Introduction

This guide provides club officers with a clear roadmap for overseeing and executing elections, ensuring a transparent and organized process.

1. Pre-Election Preparation

2. Candidate Interest & Nomination

3. Candidate Declaration & Engagement

4. Voting Process

5. Post-Election Activities

6. Feedback & Documentation

Q: Can I join a waitlist using the mobile member app?
A: No. This is a known issue Option to join wait list in Member App – WildApricot Forums.

Q: Where can I download the mobile member app?
A: Follow link for Apple or Android

Q: How do I jump from the mobile member app to the web version?
A: From the "My profile" screen, click on "Charles River Wheelers" link under your name.

Release 7/09/2023

1. Addressed bug where members can't cancel their registrations
2. Updated club waiver

Google Groups is a free service that allows you to create and manage online discussion groups. You can use Google Groups to stay connected with your bike club members, share information, and collaborate on projects.

Accessing Google Groups

To access Google Groups, you can use a web browser to go to https://groups.google.com. You can also access Google Groups from your CRW Gmail inbox. To do this, click on the "More" button in the left-hand sidebar and select "Groups."

Changing Mail Frequency

By default, you will receive all new messages sent to the Google Group in your inbox. However, you can change the mail frequency to receive fewer messages. To do this, click on the "Settings" gear icon in the top right corner of the Google Group page and select "Mail settings."

In the "Mail settings" dialog box, you can choose to receive all new messages, digests, or no messages. Digests are a summary of all new messages sent to the Google Group.

Assigning Tasks

You can use Google Groups to assign tasks to other members of the bike club. To do this, click on the "New message" button and type a message. In the message, type the name of the person you want to assign the task to and then type the task in the body of the message.

You can also use Google Forms to create a form that members can fill out to complete tasks. To do this, go to and click on the "Create" button. Select "Google Forms" from the list of options.

In the Google Forms editor, you can add questions to the form. You can also add a due date for the form. When you are finished creating the form, click on the "Send" button to send it to the members of the bike club.

Using Workflow

Google Groups offers a workflow feature that allows you to automate tasks. For example, you can create a workflow that automatically sends a message to a member of the bike club when they post a new message in the Google Group.

To create a workflow, click on the "Settings" gear icon in the top right corner of the Google Group page and select "Workflow."

In the "Workflow" dialog box, you can create a new workflow or edit an existing workflow. When you are finished creating or editing the workflow, click on the "Save" button.

Adding and Removing Members

You can add and remove members from the Google Group. To add a member, click on the "Members" tab and then click on the "Add members" button. Enter the email address of the person you want to add to the Google Group and then click on the "Add" button.

To remove a member, click on the "Members" tab and then click on the "Remove" button next to the name of the member you want to remove.

1. Accessing Google Mailbox

1. Open your browser and go to mail.google.com.
2. Enter your CRW.org email address and click "Next."
3. Enter your password and click "Next" to access your mailbox.

2. Changing Signature

1. In your Gmail inbox, click the gear icon at the top right corner.
2. Select "See all settings."
3. Scroll down to the "Signature" section and click "Create new."
4. Enter a name for your signature and create your signature using the text editor provided.
5. Click "Save Changes" at the bottom of the page.

3. Sending Email

1. In your Gmail inbox, click the "Compose" button in the top left corner.
2. In the new message window, enter the recipient's email address, subject, and message content.
3. Click "Send" to send your email.

4. Organizing Labels

1. In your Gmail inbox, scroll down to find the "Create new label" button in the left sidebar.
2. Click on it and enter a name for your new label.
3. Select any parent label if necessary, then click "Create."
4. To add an email to a label, select the email and click the "Labels" button in the top toolbar. Check the box next to the desired label and click "Apply."

5. Searching Emails

1. In your Gmail inbox, use the search bar at the top of the page to type your query.
2. Press "Enter" or click the magnifying glass icon to see search results.

6. Managing Spam

1. In your Gmail inbox, click "Spam" in the left sidebar to view spam messages.
2. Select any messages you want to delete or report as not spam.
3. Click the appropriate buttons in the toolbar above the message list.

7. Switching Gmail Accounts

1. In your Gmail inbox, click on your profile picture in the top right corner of the page.
2. Select "Add another account" or choose from existing accounts if applicable.
3. Enter login information for the account you want to switch to and click "Next" until you access that account's inbox.

We understand that sometimes events need to be canceled. We want to make that process easier for you. By adding #cancel to your event description, the system will cancel your event and automatically notify registrants of the cancellation.

1. Log in to your WildApricot account using your email address and password.

2. On the top navigation menu, click on "My Account" or "My Profile" to access your personal information.

3. Scroll down to the "Membership Details" section of your profile page.

4. Click on the "Change" button located next to your current membership level.

5. A new window will appear displaying available membership levels. Select the new membership level you would like to change to by clicking on it.

6. Review the details and pricing for the new membership level, then click on the "Next" button at the bottom of the page.

7. If required, provide any additional information requested for the new membership level and click the "Next" button again.

8. Review your new membership level details and ensure everything is correct. If you need to make changes, use the "Back" button.

9. Once you have confirmed that all details are accurate, click on the "Submit" button to complete the membership level change process.

10. If there are outstanding payments or fees required for your new membership level, follow the instructions provided to complete the payment process and finalize your membership change.

1. Log in to your crw.org Google Workspace account.
2. Go to calendar.google.com to access your calendar.
3. Click on the "Create" button to schedule a new meeting.
4. Fill out the meeting details including the title, date and time, and attendees.
5. Select "Add Google Meet video conferencing" to add the video conferencing link to the calendar event.
6. Click "Save" to create the meeting and send invitations to attendees.

Club officers should use an official crw.org mailbox for club business.

Follow these step-by-step instructions to create a new crw.org mailbox for your bike club administrators.

1. Log in to your Google Workspace admin account at https://admin.google.com.
2. From the dashboard, look for the "Users" card and click on it.
3. In the "Users" section, click on the "+ ADD NEW USER" button located at the top left of the page.
4. Fill in the "First name" and "Last name" fields with the administrator's personal information.
5. Enter the administrator's desired email address in the "Primary email" field within the format "username@crw.org".
6. Choose or generate a temporary password for this administrator.
   • If you want to generate a temporary password, click on "Generate password".
   • If you want to choose a temporary password, click on "Set password", and then enter your chosen password into the field provided. The new user will be prompted to change their password upon their first login.
7. (Optional) Add any secondary emails or phone numbers for contact purposes in their respective fields under "Contact info".
8. (Optional) Under "Organization", you can assign the user a specific organizational unit or give them administrative privileges by selecting the corresponding checkboxes.
9. Click on the "ADD NEW USER" button to finalize the mailbox creation.
10. Inform the new user of their login credentials and ask them to log in and set a permanent password.

For club leaders who are looking to use zoom for events, please follow the steps below to request access:

1. Contact the communications team via email at mailto:communications@crw.org and request a Zoom meeting be setup for your event. The communications team will need your posted calendar event.

2. Once approved, the communications team will either create the zoom meeting for you to use or provide you with the necessary login information to access the club's Zoom account.

3. Please remember to only use the Zoom account for official club business and keep all login information secure.

Thank you for helping us maintain the integrity and security of our club's online presence.