UNION CLOUD ADMINISTRATION GUIDE

Union Cloud Administration Guide VERSION 1

UNION CLOUD ADMINISTRATION GUIDE

CONTENTS

Getting Started

Configure Group

• Update logo • Online Membership • Making offline membership, online • Editing your SU page

Manage Events

Group Communication

UNION CLOUD ADMINISTRATION GUIDE

We automatically make Presidents, Secretaries, and any Marketing / Publicity Officers

website administrators. If you wish to be added, or cannot access your Dashboard, then

please email unionactivities@le.ac.uk.

Once you’ve logged on to the Union Cloud, the first page to appear will be your

Dashboard. This provides all the areas you will need to use in order to successfully run

your page. To access the links you need to click on the circles found within each

section.

Getting Started

Manage Events

In this section you

can create, edit or

cancel group

events.

Configure Group

This section allows you to

change your logo, update your

membership types, manage

questionnaires, and edit any

text on your page.

Your Usergroups

This section allows you to see

the three different user

groupings: Administrators,

Alumni and Members.

Your Members

This section allows you to

see a list of all your members

who are registered on Union

Cloud.

Group

Communication

In this section you can

send emails to your

group members who

are registered on

Union Cloud.

Manage Webpages

In this section you

can add, delete and

reorder pages on

your site.

News & Articles

In this section you

can add, edit and

delete articles.

UNION CLOUD ADMINISTRATION GUIDE

Update Logo

1. Select the first link, called ‘Update Logo’, which will take you to the

page where you can upload a new logo.

2. From there you have the option to select a logo from a predefined

logo, as found on Union Cloud, or you can upload your own image.

3. Once you have decided on your logo, select ‘Add New Logo’ (see fig.

3) and your logo will be changed.

Configure Groups

!

UNION CLOUD ADMINISTRATION GUIDE

Membership Types

You have the ability to set up a variety of online memberships through Union

Cloud.

1. To do this, please select 'Update Membership Types' via the 'Configure

Group' section of your Dashboard.

2. If you are a new committee member, please edit any old memberships that have not yet expired (e.g. for the 16-17 academic year) and select ‘Stop New Sales’. This means you will retain the membership data but the membership type will no longer be a live option on the website for students to purchase.

3. Once you’ve done that, you can click 'Add Membership Type' to create your membership types for the 2017-2018 academic year. Edit any details you wish to (except the nominal code, which should not be changed under any circumstances! Changing this will mean that funds paid will not go in to your fundraising account).

4. Once you're happy with all the details, save the membership and make sure it says 'Approved' in green in the 'Status' column. It should now be live for purchase on the website!

Remember Online membership

does not apply to Team Leicester

clubs, and you should direct interested

members to the Danielle Brown or

Rodger Bettles Sports Centres.

!

UNION CLOUD ADMINISTRATION GUIDE

Membership form headings, Explained:

Category: This is the name of the category (e.g. 'Paid Member 17-18)

Nominal Code: The code allocated to your group by the Finance Office - please do not edit.

Membership Length: The length, in years, of this membership type.

Price and Fees: You can charge as much or as little as you like for membership. There are no fees associated with online membership.

Availability: If you plan to sell this membership offline, too, please select 'Both'.

VAT Exempt: Please leave this blank.

Stop New Sales: Please leave this blank if you wish your membership to be live online. You can go back and tick this to remove the membership type, but not member data, at a later time.

Description: This is the description of membership shown to prospective members (e.g. 'Become a member of the Harry Potter Society for the 17-18 academic year.')

Eligibility for this membership type: You can use this field to limit this membership to members of other groups (e.g. Members of the Hufflepuff Society must be members of the Harry Potter Society).

Group membership expiry date: Standard, one year membership should be set to expire on July 31st 2018.

Mandatory related membership type: Use this to limit membership to certain memberships within the same group (e.g. Herbology Teaching Team members must be full members of the Harry Potter Society).

UNION CLOUD ADMINISTRATION GUIDE

Making offline membership, online

For 2017 - 2018, Union Activities can upload offline memberships online. This means that all members of every society, and even Team Leicester teams, will be able to receive communication sent out through this website and purchase tickets to member-only events.

To do this, please download and complete the membership upload template. You should complete the data to the best of your ability and send the completed spreadsheet to Union Activities for upload. Data can only be uploaded if all required columns are complete and it is saved in CSV format.

If you are confused about how to complete the membership, please consult the example membership template and data key. If you have any further queries related to offline membership upload, please contact Union Activities.

UNION CLOUD ADMINISTRATION GUIDE

Edit SU Subsite

From here you can edit the main body of text on your site and update

your group’s name. There are also advanced options which can place

some requirements on members such as including next of kin

information or ensuring they are over eighteen. We’d kindly ask you not

to update your student group category unless you check with Union

Activities first!

!

UNION CLOUD ADMINISTRATION GUIDE

Manage Events

Click this button to add an event!

Form Headings, Explained: Name: This is the name of the event (e.g. Beauty and the

Beast Sing-a-long).

Nominal Code: The code allocated to your group by the Finance Office - please do not edit.

Event Type: There is a drop down list with different types of events – please select the most relevant.

Start Date/Timing: The start time and date for your event

End Date/Timing: The end time and date for your event.

Description: Give a brief overview of your event and any other information that attendees may need to know.

Venue: Where your event is being held. Try to be as detailed as possible to avoid confusion.

Contact Details: The contact information of the organiser so that if any queries arise, attendees know who to contact and how to contact them.

Event Capacity: The maximum capacity for your event.

Once you have saved the event, you are then able to add tickets and

questions if you are charging for the event and if you need more

information from the participants.

UNION CLOUD ADMINISTRATION GUIDE

Having created an event, select ‘Event Ticket Types’ and click on ‘Add Event

Ticket Type’, which will take you through to the page below.

Form Headings, Explained: Ticket Name: Name of ticket (e.g. Beauty and the Beast Sing-a-Long).

This may vary if you are charging members and non-members

different costs, so you would want to create two separate tickets

(e.g. Beauty and the Beast Sing-a-Long Members and Beauty and the

Beast Sing-a-Long Non-Members).

Availability: This determines whether the ticket will be sold online,

offline or in both formats.

Price: There is no fee to pay, so the amount entered into the ‘Price’

box will be the full cost of the ticket.

Ticket Description: This could be used for detailing what the ticket

entails the buyer to. For example if you are selling refreshments, one

complimentary drink could be included in the ticket cost.

Once you have finished creating your event, you can keep track of how

many people have bought tickets by looking on the ‘Booking Details’ tab

where you can find a quick summary and download all of the data.

Event Tickets

Edit SU Subsite

UNION CLOUD ADMINISTRATION GUIDE

Event Questionnaire

Edit SU Subsite

This is useful for finding out any information from attendees that you

made need, such as allergies (or other health issues) or clothing sizes

if selling t-shirts etc.

Once you have created your event, you can select ‘Event

Questionnaire’ and then click ‘Add Question’ to start creating your

question.

Action: This determines whether an answer is definitely required or not. If you need an answer, make completing the question compulsory.

Display as: This shows how your answers can be displayed. There are four different options (single select dropdown, multi-select tick box, text box, and check box) so you can use whichever format is most suitable.

Question: This is where you enter the question.

If you want to add more questions, keep clicking ‘Add Question’ until

you have enough.

UNION CLOUD ADMINISTRATION GUIDE

Group Communications

This is an easy way to stay in contact with all of your members and keeping

them up to date with the society.

Having selected ‘Group Communication’, then click on ‘New Campaign’

which will lead you to the page below.

Form Headings, Explained: Name: Your reference to the email. Only administrators will be able

to see this and it will allow you to look through your past and pending campaigns effectively.

Recipient criteria: Here you can select which members receive your emails. Rather than using the age category, it would be easier to select which user group (i.e. Administrators, Alumni or Current Members) to ensure the right people receive the email.

Audience Reach: By selecting the ‘Show Target Audience’ button, you can see how many people will receive your email.

From: This shows the email address your campaign will be sent from.

Email Subject: The title of the email, such as ‘Beauty and the Beast Sing-a-Long’

Email Content: This is where the main text of your email is composed.