Managing Contacts

Initial Setup

Contacts within the system cover a variety of 'Contact Types', Contact Types are created via the 'Club - Contact Types' section as described below.

Contact Types

Each 'Contact' within the system is assigned a 'Contact Type', this allows the contact list to be filtered and searched more easily.

To add a new contact type follow the instructions below:

1. Open the 'Contact Types' list screen by clicking 'Club - Contact Types' from the main menu.
2. Click the 'add new' button at the bottom of the 'Contact Types' list screen to open the insert form
3. Enter the name of the new 'Contact Type' and click 'Save Changes' to insert the new type.

To edit an existing contact type follow the instructions below:

1. Open the 'Contact Types' list screen by clicking 'Club - Contact Types' from the main menu.
2. Click on the Contact Type you want to edit/rename, this will open the edit form
3. Rename the Contact Type and click 'Save Changes' to update the type, all contacts using this type will then be updated to the new type.

Contacts

The Contacts List screen is used to maintain all contacts within the system. It can be accessed via 'Club - Contacts' in the main menu.

To manually add a new contact to the contacts database follow the instructions below:

1. Open the 'Contacts' list screen by clicking 'Club - Contacts' from the main menu.
2. Click the 'add new' button to open the 'Add Contact' screen
3. Fill in all the 'Contacts' details (complete both tabs - General and Contact), then click 'Save Changes' to add the contact to the database.

To edit an existing contact please follow the instructions below:

1. Open the 'Contacts' list screen by clicking 'Club - Contacts' from the main menu.
2. Find the required Contact using the either the Search function and/or the two dropdown filters, click on the contacts surname to open their dashboard screen.
3. From the 'Contact Dashboard' screen click 'Edit' from the Top Menu (shown below the breadcrumb), this will open the 'Edit Contact' screen.
4. Update the Contacts information as required, then click 'Save Changes' to update the Contact in the database.

From the 'Contact Dashboard' screen, several functions can be performed, as listed below.

• Adding a (Contacts) Dog
  
  Adding a dog via the contact dashboard is very similar to adding a dog from the Dog List screen, both options use the same 'Add Dog' screen.
  
  From the 'Contact Dashboard' screen, you open the 'Add Dog' screen by selecting 'Contact - Add Dog' from the top menu, this opens the screen and pre-selects the contact field (you can change this if necessary).
  
  To add the dog, fill in the required information on the 3 tabs (General, Qualifications, and Notes) then click 'Save Changes' to add the dog to the database.  
• Editing a (Contacts) Dog
  
  Editing a dog via the contact dashboard is very similar to editing a dog from the Dog List screen, both options use the same 'Edit Dog' screen.
  
  From the 'Contact Dashboard' screen, open the Dogs tab to display all the dogs owned by this contact, click on the name of the dog you would like to edit to open the 'Edit Dog' screen.
  
  Update the dog's details by filling in the required information on the 3 tabs (General, Qualifications, and Notes) then click 'Save Changes' to update the dog in the database.
• Deleting a (Contacts) Dog
  
  Deleting a dog via the contact dashboard is very similar to deleting a dog from the Dog List screen, both options use the same 'Edit Dog' screen.
  
  From the 'Contact Dashboard' screen, open the Dogs tab to display all the dogs owned by this contact, click on the name of the dog you would like to delete to open the 'Edit Dog' screen.
  
  Delete the dog by clicking the red 'Delete' button at the bottom of the screen. This will completely remove the dog from the database, please carefully consider if this is what you want to do.
• Adding a Membership (to a Contact)
  
  You can add a membership to any contact from the Contacts Dashboard screen by selecting 'Contact - Add membership' from the top menu.
  
  This will open a popup window with the following fields (Type of Membership, Note, Include Joining Fee, Take Payment Immediately).
  
  To add a membership, select the type of membership you would like to add using the dropdown field, the dropdown list includes all the membership types added via the 'Club - Membership Types' section.
  
  The Note field allows for a short note to be added to the membership, this can be useful to provide context when referring back to the contacts memberships in the future, this is not a mandatory field.
  
  The 'include joining fee' checkbox allows the club's joining fee to be applied when adding the membership. This will increase the cost of the membership (adding the joining fee to the fee of the selected type), this should only be used when the joining fee is required.
  
  The 'take payment immediately' checkbox is provided as a time-saving option. By default (without the take payment immediately checkbox selected) when a new membership is added, the contact and the club's financial records are updated, to show the contact owes the membership fee and that the club is owed the fee, this is shown on the contacts financial tab, If the 'take payment immediately' is selected the equivalent payment is also added to balance out the payment. This allows for situations when members have also provided payment. The user can add the membership and also log that the payment has already been received (the payment will then also be shown on the contacts financial tab).
  
  If the 'take payment immediately' checkbox is selected, when you click the 'Save' button, you will re-directed to the 'Receive Payment' screen with a payment line and the contact already pre-filled. Completing the remaining fields (Date, Deposit To, Reference, Note, Payment Line Note, and Allocate To) and clicking Save Changes adds the payment.
• Resetting the Contacts Password
  
  Generally, members will reset their own password using the reset password functionality on the website, however, in some circumstances, an admin may need to reset a contact's password. 
  
  From the Contacts Dashboard screen, select 'Contact - Reset Password' from the top menu. This will open a popup 'Reset Password' window where the user can enter a new password, re-type the password to confirm it's correct, then click 'Save' to complete the change.
  
  The user will then need to notify the Contact that their password has been changed, this can be done however the user wishes.
• Revoking the Members Status
  
  To revoke a member's status (effectively removing them from the membership of the club) the user can simply select the 'Contact - revoke member status' option from the top menu.
  
  The contact will remain in the database, but should they enter any events they will no longer receive any preference as per The Kennel Clubs' rules for event draws.
• Sending the Contact an Email
  
  The user can email any contact from the contacts dashboard screen by selecting 'CRM - Send Email' from the top menu.
  
  This opens the 'Send Email' screen, the user can select any of the existing templates, created in the 'Templates - Email Templates' section with the 'ContactEmail' type. Templates may include - Welcome emails, Password reset emails, Membership renewal emails and others as created in the Templates - Email Templates section.
  
  Each template can be selected from the Template dropdown list, a preview is then displayed in the Message section. The contacts email address is added to the 'Send To' field (the email can be sent to any email address).
  
  The email Subject and Message can be modified as required before the email is sent, attachments can also be added using the Attachments section.
  
  To send the email click the blue 'Send' button at the bottom of the screen. All emails sent to the contact will appear in the 'Emails' tab on the contacts dashboard screen. 
• Storing an Email from the Contact
  
  It is possible to store an email received from the contact for future reference, from the contact dashboard screen select the 'CRM - Store email' option from the top menu.
  
  This will open the 'Store Email' screen where you can insert the details of the email you would like to store including: who the email was received from, who it was sent to, the email subject, the message itself, and any attachments. Any emails stored will appear on the contacts dashboard screen in the emails tab.
• Generating a Document
  
  Documents can be generated and stored against each contact from the Contact Dashboard screen by selecting 'CRM - Generate document' from the top menu, this opens the 'Generate Document' screen. Document templates can be selected from the Template dropdown list, the list includes templates are created of the type 'ContactDocument' within the Templates - Document Templates section.
  
  After selecting a document template from the dropdown list the message will be displayed in the message section below, the document template will pull any required details from the contact record in the database (as defined in the template). The message can then be modified as required before being stored against the contact by clicking the blue 'Store' button.
  
  Stored documents will appear on the contact dashboard in the docs tab. 
• Creating an Invoice
  
  An invoice can be added to a contact from the contact dashboard screen by selecting 'Financial - Create an invoice' from the top menu.
  
  This opens the 'Add Invoice' screen, completing the required fields (Date, Due Date, Reference, For, Note) adding the invoice lines, then selecting 'Save Changes' will add the Invoice to the system. 
  
  Invoices added will appear as a debit in the Financial tab on the contacts dashboard screen. All invoice lines added will also appear as a Credit in the Chart of Accounts of the Bank Account they are allocated to (Financial - Chart of Accounts). They will also appear in the main Financial Transactions Log (Financial - Transactions in the main menu).
• Creating a Credit Note
  
  A credit note can be added to the contacts record from the contact dashboard screen by selecting 'Financial - Create credit note' from the top menu.
  
  This opens the 'Add Credit Note' screen, completing the required fields (Date, Reference, For, Note) and adding the required lines, then selecting 'Save Changes' will add the Credit Note to the system.
  
  Credit Notes added will appear as a credit in the Financial tab on the contacts dashboard screen. Credit note lines will also appear as a Debit in the Chart of Accounts of the Bank Account they were allocated from (Financial - Chart of Accounts). The will also appear in the main Financial Transactions Log (Financial - Transactions in the main menu).
  
  Credit notes are useful as they allow existing credit to be logged onto the system as/when money is received, meaning the system is able to accurately show the current financial status of every contact, event, and the club as a whole.
• Receiving a Payment from the Contact
  
  Payments can be received into the system and logged against the contact from the contact dashboard screen by selecting 'Financial - Receive a payment' from the top menu.
  
  This opens the 'Add Payment' screen, where completing the required fields (Date, Received From, Deposit To, Reference, Note) and adding the payment lines, then selecting 'Save Changes' to add the Payment to the system.
  
  Payments added will appear as receipts in the Financial tab on the contacts dashboard screen. They will also appear as receipts in the Chart of Accounts of the Bank Account they were paid into (Financial - Chart of Accounts). They will also appear in the Financial Transactions Log (Financial - Transactions in the main menu). 
• Making A Payment
  
  Payments made to the contact can also be logged in the system via the contact dashboard screen by selecting 'Financial - Make a payment' from the top menu.
  
  This opens the 'Make Payment' screen, where completing the required fields (Date, Paid To, Paid From, Reference, Note) and adding the payment lines, then selecting 'Save Changes' to add the Payment to the system.
  
  Payments added will appear as a payment in the Financial tab on the contacts dashboard screen. They will also appear as payments in the Chart of Accounts of the Bank Account they were paid from (Financial - Chart of Accounts). They will also appear in the Financial Transactions Log (Financial - Transactions in the main menu). 

The 'Contact Dashboard' is also used to see information relating to the contact, the following information is displayed:

• The Year the Contact Joined the Club (their earliest Membership record held within the system).
• Their Membership Number
• Their Membership Status
• Their Basic Contact Details and Address
• Any emails sent to/from the Contact
• Any documents generated for the Contact
• All Memberships currently attached to the Contact (previous memberships are also shown)
• All Dogs currently assigned to the Contact (that this Contact is the owner of)
• All financial transactions associated with the Contact.

Managing Dogs

A list of all Dogs assigned to Contacts/Members in the system is maintained via the 'Club - Dogs' screen.

Adding Dogs

To add a dog to the database follow the steps below:

1. Open the 'Dog - List' screen by clicking on 'Club - Dogs' in the main menu.
2. Click the 'add new' button to open the 'Add Dog' screen
3. Fill in the required information on the 3 tabs (General, Qualifications and Notes) then click 'Save Changes' to add the dog to the database.

Editing Dogs

To edit a dog already in the database follow the steps below:

1. Open the 'Dog - List' screen by clicking on 'Club - Dogs' in the main menu.
2. Find the required Dog using the Search function, or by clicking through the pages, then click on the dog's name to open its edit screen.
3. Update the required information on the 3 tabs (General, Qualifications, and Notes) then click 'Save Changes' to update the dog to the database.

Removing Dogs

To remove a dog from the database follow the steps below:

1. Open the 'Dog - List' screen by clicking on 'Club - Dogs' in the main menu.
2. Find the required Dog using the Search function, or by clicking through the pages, then click on the dog's name to open its edit screen.
3. To delete the dog click the red 'Delete' button, this will open a popup confirmation window to prevent deleting a record by mistake. If you click OK in the popup window the dog will be completely removed from the database.

Managing Events and Event Types

Event Types

The main purpose of Event Types is to categorise events, the list of events can then be filtered to show only events of the selected type.

Each Event Type can also have a checklist of items assigned to it, this list of items is then used as a to-do list of items that can be marked off for each event on the Event Dashboard screen.

Events

Prior to creating a new event please ensure you have created an Event Type suitable for the event, each event must be assigned to an event type.

To create a new Event follow the instructions below.

1. Open the 'Event - List' screen by clicking on 'Club - Events' in the main menu.
2. Click on the 'add new' button to open the 'Add Event Screen'
3. Fill in the required information on the 4 tabs (General, People, Stakes, and Notes) then click 'Save Changes' to add the event to the database.

The data fields below are used when creating each event.

• Event Name
• Location - the location of the event
• Event Date - the date of the event (typically set to the first date if there are more than one stake and the event is over multiple days)
• Days - the number of days the event will be held over
• Closing Date - the closing date for entries to the event
• Event Type - as defined above.
• Draw Date - the date the draw will be held
• Draw Time - the time the draw will be held
• Draw Location - the draw location e.g. the secretaries home address
• Options (online payment) - does this event allow online payment for entries
• Kennel Club Contact Email - used to notify the kennel club (they are CC'd into the draw email), can also be used on event documents/emails via the templating system.
• Secretary Contact Email - used on event documents/emails via the templating system. It can also be displayed on the event page of the website.
• Land Owner - used on event documents/emails via the templating system. It can also be displayed on the event page of the website.
• Vet on Call - used on event documents/emails via the templating system. It can also be displayed on the event page of the website.
• Steward of the Beat - used on event documents/emails via the templating system. It can also be displayed on the event page of the website.
• Chief Steward - used on event documents/emails via the templating system. It can also be displayed on the event page of the website.
• Stakes (see below)
• Notes - any notes required, for internal use only. Notes will not be visible to the website or on any documentation or emails.

The following fields are used when creating each stake.

• Stake Name - the name of the stake
• Options (Open Event, Breed Specific) - Breed Specific narrows entries to 1 specific breed rather than a Breed Group, preventing entries from any other breed.
• Breed Group - the breed group used for entries, attempted entries from all other Breed Groups will be prevented)
• Date & Time - the date and time of this stake
• Member Fee - the entry fee for members
• Normal Fee - the entry fee for non-members
• Max Runners - the max number of runners for this stake
• Judges - the judges (contacts) that will adjudicate this stake 

Once the en event exists, the 'Event Dashboard' screen, which can be accessed by clicking on each event in the 'Event List' shows the following information.

• The Basic Event Details
• The checklist of To-Do items (as included based on the Event Type)
• The list of Stakes that make up the event
• A list of all Entries into the event
• A list of the Event Debtors (anyone who owes money to the event e.g. the entrants that have received a place in one of the stake draws but haven't paid the entry fee)
• A list of the Event Creditors (anyone who has received money associated with this event)
• A list of all Financial Transactions relating to this event
• A list of all Emails associated with this event
• A list of all Documents associated with this event

Once an event is created, the following actions can be completed from the Event Dashboard screen.

• Adding an Entry to an Event
  
  To add an entry simply select the 'Event - Add Entry' option from the top menu, this will open a new window where you can add the entry.
  
  Start by selecting the owner from the dropdown list of all contacts currently added to the system (or click the create new owner button to add a new owner). Selecting an owner will display all of the owner's details below the dropdown list, this info can be used to check the selected owner is correct. If any of the information is incorrect it can also be updated here. If the owner already has dogs entered into the system, when you select the owner - a popup window will allow you to automatically add the owner's dog to the entry - if the owner has more than 1 dog you can select the dog manually by using the instructions below.
  
  Below the owner's details a new Handler section is displayed so the handler information can be entered (you can copy this information from the owner in most cases using the 'copy owner' button, but if the entry requires a handler which is not the dog's owner you can input the handlers Title, Forename, and Surname into the text fields displayed.
  
  The next step is to select the Dog for the entry, this is done by clicking on the 'Add Dog' button. There are 2 fields initially displayed, a stake selection (so you can select which stake to enter the dog in), and a dog selection dropdown to select the dog.
  
  The stake dropdown only includes the stakes from this event,
  
  The dog selection input allows the administrator to either use the dropdown (and select from all the dogs entered onto the system) or search the database by typing into the field (as you type the list will be reduced to show only dogs matching your text).
  
  When a dog is selected its details are displayed below the selection field to ensure the details are correct, updating details here will update the details stored in the database. Please ensure these details are correct - the dog's qualification information will be used to give the entry the correct priority in the events draw.
  
  Additional dogs can be entered into the event by clicking on the 'Add Dog' button again. This allows multiple entries for the same owner to be entered at the same time.
  
  To complete the entry click the 'Save' button at the bottom of the page. You will then be returned to the event dashboard screen, where the new entry will show on the Entries tab.
• Generating a Document
  
  Documents can be generated for the event by clicking on 'Event - Generate document' in the top menu. 
  
  You can then select which document you'd like to generate from the list of templates created with the 'EventDocument' type. Document Templates are created using the 'Templates - Document Templates' section, accessed from the main menu.
  
  When a document template is selected a preview will be displayed in the Document section below the dropdown field, the template is combined with information entered for this event (details will vary depending on the template), for example, a draw document could be used to show details of the event draw including event info like the event name, date, time, location and entry details for each entrant.
  
  A core set of document templates will be created for you when the system is initially set up, these can then be amended as needed.
  
  If you would like to make changes to the document (without adjusting the template) you can edit the content in the Document section displayed on this page using the editor.
  
  To store the document simply click the 'Store' button at the bottom of the page. Stored documents for the event will be displayed on the Event Dashboard screen, in the 'Docs' tab. 
• Adding a To-Do
  
  If specific To-Do items are required for this event, they can be added to only this even as a reminder, to do this select 'Event - Add To-Do' from the top menu. 
  
  A popup window will be displayed allowing you to enter the name/title of the to-do, simply enter the value you want to create, then click on the 'Save' button to add the To Do.
  
  The To-Do item will then be displayed on the Event dashboard screen, on the To Do tab.
• Email All Entrants
  
  To send an email all the entrants for this event, select 'CRM - Email All Entrants' from the top menu. This function uses the Email Templates created in the 'Templates - Email Templates' section, specifically all the email templates that are created with the 'EventEntries' type.
  
  This is an optional function and does not need to be used, but this could be used to, for example, email all entrants if there is a change to the event, e.g. one of the Judges is changed or if the event date needs to be changed.
  
  When an email template is selected, the email message is shown in the 'Message' tab below the dropdown select box, this shows the email template and indicates where/how the automated data will be inserted. The 'Preview' tab shows a preview of the generated content - including a section for each of the recipients (i.e. populated with their own personal data).
  
  To send the email simply click 'Send'. This will send an individual email to each entrant.
• Email All Entrants that were successful in the Draw
  
  Once the draw has been completed (see 'Creating a Draw' info below), the draw can be emailed to all entrants, by selecting 'CMS - Email Draw' from the top menu. This function uses the Email Templates created in the 'Templates - Email Templates' section, specifically the email templates created with the 'EventDraw' type - this will typically be an email version of the running card for the event, but additional email templates of this type can be created as needed.
  
  When an email template is selected, the email message is shown in the 'Message' tab below the dropdown select box, this shows the email template and indicates where/how the automated data will be inserted. The 'Preview' tab shows a preview of the generated content - including a section for each of the recipients (i.e. populated with their own personal data).
  
  To send the email simply click 'Send'. This will send an individual email to each entrant.
• Create an Invoice
  
  An invoice can be added to the event from the Event dashboard screen by selecting 'Member - Create an invoice' from the top menu.
  
  This opens the 'Add Invoice' screen and allows an invoice to be attached to the event, with the details as entered. Adding invoices to the event allows an accurate event Profit and Loss to be maintained.
  
  Invoices added to the event will appear in the Debtors tab on the Event Dashboard, from there as/when payments are received, the received funds can be allocated to the applicable debtor by selecting receive on the applicable line.
  
  Each invoice line added will also appear in the Chart of Accounts for the bank account they were allocated to (Financial - Chart of Accounts). The financial transaction will also be shown in the main transaction log which shows all transactions (Financial - Transactions).
  
  The sum of all invoices for the event is displayed on the Event Dashboard screen, via the Balance Widget.
• Create a Credit Note
  
  As with invoices, credit notes can be added to the event from the Event dashboard screen by selecting 'Member - Create a credit note' from the top menu.
  
  This opens the 'Add Credit Note' screen, allowing credit notes to be attached to the event, as per the details entered. Adding credit notes to the event allows an accurate Profit and Loss to be maintained.
  
  Credit Notes added to the event will appear as a negative entry on the Debtors tab on the Event Dashboard, as/when their funds are paid they can be updated...
• Receive a Payment
  
  Payments can be received from the event screen much the same as they can be received from the Contacts dashboard screen, by selecting 'Member - Receive a Payment' from the top menu.
  
  This opens the 'Add Payment' screen, where completing the required fields (Date, Received From, Deposit To, Reference, Note) and adding the payment lines, then selecting 'Save Changes' to add the Payment to the system.
  
  To ensure the payment is allocated to the correct event - you must ensure that the 'Allocate To' field on each payment line is set to the correct event - this will be pre-selected if you opened this screen from the Event Dashboard.
  
  If the payment is from a Person and you would like the system to record the payment against their account - please ensure the Received From field is used to select the correct contact/member.
• Give a Refund
  
  As per receiving payment it is also sometimes necessary to process a refund from an event, for example, if an entrant has paid, then needs to withdraw from the event.
  
  This is completed from the Event Dashboard by selecting 'Member - Give a refund' from the top menu. In order for the refund to be deducted from the Event please ensure the 'Allocate To' field on each payment line is set to the correct event - this will be pre-selected if you open the screen from the Event Dashboard.
  
  Each payment will be deducted from the event and the applicable credit will be added to the selected contact's account.
  
  

  Warning

  Please note that all financial transactions within the system are in place to keep the financial records up to date and correct. Any refunds or receipts will also need to be physically processed to reflect the changes entered into the system. 

• Receive a Bill
  
  When a bill comes in for an event, it should be logged against the event from the Event Dashboard to keep the event's financial log accurate.
  
  To log a received bill from a supplier, landowner, or any other third party, select 'Supplier - Receive a bill' from the top menu, this will open the Supplier bill screen where the details can be entered.
  
  Ensure that the Allocate To field is set to the correct Event (this will be pre-selected) so that the bill is added to the correct event.
  
  Once all the details have been entered and lines added click 'Save Changes' to add the bill.
• Pay a Bill
  
  To pay a bill received for the event simply select 'Supplier - Pay Bill' from the top menu on the Event Dashboard screen.
  
  This will open the 'Make Payment' screen where you can enter the details.
  
  Each line needs to be allocated to the correct Event using the 'Allocate To' field.
  
  Once all the information has been entered click the 'Save Changes' button to log the payment.
• Receive a Credit Note
  
  Logging a received credit note from a supplier can also be completed from the Event Dashboard by selecting 'Supplier - Receive Credit Note' from the top menu, this opens the 'Supplier Credit' screen.
  
  Enter the details of the Credit Note and ensure the Allocate To field is selected to log the credit against the correct event, then click 'Save Changes',
• Receive a refund
  
  As with payments received from Contacts or Members, refunds from Suppliers can also be added to Events to keep the financial records accurate.
  
  Refunds can be added to the event by selecting 'Supplier - Receive a refund' from the top menu, this will open the 'Receive Payment' screen where the required details can be entered.
  
  Clicking 'Save Changes' will add the refund to the system.
• Create an Expense Entry
  
  To log an expense entry to an Event simply navigate to the Event Dashboard then select 'Financial - Create Expense Entry' from the top menu, this will open the Expense screen.
  
  Enter the required details of the expense, ensure you've selected the event in the 'Allocate To' field for each line, then select 'Save Changes' to add the expense.
• Create an Income Entry
  
  To log additional event income, e.g. a donation received at the event (Not entry fees) go to the Event Dashboard screen, then select 'Financial - Create an Income entry' from the top menu, this will open the 'Income Screen'.
  
  Enter the required details of the income, ensure you've selected the event in the 'Allocate To' field (so that the income gets logged against the event), then select 'Save Changes' to add the income.
• Transfer Money
  
  Depending on how you've set up the physical bank accounts (and therefore the Bank Accounts used within the system) it may be necessary to transfer money from one account to another.
  
  For example, you may need to transfer money from an account set up for "events" back into to a central club account after each event is complete, or you may need to transfer money into an "events" account from a central account in order to pay expenses relating to the event - we'll leave how you organise your bank accounts to you!
  
  To transfer money from one bank account to another from the Event Dashboard screen simply select 'Financial - Transfer money' from the top menu, this will open the Bank Transfer Screen, then enter the details of the money transferred.
  
  To complete the transfer click the 'Save Changes' button at the bottom of the Bank Transfer screen.
• Creating a Draw
  
  The system automates the stake draw process using the Kennel Clubs rules as detailed in XXX.
  
  Each entry is prioritised as per sections X, Y, Z of the Kennel Clubs Rules.
  
  The draw process for each stake can be initiated from the 'Stakes' tab on the relevant 'Event Dashboard' screen. Simply click the 'create draw' link on the relevant stake line. This opens the draw screen which initially shows step 1.
  
  Step 1 allows the user to verify that the entries will be given the correct priority when the draw is processed. The system automatically places the entries into the appropriate groups based on The Kennel Club rules for the event (taking into consideration the dog's qualifications and the number of entries each owner has made). This step allows the user to correct any problems and move any entries from one group to another if required.
  
  Each entry displays icons to denote the following: if the entry is from a club member, if it is the owner's primary dog (first priority entry), and if the dog is qualified.
  
  This step is completed by clicking the blue 'create running order button' at the top of the entry list.
  
  Step 2 shows the automated running order which was formulated based on the groups selected in Step 1.
  
  The user has the opportunity to 'move' or 'withdraw' any entries at any stage up until the stake takes place, for example, if an entrant requests to withdraw from the stake. The user can move a reserve entry into the place of the withdrawing entry. Selecting the 'move' button on either of the two entries you'd like to swap will open a popup window, from which the second entry can be selected.
  
  Step 3 in the process is to be completed after the stake has taken place, it allows the user to enter the results of the stake. This step is initiated by clicking the blue 'enter results' button. 
  
  Each 'runner' is listed on the screen with a dropdown allowing the appropriate result for each entrant to be selected. Results awarded will vary depending on the event type.
  
  Once results have been selected, they can automatically be displayed on the 'results' tab on the event details page of the club's website.

Adding Events to the Website

To add an event details page to the website please follow the steps below:

1. Open the 'CMS - Content Items' section, this lists all the content items that have been added to the website, filter this list to see only the existing 'Event Details' pages using the dropdown at the top of the page (below the search bar).
2. To add the new event select 'Event Details' from the dropdown at the bottom of the page, then click the 'Add New' button to open the 'Add Event Details' screen.
3. Complete the following fields on this page
   1. Enter a Title
   2. Check and if necessary correct the url (this is automatically populated after you enter the title - it should include no spaces or special characters), this url will be where users are able to access the event details page - so it should be short and descriptive of the event.
   3. Select the event you've just created from the 'Event' dropdown list - this pulls in all the event information you set up when creating the event.
   4. Scroll to the bottom of the page and click 'Save'.

You should now be able to access the event details page at the url you entered in step 3.2 above.

This event will also be automatically be added to the list events displayed on your website.

Up until the event closing date, this page will display an Entry button to allow users to enter the event online.

As/when users enter this event, this page will display their entries automatically.

Similarly, when you process the draw and enter results for this event in the admin system, this page will automatically be updated to display this information.

Suppliers

Suppliers are maintained in the admin system via the 'Suppliers List' screen which is accessed via 'Club - Suppliers' in the main menu.

Adding Suppliers

Adding suppliers allows supplier bills to be entered onto the system and assigned to the specific supplier.

Adding supplier bills to the system allows for the club's financial accounts to be accurately maintained.

To add a new supplier to the system follow the instructions below.

1. Open the Supplier List screen by selecting 'Club - Suppliers' from the main menu.
2. Then clicking the 'add new' button at the bottom of the Supplier List screen. This will open the 'Add New Supplier' screen where you can enter the relevant supplier details.
3. Once you've entered the required supplier details click the 'Save changes' button to add the supplier to the system.

Each supplier has the following properties:

• Name
• Email Address
• Telephone Number
• Mobile Number
• Address
• County
• Postcode
• Country
• Notes

Editing Supplier Details

Once added, supplier details can be edited/updated from the 'Supplier Edit' screen.

1. Open the 'Supplier List' screen by selecting 'Club - Suppliers' from the main menu.
2. Select the relevant supplier from the list by clicking on the supplier's name. This will open the 'Edit Supplier' screen where the details can be updated.
3. Once the required changes have been made, click 'Save changes' to complete the update.

Managing Breeds and Breed Groups

Breed Groups

Breed Groups allow parent groups to be created such as 'Spaniels' or 'Retrievers' (within each group you can then create sub-breeds).

To add a new Breed Group follow the instructions below:

1. Open the Breed Groups List screen by selecting 'Club - Breed Groups' from the main menu.
2. Then click the 'add new' button at the bottom of the page.
3. This will open the Add New Breed Group page, simply enter the name of the new group and click 'Save Changes'. This will add the new Breed Group to the system.

Breeds

Breeds allow specific Breed variations to be created such as 'Cocker Spaniel', 'English Springer Spaniel', 'Golden Retriever', 'Labrador Retriever' etc. Each Breed will sit within a parent 'Breed Group'.

Creating specific breeds allows Events (Stakes) to be created for a specific breed - preventing any dogs from other breeds from entering the event.

To add a new Breed follow the instructions below.

1. Open the Breed List screen by selecting 'Club - Breeds' from the main menu. This shows all the existing Breeds.
2. Click the 'add new' button to open the 'Add Breed' screen.
3. On the add new screen, simply select an existing 'Breed Group' to which you want to add the Breed, then enter the name of the breed and click 'Save Changes' to add the new breed to the system.

To edit an existing breed, follow the instructions below:

1. Open the Breed List screen by selecting 'Club - Breeds' from the main menu. This shows all the existing Breeds.
2. Select the breed you want to edit by clicking on the relevant row. This will open the Edit Breed screen.
3. Edit the breed as required, then click the 'Save Changes' button to commit the changes.

Managing Membership Types

Membership types can be created as/when needed to match the membership structure used by your club.

Each membership type has the following properties:

• Name - the name of the membership e.g. "Full Membership 2020" 
• Restricted Membership - a true/false value to determine if this type is restricted (shown or hidden on the website so new members can select it)
• Start Date - the date (month) in which the membership starts (all memberships expire 1 year from the start date)
• Price - the price of the annual membership