While a lot of Hatters feel that using technology can be “too hard” at times, and keeping track of things in paper diaries and such can certainly be a perfectly good way to do things – if you’d like help in using a bit more tech to make chapter management easier, then we have some guides you may find useful.

With Google Docs/Sheets/Forms you can set up an automated system where your chapter’s event calendar, membership list and information and RSVPs can be tracked and linked together to make things convenient.

Eg

Membership information:

Activity attendance with checkboxes

RSVPs automatically added from member responses

These can all be stored in the one google spreadsheet document!

How to Guides

Member List Spreadsheet
Using our guide here, you can set up a single spreadsheet:

  • Keeps member details (names, addresses, phone, emergency contact etc.)
  • Keeps info on interested people (Those who are not yet members)
  • Tracks attendance lists at hoots/outings
  • Tracks RSVPs
  • Tracks payments (for outings, dues etc.  as well as your chapter finances)
  • Easily accessed on your phone as well as laptop/tablet/PC or anywhere you can login to your gmail account – so you never have to worry about losing it.
  • Can be shared (as viewable only or as editable) to Vice Queens/Co-Queens or Treasurer/secretary so that information sharing to those who need it is easy, which also means there’s a backup way to access it in case you get locked out of your gmail account or lose internet access.

Google Doc Hoot Calendar
Using our guide to either make your own, or use our template, you can set up an event calendar document for your chapter, so that:

  • Everyone can view it with just a link (no need to send files and forget where they were saved to)
  • Any edits can be done without needing to send the file out again – everyone viewing it online always has the latest info.
  • An RSVP link can be included to automatically send responses to your membership spreadsheet, making it easier for members to RSVP.

Google Form RSVP collector
Using our guide here, you can set up an automated RSVP collector so that:

  • Members click a link, then simply mark their attendance at upcoming hoots/activities
  • All responses are automatically sent to your membership spreadsheet
  • An RSVP link can be added to your members calendar and in your emails so it’s easy to find.

Putting links in your email signature
Using our guide here, you can set up a “signature” in the bottom of every email your chapter sends out, so that important information can be always available to members.