Help

Setting up Allotmin for the first time

A recommended order for setting up a new account.

Adding members and plots

How to add plots and members to Allotmin.

Importing members or plots from a spreadsheet

Import members or plots from Excel, Numbers or Google Sheets.

Giving a member a plot

Assign a plot to a member from the member's record or from the plots list.

Member groups

Group members together to email, charge or discount them.

Recording something Allotmin does not have a field for

Add up to three custom fields to every member record.

Partners, co-workers and social members

Link a member to a plot they do not hold, and bill for them on the plot holder's invoice.

Keeping a record of contact with a member

Record phone calls, letters, conversations and complaints against a member.

Running your waiting list

Add people to the waiting list, change their order and offer them plots.

Letting people join your waiting list online

Create a link that lets people add themselves to your waiting list.

Opening a billing year

Open a billing year to create invoices for every plot holder.

Recording who has paid

Mark an invoice paid, record a part payment and see who still owes money.

Charging for things other than rent

Add water levies, membership subscriptions and other charges to the yearly invoice.

Giving members a discount

Set up concessions such as an over-60s rate or a hardship reduction.

Chasing unpaid rent automatically

Send automatic reminder emails to members who have not paid.

Letting members check their own balance

Give each member a private web page showing their plots, invoice and payments.

Emailing your members

Send personalised emails to one member, a group or all members.

Sharing documents with members

Store your association's documents, attach them to emails and publish them on your website.

Recording plot inspections

Record plot inspections on a site walk and email members about issues.

Keys and deposits

Track issued keys and the deposits held against them.

Your allotment's website

Create a public website for your association with photos, notices, documents, contact details and a map.

Giving your committee their own logins

Invite other people to your account, each with their own email and password.

Running more than one allotment site

Manage several allotment sites from one account.

Deleting a site

Remove an empty allotment site from your account, including one added by mistake.

Getting your data out

Download all of your Allotmin data as a spreadsheet.