It is recommended that you first watch the training videos, then use the documentation as a quick reference, as the videos contain extra anecdotal and contextual information, as well as actually showing you around the site.
If you’re an organiser of a club, to access settings open that club’s page, then under Administration select ‘Settings’.
Alternatively, from your Account, select the Clubs Module, then view the desired club from the Club List.
You will land on a page with a sidebar containing a list of sections:
This will take you back to the public page for your club/society.
This offers a quick overview of Recent Memberships, membership activity over the last 30 days, your numbers of pending memberships, and your number of current members.Alert Messages from Admin will appear at the top of the page.
New members are put into groups when they sign up, which you can create and view under this section.
When making a new Group you will be provided with the following options:
Membership TypeFixed Membership Groups expire on a certain date: after this date the entire group’s membership expires and a new group has to be created for members to re signup. This is useful for keeping cohorts together: having separate groups for each year.
Rolling Membership Groups don’t expire themselves; instead each individual’s membership expires after a set number of months.
Automatically Approve New MembersYou can either manually approve applications to clubs, or do it automatically. If you don’t opt to automatically approve members, membership applications will be listed under pending memberships in the Dashboard.
Visible to publicIf you select to make a group not visible to public, it will not appear as an option to join on the public page.
Once the group has been created a series of tabs with more options will appear at the top:
FormsHere you can add a form that members applying to join a group have to fill out. You can create forms under the Forms section.
MembersHere you can view the member list of the group. You can also send a Communication to all members of the group, export the member list, or manually add members.
Note: to manually add a member they must have already created a UniOne Account.
RestrictionsHere you can setup restrictions on who can join the group: for instance you can add a product that the user must have bought in order to become a member. This is useful for if the club charges a membership/registration fee, first setup a product in the store to represent the fee, then add that product as a restriction.
MembersHere you can view all members of your club, regardless of which group they are in. This list can be also filtered by group, tags, expired status, and those who are soon to expire.
OrganisersThis is section is only available to admin. Here organisers can be added and removed. Organisers have the ability to completely manage a club’s page and as such the list of organisers here should be kept up to date with current club executive only.
If there is a change in a club’s leadership, an executive member with organiser access leaves, or an executive member requires organiser access, contact the Student Experience Team.
Here you can create and view events for your club, any event you create will appear in the 'Events' section of the main site.
Save Draft will allow you another option: Save and Preview which will allow you to view how the page will appear without publishing it. Once you are ready to publish, ensure that the Save Action is set to Publish and click Save. Note that you must allow popups from the page in order for this to work.
After an event passes its End Date it will be automatically hidden from the main events list. It can still be accessed by searching for a specific date range or tags.
There are three images you can upload to an event:Event Image: This should be in a 16x9 aspect ratio, at least 360x203px, and will be used where your event appears in other sections of the website: such as the Events section.
Header Image: This should be in a 16x5 aspect ratio, at least 848x265px, and will be displayed at the top of the page.
Event Poster: This can be either an image or a pdf, whatever graphic you are using elsewhere to promote the event can be uploaded directly here.
News items are almost identical to Events. The only differences are the lack of a Location field, and there are no start or end date fields. Instead there is an Expiry Date field: past this set date the item will be hidden from the main news list, it will still be searchable after this date.
A tag is a keyword or term assigned to a piece of information. This kind of metadata helps describe an item and allows it to be found again by browsing or searching.
It is generally a good idea to tag items with the name of the Club, and to provide some keywords that sum up the content. Think about what you would type into a search bar if you were looking for what you are publishing.
UniOne’s homepage shows two Events and two News items, in order for an item to appear here it must have the ‘home’ tag.
You can add additional web pages to your Club here. Pages can contain any additional information you wish to show, that you don’t want to put on your home page.
Images: to insert an image on the page first upload the image to Files then select Image in the editor. From the Image Properties window that pops up select Browse Server and find your Image. Here you can also set the image dimensions and alignment.
Document Links: You can insert documents such as PDFs etc by first uploading the document to Files then selecting Link in the editor. From the dialogue box that pops up select Browse Server and find your document.
Save Draft will allow you another option: Save and Preview which will allow you to view how the page will appear without publishing it. Note that you must allow popups from the page in order for this to work.
Once you are ready to publish, ensure that the Save Action is set to Publish and click Save.
You can provide links to your new page from the Menu section.
The Menu appears to the right of the club’s pages, by default it contains Home (a link to the main club page) and Administration->Settings (where you access the settings for the club page).
When adding a new item there are three types:Heading: a heading isn’t a link itself; it contains a dropdown submenu in which you can insert links. This is useful for grouping links together to avoid cluttering the menu.
Page: Link directly to a page you have created in the Pages section.
URL: Link directly to a webpage outside of UniOne.
Ensure that you save any changes either as a Draft or Publish.
Here you can upload any images or documents that you wish to display on UniOne, they can be inserted into anywhere with the text editor, by either inserting an image or linking to them directly.
You can upload documents by selecting Upload File(s) which will open an upload box. Either drag and drop files into this box, or click the box to browse.To help organise uploaded files you can add folders by selecting +Add above Folders.
Forms are a good way to find out extra information about your members, if you’ve ever used survey services like Survey Monkey or Google forms the premise here is basically the same: a user fills out the form, answering questions you set, and on completion their answers are saved for you to view.
You can set forms to be filled out by new users through Groups.
When creating a new Form there are a number of tabs, only visible after selecting Continue after completing the Main tab:
MainThis is the page you are a presented with upon creating a new form.
Name: The title of the form.
Friendly URL: You can choose your own URL, try to pick something readable for ease of reference.
Maximum Responses: The total number of response accepted by the form, once this limit is met no more responses will be accepted.
Maximum Responses per User: The total number of times each user can fill out the form. In most cases you probably want this to be ‘1’.
Ticking Public means that anyone can fill out the form, regardless of whether or not they are logged into UniOne. This is useful for if you want as many responses as possible, regardless of whether they have involvement in your club or not. However note that if responders aren’t logged in you cannot be sure how many times they fill out your form; you also won’t be able to see any information about them other than what they put in the form, such as name or student status etc.
Only Ticking User means that responders must be logged into UniOne to fill out the form, this means that their responses will be linked to their account: useful for things like membership forms.
Custom Start Text: This text will appear at the start of the form.
Custom End Text: This text will appear at the end of the form, but before the form is submitted.
Completion Text: This text will appear upon submission of the form.
Active: The form is only accessible and able to accept responses while this is ticked.
QuestionsInsert your questions here, fairly straightforward.
Required: If this is ticked the responder must answer the question
Help Text: This text will appear along with the question, to provide extra context, guidance, clarification, or additional information to help answer the question.
Type: The type of answer, whether it be multiple choice, a textbox or file upload.
Question DependenciesHere you can set conditional logic operations to determine which questions are shown to a responder.
If you wish a question to be shown or hidden depending on previous questions, select the question, then Add Dependency. In the first dropdown box select the question you wish to depend on, in the second dropdown box select the desired answer. Repeat this as necessary for multiple questions.
The dependencies work as OR statements: If any of the set Dependencies are true, the question will be shown.
Completion EmailYou can automatically send a completion Email to responders when they complete the form. This probably isn’t necessary in most cases.
Notification EmailHere you can specify email addresses to contact whenever a form is submitted. Emails will contain the filled out form with answers.
CommunicationYou can communicate with everyone who has filled out the form by sending them an email through this tab. You can also view previous communications sent or drafted.
Minimum & Maximum Response Dates: Only respondents who completed the form between these dates will be contacted. Leave blank to contact everyone.
Communication Type: This should be set to email. It also possible to set up the ability to send text messages (see here), however not every user of UniOne has given their phone number, and emails are preferred in almost all cases.
Send After: Set the date after which the email will be sent to respondents. Upon that date the email will be sent to all eligible respondents. Eligible respondents after that date will be contacted immediately.
ResponsesHere you can view all responses. You can also Export the responses in various formats: use .csv to open the responses in a spreadsheet application like Excel for data processing.
ReportUniOne can generate a report under this tab: set the start and end dates you wish to process, then click generate. If you want this as a document, use your browser’s print menu: ctrl+p (Windows) cmd+p (Mac), select save as pdf.
Here you can create communications to send to the club’s users.
MessageThe first page is a pretty standard email layout. Make sure that Communication Type is set to Email.
Once you have created the email click Next.
More tabs will now appear, and a message will appear “Communication Campaign Created”. The communication is now saved and can be found the Communication->List. Whenever you click Next throughout the creation of the communication your progress up to that point will be saved.
RecipientsMembership status: Select the members you wish to contact, usually you’ll only want this to be ‘current’, but you have the option to also contact members who haven’t completed their membership application, and those whose membership has expired.
Groups: All current membership groups will appear here, if you also wish to contact expired groups, tick Show Expired.
Membership Tags: You can further restrict the communication to only be sent to members with specific tags, enter the tags here.
Match Type: You can set the communication to only be sent to those who match all set tags by selecting All, or select Any to send to all members who match any of the tags.
PreviewYou can preview the email that will be sent by entering an email address here and selecting Send Mail.
SendOnce you have completed setting up the communication you can opt to either send the message immediately—by selecting Now and Send—or schedule it to be sent on a set date by selecting Later, inputting the desired date and time, and selecting Schedule.
Here you can sell products and track orders. If you wish to charge membership fees, sell tickets to an event, or sell merchandise, you will do it through here.
There are two sections to the Store section:
ProductsThis section is for the creation and tracking of each individual product. Everything you wish to sell should have its own product entry. You can download a complete list of all the clubs products by selecting Export at the top of this page.
ProductThis is the first page you will be presented when you create a new product, the remainder of the tabs will not appear until you have completed this page and selected Save.
Price: This is the price the product will sell for.
RRP: Recommended Retail Price, this is the standard price this product is sold for; it will be displayed along with the price and is useful for highlighting any price reductions etc.
Tax: Here you have three options, unless otherwise informed leave as Not Selected. Generally Clubs are exempt from GST.
Hidden to Public: If this is checked the product will only be displayed to logged in users.
The remainder of the settings on this page can be found under Advanced Options.
Sell Until: Past this date the product will no longer be available for purchase. Useful for items like tickets (you don’t want to continue selling tickets for an event after the event has passed).
Maximum Order Quantity: The maximum size of each order. If you are selling tickets and you set this to be 2, each person will only be able to purchase two tickets.
Transfer Account: Select the account you wish to transfer the funds from each transaction to, this will generally be your club account. If your club doesn’t have a transfer account set up with UniOne you can leave the value as Not Selected and the funds will be held in trust by UNE Life. To have the club account set up with UniOne, contact the Student Experience Office with the account details.
Unlisted: Select this to hide the product from search results and public lists.
Address: Unless you require the address for a specific reason, leave this as Required If Delivering which will only request an address if the buyer requires the product to be delivered.
Product Type: The option you choose here will determine what other information you need to provide. There are three options: Product: for general products, Membership: for selling club membership, and Ticket: for selling tickets to events.
Membership Type: This will only be shown if Membership is selected as Product Type. There are two options here: Fixed will expire after a set date, leave blank for it to last indefinitely. Rolling will expire after a set period, measured from the date of purchase.
Membership Expiry Rolling/Fixed: Here you enter the time period for Rolling Memberships or the date for Fixed Memberships.
Event Location: This will only appear if the Product Type Ticket is selected. Enter the location of the event; this will appear on the ticket.
Event Date: This will only appear if the Product Type Ticket is selected. Enter the date of the event.
ImagesHere you can upload any images of your product. If you’re selling a physical product, then it is generally a good idea to upload several images of the product from various angles. If you’re selling membership have an image of your club logo or images of your club activities. If you’re selling tickets, mock up an image of what a physical ticket to that event might look like.
The idea is that you’re giving a visual representation of what you’re selling, which is much more appealing to buy than plain text.
Style OptionsHere you can set product variation: if you have different types of a single product varying in size or colour you can set them here, and charge different amounts for each product type.
Add a Style Group for type of style, such as size, then Add Option for each individual style, such as large, medium, small etc.
Stock ControlIf you only have a set amount of stock, such as with physical products
Track stock for this item: Select this to track each product style individually. If you select this you can either add Product SKUs manually, or generate them.
Track stock for this item at the top(product) level: Select this to track the product as a single SKU, regardless of individual styles.
Allow back orders: Select this to allow the product to continue to be sold after the available stock runs out.
Show stock count to public: Displays the amount of available stock on the product page.
RestrictionsSet prerequisites for users to purchase the product here.
User Types: Set the types of users who may purchase the product.
Purchase Requirements: Add products that users must have purchased previously in order to purchase this product. For example, you may set it so that users must have purchased a membership to purchase a ticket to an event.
Club Requirements: Add clubs that the user must be a member of to purchase the product.
Style Options: Set which product style is available to which user type.
DiscountsAdd discounts to products here. For instance, Members of the club might receive a discount to club events.
Discount Settings: Here enter a Discount Message to show on the main product page, and the Maximum Discount Order Quantity, which is the maximum number of products to which the discount can be applied per order.
Discount Groups: Enter the desired discount value here, then select Add Product and select the product the discount relies on.
FormsHere you can add Forms that users must fill out to complete their order.
TransfersHere you can view the total monetary value of products sold, the total amount that has been transferred to the Transfer Account and the outstanding amount that is yet to be transferred. You can also view the transfer history under Previous Transfers.
CommunicationHere you can communicate with customers of the product and view past communications for the product.
Minimum/Maximum Purchase Date: Communications will only be sent to customers who purchased a product between these dates. Leave blank to contact everyone.
Status: You can either contact those who have completed and paid for their purchase—select Paid—or those who started but have yet to complete their order—select Incomplete.
Communication Type: Set this to Email.
Send After: Leave blank to send immediately, or enter a date after which the message will be sent.
HistoryHere you can view the receipts of each purchase.
Export: Download the list of purchases as a .csv (spreadsheet)
Add $0 Transaction: Create a receipt without payment. This will create a ticket, deduct stock etc. as a normal sale would, but no charge is made.
Completion EmailAutomatically Send Completion Email: Select this to send completion emails to customers once their purchase is complete.
The email should contain confirmation of purchase and any additional information the customer may need (Such as information about how to get to an event).
Notification EmailEmail addresses entered here will receive an email each time a purchase is made.
TicketsThis tab will only appear for products marked Product Type: Ticket. It contains the entire ticket list, including the total number of tickets sold, the total scanned, and the total unscanned.
Export: Download the entire ticket list as a .csv (Spreadsheet)
Generate Missing Tickets: Reprocess sales to generate any tickets that may be missing.
Scan a ticket: Enter, or scan in, the ticket codes to process tickets at the door of the event.
OrdersHere you can view the entire order history as well as the status and invoice for each order.
Export: Export the order list as a .csv (spreadsheet)
ProductHere you can generate a report of all items sold and revenue. This can be filtered by a variety of options using the Filter option.
MembershipHere you can generate a report of the membership timeline: a growth chart over a set period of time. By default it should display the entire timeline of the club; this and other options can be altered in the Filter menu.
Here you can manage the club’s main page and administration details.
MainName: This is the name of the club as displayed on UniOne; it should be the official name of the club as constituted or recognised by the Student Experience Team.
Reference: This is the URL for the main club page; it must be unique to that club. An acronym is a good start.
Short Description: This will appear below the club in the main club lists. Keep it short, one or two sentences max. It should sum up what you want the club to be and be attractive to new students who might wish to join the club.
Description: This will appear on the main club page. How you lay this out is up to you, but it should give a potential member a fair idea of what the club’s purpose is, what it actually does, and why they should join.
Facebook Page Name/ID: If the club has a Facebook page, enter it here. Only enter the end of the page URL, omitting facebook.com. For instance if the Facebook page URL is ‘facebook.com/myclub’, put ‘myclub’ in this box.
Twitter Handle: If the club has twitter account, enter the twitter handle here.
Logo: This image will appear in the main club lists; the image supplied should be in a 16x9 ratio and at be at least 355x200px.
Header Image: This image will appear at the top of the main page; the image supplied should be in a 3x1 ration and be at least 750x250px.
Establishment Date: This is the date of the club’s establishment. By default it will be set to the date of creation of the club’s page.
Next AGM Date: The date of the next AGM, this is not a compulsory field; however it is strongly recommended that it is included.
Email: This should be contact email of the club; it is recommended that a personal email is not used here.
Status: This will only appear to admin. New clubs require approval before they go live.
Alert Message: This will only appear to admin. Messages to the club can be written here, they will appear in the Dashboard.
Hidden to Public: If this is checked the entire club is hidden from any public lists. The only way to access the club is then through the Clubs Module.
CategoriesThere are two Categories, Sport and Other. Which of these is selected controls which list the club appears in. If neither is selected the club will only appear in the club lists if the filter is set to any (which it is not by default).
CommunicationTwo types of communication can be enabled here: Email and SMS. It is recommended that Email be enabled always, and SMS be disabled unless you have a specific reason to use SMS and the majority of the Clubs members have entered their phone numbers into UniOne (Phone Number is not a required field).
PositionsThis lists the positions in the club, these can then be assigned to organisers in the Organiser section. These are titles only, and don’t affect permissions or other settings. For ease of administration, it is recommended that each organiser be assigned their official position as defined in the club’s constitution.
StorageThe storage limit is set here and can be altered if the club runs out of storage space. Please don’t increase this unless necessary: remove all Files not in use, and compress any unnecessarily large images to free up space first.