From Paperwork to Web 2.0: UMSwing’s New Membership System

Nowadays, my life has a good amount of its time consumed with either work or swing dancing. I work every weekday, and four nights every week I’m dancing. Being the nerd that I am, I always look for opportunities to intertwine my hobbies, despite them being complete opposites. Being on the executive committee helps a lot with that, since I take the position of Web Administrator and Graphics Designer with UMSwing.

On the way home from an event a couple weeks ago, I was talking with a friend about the hassle of all the paperwork we have to go through every time we have a lesson; we need to fill out transaction logs for each payment, keep track of every person’s attendance for each class, and also mark it on their membership form that they attended and paid for that class. A single person dropping in to that class requires writing on three sheets of paper. When you’re trying to run everybody through quickly, that starts becoming an issue.

This friend, being the kind of person that seems to regurgitate good ideas on demand, suggested to me, “Brian, you’re a developer. Just write a program to do it for you. You’re learning Ruby and Rails, so you can do a web-based backend and a GUI frontend. Problem solved!”. Thus, I sat down and started planning. Rails seems to be yet another one of those languages that lacks any decent documentation or tutorials. If you plan on learning it, pick up “Agile Web Development With Rails“. It is by far the best development book I have ever read. If it’s any sort of selling point, one of the authors created the Rails framework; if he doesn’t know how to use the framework, nobody does.

As a method for potentially helping me brainstorm, I’ve decided to spill out some of my ideas and goals here. I’m only going to discuss a few ideas here; while I would normally immediately distribute this idea into the public domain, I’ve decided to keep this one closed source. If you have any suggestions or ideas, let me know and I will give you credit. Better yet, if you’re interested in this software, get in touch and we can discuss it.

Goals for Dance Site

  • Members: Keep track of all members, regardless of how long ago they joined. Eliminate the need to fill out a new membership form every semester. Each member should be assigned a member number, which can be put on a barcode. Keep track of personal information, interests, and attendance. Gather statistics/metrics from attendance vs. month/day/semester, etc.
  • Memberships: Handle multiple membership types, including drop-in. Integrate with finances to determine when a user has paid for their membership through drop-ins. Support for online payments through Paypal (ie. Mastercard, Visa, eCheck, etc.)
  • Finances: handle per-lesson incomes. Support for multiple lessons per day. Keep track of what is taught during that lesson. Provide unlockable content for each lesson; attendance to that lesson unlocks the content for that member; refresher videos, class notes, etc. Support for discounted membership dates/times.
  • Graduated system: attendance of X number of events allows you to attend higher level classes. Ability to override by administrator.
  • Mailing List: Separate old members by current members, allowing for class updates to be sent to current members, while global events to be sent to all. Ability to unsubscribe.
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