Frequently Asked Questions

We’re still working away in the background to ensure that the website is ready and functional for launch, but we want to make sure you are aware of what to expect during the transition:

• If there is anything on the old website that you would like to keep, we’d suggest downloading or copying and saving it. Once the new site is live you will not be able to access the old (current) website, but our staff will be. We’ll also be more than happy to help you get a copy of anything you need from the old site.
• We’ve already begun the process of adding club information to the new site, based on the content from the old site. Any changes made to the old site after July 1 may not have been transitioned. If you notice any differences in the content on your page, let us know and we will be able to copy any more recent changes across. You will also be able to edit the content on the new site once it’s launched.
• Memberships will not be automatically transitioned. Both you and your members will need to join the new website. We will be contacting your club members to make them aware of the change-over and where to join. Similar to the old site, you will need to join the site before we can apply for your club administration access.
• There are many functions on the website that we can’t update and test until the site is launched, so you can expect some delays before the website is fully functional. We are expecting many hiccups and teething problems. If you experience technical difficulties at any time, please email us at USASA.Clubs@unisa.edu.au and we will help you as soon as possible.

The URL for clubs will change slightly because the click path on the new site is a bit different. If USASA provided your QR code, we'd be able to update the associated URL (like the signs for Clubs Fest), but if you got it online for free, you might need to generate a new one. We'll be more than happy to re-print any updated posters.

We've had some discussion about how this is going to work for the final funding round in September 2022. At this stage, we think we'll come to a composite number of members from membership on the old and new sites, disregarding duplicate memberships. However, the two websites record information differently, so we're not sure how difficult this may be, so we cannot commit to this plan. We'll have more clarity once the new website is launched and provide information to clubs once a decision has been made.

During this transition, we’ve duplicated any products added on the current site to the new site. You should double-check on the new site that any products that you have on the old site are also ready on the new site (we’ve been watching closely but would appreciate your help in confirming). On the day of the transition, we’ll download the sales spreadsheet from the old site and provide it to you and then add the remaining quantity to the stock level on the new site.

Yes, students registered on the site can change their first name on the site by clicking the ‘user’ button on the top right corner, and selecting ‘account’, and then entering their preferred name.

This issue has now been fixed. If you experience this issue please contact usasa.clubs@unisa.edu.au.

The 'Meet Us' section will automatically display anyone who has admin access to your club page. If you'd like to update the information about you, you can click the profile icon on the top right corner of the site and select 'profile' from the dropdown menu. From there you can edit your info.

If you’re looking to access the sales history, click on the settings cog on the top right corner of the site, and the select ‘[Club name] admin tools’ from the dropdown menu Select ‘sales reports’ from the admin tools menu. From there you can use the date range boxes to set the range you’d like to view and choose the report you’d like to view:

• Sales Report: overall product numbers and income
• Purchasers report: names and quantities based on product
• Customisations: if your product has customisations i.e. sizes or dietary requirements, these will be listed here

Sales histories could not be transferred from the old site to the new site, so you will not be able to access that information here. If you need to access information from the old site, email usasa.clubs@unisa.edu.au.

Setting up a product on your club page

1. Go to your club admin tools
2. Click the button labelled “Products”
3. Click “add new product”
4. Enter the details of your product.
   • Sales limit = how many items you have available
   • Per person limit = how many items each person can buy
5. Click save.

Adding customisations to your products e.g. sizes

1.  In products page, find the product you would like to add customisations too and click the note pad and pen icon on the far-right side.
2. Click “add new customisation”
3. Enter the details of your customisation
4. Click save
5. Repeat for as many customisations as you would like

*please note the customisations show up during the check-out process and not on the product itself

Finessing your product and adding it to the clubs e-store.

If you would like to refine your product such as:

• adding an image
• adding it to the clubs e-store page
• setting up a discount code 
• hiding the product to the public
• restricting who can purchase the item
• setting up competition email

You can complete this form and USASA will apply these changes on your behalf.

Adding a club event to the website

1. Go to your club admin tools
2. Click the button labelled “Events”
3. Click “add new event”
4. Enter the details of your event.
5. Click save.

Setting up a ticket on your club page

1. Go to your club admin tools
2. Click the button labelled “Tickets”
3. Click “add ticket” under the event you want to sell tickets for
4. Enter the details of your ticket.
   • Sales limit = how many tickets you have available
   • Per person limit = how many tickets each person can buy
5. Click save.

Adding customisations to your tickets e.g. dietary requirments

1.  In Tickets page, find the Ticket you would like to add customisations too and click the note pad and pen icon on the far-right side.
2. Click “add new customisation”
3. Enter the details of your customisation
4. Click save
5. Repeat for as many customisations as you would like

*please note the customisations show up during the check-out process and not on the product itself

Finessing your ticket and adding it to the clubs e-store.

If you would like to refine your Ticket such as:

• adding an image
• adding it to the clubs e-store page
• setting up a discount code 
• hiding the Ticket to the public
• restricting who can purchase the Ticket
• setting up competition email

You can complete this form and USASA will apply these changes on your behalf.

Based on the UniSA COVID-19 Return to Campus Roadmap, USASA would like to clarify how this will affect USASA clubs specifically as we look to increase face-to-face activity:

• Before proceeding with any event planning, clubs must submit an online form with details of their proposal for both on and off-campus gatherings for approval. Clubs can submit gathering details here.
• If the event proceeds without USASA approval, the event will not be considered a club activity. If applicable, the organiser will be liable for all associated costs and fines. 
• Clubs planning gatherings will be required to continuously monitor government and USASA regulations regarding gatherings and adhere to any changes as they occur.

• There are currently no density limits.

• COVID-Safe plans are no longer required for club events.

• COVID Marshals are no longer required for club events.

• There are no restrictions on what food and drinks can be served at club events.
• If you provide food, you must complete Food Safety Training or equivalent. A free course can be found here.
• If you have Alcohol, you will need to have a liquor license.

You can contact us at USASA.Clubs@unisa.edu.au, the USASA Club Executive Facebook Group, or the Club Executive Discord. If you'd like to have a meeting, we can set this up via Zoom or another preferred platform.

• Provide a minimum of seven days' notice to all club members in writing via email or direct mail.
• Provide a meeting agenda to all club members before the meeting. An agenda template can be found HERE.
• Provide a minimum of seven days' notice to the Clubs Support staff via email – if you would like a USASA representative present for this meeting, please state this (this might not be possible if the meeting is held off-campus or outside of business hours).

• Collect an attendance list personally signed by all attendant members. This list must include each attendee's name and must be signed by the member. You can find a template HERE.
• Take minutes from this meeting which include details of each process. You can find a template HERE.
• Office bearers (President, Secretary, and Treasurer) present yearly reports.
• Call nominations for executive positions according to the club's Rules of Governance.
• Conduct voting as per the club's constitution.

• Send a copy of the AGM minutes, AGM Attendance and an updated version of the Executive Committee Contact List to the Clubs Team.
• If the club voted upon changes to the rules of Governance at the AGM, an updated version of the Rules of Governance must be provided for approval.

Until the Clubs Support staff receive a copy of your AGM minutes, the previous executive will be considered the current executive. Failing to hand in AGM minutes to the Club's Support staff within ten business days of the meeting may result in the disaffiliation and deactivation of the club.