This page lists the main software-related tasks for the Walks Secretary.

Send regular emails to encourage leaders to list activities

The Walks Secretary can send emails to all leaders by:

  • Log into Bilby
  • Switch to Administration Mode
  • Dashboard
  • Users
  • Filter by tag
  • Download list
  • Toggle full name and email address
  • Generate Report (This will drop all the leaders’ names & addresses into CSV format)
  • Cut and paste the email addresses into the email you want to send.

This function is currently being performed using Mailchimp.

Monitor the activity program

The Walks Secretary can monitor various elements of the activity program by:

  • Log into Bilby
  • Switch to Administration Mode
  • Dashboard
  • Activities

There is a Quick Search that does a partial sting match on the Title field and a more comprehensive Filter function, which enables searching by most fields, such as status or tags (for example, if you wanted to find out what canoeing or snow-shoeing trips were on).

The display order can be changed by clicking on any column title that has an arrow to the right of the column name.

Select columns to display by clicking on the Columns button. If there are more columns than can be displayed on the screen, scroll horizontally by holding the shift-key down while using the mouse scroll wheel.

The results can be downloaded into a report by clicking on Export to CSV. If you are downloading a long report, it is best to increase the Page Size to 100 to minimise the number of pages to be downloaded. Clicking Export to CSV downloads the current page, which is identified with a page number in the file name. The settings can be saved as a Bookmark in Bilby that can be reused next time that report is to be generated. Click on the Asterisk button to access the Bookmarks feature.

The CSV file can be imported into Excel or other spreadsheet software for further manipulation and analysis.

Respond to offers of activities

The Walks Secretary reviews all offers of activities and then approves them by updating their status in the system from Draft to Open to Public or Members Only.

Perform actions on behalf of leaders

If a Leader is unable to access the system for some reason the Walks Secretary can perform actions on their behalf, as well as performing some actions that are not available to Leaders.

Check the activity history of a member or guest

Sometimes the Walks Secretary may be contacted by a Leader to provide more information on the walks/activities history of a member.  The Walks Secretary can do this when logged in as an Administrator using the Dashboard, Users function.  From here, the member can be selected using Bilby’s filtering option and looking at the Users Bookings to see their status (eg completed, attended, etc).

Assign the role of leader or revoke a leader’s status

The Walks Secretary and other Committee members with ‘Organisation Management’ access can assign (or ‘tag’) the role of leader to any Member or Life Member. Guests and Institutional Members cannot be made leaders. For information on how to use Bilby membership tagging to designate a member as a leader or to revoke a leader’s status see Membership Tagging.

Fungus, Wild Cattle Creek catchment,
by Leigh Hermann

Updated: 2025-01-17