The system is only accessible to authorised users who require a unique username and password to sign-in.
Usernames and password are issued by the system administrator.
Bearing in mind that the system contains the personal details of identifiable individuals, and is thus subject to GDPR rules,
users must keep their usernames and passwords secret. If you forget your username or password then contact the system administrator.
Individual users fall into one of three groups, each group having a different level of permission to access the system.
| Guests |
Can only see the dashboard, which summarises progress toward the next Vintage Weekend event. Guests cannot see details of entrants
and stallholders or perform any data manipulation. |
| Users |
Have access to exhibitor (owners and vehicles) and stall holder details and can manipulate the data, generate reports etc. |
| Administrators |
Are able to access the whole system including closing down one year's event and starting a new one. |
Once you have signed in, you will be taken to the system Home page which contains the
main menu and dashboard.
What menu items are displayed on the Home page is dictated by the user's access rights.
With the exception of this Help page, a Sign-out button is located at the top of every page. Click it to sign out and return to the Sign-in page.
Note that if there is no user activity for 15 minutes then the user will be logged out automatically.
A users is required to set a password when they sign-in for the first time. Thereafter a password remains valid for 6 months after which the user is required to change it. Passwords can be changed more often if the user wishes.
Passwords must :
- Be between 8 and 20 characters
- Contain at least one upper case letter, one lower case letter, one digit and one of the special characters !@#%(){}[]<>-_+*
Note that spaces are not allowed.
Examples (which cannot be used by users) : Bubble#3guM @roTarY2!day
If you forget your password, or have difficulty in changing it, then contact the system adminstrator.
Main menu and dashboard
Welcome to the Rotary Club of Hebden Bridge's system for managing the registration of owners, vehicles and stall holders at its annual
Vintage Weekend. It will be used for the first time for the 2020 event.
This system replaces one that has been in use for a number of years and seeks to :
- Lower the amount of labour required to process registrations
- Reduce the opportunities for errors during registration
- Increase responsiveness to owners and stallholders during their respective registration processes
- Increase the visibility club members have of progress toward the next event
- Increase GDPR protection
- Increase the scope for innovation in the running of the event
The current version is intended to trial the technology to be used and to signpost the scope of the application
functionality and style. It has the following arrangements of pages and navigation links :
It is important that users understand the key concepts that underpin this system and the processes involved.
Generally these are self explainatory but there are some differences to the
previous event management system and these are highlighted.
| Event status |
A Vintage Weekend event is considered either OPEN or CLOSED. The current status is shown in the
banner at the head of each application screen.
OPEN is when the system is available for the normal course of business; invitations can be sent
to owners, vehicle registration and stall booking can be taken, entry cards can be sent etc.
CLOSED is a special state the system takes when the administrators are closing one year's
event and preparing for the next. Users can still sign in but the dashboard summarising progress with the
event is not shown and the menu options are restricted so that no new registrations etc. can be taken.
This concept did not exist in the previous system. It has been introduced
to ensure the integrity of the system which has a wider user base.
|
| Owner |
|
| Independent club |
Independent clubs are parties that wish to be kept informed about the Vintage Weekend so that,
for example, they can inform their members who may wish to exhibit their vehicles or attend as visitors.
This concept did not exist in the previous system but such parties were included as owners,
thus receiving invitations to attend.
|
| Vehicle |
The system records registration number, the make, the model, the year of manufacture and the vehicle type.
Vehicle types are used to classify vehicle at the event : car, tractor, commercial, motor bike etc.
|
| Vehicle exhibit |
This is different from the previous system. The previous system combined the
concepts of vehicle and exhibit. They have been separated to better reflect real world behaviours and
so that vehicle information can be retained from year to year, thus reducing data entry work. |
| Stallholder |
|
| Stall |
|
Independent clubs are those groups that have asked to be informed about the Vintage Weekend so that they
can inform their members. Members of these clubs may or may not exhibit vehicles or attend as visitors.
In the pre 2020 administration system these clubs were treated
as owners so that could be emailed/posted invitations to exhibit. Separating them has been done to avoid confusion and open possibilities of
marketing to them differently.
Reports are documents formatted for printing (formatted as .RTF files).
All commonly used word processing software can open and manipulate these types of files.
Some reports are generated for use in external publications and have the identity of associated individuals (e.g. vehicle owners)
anonymised where they have indicated they wish so. Such personal details are replaced with the text 'anon'.
Other reports are intended for internal Club use. These show the personal details of all individuals regardless of their
desre to be anonymous. Such reports should
not be disclosed to anyone outside of the Club and where
where they are used in public spaces, e.g. on the park at the event weekend, they are to be collected in and
disposed of securely.
Exports are files of data that can be imported into other programs that performs subsequent processing, e.g. production of mail
shots by post and electronic email. They are formatted as .CSV files.
Note
- If there is no event year open, i.e. it has been closed in preparation for the next year's event,
only the reports and exports pertaining to the previous year are produced.
- Data from previous year's events will have been subject to data purge in accordance with the Vintage Weekend's data
retention/GDPR policy.
- All generated report and export files are presented for download to the user's computer, where they can be stored and used as required.
In this version of the system, the files produced are for system testing and discussion of requirements only.
The data they contain may or may not represent the reality of owners, vehicles or stallholders at any previous event.
The reports and exports in the production system is expected to be different.
- Close the current event. This includes purging owner and stallholder data in compliance with data retention and GDPR policies.
- Open a new event.
- Create, delete and change user details, including passwords.
This application uses a special type of cookie called a $_SESSION variable.
$_SESSION variables are used to identify the user and carry information needed for the correct working
of the application as the user moves from one web page to another. They cannot be viewed or edited by the user
and are thus secure. They are deleted when the user ends their browser session. Other than this information,
which needed for the correct operation of the system, no personal or other information is collected or stored.
This system retains the following information regarding its users :
| User name and password |
Used by the user to identify themselves to the system when signing in. User names
are allocated by the system administrator. Passwords are selected by the user according to the
Password policy. These are retained for as long as the user has an account. |
Full name |
Used to ensure the user can be uniquely identified from the user name. |
Log file |
A summary record of the user's activities such as when they signed in/out and created/edited/changed database
entries. Log entries provide an audit trail of system operation; they are used to understand how the system
is used in practice and to investigate any issues that may occur. Entries are retained throughout the year
and archived thereafter. Archived log files are deleted after 5 years. |
Only information essential for the correct and secure operation of the system is store and processed.
By continuing to use this system you are agreeing to the use of your data in accordance with the above policy.
Information regarding vehicle owners and stallholders is managed in line with the Club's and the Vintage Weekend's
data retention and GDPR policies.
