FAQ:

How to use online trip signups

Information for participants

1. How do I tell if online signups are available for the trip I want to join?
2. I am a member - how do I sign up for a trip?
3. I am not a member - how do I sign up for a trip?
4. I am a member - how do I manage my trip signup?
5. I am not a member - how do I manage my trip signup?

Information for trip organizers

1. I am entering a trip on the trip schedule - how do I control my signups?
2. How do I view the signups for my trip?
3. How do I email the participants on my trip?
4. How do I delete participants from my trip?
5. Someone wishes to join my trip - can I add them myself?
6. How do I change the number of people that can join my trip?
7. I need to cancel my trip - what should I do?

Information for participants

How do I tell if online signups are available for the trip I want to join?

When you visit the trip schedule page, look for the trip you are interested in.  Near the left side of the schedule is a column of icons which indicate the type of trip.  Beside that, there may be a "plus" icon, indicating that online signups are available for the trip.  A green icon means that the trip is open to both members and non-members.  A yellow icon indicates a trip open to members only.  If the icon is red, it means that the trip is full.  If there is a green or yellow icon, click on the trip title, and you will be taken to the trip details page.

I am a member - how do I sign up for a trip?

Click on the trip title on the trip schedule to go to the trip details page.  If it is a members only trip, and you are currently logged in, there will be an icon and link on the right side that will enable you to sign up for the trip.  If you are not signed in, there will be a box to enter your login ID and password.  Click "log in", and you will be taken directly to the signup page.

If the trip is open to non-members, you have the same options as above, but there is also a link to permit non-members to sign up for the trip.  Please do not use this; if you can not remember your log in details, please click here to retrieve your login ID and password.

On the signup page, you will see a list of those who are already signed up for the trip.  There is a box to enter comments for the organizer - if the organizer is requesting any information from participants, you can enter it here, along with any other information that may be relevant.  There is also a reminder that by signing up, you are making a commitment to join the trip.  If for any reason you are uncertain about being able to make the trip, inform the organizer.

Once you enter any comments, click the button at the bottom to submit your signup info.  At this point, your signup is entered into the scheduling system, and both you and the organizer will receive confirmation emails, including your contact information, and the comments you entered on the page.

I am not a member - how do I sign up for a trip?

Trips on the schedule that have a yellow icon are not open to non-members.  Red icons indicate a trip that is full.  If a green icon is displayed, click on the trip title on the schedule to go to the trip details page.  Click the "Sign up as a guest here" link.  Note:  The BC Mountaineering Club allows non-members to participate in most club trips. We do limit non-members to attending two trips from the club schedule, after which they are encouraged to join the club for further participation.

On the signup page, you will see a list of those who are already signed up for the trip.  There is a box to enter comments for the organizer - if the organizer is requesting any information from participants, you can enter it here, along with any other information that may be relevant.  There is also a reminder that by signing up, you are making a commitment to join the trip.  If for any reason you are uncertain about being able to make the trip, inform the organizer.

Once you enter any comments, add your full name, email address and phone number into the appropriate boxes.  All three of these fields are required.  Finally, click the button at the bottom to submit your signup info.  At this point, your signup is entered into the scheduling system, and both you and the organizer will receive confirmation emails, including your contact information, and the comments you entered on the page.

I am a member - how do I manage my trip signup?

To view and manage your trip signups, log in to the BCMC member system, and go to the main menu.  In the Quick Access Menu (directly below the Find a Member search box) click on View/edit your trips.  This page lists all future trips that you are signed up for, plus trips you were signed up for within the past year.  If you are a Trip Leader your upcoming trips are also listed on this page.

Beside each trip you are signed up for, there is a link to cancel that signup, if needed.  The cancellation page will give you the opportunity to enter comments for the organizer.  Your cancellation will be entered in the system, and both you and the organizer will receive a confirmation email.  Keep in mind, cancellations are stored and can be tracked - members found to be joining and cancelling excessive numbers of trips may be flagged, and could lose online trip signup privileges.

If you need to contact the organizer, but have not received an email from them, you can contact them by clicking on the title of the trip, and then clicking on the organizer's name from the trip details page.

I am not a member - how do I manage my trip signup?

When you sign up for the trip online, keep your confirmation email - this contains a link to cancel the signup, if you need to.  When you go click this link, you will be asked to enter the email you used when you signed up for the trip.  This is for your protection, so that others can not cancel your signups.  The cancellation page will give you the opportunity to enter comments for the organizer.  Your cancellation will be entered in the system, and both you and the organizer will receive a confirmation email.  Keep in mind, cancellations are stored and can be tracked - guests found to be joining and cancelling excessive numbers of trips will be flagged, and will lose online trip signup privileges.

Information for trip organizers

I am entering a trip on the trip schedule - how do I control my signups?

The form for entering trips on the schedule is pretty self-explanatory.  Quite simply, you decide whether online signups are permitted for your trip - Yes or No for "Permit Online Signups".  The next two fields, Members Only and number of Participants, are also used by the signup system, but even if you disable online signups, you can still use these fields to pass information to those reading the schedule.

If your trip allows online signups, and you elect to make your trip Members Only, then quite simply, members must be logged in to the system to sign up for the trip.  You will be able to find contact information and, eventually, lists of their previous trips, on the club website.  Finally, the number of participants field will limit the number of online signups permitted for your trip.

How do I view the signups for my trip?

To view and manage signups for your trips, log in to the BCMC member system, and go to the main menu.  In the Quick Access Menu (directly below the Find a Member search box) click on View/edit your trips.  Below the listing of trips you are signed up for, your upcoming trips are listed.  Beside each trip (for which online signups are enabled) is a link to "manage signups".  Click on this for the trip signups details page.

This page will give you the basics on the trip, plus a listing of people signed up for the trip.  For members, you can click on the participant's name to view some more information on them - such as the date they joined, and contact information.  Waiver status is shown, as well, for all participants.   You can administer the signups from here, as well as add participants manually.

How do I email the participants on my trip?

From the trip signup details page, select the participants you wish to email by checking the boxes beside their names.  Then select "Email" on the drop down box under the list, and click the "Go" button.  You will be asked to confirm that you wish to email these participants.  Next comes a page where you can enter the email subject, and type in the content of your message.

Note that when you send the email, all recipients will be able to see your email address, in order to be able to respond to you.  In addition, all participants will be able to see one another's email addresses as well.

How do I delete participants from my trip?

First of all - please ensure that you communicate with a participant prior to simply deleting them.  For example, if someone has signed up, but you have not been able to contact them since then, and they are not responding to emails or phone calls, it may be necessary to delete them manually.  To do so, go to the trip signup details page, and check the box beside the name of the person you wish to delete.  Select "Delete" from the dropdown box.  As soon as you do this, a comment box will appear.  Please enter any pertinent remarks, which will be sent to the participant and stored with the record of the cancellation.   Then click on "Go".  You will be asked to confirm that you wish to delete the selected participants.

At this point, the participant will be removed from the list, and both organizer and participant will receive a confirmation email.

Someone wishes to join my trip - can I add them myself?

You can not add club members to your trip - they must log in themselves to join the trip.  If a member is having difficulty joining the trip, due to lack of computer access, or difficulty signing in, please contact the webmaster.

You can add a non-member to your trip, however.  Go to the trip signup details page, and click the link to manually sign-up a participant, located below the list of current participants.  On the resulting page, enter the full name, phone number and email address of the non-member.  All three fields are required.  Comments are optional, and will be entered into the signup record, plus emailed to yourself and the participant.  If the participant has no email address, enter your own email, as one must be included.  Click the Submit button.

How do I change the number of people that can join my trip?

In order to do this, you must edit the trip itself.  You can do this from the "View/Edit my trips" page, linked from the main member menu.

I need to cancel my trip - what should I do?

First of all, if you have anyone signed up, let them know why you are cancelling the trip.  If you are deferring the trips, due to weather or conditions, don't cancel the trip - edit it in the schedule until a later date.  You can put in the description why you are doing so, and whether the new date is definite or not.  If your trip must actually be cancelled, you can simply change the Trip Status to "Cancelled" from the trip edit page.  This does not automatically send out notification to the participants - you must do that yourself, for example by using the "Email" function in the trip signup details page.