By following the points below step by step, you will save yourself a lot of trouble right at the very beginning. If you have any questions, you can always contact your EOS representative or use the help available at [email protected].
We have already gone through the platform together and now it is time to play around with your own trial version. You have 30 days for that, and we can then keep all the data you have created in it for the live version of the platform.
If you want to go through the EOS platform once more or show it to your colleagues, use this video:
To begin with, you will need to set permissions for other members, add a bank account and connect it to your banking, and set up the platform to suit your needs.
Basic EOS Platform setup instruction
Basic EOS Platform Setup Instructions – for when you’ve just purchased the platform or need to review the basic configuration options.
You can create the other members who will test the platform manually. To build the member database later, the most efficient way is to use a bulk import. The other option is to let members register through your platform’s online registration form.
Member import
Bulk import of members is one of the first steps after acquiring the EOS platform. It is also useful at any time later, however, when you need to easily add several members to the database at once.
Online member registration
Through the online registration form, new members can register for your platform.
You also need to familiarize the coaches with EOS, as they will then help introduce the platform to members and parents.
How to onboard coaches
Coaches are the heart of every club – and at the same time the key to EOS really taking hold in the club. When a coach uses the platform, parents and members in their category naturally start using it too. This article summarizes proven practices from clubs that have already gone through onboarding coaches. It is intended both for administrators preparing the rollout and for the coaches themselves. We bring tips from the practice of organizations that have successfully implemented EOS.
Teams are effectively groups of members and their leaders divided the way you need to work with them – sending them messages, creating events for them, sending them payments in bulk.
Creating a team/wall and their overview
Use teams to divide your members into individual groups – the way they actually work together. A team communication wall is also created in the Member zone together with every team.
Creating the roster / team composition
Create the composition of individual teams – assign both regular members and the coaching staff or team administrators to teams. Team administrators then have extended permissions on the team wall in the members’ section
Before you invite members to the platform, you can prepare their calendars – create recurring events, e-applications for events or, for example, nominations/invitations.
Common event
A common event is one of the four types of events that can be created in the EOS platform. They can be set to repeat regularly. An event can be for individual teams/groups, selected sub-groups or for the whole club. It can be used to track attendance statistics. Once created and activated, the event is displayed directly to the members for whom it is intended.
E-applications
An e-application is one of the four types of events that can be created in the EOS platform. They can be linked with an automatic payment for the participants and their most frequent use is for training camps, camps or, for example, seminars.
Nominations/invitations
A nomination (in the non-sports variant of the platform an Invitation) is one of the four types of events that can be created in the platform. It is useful above all when you want to invite specific people from across the organization to a given event.
Organizing
Organizing is one of the four types of events that can be created in the EOS platform. It comes in handy if you are organizing an event and need to secure help from your members, or possibly reward them for their help.
You can also create payments for members straight away, for example in bulk using the teams you have defined – membership fees, a payment for an event, etc. We recommend creating payments as inactive first so that notifications are not sent to members yet.
Payments
The EOS platform lets you create payment requests for your members, record all incoming payments, generate payment confirmations, and create overviews and exports. All of this with a connection to internet banking for automatic pairing of payments from the account.
If you are going to collect consents through the EOS platform, you need to prepare them in advance. Set up and activate the Member registration consent (long-term consent to registration in the organization based on the statutes). You can also create any other consents, for example for the processing of personal data.
You have decided to move to the live version and soon you will be inviting members and representatives to EOS in bulk. We will sort out the contract together and move the platform to your domain (e.g. member.yourdomain.com). All you need to do for that is set a DNS record on your domain, specifically as follows:
record type: CNAME
name (hostname): member/club/eos/anything
TTL: 1800
value: gw.eosclub.zone
This is one of the most important points. You are about to invite members and/or their representatives to the platform. The worst way to go about it is to send them invitations without warning and assume that they will register willingly and without any problems. Arrange a meeting with them, or at least explain your intention to start using EOS in an e-mail message. Share detailed, straightforward instructions with them. We have prepared a template for you:
How to onboard parents
Parents are the end users of EOS – they are the ones who receive information about training sessions, payments and events. Their adoption, however, is closely tied to how coaches use EOS. Clubs that have a clear procedure for involving parents report significantly better results. This article summarizes proven practices from clubs that have already gone through onboarding parents. It is intended both for administrators and for coaches who help parents get started. We bring tips from the practice of organizations that have successfully implemented EOS.
How to start with EOS – instructions for members/representatives
This article contains templates you can share with your members and/or their representatives. These are instructions on how to start working with the EOS Platform. Adjust the template as needed. An effective approach is to post it as an article on your website or share it in another way that suits you.
And here we go! Using a bulk action in the Members module, you can now send everyone invitations through which they will create their user accounts.
Member database
A database of all your members including any representatives they may have – both active and inactive. It offers search, advanced filtering, import and a wide range of exports.
You may have decided not to import members in bulk, but to let them register individually through the online registration form. Compared to the import, this procedure has two extra steps – members have to actively register through the form and you have to approve the new registrations. After that, members receive an invitation to the platform and the rest of the process is identical.
Inform members that access to EOS is personal and needs to be handled just as carefully as, for example, internet banking. Everyone should have a strong password, should not share it with anyone and should not use the same password as elsewhere. If someone suspects that another person has accessed their account, they should change their password immediately and inform your organization. Everything that is done in the account is treated as an action of that user. Protecting login credentials is the basic step towards protecting the personal data of all members.
A common problem is that a representative (parent) registers in your platform as a member (child). You can read how to deal with this situation in separate articles:
Troubleshooting: your representative must help you complete your registration
Is a member or their representative reporting that they can't complete the registration? That they can't log in?
Troubleshooting: member access vs. representative
The platform distinguishes between member access and their representatives. It's also easy to handle situations where the representative is also a member or has multiple children in the organization. How to properly manage member and representative access?
If members or their representatives are interested in the question of sensitive data, specifically who has access to their medical check-up documents, you can refer them to this article.
At any time during the trial version or while using the platform, you can contact your EOS representative, or write to support at [email protected].
You will find articles on the individual areas of support, as well as the smart EOSbot, which will also help you with everything, in the EOS Help database.
