Page:Society Digital Tools
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Welcome

Every society has their own webpage featured on the Sheffield Students' Union website.

As society committee members you have access to edit, update and use your page via your digital dashboard. Simply sign into the SU website with your University of Sheffield details.

In this section you'll find a collection of useful step by step guides and videos to the digital tools within your dashboard. These digital wonders include society memberships, event tickets and elections.

All the tools are designed to make your life easier as a committee member.

Best of all, there are no online card transaction fees for society event tickets or memberships. This applies for your society and the students buying them (the SU picks up these costs for you).

Your Society Webpage

The SU website is the first point of call for the majority of students who are interested in finding a society. Keep your society page up to date and you'll attract more students.

You can upload your logo, change the description, add social media links and more.

 
 
 

Digital Society Memberships

Setup - Digital Memberships

1. You can create digital memberships for your society. Sign in to your society digital dashboard.

2. Activities Fair & beyond - Students can buy your digital memberships on their mobile, laptop or PC. It's super simple and convenient.

3. You're in control - The money goes straight into your society B account so you don't have to worry about cash handling.

4. Members details are automatically collated and added to your society digital dashboard :)

5. You have access to your membership database 24/7 and can use it for email newsletters or contact members individually.

If you have any non-digital members email digitalsocieties@sheffield.ac.uk to request for them to be uploaded to your dashboard and have all your members in one place.

Emailing your members

Once you have students signing up to your society digitally you can email them directly from you digital dashboard. This video and step by step guide talks you through it.

 
 
 

Digital Society Events & Tickets

Digital Society Events

Got an event coming up? Whether it' a social, ball, committee meeting or guest speaker you can sell or create free tickets for your events online on the SU website.

There are no booking fees or transaction charges for your society or students buying your tickets, the SU pays these for you.

The ticket money goes straight into your B account and students receive a confirmation email which acts as their ticket.*

You as the society organiser also have access to the event attendees list 24/7 within your dashboard on the SU website.

Digital Society Tickets

Part Two of your event setup is creating the tickets.

This video will walk you through how to do it and the options for multiple ticket types, such as Members Tickets & Non Members Tickets.

*NOTE: If you need paper tickets or your event includes entry to an SU Club Night, a “Ticket in Advance” form must be collected from the Entertainments office.

ALL society created tickets must be exchanged for a physical / official SU Box Office ticket. The emailed ticket from your society will not be valid for entry into the SU Club night. See more here.

 
 
 

Digital Society Elections

If you have digital members, you can run a digital election (AGM). Remember we can always upload your non digital members for you.

You'll be using the same platform and software as the SU uses for the Officer Elections. It's secure and students can vote on mobile, laptop or PC. We'll give you full technical support throughout.

All SU societies are now able to run Digital Elections (AGM) to elect your new committee.

Interested? Please contact: 

digitalsocieties@sheffield.ac.uk

- You’ll be using the same digital software as the SU Officer Elections. It’s robust and secure.


- Digital Elections takes the stress out of AGM's and allows more of your members to get involved. 


- We’ll help setup and run your society digital election, providing support throughout.


- You decide what dates and how long you run the voting for in your election.


- Voting is really simple and your members can vote via mobile, laptop or PC, 24/7.

- All your society members must be digital, this enables them to vote in your digital election.


- If you have members that didn’t join via the SU website (digitally) we can upload these members for you. Email us and we'll help you: societiesonline@sheffield.ac.uk

Digital Society FAQ

If you have a question, there's a good chance someone has asked already. Have a look through our FAQs below.

If your question isn't answered below, email your question to: digitalsocieties@sheffield.ac.uk

 

You must Sign In using your personal University email address not your society email address. You use your society email address to access your online bank statement.

We have assigned permissions to access your society 'Dashboard' on the SU website based on Part B committee submissions.

If you can't see your society Dashboard and you are a committee member of a society or working committee please email digitalsocieties@sheffield.ac.uk with your name, University email address and which society you are. We can then activate this for you.

If you need a committee member adding or removing to the Administrator Permissions setup so they can have access to the Dashboard please email digitalsocieties@sheffield.ac.uk with your society and their names.

Make sure that the image is in one of the following formats: JPEG, PNG, GIF. Images should be square (so they are not squashed when uploaded) 300x300 pixels is ideal.

As a society your page is pre-programmed so that all transactions go into your B account. It is possible to have money set up so that it goes into a different account for example a Ball event. Get in touch with societiesonline@sheffield.ac.uk who can do this for you.

You can download an Excel CSV file, which lists everyone who has bought a ticket for one of your events by clicking on the event and then 'Booking Details'

A society can offer multiple memberships types over the course of 1, 2, 3 years etc. Or semester by semester. Please ensure you set the correct expiry date (June, end of term) in setup on your society dashboard.

Any one student can only sign up for one membership type. Essentially the the system sees a member as member based on date not type of membership. So dates of the membership expiry is also important to note. The same student could buy 'semester 1 membership Sept-Dec 2017' and then buy 'semester 2 membership 2018'.

But not 'Your Society Name' Society 1 year membership 2017/18' and 'Your Society Name' 'Netball' membership 2017/18. It would have to be one or the other.

If you have members who have joined offline, we can upload these non-digital members to your society dashboard and you’ll have all your members in one place.

Please email at digitalsocieties@sheffield.ac.uk with your society’s name, the member’s University email address and membership type they have purchased, in an google/excel sheet. We can then upload the members to your dashboard for you.

If you want to refund a ticket, please email at digitalsocieties@sheffield.ac.uk with either the ticket number or the order ID reference and the name of the member. We can then process the refund and it usually takes about 5-7 working days for the money to show in the account.

After going to the edit section of your particular membership type, scroll down and click on “Stop New Sales” to terminate sales of that membership.

Yes, it the VAT Exempt box should be checked since that means no VAT will be charged on your membership fee.

In your dashboard, if you click on ‘Manage Usergroups’ under the ‘Usergroups’ section and then go to ‘Administrators’, you can then see all the names of your committee members.

In your dashboard, if you click on ‘Manage Usergroups’ under the ‘Usergroups’ section and then go to ‘Current Members’, you can then see all the names of your present members.

Email activities@sheffield.ac.uk and we can get that updated for you.

 

Society Bank Statement

You can check your society statement online at any time. Simply login using your society username and password and click 'View Statement'.