Using Teamup to record bookings/applications

If you are leading an event and wish to use Teamup here are the instructions:

Click on the Teamup Leaders Link (available from me upon request - just email or whatsapp me for the link).   Click List  Ignore any other CLOG events that you see and click the Green + Add Event button. 

Enter the event title and date.  Then Options, Signup.  Enable Event Signup and Enable Maximum Number and set the maximum number of attendees to reflect the attendee cap for your event. Set the signup deadline to be after your event (unless you want close bookings earlier). Set who can view signups to All Users.  Click Done and then click Save.

You've now set up your event on Teamup with a maximum number of attendees.

To generate a link to include in your booking email click on your event which now shows in the list, click Share then select As Page and copy the link and paste it into your booking email.

It is probably wise to include some instructions in your booking email so that people know how to book/Sign up for an event. For example, I include the following text in my email:

"Click on the link below and then on the blue Sign Up button.  

https://teamup.com/event/show/id/M95HtiECRdTRcaJYZfsDD8sJHF1wCT

Fill in your name and email.  You will then see a green note on the top of the screen saying that sign up was successful which means you are booked onto the ride.  If you refresh the above link you will see your name (but not your email address) at the bottom of the screen as one of the people signed up.  Other members booking on will see your name there as well so only use if you are OK with that."

Obviously you would use the booking link specific to your event.

Advantages of Teamup compared with other methods.

With Teamup, all the information is held in one place (with admin access) while still leaving leaders free to manage their own event bookings and settings.  This has advantages over individual jotforms or email bookings which are only accessible to the leader:

1/  If we are contacted by Track and Trace and the leader is difficult to contact, we can still access the booking and attendee information.

2/  We can include a list of upcoming teamup booking events on the weekly hotline eg:  https://teamup.com/kspfaqxjns78zp14go so that members can easily check if any of these still have vacancies

3/  Although jotforms are easy to use, Teamup is even easier!  For example:

• If anyone cancels, leaders can just click Remove to delete them from the attendee list  (rather than having to log into the jotform and remove the relevant submission).  
• When people book a place on a Teamup event, they can actually see straight away that they are on the list
• Potential attendees can see how many places are still available
  

4/  For other purposes where we are collecting more information than just names and contact details eg trips away, then Jotforms are far better as Teamup just collects the basics.

Using Jotforms for events

Here is a link to a brief tutorial on Jotforms

https://www.youtube.com/watch?v=YWWt1Vt47t8

They are really simple to use.  You just set up a Jotform account for yourself (free), build your form and when you are happy with it publish it and then copy the link to the published form and include this in your email.  Don't bother with other stuff like email notifications and putting it in a web page.  

For a basic walk or cycle ride just create a jotform where you collect people's name, email and mobile number.

The other thing you need to do is set the maximum number of submissions to 5 so that after 5 people, the form is disabled  and won't take any more submissions (bookings).  Here are the instructions for that https://www.jotform.com/help/137-How-to-Limit-Submissions-in-a-Form.

You can also change the message that comes up when it is full to something like "Event full - try again later in case of cancellations".

To see the submissions (bookings) select the form (when in myforms) and click on submissions.

Tips for managing CLOG emails

Do try to avoid sending unnecessary emails.  The CLOG email is essentially for admin, hotline, leaders promoting upcoming CLOG events, Clogprints and AGM/EGMs but not for discussions and chat - there are other media for that.

If you are using a Jotform for pre-booking on walks and cycling rides, you can set the form to close automatically when the event is full with a suitable message to that effect (Settings, Form Status, Disable on submission limit) which obviates the end for a separate email  informing members that is full.

If you wish to keep the CLOG stuff separate from your other email, considering using a separate email or else set up an email filter to automatically put CLOG email into a separate folder/label rather than your main inbox..

It is currently not feasible to get CLOG emails as a single daily digest email as this feature is not part of our membership system.  There are third party tools but at present these don't have all the necessary functionality but this may change soon.   

Hosting a Zoom event by Helen R

Many thanks to those inspired people who have set up virtual activities to keep us entertained and intrigued.

For those of you who have  been joining in on Zoom, we thought you might like a few pointers to get to grips with some of the other options available, especially if, like me, you might  like to be able to host an activity yourself. I am not an expert as I am new to Zoom myself !

Zoom is free, can be used whether you use Windows or Mac, enables you to have 1:1 meetings (unlimited time and number) or group meetings (unlimited number, ltd to 40 mins duration per meeting)

To host a Zoom meeting, you will need to have signed up to Zoom, if you haven’t already.

Go to www.zoom.us    and sign up : Enter your email address, you will then receive an email from no-reply@zoom.us which will ask you to “Activate Account “– click on this complete registration and enter a password.

All the options  below are pretty obvious once you explore Zoom, but here are some pointers:

You could click on this link to have a play with the icons and controls mentioned below, if you’re planning a Zoom meeting:  https://zoom.us/test

1)  Hosting a zoom meeting : Sign into your Zoom “web portal page” and choose schedule a meeting.  

Choose a date and time and click save.

To invite others to your meeting: click on “copy the invitation” (bottom right) and send to those you want to invite (eg:

mailer@membermojo.co.uk   for all clog members)

2) Security: only those you’ve sent the link to can join your meeting, Zoom will block it if someone is joining from a different email address.  As host  you can also set up a “waiting room“ so you will see who’s waiting before you choose to let them in.

3) Settings: You may want to make screen sharing “host only”, enabling you to mute/unmute everyone, allow participants to unmute themselves if they want, lock a meeting , turn off annotations (to stop others annotating your presentation/pictures by accident).

4) Share screen – you can put up something from your desktop onto the main screen for everyone to see- powerpoint, document, image etc.   This video goes into more detail.

https://support.zoom.us/hc/en-us/articles/201362153-Sharing-your-screen

5) Breakout rooms - allow you to split your Zoom meeting into separate  group sessions. Eg: virtual pub quiz teams can confer in teams with their own screen, then rejoin main session with you hosting.   The meeting host can choose to split participants into these separate sessions automatically or manually, and can switch between main session and breakout sessions at any time.

6) Virtual background – I know you’ll choose to play with this feature first ! Have you zoomed someone who looks like they’re sitting on a palm fringed beach ?  In the video icon’s options you can click on this and select a suitable background image from your own photo albums or an online image. I’m told it works better if you have a plain wall behind you, or it can sometimes look a bit weird....

I hope you’ll enjoy exploring all the possibilities of Zoom and are inspired to try it out.

Getting Started with Zoom by Helen R

Firstly, many thanks to those inspired people who have set up virtual activities to keep us entertained and intrigued.

For those of you who have not yet ventured to join in on Zoom, we thought a few pointers to get you started might help.

I’ve really enjoyed the virtual clog activities I’ve joined and being able to see people’s faces in these times was especially uplifting.

Zoom is free, can be used whether you use Windows or Mac, enables you to have 1:1 meetings (unlimited time and number) or group meetings (unlimited number, ltd to 40 mins duration per meeting)

1. The easiest way to join a Zoom meeting is to just click on the link in an invitation email you’ve received from another clog member or friend. You may need the meeting ID number, also in the email, when you’re starting off and your name as you’d like it to be displayed to the group. From the choices you may see, leave audio on and decide if you want video on (see number 4 below )
2. Zoom will download automatically when you join your first meeting.
3. Follow any prompts to “open Zoom” (click “Open”) or “join the meeting”, or wait patiently if you see “you are in the waiting room”.
4. You should see a video preview, so you can see what you look like!  If it’s a bad hair day or you’re still in your pyjamas, then this is when you can choose  to :  “Join with video” or “join without video”.  “Without video” means you will be able to hear everyone and others hear you, but no one will be able to see you.
5. Once you enter zoom, you should see your host and some other familiar faces... say “Hello”. If they respond, then they can hear you too !
6. You may need to check your microphone and video are working.    The tricky thing is that the icons aren’t always obviously in sight. You need to just move your cursor either to the top of the zoom screen or the bottom strip of the screen, then the icons will appear.
7. The icons are pretty self-explanatory : a microphone to turn your voice on /off, a video camera to turn your camera on/off.      Click on this link to have a play with the icons and controls beforehand, so you don’t have to wing it during a meeting:  https://zoom.us/test
8. YOU’VE DONE IT .... ENJOY MEETING EVERYONE AND JOINING IN.   You can leave at any time by clicking “Leave meeting ( bottom right hand corner, in red)
9. You can register with Zoom, especially if you might want to host a meeting for friends yourself, but you don’t have to.      Go to www.zoom.us    and sign up : Enter your email address, you will then receive an email from no-reply@zoom.us which will ask you to “Activate Account “– click on this complete registration and enter a password.

Here’s a link to a video introducing you to the zoom screen and how to join a meeting, if that helps clarify things.

https://support.zoom.us/hc/en-us/articles/201362193-How-Do-I-Join-A-Meeting-

There was some publicity initially about privacy issues with Zoom but , as I understand it, this was only where links to meetings were made public, rather than the personal invitation you will receive from friends or Clog.  Zoom have worked to address any  protection issues and brought out an updated version (5.0) a few days ago, so if you join from now you’ll have the latest version.