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When adding an Activity you can specify which other Clubs you want to invite to the Activity. They don't have to be on Activity Exchange Q. How do I specify which other Clubs I want to invite to an Activity? A. Once this feature is set up, the form to Add or Submit an Activity will have a set of tick boxes at the bottom of the web page for the Clubs you can invite. Tick the ones you want to invite to that Activity. Q. How do I get this feature set up? A. Simply email Activity Exchange and tell us which Clubs you want to be able to invite. If the Club is one that we don't already know about then we'll also need a contact email address for it. Q. Can I only invite Clubs that are on Activity Exchange? A. No! You can have any Club you like added to your list of Clubs you can invite. All we need from you is their Name and email address. This means you can include Clubs that are not on Activity Exchange. Q. What about inviting all the Clubs in my Club Group? A. As standard, if you are in an Activity Exchange Club Group then a tick box will be supplied so you can invite all the Clubs in your Club Group. This is all Clubs, not just those who are on Activity Exchange. Q. How does Activity Exchange know about other Clubs of my type that have not joined up with Activity Exchange? A. Mainly because you tell us! If you want the facility to send to all Clubs of your type then it would be very helpful if you would supply a list of Club Names and their contact email addresses. We'll do the rest. (On an Excel spreadsheet is preferred). Q. Which Club Groups have a full list of all Clubs nationally in that Group, whether or not they are on Activity Exchange? A. So far this has only been done for IVC Clubs. Lists for other Clubs may be developed by Activity Exchange from public sources or you can supply your own if you want to use this feature. Q. When are the invitation emails sent? A. They are sent overnight so you can make a series of changes in one day and not generate lots and lots of emails. Q. What happens if I invite a Club to an Activity and then, a day or so later, change my mind? A. In this case you need to edit the Activity to uncheck the tick box for that Club and then a (tactful) email will be sent overnight telling the Club that they are no longer invited. Q. Are invited Clubs told about any Changes to the Activity or if it is Cancelled? A. No they are not. This is a future planned improvement which will be available to Clubs that have joined Activity Exchange. As an alternative the Activity Organiser can keep people who have booked informed. Q. What information is sent to the invited Clubs? A. All the information that is entered is sent. This does include any Names or Phone Numbers and Email Addresses (unless the Hide Email Address option has been selected). Invited Clubs are asked to treat the information with respect and not to pass it on outside their Club. You need to be aware that the information may (at the invited Clubs discretion) be freely circulated within the invited Club. Q. What if a Club doesn't want to accept the invitation? A. It is entirely up to invited Clubs as to whether or not they accept an invitation. They may decide not to for any number of reasons and that is their perogative. It is up to them whether or not they let you know what they decide to do. Q. Why do other clubs events appear in my clubs list of events? A. By default clubs are set up to accept invites. You can change this default by going to your Clubs page on Activity Exchange and clicking on the Activity Invites link. Q. What if my Club doesn't want to accept an invitation? A. To not accept an invitation you need to go to your Clubs page on Activity Exchange and click on the Activity Invites link. This will allow you to selectively not accept invites as you want. Q. Are there any conditions? A. There is only one. If a Club that you are inviting to Activities asks you to stop sending them invites then you must do so. |