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April 20, 2018 8:38 AM Subscribe
How can we share our club's membership contacts?
I am in charge of the website and email messaging for a regional knitting club. We have max 150 members. Our membership list with names, addresses, phone numbers and email is currently posted on our website with a generic password that is given to all new members. I know how insecure this is, and it wasn't me who set this up. The list has not been updated for a long time, but it's still out there.
We are redesigning the web site with no option for individual logins/passwords. We are not changing to a web host where this is possible.
Some members of the organization's board don't think it's important for each member to have access to an up-to-date membership list, but others think this is important for members to contact each other outside of monthly meetings.
We have a few members join every month throughout the year, and can purge un-renewed members in the fall.
What is the best way we can allow access with reasonable security to our membership contact list to all members? We're considering sending the spreadsheet by email to all members several times a year. Is that the best we can do? We have no budget for club management software.
I am in charge of the website and email messaging for a regional knitting club. We have max 150 members. Our membership list with names, addresses, phone numbers and email is currently posted on our website with a generic password that is given to all new members. I know how insecure this is, and it wasn't me who set this up. The list has not been updated for a long time, but it's still out there.
We are redesigning the web site with no option for individual logins/passwords. We are not changing to a web host where this is possible.
Some members of the organization's board don't think it's important for each member to have access to an up-to-date membership list, but others think this is important for members to contact each other outside of monthly meetings.
We have a few members join every month throughout the year, and can purge un-renewed members in the fall.
What is the best way we can allow access with reasonable security to our membership contact list to all members? We're considering sending the spreadsheet by email to all members several times a year. Is that the best we can do? We have no budget for club management software.
I think what you use depends on how savvy your members are. Not everyone knows what to do with an .xls file, etc. Keep in mind also a spreadsheet makes it very easy for someone to send out a mass-mailing to all members, which may be a good thing until one of your members gets a job as a real estate agent or something and decides to put all members on his junk mail list.
A club I'm a member of emails a PDF club directory once or twice a year. They also give us a printed directory once a year but that's probably not necessary. It's a club with a lot of computer illiterate folks and also folks who don't necessarily have easy internet access.
posted by bondcliff at 8:48 AM on April 20, 2018 [1 favorite]
A club I'm a member of emails a PDF club directory once or twice a year. They also give us a printed directory once a year but that's probably not necessary. It's a club with a lot of computer illiterate folks and also folks who don't necessarily have easy internet access.
posted by bondcliff at 8:48 AM on April 20, 2018 [1 favorite]
You probably do have an option for user id/password on your current website - check your cPanel or whatever control panel the host gives you. There is usually an option to password protect a directory, and you should be able to list multiple users and passwords. However, the Google Sheets option by phunniemee is going to be easier to manage.
posted by COD at 10:43 AM on April 20, 2018
posted by COD at 10:43 AM on April 20, 2018
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posted by phunniemee at 8:45 AM on April 20, 2018 [3 favorites]