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This page updates several records in the subs_rate table (one per category).

The category table is maintained using phpMyAdmin as it will rarely change. The page allows entry of a subscription rate for each category marked as ‘pays subs’.

 

The member_role table records the roles (assignments) each member holds. This includes association officers, committee members and tower officials.

Role Select the role from the list
Member Select the member from the list
Email Enter an @derbyda.org.uk address which might apply to the assignment. This would be temporary, as the one for the role will default.
Start Date Date the record comes into effect
End Date Date the record ceases to be effective

There are two options for edit

Change Assignment This will terminate the current record, and add a new one
Correct Details Use this to correct the current record

 

The Members table records members of the DDA (as well as Tower Correspondents etc). All members must be assigned to an Organisation record (usually a tower, but there are also records for Unattached members, and non-residents).

On creating a new member, a full set of information is available for entry:

Label Details
Title Title (e.g. Rev). Please avoid using Mr, Mrs, Miss, Ms
Forename(s) First name(s) or with initial if preferred
Surname Surname
Honours etc Only if significant (e.g. OBE) or relevant qualifications (e.g. for Bell Consultants)
Preferred Name Check if this is the preferred name to use (see note below under Change of Name)
Distinct ID Distinguishing ID for duplicate name conflicts. See not below.
Address Postal address
Post Code Post Code
Address visible to public Check if the address may be displayed to the public. (Only required for selected officers).
Address visible to members Check if the address may be displayed to other members
Email Email address. This is required in order for the member to register on the site
Address visible to public Check if the address may be displayed to the public.
Address visible to members Check if the address may be displayed to other members
Phone Phone Number
Phone visible to public Phone can be displayed publicly
Phone visible to members Phone can be displayed to members
Show phone in report Phone can be printed in the Annual Report
Mobile Mobile Phone Number
Mobile visible to public Mobile can be displayed publicly
Mobile visible to members Mobile can be displayed to members
Show mobile in report Mobile can be printed in the Annual Report
Tower Tower (or District for non residents)
Category Membership category
Proposed By Proposer (recent members)
Seconded By Seconder (recent members). One of the current District Ringing masters.
Start Date The date the current tower/category commenced
End Date The date the current tower/category commenced

Behind the scenes, each members has a record in the Persons table, one or more records in the Names table, and one current record in the Membertable. The latter records the tower and category. Once a record has been created the following options are presented

Change Details Updates the current set of records
Change Tower/Category Updates the tower and/or category. The current member record will be terminated, and a new one added
Change of Name Use to record a name change (as opposed to correction). The current record will be retained, and a new record (marked as preferred) will be added. Both records will be visible in the listing.
Personal Data This will give a listing of all the personal data for the member.

 

The Towers table holds details for all the towers in the DDA.

Label Details
Tower Tower name
Dedication Dedication (or sub-title for secular rings)
District District the tower is in
County County the bells lie in
Post Code Post code (for Sat Nav location purposes)
OS Grid Ref Ordnance Survey Grid Reference
Latitude Latitude
Longitude and Longitude ((for Sat Nav location purposes)
Bells Number of bells
Tenor Currently held as text [e.g. 10-2-27 (546kg) in G]
Practice times Practice night day and time. Please be consistent, i.e. Mon, Tue, Wed, Thu, Fri, Sat (as these key words are used in the listing by practice night).
Service times Sunday service ringing times. Again be consistent. See the main listing for inspiration.
Car parking Useful information for visitors
Toilet If available state ‘Available’ otherwise leave empty. Or add any other useful details (such as ‘Ask for key’).
Comments Additional information for administrators – not for publication
In the Diocese Check if in the Diocese of Derby
Other Information Additional information for visitors
Dove ID ID for the Dove database
Felstead ID ID for the Felstead peals database
peals.co ID ID for peals.co.uk (but note this is being superseded by Bell Board)
Picture Link to picture in Google Photos
Web site Church (or tower) web site, if available
Facebook Church (or tower) Facebook link, if available
Twitter Church (or tower) Twitter link, if available
Start Date Date tower joined the DDA (if after 01/01/2017)
End Date Date tower left the DDA (if after 01/01/2017)

Note, an Organisation record is also maintained for each DDA tower, but this is excluded from the listing for Organisation records.

The Roles table defines the roles that may be applied to a particular entity in the Organisation structure, such as President or Committee Member. Members of the DDA may be assigned to one or more roles (or towers) via the Assignment pages (and to towers using the Member Services pages).

Label Details
Role Full (i.e. displayed) name of the role.
Short Role Abbreviated role name. Characters a-z and _ allowed. As with Organisation avoid changing this as it will be used within the application code.
Organisation Organisation. Record in the organisation which the role applies to. Only current organisation records which are marked as having roles will be presented in the list.
Ex Officio Role This is for where a chairman of one committee is, (e.g.) ex-officio, a member of the general committee.
Can be Ex-Officio? Yes if this role can be considered for ex-officio. (Only roles with this marked as Yes will be included in the above list).
Members The maximum number of members for this role. Typically 1 for Chairman or Secretary of a committee – and now unlimited (I’ve assumed 99) for committee members.
Email Email address for the role. This should be the assigned role@derbyda.org.uk addresses, if one is available.
Start Date The date on which the role came (or comes – it can be in the future) into existence.
End Date The date on which the role ceased (or ceases – it can be in the future) to exist. Once End Date has passed, the record will no longer be visible.

 

The Organisation table is a hierarchical table in that each record (apart from the master – the one for the DDA itself) points to its parent record.

Label Details
Full Name Full (i.e. displayed) name of the organisation layer. 100 characters.
Short Name An abbreviated name. This should not be changed once assigned please! It will be used in some of the code to find particular records (as the name could well change over time). Also restricted to the (lowercase) characters a-z, 0-9 and ‘_’
Parent Pick one from the list. Unless, of course, this is the master record.
Members The number of directly electable members. This should be non-zero for affiliated societies, and Life/Additional/Ex-Officio members and zero for everything else.
Can have Roles? If roles can apply to this part of the organisation (e.g. Committee, Officers) then Yes, otherwise No
Contact Email Contact email. Must be a valid email address. Typically for affiliated societies
Start Date The date on which this entity came (or comes – it can be in the future) into existence.
End Date The date on which this entity ceased (or ceases – it can be in the future) to exist. Once End Date has passed, the record will no longer be visible.

 

The database is split into three sections:

Organisation. This defines the structure of the DDA (Districts, Committees) and the respective Roles (Offices)

Membership. This defines Membership of the DDA (People, where they ring and what Roles they take)

Subscription Payments

To access each section you must have Read or Update access to ‘DDA Organisation Data’, ‘DDA Members Data’  or ‘DDA Subscriptions Data’ respectively.

Clicking on the link from the main database page will take you to a display of all current records. Click on the ID for a record to display the full content (if you have update access you will be able to amend the data, or click the NEW ITEM button to create a new record). CANCEL should always take you back to the page you came from (without making any changes if you have Update access).

If you do have update access, the Update page will give you options to UPDATE the record (or ADD if inserting a new one). Once UPDATE has been clicked you will see the record as amended. Click on the OK button to return to the display page.

On the Update page, fields which are editable have a white background – those which which are locked have a grey background.

Note that data is never deleted – even though you may be presented with a REMOVE button. Instead the record is hidden from view and could be restored by a database administrator. Also note that all changes to the data are logged for diagnostic and recovery purposes.

Further details will be displayed on the Help page (above) for each data set.

The subscription payment system is intended to simplify and automate, as far as possible, subscription payments. Click on Pay subscriptions to view a list of the members of your tower and/or household with outstanding subscriptions.

First of all, check that each category is correct – if it isn’t you will need to reselect Member Services from the menu, and update to the correct one.

For each member you wish to make payment, check the Selected box. Then click on Checkout. This will show the members you have selected. If you want to go back and change things click on Back. Otherwise select the payment method and click on Continue. Note that once you click on Continue, a payment record will have been made, so it is important you follow the instructions from here on!

PayPal You will be presented with a page which explains what to do when you get into PayPal, especially what to do if you change your mind! You can at this stage click on Cancel to return to the subscriptions main page. To proceed with PayPal, click on the Buy Now button. This will take you to the PayPal login screen. If you have a PayPal account, enter your login details – otherwise click on Check Out as Guest and enter your credit/debit card details – and click on Pay Now. This will complete the transaction. If you wish, click on Return to Merchant on completion.

To exit from PayPal without making a payment, you must click on the Cancel and return to Derby Diocesan Association link (in very small print) at the bottom of the page. Please do not use the browser back button – if you do so your payment will be stuck in a Pending state, and will require some manual intervention to correct it.

Sorry – PayPal is not yet available as an option.

Internet Banking This is a semi-automated alternative to PayPal (in that no-one need go near a post box or bank). It will require some intervention by an administrator.

As with PayPal, if you click on Cancel at this stage, the transaction will be cancelled. Please make a note of the payment information. It is important that we can recognise the payment being made from the transaction reference shown – you must include this when you set up the payment.

It may take several days before an administrator looks at the bank statements. Your payment will remain in a pending state until our reconciliation process is completed.

Cheque If you prefer, you can pay by cheque. Obviously you will need to post it to us, and someone will need to visit a bank. It could take a week or two to complete this process. Again, your payment will remain in a pending state until this has happened.

Note: You will receive an email from the DDA

  • When the transaction is created
  • When payment is received from PayPal (usually within a few minutes), or when the status is set to Complete or Cancelled by an administrator after checking payment details (this could take several days)
  • If you cancel the transaction from within PayPal or by clicking on the Cancel button

Payment History

From the main subscriptions page, click on History. This will show a list of transactions in reverse order (newest first), together with the state:

Pending Payment has been initiated but not yet received
Complete Payment has been completed
Cancelled Payment has been cancelled

And also the method:

paypal Payment has been made by PayPal
bacs Payment has been made by Internet Banking
cheque Payment has been made by Cheque

Click on the transaction reference for details. For Internet and Cheque payments you will be able to Cancel the transaction and start again (only do so if your payment hasn’t been sent) – for PayPal you will need to advise the Membership secretary ( Gillian Hallas

Welcome to Member Services. Depending on your login to the site you will have access to one or more of these facilities

Within Member Services, please navigate using the buttons provided. If you use your browser’s back and forward buttons, the system will lose track of where your are! It does make some checks for this, and may display a warning message. Be particular careful with Subscriptions (if using PayPal please follow the instructions) – you don’t want to pay twice!

View Member Information

As a member of the DDA you have a right to know who the other members of the Association are, and to be able to contact them should the need arise. Click on View Member Information from the Member Services page, and you will get a list. You may page through the list, or use the Filter facility to search for a member or tower. Note that this uses SQL syntax where _ matches any one character and % matches any number of characters. (If you don’t enter a % or _ then your entry will be wrapped with a % – eg fred will be replaced with %fred% and match Fred, Frederick, Freddy etc). Note also that case is ignored for the match (so fred and FRED will both match Frederick).

You can click on the member’s name to display full details – if available. If you have access (members of your own tower or family), you will be presented with buttons to change information (otherwise you must press BACK to get back to the list). Note that, if your search returns just one member, you will be taken directly to the page for that member.

Change Member Information

If you have access, you will be presented with 3 extra buttons. They have different effects, so should be used depending on what needs to be changed

Change Details Use this button to change any details for the member i.e. to correct the name, or to update the preferences for showing addresses and phone numbers (if you have permission). You will not  be able to amend the tower or category – please use the next button. If the member has changed their name, please use the Change Name button.
 Change Tower/Category Use this button to change the tower the member belongs to (if you have permission), or the Membership category. This retains the previous tower/category on the system for historic reporting purposes.
 Change Name Use this  button to record a new name for the member. This retains the previous name on the system for historic reporting purposes.

Please complete the details which have been enabled for input:

Title Please enter a title (such as Rev, Sir). Please do not enter Mr, Mrs, Miss, Ms etc as we do not use these
Forename The name the person is usually known by. Initials aren’t usually required.
Surname The person’s surname
Qualifications etc Any distinguishing letters or relevant qualifications (e.g. JP, OBE) which should be displayed
Address The member’s full postal address. This is required should we need to contact the member directly.
Post Code The member’s postcode. We mainly use this to work out who is a family member, and for the member registration.
Address visible
publicly
Check this if the address can be displayed on the web site. This is only needed for a few selected officers.
Address visible
to members
Check this if the address can be displayed on the member pages. Please check this if you don’t check the options to display an email address or phone number.
Email The member’s email address. This is the preferred means of communication. Also, to register as a member the email address and post code at registration must match the  address held here.
Email visible publicly Check this if the address can be displayed on the web site. This is usually not needed.
Email visible
to members
You are encouraged to check this, so your ringing colleagues can contact you.
Phone Telephone (including area code)
Phone visible publicly Check this if the number can be displayed on the web site. This can be useful if you are a tower correspondent, so you can be contacted to check if a practice is taking place.
Phone visible
to members
You are encouraged to check this, so your ringing colleagues can contact you.
Show phone in
annual report
You are encouraged to check this, so your ringing colleagues can contact you.
Mobile Mobile phone number
Mobile visible publicly Check this if the number can be displayed on the web site. This can be useful if you are a tower correspondent, so you can be contacted to check if a practice is taking place.
Mobile visible
to members
You are encouraged to check this, so your ringing colleagues can contact you.
Show mobile in
annual report
You are encouraged to check this, so your ringing colleagues can contact you.
Tower Select from the pull-down list
Category Select from the pull-down list

When you have corrected the data, click on the UPDATE button. This will take you to a confirmation page – click on OK to continue.

Otherwise click on CANCEL if you change your mind and don’t want to update the record.

 

Overview

The subscriptions payment system is designed to automate (as far as possible) and simplify the payment of subscriptions. To use the system, you must first be registered as a DDA member on the website. To do so, login and access your profile.