You will find member management in Management > Members.
There are several ways to create a new member in the database – bulk import, manual creation or online registration by the member themselves / their representative.
You will find the option under the button More > Import.
Click the button “+”.
Upload the required file. You will find detailed instructions in a separate article.
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.
Click the “+” button.
In the block Basic data fill in at least the mandatory data:
first name
surname
birth date
In most cases you can or must also fill in:
middle name
citizenship
contact e-mail
select tags
Platform configuration
The platform can be set up using many parameters so that it perfectly suits your specific needs. Check the detailed configuration of your platform here.
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?
Tags
For better organization of the member database, you can create your own tags for labeling and filtering.
In the block Assign the member to a team you can select the team the member will belong to straight away.
Click Save, which creates the member and, if you selected that option, sends them an invitation right away.
A member can register in your system themselves by clicking New registration on the sign-in page. You can adapt the registration form to your own needs.
Online member registration
Through the online registration form, new members can register for your platform.
Once the member completes the registration, a request arrives – New registration.
Whoever has permission for it settles the request.
Requests
Through requirements, you can create tickets for individual members to get various information or documents from them. Members can create tickets for management if they need to request something.
You do not have to invite members to the platform and you can keep them in inactive mode (without user access). But if you want to use the full potential of the EOS platform, invite the members/representatives. Thanks to that, your member database will always be up to date, because members/representatives will regularly be asked to fill in and check their data. Last but not least, you will also be able to communicate with them actively in the platform.
Mailing to members and representatives
Send messages easily in bulk or only to individual members or their representatives. Then track their delivery statistics.
Notifications – payments and member accounts
The EOS platform sends a range of useful notifications to all members – including those related to payments. Most of them go to the mobile app, or alternatively to email.
There are several ways to send an invitation to the contact e-mail address:
With the checkbox in the form when creating a member manually.
In the detail of the created member, in the row Member user.
With a bulk action in the member list:
Use the checkboxes to tick the selected members (or all of them).
Click the button Bulk actions > Send invitation.
Choose whether the invitations should be sent to both members and representatives, or only to members, or only to representatives.
Send the invitations by clicking OK.
You can read more about member access and invitations in a separate article.
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 you have problems with access and signing in, use the other articles.
Creating platform access and first login
You received an invitation in your email to create user access to the platform. How to use it to create a user account and how to manage access for yourself vs. for your child?
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?
You get to the detail of the member card on the page Management > Members by clicking the member's name. You can click straight through to editing with the right mouse button or via the context menu (3 dots). By clicking the member's avatar you can also display a side panel with a preview of the member and further actions.
The member's main team
Medical check-up – you can see whether the member has submitted the check-up file and until when the check-up is valid.
Click through the tile and you get to the list of check-up files.
Click the button + New check-up and upload a new file to the member.
Requests
Through requirements, you can create tickets for individual members to get various information or documents from them. Members can create tickets for management if they need to request something.
My overview – member information in one place
In your overview, you can see at a glance a summary of important information about your activities – for example, whether you owe any payments, the validity of your health check-up, or your average attendance rate. You can also handle requests here, and last but not least, you have your personal calendar with all the events relevant to you.
Unpaid – the sum of all the member's unpaid payments. The link leads to the list of payments.
Attendance and participation – the link leads to the list of all the member's events, including their participation and related information.
E-mails – the number of all e-mails sent to the given member.
Both mailings and e-mail notifications are included.
After opening it you will see a list of all the e-mails that were sent to the member from the platform.
You will find the list of all e-mails sent from the platform, including filtering, in a separate module.
History of all sent e-mails
In the overview of sent e-mails you can check whether members are receiving both mailing e-mails and e-mail notifications. You will also see here whether, when and how many times they opened these e-mails.
Files – the number of files uploaded to the member.
After opening it you will see all their files.
You can also upload a new file to the member here, or a new file is saved here when the member submits it through a Request.
You can work with the files of all members clearly on a separate page:
Member files
You can store any files for your members, which you then have available online at any time.
Member – the main tab with the basic information about the member in one place – personal, contact and health data and so on.
In the row Member user you can:
use the button Invite member to send the member an invitation to the platform,
see the member's e-mail address coloured yellow (the invitation has already been sent to the member),
see the e-mail address coloured green (the member already has active access to the platform = they created access through the invitation, signed in for the first time and submitted the first personal data check).
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?
In the row Profile picture you can upload the member's user picture for the purposes of the platform (this is not an official photo that would be displayed e.g. on the website).
In the row last personal data check you can manually Request a personal data check:
in a certain number of days,
on an exact date,
immediately.
In the block Representatives you see the list of the member's representatives, which you can also edit or, if necessary, send them a password reset link. If you did not import the representatives during the member import, you can manually:
Create a representative,
Add an existing representative,
Create a representative from a member.
Representative database
A database of all representatives assigned to your members. Search, custom views and export are available.
Platform configuration
The platform can be set up using many parameters so that it perfectly suits your specific needs. Check the detailed configuration of your platform here.
Custom fields – an overview of the information about the member from the custom fields you have created.
Custom fields
Create different types of custom fields to record and manage any additional information about members or their representatives. You can add custom fields to both the members/representatives and to the new member registration form.
Teams – all the teams the member is part of, including the teams they were part of in the past
Infocards – an overview of the infocards assigned to the member
Info cards
Categorized information cards that let you record any data about members in text form, with configurable read and write visibility.
Files – the list of files uploaded to the member.
Requests – an overview of all the member's requests with the option to create a new request for the member
Requests
Through requirements, you can create tickets for individual members to get various information or documents from them. Members can create tickets for management if they need to request something.
Accounts – the member accounts assigned to the member, including the account balance and the option to create a new movement on the account.
Working with member accounts
Member accounts are virtual accounts of the members of an organization on which it is possible to record positive and negative transactions manually or automatically. It is thus possible to keep records of e.g. rewards or bonuses for members for their activity, or on the contrary to deduct participation fees or fines. All of this with transactions created manually or automatically.
Consents – all the consents the member granted, did not grant or withdrew.
E-mail log – the number of all e-mails sent from the platform to the given member.
Change history – all edits of the member and other changes that were made in the database, including the user who made the change.
In the list you will find selected information about the members in the individual columns. You can choose the columns to display and sort them so that it suits your current view.
Click the member's avatar and a preview of the member is displayed with all the basic information, including the address, unpaid payments, files or any representatives of the member. You will also find here, for example, information on whether the given member or their representative uses the mobile app. There are also actions for editing the member, creating a new request, file or payment for the member, or for uploading a medical check-up (if you want to upload it to the member manually).
Using the search field you can look up members in the database not only by name, but also by their representatives, e-mail addresses, phone number or by internal note.
When searching, tick the checkbox include deactivated in the search and search among deactivated members as well.
To cancel the search and all filters, click the red house icon. That will display the default view of the database again.
With the button Advanced filtering you can filter all members by selected criteria:
Birth date – Filter members by birth date. You can set a range of two dates, or only one of them (e.g. setting the lower limit – members born on a certain date and all younger ones).
Date of registration in the organization – Display members by the date of their registration in the organization. You can set a range of two dates, or only one of them (e.g. setting the lower limit for everyone registered from a certain date until today). You can also filter out all members who have this data filled in, or on the contrary do not have it.
Creation date – Filter members by the date they were added to the platform. You can set a range of two dates, or only one of them (e.g. setting the upper limit for all members added up to a certain date).
Contract end – Filter members by the expiry date of their contract. You can set a range of two dates, or only one of them (e.g. setting the lower limit for everyone whose contract ends from a certain date until today). You can also filter out all members who have this data filled in, or on the contrary do not have it.
Mobile app – Display which of the members do and do not use the eos mobile app. You can extend the filter to the representatives of members as well.
Organizational units – Filter members by their membership of an organizational unit of the organization in the selected season. You can also select several organizational units at once.
Verified address – Filter out members with a verified permanent address (filled in via the suggester of the national address register), or only those with a manually filled-in address.
Member map
View a clear map of your members based on their home or contact address.
Payments and payment groups – Filter members by whether or not they have a payment in one or more selected payment groups. It is useful, for example, when checking whether all active members have a membership fee payment generated.
Gender – Display members by their gender. You can also filter out all members whose gender is not filled in.
Last personal data check – Filter members by the date of the last check of their data. You can set a range of two dates, or only one of them (e.g. setting the upper limit for all members who have not carried out a check from that date until today). You can also filter out all members who have this data filled in, or do not have it at all.
Position and season – Display members by their position and season – you can also select several positions and seasons at once. Narrow the selection down further using the option Mode:
the default position set for the member (= in the member profile),
the position set in the team (= directly in the team where you define the team composition),
combined = either the position in the team or the default position in the profile.
Access to the Member zone – Display members who do or do not have user access to the platform created. The user can be the member themselves or a representative.
Presence on a roster – Filter members by their presence on a roster in the selected season. You can filter by whether the member: is not on any roster, is on some roster, is on a roster as a regular member or as staff. This filter thus allows you, for example, to display all (active) members who are not on any roster.
Online registration – Display members who registered in the platform themselves through the online form, as opposed to those added to the section in another way – manually or by import.
National ID number – Filter out all members who either have or do not have their national ID number filled in. For a narrower result you can combine it with the National ID number exemption filter (yes/no).
Staff – Display members by team staff. You can also select several positions at once. If you combine it with the Presence on a roster filter, you can list, for example, one or more selected positions for a particular season.
Citizenship – Display members by their citizenship – you can also select several countries at once.
Member tags – Filter members by the tags assigned to them. You can combine assigned and excluded tags at the same time and display, for example, members who have tag A assigned but at the same time do not have tag B.
Teams – Display members by their assignment to rosters. You can combine teams within one season and across several seasons (e.g. who went through the junior team over the last few seasons). You can also narrow the result down by further parameters – only members with this team as their main one, those displayed on the website or only those with attendance recording.
Member age – Filter out members by their age. The entered values are included in the results as well (the values 16 and 25 filter out members from 16 to 25 years including those ages).
National ID number exemption – Display all members who do or, on the contrary, do not have an exemption from the national ID number. For a better result you can combine it with the national ID number filter (filled in/not filled in).
Health insurance company – Display members by the health insurance company they have filled in – you can also select several insurance companies at once.
Medical check-up – Filter members by the medical check-up tracking setting (tracked / not tracked). If the check-up is tracked, you can filter further either by its status (valid / invalid / not submitted / all) or by its expiry date (from–to, where you can fill in only one of these dates – e.g. setting the upper limit for all check-ups that expire by a certain day).
Using the button Displayed columns, choose which columns you want to display in the table and set their order.
You can save the filtered view together with the selected columns to a custom view for next time. Click the button with the telescope, where you save your view or edit the previously saved ones.
You can also add custom fields to members in order to record any additional information.
Custom fields
Create different types of custom fields to record and manage any additional information about members or their representatives. You can add custom fields to both the members/representatives and to the new member registration form.
Click the button Export, which offers several types of export:
General member export – a basic export of the view you have set up.
Sample template for member import – a sample table for import.
ČUS – an export predefined directly for import into ČUS.
NSA register – an export predefined directly for import into the NSA sports register.
Export for the ČUS Information System
From the EOS Platform you can easily obtain a bulk export of data for the Information System of the Czech Union of Sport. EOS therefore makes it easier for you to update this system if you are a ČUS member.
Export for the NSA Sport Register
From the EOS Platform you can easily obtain a bulk data export for the Sport Register of the National Sports Agency in exactly the format that is required. The export from EOS makes updating the register easier if you want to apply for an NSA subsidy for the activities of your organization. You have most of the necessary data directly in EOS; some data you will have to fill in before you import the resulting file into the register.
Right-click the row (or use the context menu via the 3 dots), where you can:
Display Quick member preview – the same as when clicking the member's avatar
Display Member detail
Display Change history
Edit the member
Deactivate the member
Filter the member database by selected criteria and work with the selected members in bulk. Tick the checkboxes next to the selected members (or use the top checkbox to select all).
Send invitation – an invitation is sent to the selected members
you can choose whether the invitations will be sent to both members and representatives, or only to members, or only to representatives
Set check-up tracking – setting whether you want to track the medical check-up date for the selected members
Request personal data check – manually requesting a personal data check
after signing in, the member/representative is prompted to check the data and send it to the administrators
The check can be requested immediately, in a certain number of days or on an exact date
Set membership dates – from when and/or until when the given members are regular members or staff of the organization (the data is then used automatically in the exports for ČUS and NSA)
Add tags – adding tags for better organization and filtering of members
Remove tags – removing tags in bulk
Tags
For better organization of the member database, you can create your own tags for labeling and filtering.
Add to a roster / to a group – the selected members are added to the 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
Add to a mailing – adding members to a previously created mailing message
Mailing to members and representatives
Send messages easily in bulk or only to individual members or their representatives. Then track their delivery statistics.
Create a payment – adding payers to a previously created payment group
Create a movement on an account – creating a new transaction for the member on an existing member account
Export attendance – creates an attendance export of the selected members only
Deactivate – bulk deactivation of the selected members
Representative database
A database of all representatives assigned to your members. Search, custom views and export are available.
You will find the members you deactivate (individually or with a bulk action) in Management > Members > More > Deactivated members.
In deactivated members you have, similarly to the database of active members, the option to:
search
export – the export icon
restore a member – by right-clicking the row with the deactivated member (or the context menu via the 3 dots)
apply bulk actions
restore members
add tags
remove a tag
Connect the database of ČUS, Český florbal or Český hokej to the EOS Platform.
External member database
A member database from an external source can also be connected to EOS, which you can then display in the platform next to your standard member database. Data can therefore be viewed in one place and partly linked as well.
Member map
View a clear map of your members based on their home or contact address.
Management permission: Managing members requires write permission for the module Members.
Change history: Users with access to the module Logs have the option to display the history of all changes in any record.
