Introduction

TCMS (Total Club Management System) was initially designed and developed in conjunction with the Tyne Tees Tweed Field Trial Association to help their club modernise the administration of their club.

The system was modeled around their existing manual processes with the goal of making the new online system easy for the club's membership and field trial secretaries and reduce the amount of manual actions to run the club.

The system is fully compliant with the Kennel Club Rules and Regulations.

Since its initial development, the system has been expanded to cover various additional functionality as requested by Tyne Tees Tweed and other associations using the system.

It is our intention to continue improving the system as/when required, in conjunction with the needs/requirements of clubs/associations using the system.

System Features

The following list docuements the systems main functionality/features:

• Features for Members
  • Online Event Entry (offline entries can be entered into the system by an admin)
  • Online Membership Renewal (offline membership renewals can be added to the system by an admin)
  • Membership Profile/Account Administration - to keep Contact Details, Dogs, Dog Qualifications, etc. up to date.
• Features for System Admins
  • Send emails direct from the system to members/contacts
  • Add contacts (members, judges, honorary members, handlers, land owners etc.) to the system
  • Add new events (field trials and working tests - with multiple stakes per event)
  • Add suppliers (for financial reporting)
  • Add/maintain breeds and breed groups (the system can handle multiple sections for spaniels, retrievers and/or sub-breeds)
  • Add/maintain multiple membership types (e.g. full, honorary, gamekeeper - all with different fees)
  • Add/maintain contact types (to categorise contacts into sub-groups - agents, vets)
  • Add event types (each event is a certain event type e.g. Retriever Working Test) - used to group events for display on the website
  • Add Event Entries (to handle paper-based/offline entries)
  • Add Offline Membership renewals
  • Record Offline Payments (to cover cheque and cash payments of event entry fees or membership renewal fees)
• Full Website Content Management System
  • Add new pages
  • Delete Pages
  • Update Text and Images as required
  • Maintain Event information and keep event results up to date
  • Add Custom Content (sponsors, event photos, news items, blog content etc.)
• Financials
  • Whenever a payment is received it is logged in the financial section
  • Manual entries can also be created for other forms of income (e.g. sponsorship payments) and outgoings (land-owner payments, judges fees etc.)
  • Club accounts can be maintained
  • Each members financial status can be monitored to show any outstanding payments/debts
• Reporting Section
  • List of Members (breed specific, contact type specific, partial postcode filtering)
  • Event Profit and Loss Reports
  • Debtors Reports
  • All reports are exportable to CSV for excel manipulation
• Custom Email Templates with Automated Email Distribution
  • for Event Entry, Membership Renewal, Draw Results

System Documentation

We've created this system documentation to serve as both a comprehensive description of the system's current functionality and also as a help guide for new clubs adopting the system.

If you have any questions on the functionality of the system or how to do anything within the system please look at this first, if you are still struggling or need to know more - please contact us at info@northgatesystems.co.uk and our team will get back to you with the information you need.

The system documentation currently contains the following sections

Introduction - this brief introduction to the system

Settings - this section explains the settings within the system and what each setting does.

Club - this section includes information on the functionality regarding running the club e.g. how to manage contacts, dogs, events, suppliers, memberships in the admin system.

FAQs - some answers to Frequently Asked Questions - please check this before contacting us as your question may already have been answered.

Financial - this section includes information relating to the financial aspects of the system.

Demo System - this section includes information on the demo version of the system/website which users can review before opting to use the system