Administracion dei membres¶
One of the first contact with Galette interface after the installation, login and dashboard will be members list, main part of the system. Of course, this list will be empty for now :)
Let's start by creating a new member. As everywhere in Galette, mandatory fields are displayed with a red border; all other are optional. Different parts of the page (Identity, Contact information, Galette related data and maybe Dynamic fields) can be retracted clicking on their respective title.
On date fields, you can access a calendar:
When storing a member (or any other object in Galette), page will be reloaded with all information you've entered (excepting passwords).
Imatge¶
A picture can be added to each member card, in JPEG, PNG, GIF or WebP format. When Force member picture ratio is checked in the preferences, pictures are resized and cropped to the chosen ratio; the Cropping focus option of the form tells which part of the picture to keep.
Duplicate, remove¶
From a member card, Duplicate opens the form of a new member, filled in with the information of the current one; useful for members of a same family or a same company.
Members can be removed one by one from the actions of the list, or several at once from the For the selection: menu.
Warning
Removing a member also removes their picture, contributions, transactions, reminders and dynamic fields values, and removes them from their groups. This cannot be undone. To keep the history of your association, you may rather set the account as inactive.
Lista dei membres¶
Members list allows you to:
filter and order members,
display members card,
removals,
send mailings,
generate PDF labels,
generate PDF attendance sheets,
generate PDF members cards,
CSV exports,
mass changes.
Each possible action per member is grouped at the end of the line, actions designed to be applied on a selection are in the For the selection: menu above the list. Plugins may add entries in both cases.
Filter and select members¶
Filtering members list is documented in search section. All possibilities can be used with actions on selection.
Mass changes¶
New in version 0.9.1.
Members selected in list can be edited (partially) at once.
Only fields with a checked checkbox at the beginning of the line will be changed. A summary will be displayed.
Ordering¶
It is possible to order members list on following fields:
name,
nickname,
status,
contribution status,
modification date.
In the list, a green icon identifies sponsors: the members who made a donation during the current period. The Show legend link explains all the icons of the list.
Most of the times, the result is transparent. Just note ordering on status will use status priority and ordering on contribution status will use creation date, contribution exemption and due date;
Configure CSV fields¶
Per default, CSV export for a members selection will provide same fields as the ones that are displayed on screen. It is possible to change this behavior by specifying yourself which fields must be exported in the galette/config/local_export_fields.inc.php file. If for example you only want identifier, first and last member names, the content of the file will be:
<?php
$fields = array(
'id_adh', 'nom_adh', 'prenom_adh'
);
New in version 1.3.1.
The export ends with two columns listing the groups of each member: Groups and Managed groups. Groups are written with their full name (Parent / Child) and separated with a pipe (|), the format the import expects. A group manager only sees the groups they manage. Use the groups and groups_managed keys to keep those columns in the local_export_fields.inc.php file.
E-Mailing¶
Warning
Mailings in Galette are designed to work from the members list.
Direct mailing creation will work without problems, but members selection is harder.
From Galette, you can send mailings to a selection of members. Each sent mailing is stored in order to be reused, so you can select a stored mailing to be used as a template, retrieving selected members list, mailing subject and contents.
To send a new mailing, select members from the list and then choose Mail in the For the selection: menu above the list. If some of selected members does not have an email address, Galette will propose you to print corresponding labels.
Note
Selecting members in the list must be done on one page only. Filtering features, as well as the possibility to display all members will be useful ;)
New in version 0.9.1.
You can choose a sender for each mailing:
from Galette preferences (default value): this will use information stored in preferences,
current logged-in user: will use the name and the email of the current logged-in user (not available for super admin),
other: you can set any name and email address you want.
Once the subject has been filled, you can work on the contents. You can send email in text only, or in HTML (keep in mind sending HTML messages by mail is often not the way to go). A simple HTML WYSIWYG editor is provided.
Once the HTML editor is enabled, the checkbox to handle HTML tags is automatically checked, remember to check the box if you do not use the editor but want to send HTML!
Warning
Even if Galette is able to send HTML emails, this is discouraged. Messages length will be way larger (for almost nothing), and some (like me!) read their emails as text only. That is why Galette will always provide a text version of HTML emails.
It is also possible to add attachements, just click on the Browse button in that attachements section. If your browser is compatible, you can add several files at once (using Shift and Ctrl keys). All attachements are stored on disk, under a directory named with the mailing identifier (automatically defined from database).
Each attachment has a maximum size of its own, which you can change from the advanced configuration page.
Preview button let you preview your message before sending it.
Any started emailings will be stored in your session to be retrieved in the future. An icon will be displayed in pages titles when a mailing is progress and will provide a link to go to it.
If you want, you can cancel this mailing using the Cancel mailing button, it will be deleted from your session. If you want to store it for a longer time, you can add the Save button. It will then be stored in the mailings list, and you will be able to grab it later.
Sending large mailings¶
New in version 1.3.0.
By default, a mailing is a single message, sent right away, carrying every recipient in blind copy - but mail servers restrict what one message may carry, and how fast you may send.
Warning
Using your "personal" SMTP provider is often not a good idea; dedicated services are better suited for large mailings.
And you even may have limits on a dedicated service.
Galette sending limits changes what happens once you confirm the sending:
with a batch size set, Galette splits the recipients into several messages of at most that size, and waits the configured delay between two of them. Sending stays synchronous: the confirmation comes once everything has left,
with an hourly or daily limit set, sending cannot be done in one go any more. Galette stores the mailing, queues one entry per recipient, and takes you to a progress page.
The progress page sends the mailing batch after batch and shows how far it is: recipients sent, remaining and failed, and what the quota has consumed so far. Leave it open until it announces the mailing has been sent.
Nothing is lost if you close it, or if the quota runs out before the end: the queue is stored in database. The page then tells you sending will resume later, and the remaining recipients go out either when you open the mailing again, or from a drainer running outside the browser.
Note
The progress page is the only thing a queued mailing needs. Galette proposes alternative methods to drain the mail queue we really recommends ;-)
A queued mailing is stored in the history right away, and only counts as sent once its last recipient has left the queue.
Mailings history¶
Note
When you start a mailing, it is stored into your session. Session ends when users log out, or on a server defined timeout. Mailing history stores the mailing in the database, this ensure it will always be available in the future.
Every sent mailing is stored into the database, and can be used as a template to write a new one. In this case, a new mailing will be created using information from the history, and the original one will be kept as is.
Mailings can be stored before they are sent. In this case, it is possible to continue it later. When you use history on a draft mailing, original entry will be replaced on sending.
When you use an existing history entry, here are the information that will be used:
recipients,
attachements,
subject,
message,
html/text flag.
CSV imports¶
It is possible to import member data from a predefined model. A default model is provided, but you can configure it to suits your needs, using the Imports menu entry.
Model¶
Import model defines fields and their order in a CSV file. When importing, current model will be used to check your CSV file integrity.
To configure the model, click on the Configure button from the UI.
If proposed model is not ok for you, click on Edit model and choose your fields:
Once you have selected your fields, click on the Store new model button.
Dynamic fields of the members can be imported as well, except file fields. A repeatable field gets one column per value; a field with no limit gets 10 columns.
When in the current model tab, you can download an empty model from the Generate an empty CSV file button. Of course, you can change model if you want, or remove it to get the default model back.
Groups¶
New in version 1.3.1.
Once at least one group exists, two more fields can be added to the model:
Groups: the groups the member belongs to,
Managed groups: the groups the member manages.
Several groups are separated with a pipe (|) in the same cell, for example Section 33|Section 47. A group can be named:
by its name, when no other group has the same name,
by its full name otherwise, with its parents, each followed by a slash surrounded by spaces, for example
Federation / Section 33.
An unknown group, or a name several groups share, stops the import; the error message gives the line and, for a shared name, the full names to choose from. An empty cell attaches the member to no group.
Note
The header of a CSV export is translated, while the import only relies on columns order in the model: an exported file has to be adapted before it can be imported again.
Importar¶
Once you have retrieved and fill the empty file, you have to send it using the form Send a new file. At this step, Galette will check your file extension is csv (or txt) and its size does not exceed the maximum size allowed for imports (2 Mo by default).
Note
If you want to import a huge file, you can put it from your FTP client in the galette/data/imports directory, or split it into several smaller files you can import one by one.
Sent files are listed in the Existing files section. You can show, remove or import it:
The dry run checkbox (checked per default) is designed to test your file data are valid (mandatory fields filled, data formatting is correct, ...) without storing anything in the database.
Changed in version 1.3.1.
When one line is incorrect, nothing from the file is stored in the database. Using the dry run first is still advised, to fix all errors before importing.
Galette displays error messages if something went wrong, in dry-run mode or not. A successful dry run says nothing has been stored.
Note
You may see mandatory missing fields even if import is ok. This may happen when all the fields you set as required in Galette configuration are not listed in your import model.
Links between members¶
New in version 0.8.2.
You can link several members to a "parent" one. This may be used to store families for exemple, or members of a same company. You can access children members from the parent, and parent from the children.
You can add as many child as you want for a member, but a child cannot become a parent.
The other interesting point of this system is you can retrieve some information from the parent when sending mailings or labels. In the children members, email and postal addresses automatically become optional, whatever the configuration says. If any of those information is missing, it will be retrieved from the parent.
Note
Members without email adresses cannot use the "retrieve password" feature. This does not affect the uniqueness email constraint in the database.
Resetting a second factor¶
New in version 1.3.0.
A member who lost the device computing their codes, and has no recovery code left either, cannot log in anymore. From the member page, administrators and staff members can reset their second factor: the secret and the remaining recovery codes are dropped, and the member logs in with their password alone until they enrol again.
A reset only ever goes downwards. Your own second factor is not reset from here -- use your own page, which asks for a code first, so that a session somebody else found open cannot remove it. A staff member cannot reset an administrator's, and an administrator cannot reset another administrator's: only the super administrator can.
Warning
Do check who is asking. Resetting a second factor removes a protection, and a phone call claiming to be a member is exactly how somebody would go about getting one removed. The reset is recorded in the history, with who did it and for whom.
Impersonating¶
New in version 0.9.
Some issues may be related to a particular account, because of its ACLs, groups, ... In this case, it is unfortunately frequent to see some credentials sent by insecure emails; which should really be avoid.
As super administrator user, you will see an extra icon in the members list, allowing you to log in as selected user without his credentials. Once you've impersonated the user, you can reproduce the issue and fix it or get all required information to report the issue upstream.