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Assignments and membership fees
Photo : David Van Elslande
Back-to-school season often means administrative tasks of all kinds for leagues. Between the documents to be filled out by members and the fees to be paid, it is often a busy time for league administrators. In our new Trackkarma update, we have added new features to make all this management a little easier!
To begin with, we have introduced an entirely new concept: Assignments.
At first glance, assignments look a lot like the tasks we introduced in a previous update. The major difference is that, unlike a task, each member assigned to a assignment must individually mark the assignment as completed for it to be considered fully completed.
Indeed, in the case of a task, even if it is assigned to multiple members, it is considered completed as soon as one member marks it as done.
The use cases for assignments can vary greatly but are perfectly suited to the administrative requirements encountered at the start of the season. For example, a assignment could be 'Sign the Code of Conduct' where all league members are expected to acknowledge and agree to abide by the code.
Creating a new assignment is quite simple. You have the ability to set a title, a due date, and a description.
You can then assign members to the assignment. You have the option to add members by category.
For more flexibility, you can also assign members individually.
Once created, the assignment will appear on the members' homepage. They can then view the assignment and mark it as completed once they have met the required conditions.
Administrators can track the progress of the assignment on a dedicated screen. For each member, they can also manually update the assignment's status.
In addition, administrators have the option to archive assignments so that they no longer appear in the active assignments list. This helps maintain a history of past assignments while keeping a clear view of current ones.
Assignments therefore offer a new flexible way to set goals for your league members and track their progress.
At the same time, we have also introduced numerous improvements to the management of Membership fees.
First, when creating a payment schedule, administrators can define a payment information message as well as a specific warning message for this schedule. These messages will, however, always be pre-filled with those set in the general settings.
For leagues offering the option to pay fees in installments, the solution previously proposed by Trackkarma was not always very practical. Now, it is possible to spread out the payment deadlines.
For each member, the administrator can define several payment stages with distinct amounts and due dates.
Each deadline can then be managed separately while still being linked to the ongoing payment schedule.
We have also made improvements to the user experience for members. Previously, when a fee payment request appeared on their homepage, a member could not make it disappear even if they had made the payment. The administrator had to mark the fee as paid for it to disappear from the member's screen.
Now, a member can mark their fee as paid. On the administrator's side, the fee will appear with a status of 'Pending Validation' until the administrator validates it.
The administrator can also refuse the payment, in case a member has indicated they paid their fee but the payment never arrived. In this case, the fee payment message will reappear on the member's homepage, and they will no longer be able to mark the fee as paid themselves. Only an administrator will be able to change the status.
Finally, before being able to track the status of fee payments, administrators can consult the action history of each fee.
With all these improvements, we believe we have greatly enhanced the administrative management of certain aspects of your league. This management is never easy, but Trackkarma now offers more robust tools to centralize and simplify these tasks in a single application!