Once in a while we are confronted with unpleasant situations. A conflict between administrator and association about who is the owner of the data in the database, an administrator who deletes or copies information for their own use, an association that can no longer access data after the administrator quits… etc. These situations can largely be avoided by making good working arrangements. We are therefore happy to share a few tips with you.
Tip #1: Make sure you have a volunteer agreement
As an association, you enter into an agreement with your volunteers. Make sure you put this down on paper and sign it in duplicate. You can include mutual rights and obligations. Think of things like:
Tip #2: Establish ownership of data
Who owns the data in the database? Is it the administrator? Or the association? Record this, for example in the volunteer agreement. Make sure there is no doubt about this, and that both parties sign it and keep a copy.
Tip #3: Backup your data periodically
Did you know that you can very easily make a backup of your ZooEasy database? Be sure to make use of this feature! Here’s how to create a backup, and here’s how to restore a backup. You can make arrangements about this with your administrator.
Tip #4: Divide administrator tasks
Do you have a multi-user or unlimited subscription? Then you have two (or more) management accounts. This way a backup can easily be stored in two places. This also ensures that you can always access the data after one administrator leaves or is temporarily unavailable.
Tip #5: Do not create an association administrator account on a private email address
Ideally, you should create a general email address that the club itself can access. You can set up the ZooEasy management account there. This way, even if there is only one administrator, you can still access the login data.
Tip #6: Did you run into a problem? Contact us!
Nobody likes it when there is a problem. But if you contact us in time, we can do our best to help you as soon as possible.