Managing KCLSU Student Society Details and Communications

Learn how to effectively manage your student society on the KCLSU platform by updating organization details, editing descriptions, and sending emails to members. This guide provides clear instructions on navigating the administrative interface to update your club's content and communicate with your community.

Gamel Oki
44 steps
9 minutes

About Page

Kclsu

Accessing Admin Tools

Navigate to [https://www.kclsu.org/](https://www.kclsu.org/)

Click "Log in"

Click "Student Login" and proceed to login using the same details you use to access the University systems.

You'll be sent back to the page you were on before you logged in. Before you start your first edits, check your memberships to make sure you have the correct access. Click the button that the system greets you with. My button says, "Good afternoon Gam"

Click "Memberships"

You will see which groups you're a member of and what level of membership you have. Ensure you purchase a standard membership at the start of the year to avoid access issues. You should have a committee position for the group you're aiming to access. If you're having problems with your position contact [studentgroups@kclsu.org](mailto:studentgroups@kclsu.org)

Now we're going to access you student group admin screen. Click "Admin", which will appear on most screens as a small cog in the top right of the screen to the left of your name.

You will get a menu which has an Organisation list at the bottom. You will see all the groups for which you have admin access in this list. For the training, I will be utilising the Disney+ Society. Click "Disney+ Society"

You should have access to several key areas, including - Activities, - Edit details - Members - Messages - Sales Reports

Viewing your Members

Click "Members"

Here you will see all the members of your group and their unique card numbers (K Numbers)

Click your group name in the top left-hand of the screen (in my case, "Disney+ Society") to go back to the main admin hub.

Messaging Your Members

Click "Send emails to members"

In this area, you will see all committee messages that have been received or sent to members via the system. To send your members and or committee a message, click "Send email"

You will have the option to send an email from your personal email (whichever email(s) you have registered on the system) or the group email (as long as there's one registered on the system). After selecting where you want your email to come from, click "Add recipients", and you can select to email your members individually, or by membership type, e.g. email all committee members, email all associate members, etc.

You can share files from your computer by attaching them to the message being sent. Click "Add attachments"

Click "Choose file" and select a file from your device.

Click "Attach"

You will see the file and size below. We suggest keeping attachments to no more than 1-2mb. You can attach multiple files. Once you've attached all the files you wish to send, click "Back to message"

Add text into the message area and click send when you are complete. If you wish to come back to this later, you can click "Save as draft" or "Send Preview" to send the message to select people for a second opinion on the contents.

**Tip!** You might want to use a more sophisticated or intuitive system to manage communications with your members. We suggest that you initially reach out to your members via this system and use it to collect their contact information, so you can then add them to your email system, WhatsApp group, etc. You should also check back regularly, as new members may join at any time (except during elections). \ \ Whatever you do, make sure you handle student data carefully, as you are legally responsible for the data you collect.

Viewing your Sales

Click "Sales Reports" to view information on your student group's product, membership and ticket sales.

There are three types of report\ **The sales reports** will show you all sales connected to your group via the website or KCLSU Hubs, including tickets, memberships and products. \ \ **The purchaser report** will show you all the sales connected to your group, plus the name and K number of each person who has made the purchase. **The customisation report** will show you the relevant sales connected to your group, along with the name and chosen product customisation. \* Customisations are additional requests for information from the purchaser upon purchase. This could be asking the purchaser to choose the size of the products, or to choose a food option when buying a ticket for an event with food. It could even ask for next-of-kin details. You can have multiple customisations on a product.

Edit details will allow you to change the information that appears on the [kclsu.org](https://kclsu.org) webpage for your student group. At access it click "Edit Details"

Editing / Adding Group Contact Info

You can Edit the contact information of your group and the information will appear on your groups page automatically. \ \ Click the "Email address" field to edit the group email address - this will appear as a button on the page which allow people to contact your group directly\ \ Click "Web Address" to add the web address of another external website -this will appear as a button on the page which allow people to contact your group directly Click "Phone number" to add a phone number - this will appear as a button on the page which allow people to contact your group directly Click "X (formerly twitter) username" to add your X username - this will appear as a button on the page which allow people to contact your group directly Click "Facebook URL" to add your Facebook to the page - this will appear as a button on the page which allow people to contact your group directly Click "Instagram username" to add your Instagram account - this will appear as a button on the page which allow people to contact your group directly Click "YouTube URL" to add your YouTube account - this will appear as a button on the page which allow people to contact your group directly

The "Listing Description" field contains information that appears only on the [kclsu.org](https://kclsu.org) search screen. You can choose to skip this or add a short, catchy description of your student group.

Your Group Page Content

The description area will hold key information about your student group. The area, by default, is a visual interface similar to MS Word, so you can paste and type directly into the page.

Tip! Add information on; - Who you are - What your group does - When you do your activity - Where do you do your activity - Add information about your types of membership if you have multiple - Point out what a student gains by joining your student group

If you're experienced and confident in reading, understanding, and editing code, you can view the page's code by clicking the "Source" button. \ \ If you have no experience with HTML code, we suggest you avoid this. Once pressed, press the button again to go back to the visual interface.

Click here to paste text written in another program onto your page. If you're pasting from Microsoft Word use the button to right of the one highlighted (the paste button with the "W" in the bottom right corner).

The system will give you a chance to paste your text into a pop-up so the code can be "cleaned" before it is added to the page. If any unusual formatting still makes it to the page, highlight the problem area and press the remove formatting button (the "T" button with a small "x" in the bottom-right corner).

The highlighted button is the link button (it should appear as a paperclip). This will allow you to turn highlighted text or images into web links. When links are clicked, they will load the destination webpage in the current window.

Once you've typed in the location you're linking to click "OK". If you wish to remove a link, press the paper clip button with a small "x" in the lower-right corner, to the right of the link button.

The highlighted button is for adding images. Place the cursor where you want the image to go and press the button.

An "Image Properties" pop-up will appear to select the image from your device. Click "Browse Server"

Another pop-up window will appear with all previous images uploaded by your student group. If you want to use an image that has already been uploaded, double-click any image. To upload a new image from your device, click "Select File"

Select a file from your device's hard drive or a connected network drive, then click okay. You will appear back on the screen, as pictured below. Click "Upload" and the image you selected will appear alongside the other previously uploaded images. You can now double-click the image and choose it for use on your web page.

Tip! The pictures uploaded automatically appear in alphabetical order. So if your group has uploaded many images, your image might not appear at the top of the list. The image has uploaded you'll just need to click through the pages to get to it.

You will be back to the "image properties pop-up. Adjust the width if necessary and then click "OK"

Tip! We suggest using web-ready imagery that is about 1-2mb in size. In terms of dimensions, your image shouldn't need to be much more than 1200px wide. Using large images with high file sizes will slow page load times and may even cause browsers to crash when loading your page, so it's not advisable.

Next we're going to use the text format controls to format some of copy.

Your text has preset styles. Most notably, a range of preset headings with fixed sizes, colours and fonts. You can utilise these and the preset normal body font from this dropdown menu. \ \ We're creating some body copy, so we've used the standard body preset by selecting "Normal" (this will be the default).

To create a bulleted list we click the bullet point button (highlighted).

To create a numbered list, we click the numbered list button (highlighted).

The **bold**, **italic**, and **underline** buttons work similarly to those in Word or other writing programs.

The Omega symbol highlighted will give you access to special characters and symbols. This can be handy if you're trying to use a specific symbol, but it's not available on your keyboard, e.g. the accented "é" for café.

Finally, you can alter the text alignment to suit your purposes using the highlighted symbols.

With the above information, you should be able to - Access your admin tools - Check your members - Message your members - Check you sales - Edit your student group page Good luck!

Managing KCLSU Student Society Details and Communications

Gamel Oki
44 steps
9 minutes