Aylott.Cloud

Overview

I am the Site Secretary for my local allotments and, more recently, the webmaster for the Group Association that oversees the local sites in my area.

Several years ago our, then current, site secretary asked me to develop a website. This became so popular the group approached me and asked that this be extended to all sites in the area.
In order to cut costs (and improve security) all sites were consolidated and created as sub domains under the control of the main ‘Group’ site.
This also meant that administrator logins could be managed centrally and the Group would have an overview of membership, finances, documentation etc.

If you would like to explore a 'My Allotment' set of websites and management tools, please have a dig around this site and feel free to contact me.

The website is far more than a public interface. Here are some details:

Scope of Websites

Overview

Scope of Websites

A single domain pointing to a Group Website with a number of sub-sites, each with their own independent access via their own sub-domain url
Each site & sub-site will have its own email addresses for use by Officers/Administrators.

The Group site will have a number of functions:
• A public interface
• A back-office for Administrators or Officers
• A Membership Database including Waiting List
• An Accounts/Accounting area

The local sub-sites will have a number of functions:
• A public interface
• A back-office for Administrators or Officers (accessed via the Group site)
• A Membership database including Waiting list
• An Accounts/Accounting Area For Treasurers
• A shop/Stock management tool
• A Members’ Portal

Back

Public Portals

The public can access the main Group site where they can access the features listed below. They may also directly access any of the local sites for more detailed information about any site they may be considering joining.


Example Group Site Interface	Example Local Site Interface

Group Website - Public Features
• Online Applications
• Shared Tips
• Discussion Forum
• Events List
• Contact Us (including Map with pinned details)
• Who We Are
• Our Values
• Our Policy
• Our Sites (with mini-gallery and direct site access)

Local Sites - Public Features
• Online Applications
• Shared Tips
• Gallery
• Discussion Forum
• Members’ Login
• Who We Are
• Our Values
• Our Policy
• Site Facilities
• Upcoming Events

Members' Portal

The Members Portal is a full-featured sub website exclusively designed with members in mind.

It is a way to reduce paper waste by managing agreements online.
It is a window for communication between the Group, the local committee and members.
It is a personal shop window, either locally or across all Group sites.
It is an advertising and promotional board for events hosted by the local or Group administration.
It provides a set of tools such as a Plot Designer, a Photo Gallery and Reference Library.

• Online Tenancy Signing
• Messages from Group
• Messages from The local Committee
• Online Members Shop/Trade area
• Events

• Members’ Toolshed
o Details Management
o Account (Payments due & made)
o My Shop
o Plot Designer
o My Tips
o Post a Photo
o Documents
o Help

Management Features

The Main Group site allows logins for Administrators at all levels

Group Administrators have overall access to all sites.
There is a wide range of functions and features available via the back office management admin portal.
Local site administrators will be directed to the local site admin portals.
There are exclusive areas for local membership secretaries, shop managers and treasurers.
Reports and Summaries on local site activities can be monitored from the main Group site.

• Dashboard showing basic status of each site

• Admin Toolshed allowing management of:
o Administrators & Local Officer logins
o Fee Management
o Membership Lists
(including Waiting list and online Tenancy Agreement Signing)
o Accounts Summary
o Tips Management
o Events Management
o Forum Management
o Forum Guest Management
o Contacts Management
o Team Messages
o Document Storage/Access
o Section Text (website content)
o Sub site management and access
o Letters & Mailshots
o Staff Emails

Local Site Features

Local Site Officers will have access to the Administration portal of their local website.
They will also be able to access administration areas not specifically restricted to Officers.
These will include Membership Administration and physical site shop management (where required).
Shop Managers will be directed to the local site shop management portal.
There is an exclusive admin area for local shop managers.
There are many features provided for managing site content and physical plots.

• Fee Dashboard
• View/Sign Tenancy Agreements

• Admin Toolshed:
o Membership Administration:
 List/Amend
 Member Warnings Management
 Waiting List
 Plot Assignment
 Accounts check
 Create Tenancy Agreement

o Accounting
(keep your accounts ledger online)
o Shop & Stock
(Manage shop transactions, Stock, Pricelists and suppliers)
o Plot Management
o Event Management
o Tips Management
o Gallery Management
o Contacts
o Team Messages
o Documents Storage & Management
o Section Texts
(amend website page texts and prompts)
o Site Settings
(amend details about your local allotment and it’s website interface)
o Letters & Mailshots
o Staff Emails

Financial Accounting

Via the Officer Admin login, treasurers will be able to access the Financial Accounting tool.
This is effectively a way of managing the throughput of local site funds.

It will include processes for managing 3 main areas where funding is held.
It will report on specific transaction types.
It will allow ringfencing of funds.
It allows for transaction Type management.
It allows for end of year archiving of records.
It provides a Summary which can be downloaded.

A summary of the accounts is available on the Main Group Admin Portal.

• Main Accounts
o Bank Transactions
o Cash Transactions
o Shop Float

• Sub Accounts
o Ringfenced
o Donations
o Grants

• Summary
o Download Report

• Type Management

Managing A Shop

If any of your allotment sites have a physical shop you will find this tool helpful.
You will be able to:

Manage Suppliers
Manage Stock Levels
Report on Profit & Loss
Keep an online transactions ledger.

• Sections
o Transactions
o Stock
o Suppliers

Pricing

Allotment associations generally do not have a tremendous level of funding available. Therefore different pricing levels and bespoke arrangements can be agreed.

Options
Outright (paid in advance)
Development/Configuration: £250/site
Updates: Between £50 and £150 depending on the number of features/complexity requested etc.
Bug fixes: FOC.
Hosting: Subject to change annually but currently circa: £150.00 annually.
Domain names will be domain.aylott.cloud. Costs for purchase and hosting of other domains can be discussed.
Google Maps: FOC (although subject to Google charging structure)
Google Analytics: Not publicly available as standard.

Managed (paid in advance)
Monthly: £50 (based on max 10 sites)
Additional Sites: £25 (batches of 5)
Development/Configuration: FOC
Updates: FOC
Bug Fixes: FOC
Hosting: FOC
Domain names will be domain.aylott.cloud. Costs for purchase and hosting of other domains can be discussed.
Google Maps: FOC (although subject to Google charging structure)
Google Analytics: Not publicly available as standard.

Contracts
There are No Contracts.
Services may be cancelled with 1 month's notcice.
No refunds are payable.

Video Guides

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General
General Overview
Our Public Websites
The Members' Portal
Group Admin Portal
Local Site Admin

Site Configuration
Group Site
Local Site
Plot Management
Site Thumbnails

General Admin
Admin Tools

Membership Admin
Membership Admin

Financial Admin
Accounts Admin

Shop Management Tools
Shop Management