylog system (on completion of an occurrence).
- Allow Entry Of Notes In Completion? – Governs whether or not you can enter notes beside a particular person’s attendance of a meeting (on completion of an occurrence).
- Allow Entry of Non-Attendance Reasons? – Governs whether you can enter non-attendance reasons (on completion of an occurrence).
- Hide Payment Column/Donation Column In Non-Wizard Attendance Entry? – these options allow you to remove the columns for payments and donations for each client when you fill in whether they attended or not. You might choose to do this because you want to make the data entry screen simpler (if you don’t need this data), or perhaps because all payments are being handled by the Accounts module.
- Record All Cancellations (Time Of Cancellation And Reason)? – setting this to “yes” will prompt users to enter one of the non-attendance reasons when removing a client from the attendance list of a future meeting.
Attendance Details tab
This tab allows you to control the way that the activities at each meeting happen. The way that you set the options depends on how complicated the club/clinic/meeting in question is.
Club/Clinic/Group Fee Due at Each Attendance
This field lets you enter a fee which clients pay to attend This will be displayed on the Completion screen (where users enter details of who attended a session), with the option to say whether the client paid or not.
Activities, Treatments and Requirements of Membership
This section is multi purpose; it can be used to enter details of things that may happen at the session, items the client may purchase while they are there, treatments the client may receive, and so on. For example -
- If the session has several activities available (e.g. an art class with painting, drawing, ceramics and knitting), these would be set up here.
- If there are refreshments available which the client can choose to have at the session, these would be set up in this section - "cup of tea", "lunch" etc.
- If there is a form that the client needs to fill in when they attend, this could be set up here too.
Each line in this section can have an associated cost, the option to show it as a tickable option when entering client attendances, whether the activity is exclusive or not, and a maximum number of clients who can take this option when they attend.
