📌📌User guide yo Community managementTool

Complete User Guide

Step-by-step instructions to master the Community Management Tool from start to finish

1

Getting Started & Initial Setup

1

Access the Tool

Open the Community Management Tool in your web browser. No registration or installation required!

Tip: Bookmark the tool URL for quick access in the future.

2

Set Your Organization Name

Go to Settings tab → Enter your organization name in the "Application Name" field → Click "Update Name"

[Screenshot: Settings tab with organization name field]

This name will appear on receipts and reports

3

Configure Monthly Fee

In Settings tab → Enter your monthly membership fee in the "Monthly Fee" field → Click "Update Fee"

Important: This fee will be used for all membership calculations.

4

Upload Organization Logo (Optional)

In Settings tab → Click "Choose File" under "Upload Logo" → Select your logo image → Adjust size if needed

Tip: Logo will appear on printed receipts and statements. Recommended size: 120x120 pixels.

2

Managing Your Members

1

Add New Members

Go to Members tab → Fill in "Member Name" and "Contact Number" → Click "Add Member"

[Screenshot: Members tab with add member form]

Important: Contact numbers must be unique for each member.

2

Search and Find Members

Use the search box in the Members tab to quickly find members by name or contact number

3

Edit Member Information

Click the "Edit" button on any member card → Update name or contact number → Changes save automatically

4

Remove Members

Click "Delete" button on member card → Confirm deletion

Warning: This will also delete all payment records for this member.

3

Collecting Membership Fees

1

Collect Monthly Fees

Go to Collect Fees tab → Enter member's contact number → Select start month → Set period (number of months) → Click "Collect Fee & Send Receipt"

[Screenshot: Collect Fees tab with form]

2

Automatic WhatsApp Receipt

After collecting payment, the system automatically opens WhatsApp with a pre-filled receipt message

Tip: The receipt includes member details, payment period, amount, and receipt number.

3

Check Individual Payment Status

Go to Check Dues tab → Enter contact number → View complete payment history and status

4

Managing Events & Activities

1

Create New Events

Go to Events tab → Enter event name, date, and participation fee → Click "Create Event"

2

Collect Event Fees

In the event card → Enter member contact number → Click "Collect & Send Receipt"

3

Record Event Expenses

In the event card → Enter expense description and amount → Click "Add Expense"

Tip: Track all event-related expenses like food, venue, materials, etc.

4

Monitor Event Finances

Each event card shows:

• Total income from participation fees
• Total expenses incurred
• Net balance (profit/loss)

5

Advanced Financial Management

1

Record Bank Transactions

Go to Records tab → Fill in transaction details (type, amount, date, ID, remarks) → Click "Add Transaction"

2

Set Initial Bank Balance

In Records tab → Bank Balance section → Click "Edit Initial Balance" → Enter starting amount

3

Generate Financial Reports

In Records tab → Advanced Reports section → Select date range → Click "Generate Statement Report"

Tip: Use these reports for monthly meetings or annual audits.

4

View Financial Overview

The Records tab shows real-time totals:

• Total monthly collections
• Total event collections
• Total expenses
• Bank deposits & withdrawals
• Cash in hand

6

Monitoring & Reminder System

1

Check Pending Payments

Go to Records tab → Payment Reminder System → Select month → View all members with pending payments

2

Send Payment Reminders

In Reminder System → Customize message if needed → Click "Send Bulk Reminders" or send to individual members

[Screenshot: Reminder system interface]

3

Track Reminder History

View "Recent Reminders Sent" section to see which members have been reminded and when

4

Generate Pending Reports

Click "Generate Pending Payments Report" to get a complete list of defaulters for the current month

7

Backup & Data Security

1

Create Regular Backups

Go to Backup & Restore tab → Click "Create Backup File" → Download the JSON file to your device

Critical: Create backups regularly to prevent data loss.

2

Restore From Backup

In Backup & Restore tab → Click "Choose File" → Select your backup file → Click "Restore From Backup"

3

Monitor Data Statistics

View the backup section for real-time counts of members, payments, events, and transactions

Quick Reference Guide

Daily Tasks

• Add new members
• Collect monthly fees
• Record expenses
• Send payment receipts

Weekly Tasks

• Check payment status
• Review pending payments
• Update financial records
• Create backup

Monthly Tasks

• Send bulk payment reminders
• Generate financial reports
• Review bank transactions
• Archive monthly data

Ready to Get Started?

Put this knowledge into practice with the actual tool

Launch Community Management Tool Payment Monitoring Guide

Previous: Payment Monitoring Next: Use the Tool