Admin - ABC of running an event, what do I need to do?

Every body can run an event. To keep the quality high, read the information about MBO or MBO Score events on this website. There are also various mapping and planning guidelines to download. It is important that you take the time to understand what makes an event good quality, otherwise you and your competitors will be disappointed.

1. Join as an Associate Member
2. Login to your BMBO Account.
3. You will now see the 'Management Portal'.
4. Register your club, use the 'Clubs' tab.
5. You will get a confirmation email once your club is "Live". Now you can continue to submit your events.

6. Submit your League (if required)
7. Submit your event/events
8. You will receive confirmation emails once your League and events are "Live".
9. Complete and Save Risk Assessment. (Edit it when you want until submitted)
10. Submit Risk Assessment.

Your event is ready to run.

Admin - How do I know my event, club or league has been submitted correctly

Every time you submit anything to BMBO via the management portal, you will receive email notification that it has been submitted.

SUBMISSION occurs when you SAVE the form your submitting.

For example, you want to add a new club.

1. Login
2. go to CLUBS
3. click "create new club" button at the top of the page
4. Fill in the form.
5. Click SAVE at the bottom of the form, this submits your club application.

Once a form has been submitted, if it requires action by BMBO, the relevant person is automatically emailed about the job to be done.

Admin - What message does the system send out.

Every time you do something in the Management Portal, the system will acknowledge receipt by emailing a confirmation email to you ( plus anybody else in your club who is a either a Club Manager or Event Manager).

The system also notifies the relevant BMBO Administrator who needs to take action following you request/submission. This way no jobs are missed and everything should be actioned within a few days at most. We aim to action requests within 24hrs.

Admin Managers - Club, League and Event managers. What are they? what do I need to do?

Admin Managers - have the power create, edit and complete admin tasks within the areas they manage. We have three types of Admin Manager - Club Manager, Event Manager and League Manager.

Club Managers - Have access to all areas to do with the club they manage and only the club they manage. They can create events, edit events, add more Club Managers, add Event Managers, complete risk assessments, submit levy forms, submit results and event reports etc. They can do anything to do with the club.

Event Managers - Your access is limited to just the event you are managing. But you can do ALL the Admin for that event ie. complete risk assessments, submit levy form, submit results and event report etc.

League Managers - they manage a particular league only.

Add people to the relative managers list by name, search by surname and check by their BMBO number.

You can remove people from the managers lists at will.

Why do BMBO have these managers at all? We want people in a club to have access to the website to do the job they want. By allowing club members to do their work with out having to send everything to BMBO Admin or a central club member, the work load is spread, the job gets done quickly and easily.

BMBO Logo - how can I get it for my flyers?

Files you need can be downloaded from the Links Tab on the left: http://www.bmbo.org.uk/links/

We will be adding new pages and content in the next few weeks.

Colours - What does the coloured text in the Management Portal mean?

Red Text - these are admin functions you need to complete.

Before an event - you have two admin tasks to complete, Risk Assessment and Submit Risk Assessment.

Green Text - These admin functions have been completed.

Before your event - the two admin functions should be GREEN indicating you have done the admin and your event is sanctioned and insured.

After your event - Levy, Event Report and Results appear (hidden before) in RED.

Complete these and all your admin is done.

You will receive Admin System Reminders automatically to ensure your event is sanctioned and insured.

Date Change - I can't change the date of my sanctioned event. Why?

Sanctioned events in the calendar have their date locked. Only the Calendar Manager can change the date of your event.

The calendar is coordinated to reduce/prevent event clashes. You apply for a date to run your event. We sanction it and will prevent other organisers from clashing with your event as much as possible.

We will consider an event clash based on proximity ie is this event going to reduce competitors at another regional event which is close.

Its about being fair to other organisers. A date change that suits you, may not be fair to somebody else.

To request a date change contact the Calendar Manager.

Event Levy Form - where do I find it.

Event levies forms are submitted online.

Login to your account.

Go to the Events page.
Find your event.
After your event date, the LEVY FORM will appear in RED.
Once completed, it will turn to GREEN.
Send a cheque to the Treasurer, you will be sent an email reminding you of the treasurers address.

Event Report and Results - How do I submit them online.

Event reports are submitted online.

Login to your account.

Go to the Events page.
Find your event.
After your event date, Report and Results will appear in RED.
Once each is completed, they will turn to GREEN independently

Insurance - how do I get my insurance document?

As soon as you have saved and submitted your Risk Assessment, you will automatically be emailed your Insurance certificate and OS licence.

Membership List - how do I get the list to check my event entries are members.

Once your Risk Assessment has been submitted, you will be able to download the membership list in CSV format via:

Management Portal > Events > Export Membership.

OS Licence - how do I get the OS Licence to copy maps?

As soon as you have saved and submitted your Risk Assessment, you will automatically be emailed your OS licence and Insurance certificate.

Risk Assessment - what is the process for saving and submission.

Once your event is registered and made live by Admin, you can complete the Risk Assessment. The Risk Assessment form appears on your event after it is made live.

You can edit and save the Risk Assessment as many times as you like. This allows you to amend it as you plan your event and visit parts of the course.

You must Submit the Risk Assessment BEFORE your event to be insured.

Once submitted, the Risk Assessment is locked, you will be able to view it, but not save and make amendments.

Green "Risk Assessment" button and its already been saved.

Red "Submit Risk Assessment" you still need to submit your risk assessment.

Green "Download Insurance" button and the risk assessment has been submitted.

SI Kit - How do I book it? Who gets priority?

Booking the SI Kit:

All bookings are done online, via the Management Portal and your particular event. Simply tick the Box for SI Hire, save your event details and the request automatically goes to the SI manager. You will be informed via email if your booking is accepted or declined.


Priority in booking:
All National events get priority booking for the SI kit regardless of who booked first. For other events booking goes to the earliest application date for SI.

Contact:
if you have any questions about the use of kit or bookings contact: sportident@bmbo.org.uk