AXWare Systems ORM Help
This help document is a summary of the many functions and features that are found
in AXWare Systems ORM.
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Helpful Hints for First Time Users <<<<<
A few simple steps to get you registered for events:
- First register in AXWare Systems ORM in order to utilize it's functionality. To
do so, use "New? Create New Account".
- Subscribe to the clubs that you will be participating in. The "New?
Create New Account" process will guide you in the process. Subscribing
to a club does not mean you must join that club, but provides the control
necessary to support each Club's registration rules and policies.
- Create one or more cars in your garage selecting the class and car
number, and any other pertinent information.
- Register for an event from the Calendar. Manipulate the display
settings for the calendar to limit or expose various events.
- If online payments is active, follow the requirements dictated by that club.
Clubs may limit the access to several tasks until you become an Active Member
of a club. This provides a controlled and secured environment. To become a
member, use the My Clubs or the Subscribe to a Club
(or more than one), during your registration process.
An Administrator from that club must
activate your account before you will be given privileges to access other areas
of the AXWare Systems ORM. Generally this will only be carried out for
drivers that have paid their membership dues. Please check each club's
policies.
In addition, a user may be a member of more than one club and maintain
entries in the Garage for each club, supporting the Class Definitions
which are generally unique for each club.
Using AXWare Systems ORM implies that you accept and will follow
the items outlines in
Terms and
Conditions.
Note: If you do not follow the
Terms and
Conditions as outlined on this site, an Administrator may terminate
your account at any time.
Exposure levels and web content are controlled by the Administrators of each
club. Data and conditional access to club information is controlled by your
administrators and provides flexibility in exposing or not exposing certain
items to the public. For instance:
- Data columns may be hidden or exposed in every aspect of the ORM,
this includes Membership Lists, Registrations listings etc.
- Registration lists for any events and access to club related
results can be made non-public by requiring login access and membership
status.
- Users accounts alone do not provide access to non-exposed data.
- Email Notifications are available to notify you of registrations,
deletions of any registrations and automated reminder notifications. The
Automated reminder is configured by the administrators on an event-by-event
bases. If Users do not have The Email Notification, in 'My
Information', checked, reminder emails will not be sent to those Users.
- Providing Emails in 'My Information' is essential for email
notifications. In addition, mass emails to the membership will be
provided for Administrators (not yet in place). A quick and easy way for the
Administrators to provide information.
Use the
Recover Password process if you have forgotten your password. If you
have forgotten your user id, please contact your club administrators in the
Club Center. A specific contact may be
assigned to manage these type of questions.
Email confirmations may be configured for your account. This
requires valid emails specified in your User Information.
Note: It is your responsibility as a
User
to maintain your email address appropriately in AXWare Systems ORM.
Confirmations are optionally supported based on your account
setting. The 'Email Confirmation' setting must be 'ON'
in order for automated emails to be sent to your primariy email (set in 'email#1').
Confirmations are auto-generated under these situations:
-
Registering for an event
-
Editing your registrations
-
Deleting registrations.
-
When Administrators modify, delete or
change your registrations.
-
If the club has auto-email notifications active, you will
receive additional 'reminder' emails for the upcoming events.
-
Club officer emails
If you are not receiving confirmations when you expect them,
please verify your email account in the My Information task function.
Registering for an Event is carried out from the 'Event Calendar'
page. Select the dates and club that you are interested in viewing. Click on the
Register link. Select a car
from your garage using the Check box for the appropriate car, then pressing
'Register Selected Cars' or press the Create New Car to
create a new car that is not listed.
New to AXWare ORM and do not have an account:
If you do not yet have an account in the system, iclick on the
Register link from the calendar page and the system will walk you
through: creating an account, editing your membership data, creating a car
in the garage, and finally registering for the event. You will be
guided through this sequence.
If you have an existing account:
Click on the Register link from the calendar page login
and register for the event. You may optionally login before hand to
mange your registration process or other tasks.
To edit your registrations, use the 'My Registrations' page to
make any necessary changes. If a Cap exists for the event, do not delete
your registrations unless that is your intent. If you do, a driver on the
waiting list may take the open slot. Please contact your club's officers
if you have any questions using Club Center.
You can register for other drivers using the following
process:
-
Add the drivers to your Linked Drivers list using the
My Linked Drivers task.
-
During the Registration process, select the "Register
for Your Linked Drivers" tab and select the driver from the list.
The Task bar, at the left of the page, is used to access each
task in the system.
Users are provided the following functions:
- Event Calendar - a list based calendar provides access to all registered
events. These events may be listed based on the starting from the selected
month and on a per club/organization. Events are shown on a month-by-month
basis or view the entire year. Event reports can be automatically specified by
pointing the URL names to the web page that the reports are stored on and must
be uploaded to that location following their generation.
- Results - results are available on a season by season basis,
including points (if the club chooses) and results from all events.
- Club Center - a centralized place that provides specific club
information and contacts for the club (if so configured). You can email
officers and chiefs for the club (or series) based on each club's
configuration.
- My Information - access to your user profile. Each account contains generic
information that pertains to normal information dealing with address, phone
numbers and email.
- Quick User Creation: If the club you are going to participating
with does not provide online payments, you may enter a minimal amount of
data (high lighted by the '*') beside the data fields that are required.
- If online payments is active and you want to make use of the feature,
you will be required to fill our additional data, including your address and
other information (billing address) for payment processing.
- My Clubs - contains the lists of the clubs you are
participating with or a member of. Maintain
your club information from this task page. To edit club specific data,
click on the respective edit button next to the club.
- Membership Dues: Some clubs offer online payments for your
Membership Dues and thus offer and automated approach to renewing your
membership.
- My Linked Drivers - allows you to manage other drivers that you
can register for.
- My Garage - a list of all the vehicles that a user has. Cars are
specific to a club (since classings may differ between clubs) and allows easy
access to modify or create additional cars. Editing the garage has no effect
on an prior events.
- My Registrations - access to all registrations to future. You can
edit, change or cancel the registration as necessary.
- My Garage: Any user may have multiple cars in their garage.
Since some users may be members of various clubs (with different classings),
each car can be specifically assigned to any club that the user is a member
of. Each
car may have a different sponsor, tires and other various data elements.
- My Registrations: This page contains a table of all your
registrations for pending events. Events already run are not
accessible. You can edit or delete any of your registrations from this page.
However, new entries can only be managed from the Register For Event page,
accessed from the Calendar page.
- My Settings - maintains a Club Filter list that allows you to view
only the selected clubs in the Calendar (select the clubs you participate in
only). You can also set your Time Zone so that the Calendar data and
registration times are accurate. Note: If you do not have a time zone
set, the default time zone of the Hosting Server will be used.
- Club Members - lists the Club members for a club. This may
or may not be active depending on the settings for the club. Some clubs may
choose not to display a membership list online. If the list is provided, the
Administrators of the club dictate what data is provided.
- Reserved Cars - reserved car listings respective to the
entire membership. This includes active and non-active members. The
reservation of cars is quite important for points control in AXWare For
Windows. During creating of Garaged Cars, the entered classing is checked
against the Membership list and supports the club rules: These rules are
based on whether or not Unique Car Numbers are required in open and in pax
classes (where applicable).
- Club Store - if this task is available, one or more clubs you are
participating with has items available for sale.
- OLP (Online Payment History) History - displays
your payment history for all of your registration or membership purchases.
Results
Results can be access from the Calendar when in a summary view (not all
clubs), or listed on a per-season basis in the Results page.
The Administrator controls are one of the key elements to the success of
any system. As such, AXWare Systems ORM provides a wide array of
functionality that allows the Administrators the ability to manage the club,
members and events in a centralized facility.
Admin Task Bar Section
The Admin Controls section of the Task Bar becomes available for administrators
of a club or organization, providing the following controls:
- New Subscriptions - this task will list all non-active members.
Some clubs may require that all drivers are members for their events while
others will not, based on club policies. When users Request To
Participate
with a club, they automatically become inactive members for that club.
Activating an account depends on the club policies and generally requires a
fee.
Administrators have management capabilities over user information, including: editing, activation, de-activation, or deleting
memberships. Once a user is added to a club's membership list, be it
active or in-active, the Administrators have access to the User Information
as well. Once a driver is activated as a member, they can be viewed
via the Members task.
SCCA Memberships - SCCA memberships are controlled by a national
office and not ORM specifically. Extensions in ORM allow SCCA style
clubs to manage 'localized' memberships for their club. The SCCA Membership
Information and the club information in ORM are therefore separated,
although may be linked, based on the settings of the club.
- Members - this screen provides access to your club's
Active and Non-Active Membership entries, essentially the entire list.
Note: The list may be sorted by any
displayed column by clicking on the Titles.
- Annual Registrations - many clubs offer a one time registration
process for all events. This task page provides Administrators the
capability to register users (or change their registrations), for any event
in the season. Payments are managed separately.
- Annual Tech and Annual Waiver support. The software
interface must be v8.20.004 or newer.
- Edit Users - this page provides the ability to managed drivers
regardless of their club subscriptions. You can find users and managed their
club subscriptions and garage. This functionality may be useful when users register in the system but
are not yet subscribed to any club.
- Administrators - the Root Administrator has access to the
Administrators page and can activate other Administrators of the club.
- Email Manager - administrators can send emails to Active Members,
Non-Members, everybody, or those registered for a specific event. This also
includes a 'Test' version that is sent to the person generating the email.
This allows you to validate the email before sending it to the masses.
- Club - access club specific information. In addition, the Points Reports are set using this page
specific to the season.
- Events - a screen that controls all events for the club.
- Provides download function
for each event.
This can be access explicitly via the software so explicit
downloads are not required.
- Create new events with all new information.
- Clone existing events. Cloning
an event is the recommended method of creating new events for existing
locations. After cloning, edit the dates, fees, online
registrations times and other information respectively.
- Edit the Event to enter the appropriate data items for the
event. The editing of an event is managed across several
Tabs to help manage that data.
- Edit Registrations: You can also edit the registrations for
any event by clicking on the Edit Registrations icon. Edit
Registrations allows you to enter, edit or activate
registrations for any event.
- Heat Assignments on an Event by Event
Basis - provides control for setting up heat assignments,
work heat order and the running order of the classes within each
heat. Easily downloadable for each event, it gives you the power
to easily and centrally control the heat assignments.
- Manage Store - provides a method to setup very simply items for
sale to drivers in the club. Items such as annual registratins,
t-shits etc.
- The Bank - allows administrators to provide discount to specific
drivers. The discounts will be used automatically via the Online Payment
system when registering for events.
- OLP Reports - lists all the Online Payments made to the club.
- Settings - provides access to a club's configuration and
preference settings. These include:
- How car numbers are managed (Unique Car Numbers, Unique Numbers in Pax Classes etc).
- Theme/Style for the club. Colors and fonts can be made to match
your clubs existing web site, if so desired. Several built-in themes
are provided for your selection.
- Preference settings, like the number of entries to display on
any pages in the ORM.
- Control how data is exposed to the public (or members) via the
several settings: these include:
- Scrambling Names (truncation method),
- Membership list public or not,
- Expose Registration list to public, or require Active Membership
status
- Require Registration from Garaged entries (this forces Users to have
cars in their garage to select from).
- Require Active Membership status when registering for events.
Some clubs have this requirement while others allow non-members to
provide support for new entries (like novices), at their events.
- Customize Column Headings for task pages to provide
the data columns you require. Most task pages allow you to specify the
data columns (and their Heading) that you require. This provides a
custom view to your membership and drivers. This includes:
- Member Headings
- Membership Columns for Downloads
- Registration Columns
- Registration Columns For Downloads
- And several other items...
- Customize the Column Order for task pages to allow the
desired data flow for your data requirements, including:
- Memberships pages
- Registrations pages
- Edit several Setup Tables:
- Edit Classes - control all aspects of your class definitions.
- Edit Fees Table - configure default Membership and Event fees. Note:
Use the Event Fees Tab for more sophisticated entry fee configurations.
- Edit Work Assignments - custom build your set of work
assignments to match what you are using in AXWare For Windows. The
work assignments allow you to assign Duties to work assignments. When
the Duty is blank, it used for the common work assignments for the
general population, but may be set to BOD and Chief status to
distinguish between normal assignments. BOD and Chiefs work
assignments are generally consider non-heat related duties
and are not available for the general public during registration. BOD
and Chief work assignments are specified to Members that have been
flagged as a BOD or Chief (by the Administrators). In addition, if
work assignments are being controlled by AXWare For Windows, they will
be automatically supported, meaning that the non-heat based assignments
versus the common assignments are fully functional. Please review the
AXWare For Windows Documentation, Work Assignments section for
additional details.
- Import:
- Membership Data -- this will create or update existing entries
(validated based on names) as well as create or update a user's
garage. The latter is possible since in AXWare For Windows,
each record is tied directly to a class and car. Thus the
imports will automatically try to either create or update each car
for that driver.
- Class Definition files - importing class definitions will
overwrite any existing records that are defined for the club.
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In order for clubs to use AXWare Systems ORM, they must first
Register their Club or Organization. This will create a
Club entity in the system as well as provide administering controls to manage
the members, settings and events. A Root Administrator will be created
that will have privileges to manage the the club's configuration as well as
assign additional Administrators, along with the
default configuration setup for the club or organization.
A one time setup fee is charged on a yearly basis, and events are charged
separately, as individual charges or can be purchased as a Seasonal or Series subscriptions
(multiple Events).
Once registered, the Club/Organization will be created with:
- Default settings
- an empty membership list
- blank class definitions
- access to preference settings
that provide display, font and color selections for your view of the system.
- access to Data Column definitions, (to tune the online data to
what is required in the AXWare for Windows interface).
See below for descriptions of the Administrative tasks
that are provided in the system.
Several startup processes are provided for the Administrators to help
configure the product to that of AXWare For Windows. In addition, several
other items may be modified to help organize the views, and look and feel of the
system according to your club's needs.
- Import Class Definitions: Quickly support the exact classing structure
you are using today.
- Import Memberships: This will automatically also created garages for all
included users. Default passwords will be configured and should be changed
by all users before using their new accounts. Importing Membership Entries
will automatically flag them as 'Active' members if their 'membership flag
is set. Otherwise they will be in-active members but will have access to all
of their data, with limited capacity.
- Club specific settings: These settings provides access to
settings such as , Unique
Car Number Control, Class casing (upper or lower case), Number of entries
displayed (and paged) in views, Scramble Names, and several more etc. See the Settings
page for additional options.
- Customize Data Columns for Several Views: Several task
pages support customization by allow you to selective and order the data
columns. This includes data columns for downloads of the registration and
membership data. The data columns may be modified and changed to suit
the display text that is desired. The Settings Page contains access to
the tunable settings. You also have the ability to change the order of the
data columns to your preferences by adjusting the 'orderby' data column for
the respective data columns.
- Usage Settings: These are settings that affect how
data may be displayed to the public, membership and what is exposed, and
how. These settings include scrambling of names, making the
registration list public or less exposed etc. Such settings are found under
the Settings task.
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