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
  • Manage 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.

Automating this function is currently being investigated 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
  • Manage Activities
  • Filter by Owner (alphabetical sort option), Title (alphabetical sort option), Start (date by ascending or descending order), Status (toggles between Draft, Review, Closed, Completed, Cancelled, Removed & Members Only)

There is also a Quick Search and Filter function which enables searching by more fields eg tags (if you wanted to find out for example what canoeing or snow-shoeing trips were on).

The results can be downloaded into a report by:

  • Download list
  • Toggle the selected fields
  • Generate Report (This will drop all the details into CSV format which can also be used as an Excel file)
  • Cut and paste the email addresses into the email you want to send.

Automating this function is currently being investigated using Mailchimp.

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.

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, Manage 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, advanced leader or revoking 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 advanced leader or to revoke a leader’s status see Membership Tagging.

Fungus, Wild Cattle Creek catchment,
by Leigh Hermann