User Manual

The Holland House Canada platform is your all-in-one back office for managing members, events, sponsors, board governance, committees, email communications, and your public website.

The platform replaces WildApricot with a modern, Canadian-hosted system built on Supabase Postgres, Next.js, and Resend email delivery.

Member Login

1. 1.Go to app.chamberpage.com
2. 2.Click the orange "Member Login" button in the top right
3. 3.Enter your email address
4. 4.Check your inbox for a secure login link (magic link)
5. 5.Click the link and you're in the member portal

Admin / Staff Login

1. 1.Go to app.chamberpage.com
2. 2.Click the "Admin" button in the top right (next to Member Login)
3. 3.Enter your staff email and password
4. 4.You'll be taken to the admin dashboard

After logging in, you arrive at the dashboard. It gives you a bird's-eye view of everything happening at Holland House Canada:

• Member stats: active, lapsed, pending counts
• Chapter breakdown: members per chapter
• Financials: open dues, collected dues, sponsor revenue
• Upcoming events: next 5 events
• Recent members: latest sign-ups
• Renewals due: members renewing in the next 60 days
• Open action items: pending tasks from meetings (with one-click complete)
• CRM tasks: open sales/pipeline tasks (with one-click complete)
• Quick actions: shortcut buttons to common pages

The People page is your member database, all 1,085+ contacts imported from WildApricot.

What you can do

• Search & filter: by name, email, organization, status, chapter, or position
• View a profile: click any person to see their full record
• Edit details: update contact info, organization, industry, bio
• Set chamber position: President, Vice-President, Secretary, Treasurer, Board Member, Chapter Leader, Liaison
• Assign to a chapter: any of your organization's regional chapters
• Track membership: level, status (active/lapsed/pending), renewal date
• Email consent: see who has consented and who has unsubscribed
• Activity history: registrations, emails sent, payments

The Events page lets you create and manage all Holland House Canada events: galas, networking nights, AGMs, webinars.

Creating an event

1. 1.Go to Events → click "+ Create event"
2. 2.Fill in title, date, location, description, capacity, and ticket price
3. 3.Save. A 7-step email sequence is automatically created:
4. 4. • 3 event announcements (sent before the event)
5. 5. • Registration confirmation (sent when someone registers)
6. 6. • 3 reminders (sent before the event)
7. 7. • Post-event thank-you (sent after, to attendees)
8. 8. • No-show follow-up (sent after, to non-attendees)

Event day

On the day of the event, use the QR code scanner to check people in. Each registration has a unique QR code that members can display from their phone via the member portal.

The Sponsors page tracks all corporate sponsorships: Platinum, Gold, Silver, Orange, Event, and In-Kind.

• View active, prospect, and lapsed sponsors
• Track sponsorship amounts and renewal dates
• Sponsor logos appear on the public website
• Sponsorship revenue rolls up into reports

The Board section is the governance hub: documents, committees, meetings, and the AI Corporate Secretary.

Board Documents

Upload incorporation articles, bylaws, minutes, resolutions, financial statements, and recordings. PDFs are automatically text-extracted for AI analysis. Audio/video files are transcribed using OpenAI Whisper.

Board Roles

Define board positions (President, Treasurer, etc.) with responsibilities extracted from bylaws. Assign members or external people to each role with start/end dates.

Create committees (Finance, Events, Governance, etc.) and assign members with roles:

Monthly Updates

Each committee has two types of updates:

• Committee update: overall summary submitted by the chair or secretary
• Individual member updates: each member submits their own progress (accomplishments, plans, blockers)

The automation engine sends monthly reminders to committee members when their update is due (based on the update day set for each committee).

The Meetings page tracks board meetings, committee meetings, and AGMs.

Creating a meeting

1. 1.Go to Board → Meetings → "+ New meeting"
2. 2.Enter title, date, type (board/committee/AGM/special)
3. 3.Optionally link to a committee
4. 4.Save the meeting

Meeting documents

Attach multiple documents to each meeting: agendas, minutes, presentations, recordings, financial statements. Upload documents first at Board → Documents, then attach them to the meeting with a type label.

Action items (tasks)

Each meeting has action items that can be:

• Manually added: type a description, assignee, and due date
• AI-extracted: from meeting notes or recordings via the AI Secretary
• Marked complete: click the checkbox or use the Complete button
• Status tracked: pending → in progress → done (or skipped)
• Documents attached: attach relevant board documents to any task

The AI Secretary is powered by Claude Sonnet 4 via OpenRouter. It helps the human secretary by:

• Generating briefings: upcoming renewals, overdue action items, committee updates due, lapsed members
• Extracting action items: from meeting notes or transcripts
• Extracting roles: from bylaws and incorporation documents
• Generating annual reports: based on meeting notes, committee updates, and membership data
• Monitoring committee updates: flags committees that haven't submitted their monthly update

The Email Templates editor lets you design rich, branded emails with a visual WYSIWYG editor.

Visual Email Designer

• Formatting: headings, font sizes, colors, bold, italic, underline
• Images: upload from your computer, paste a URL, or pick from the media library
• Links: insert clickable hyperlinks
• Merge fields: insert {{firstName}}, {{eventName}}, {{renewalDate}}, etc.
• Lists: bullet and numbered lists
• Alignment: left, center, right
• HTML mode: toggle to raw HTML for advanced edits
• Live preview: see exactly what recipients will see
• Send test: email a sample to yourself before going live

The Automations page shows all automated email sequences. They fire automatically based on triggers:

A cron job runs every hour on the server to process time-based automations. You can also click "Run automations now" to process them manually.

The Communication page is where you send newsletters and broadcast emails.

1. 1.Go to Communication → click "+ New newsletter"
2. 2.Write your subject and body (or pick a template)
3. 3.Choose recipients: all members, a specific chapter, or a custom filter
4. 4.Preview the email
5. 5.Click send and emails go out via Resend
6. 6.Every email includes an unsubscribe link

All sent emails are logged in the Email Messages table with status (sent/failed/preview) and timestamp.

The Reports page provides financial and operational summaries:

• Member growth: joins and lapses over time
• Chapter summaries: members and revenue per chapter
• Event revenue: ticket sales per event
• Sponsorship revenue: active, prospect, lapsed
• Outstanding balances: who owes dues
• Email performance: sent, opened, clicked

Choosing a period

Each financial report has a From and Until picker with shortcuts for this year, the last twelve months and last year. The closing date includes the whole of that day, and the period is held in the web address, so a filtered report can be bookmarked or emailed to your treasurer or accountant as a link that opens on the same figures.

Each report says which date it filters on, because it matters: membership payments and outstanding balances use the invoice date, event revenue the event date, and member growth the join date.

Sponsorship dates

A sponsor carries a commitment date (when the sponsorship was agreed) and a term (the period it covers), both set on the Sponsors page. The revenue report can then count either sponsorships agreed in a period or those running during it. A sponsorship signed in December for the following year falls in different periods depending on which you ask for, so choose deliberately.

These dates start empty on sponsors carried over from a previous system, because the only date such a record holds is the day it was imported. Until you fill them in, those sponsors are left out of a filtered report, and the report tells you how many so the totals are never quietly short.

Members access the portal at app.chamberpage.com/portal using a magic link sent to their email.

What members can do

• View and update their profile
• Renew their membership and pay online (Stripe)
• Register for events
• Display their QR code for event check-in
• Browse the member directory
• Participate in discussions
• View job postings
• Bundle admins can manage their team members

The public website at app.chamberpage.com/site/home is what the world sees. It's built with a drag-and-drop page builder at Pages.

• Pages: create and edit pages with text, images, and blocks
• Events: public events show automatically
• Jobs: active job postings display on the public site
• Resources: share documents and links with the public
• Newsletter signup: visitors can subscribe to your newsletter
• Member Login: orange button for member portal access
• Admin: outlined button for staff login

The Staff page (super admins and board admins only) lets you manage who has admin access.

Creating a staff account

1. 1.Go to Staff → enter name, email, and password
2. 2.Select a role (super_admin, board_admin, chapter_leader, event_manager)
3. 3.For chapter leaders, select the chapter they lead
4. 4.Click create and the new staff member can log in immediately

The Jobs page lets you post job openings that appear on the public website and member portal.

• Create job postings with title, company, description, and application link
• Set postings as active or archived
• Active postings show on the public website and member portal

The Resources page lets you share downloadable documents, links, and useful content with members and the public.

Key URLs

Email deliverability

• Sender: Holland House Canada <noreply@chamberpage.com>
• Domain: updates.chamberpage.com (verified in Resend)
• Unsubscribe link included in every email (CASL compliant)
• Email consent tracked per member (unsubscribed members are excluded from marketing emails)

Tips

• The nav bar has dropdown menus: hover Board, Comms, or Website to see sub-pages
• On mobile, tap the hamburger menu (☰) to see all navigation
• Audio recordings are transcribed automatically on upload
• PDF documents have their text extracted automatically for AI analysis
• Hard-refresh (Ctrl+F5) to clear cached images after a logo update