Leader Website Instructions

All official CMC trips are managed through the cmc.org website. Upon logging into the website you should see a Leader option at the top of the page.

If you are unable to access the website or do not have a Leader option, contact the CMC office at 303-279-3080.

 

Overview of the Leader Page

The Leader page provides an simple overview of hikes you’ve lead recently and hikes you plan to lead:

The controls above the list allow you to control which trips are displayed. By default all trips you’ve led in the past month and all hikes you plan to lead in the next 2 months are shown.

Along the left side are additional links which allow navigation through the Leader section of the site. My Trips will return you back to this screen. Schedule a Trip is covered in the Scheduling a Trip section below.

My Leader Info brings up a page where you, the leader, can post a picture and write a short description about yourself. The information you write here will be visible anytime you post a trip and a potential hiker clicks to learn more about you. All Denver leaders are encouraged to fill this page out.

The Photo section can be used to upload a photograph of yourself.

The Description is a good place to tell other hikers about yourself. Specifically what type of trips you like to lead and any expectations you may have for other hikers.

 

Scheduling a Trip

From the Leader section, press the Schedule a Trip button on the left side of the screen:

This will bring up the Catalog Search screen:

The CMC website has a large catalog of previously led trips. A good starting place when entering a hike that someone has likely led previously is to enter a descriptive word or two into the Trip Title box and press Search. For example, if one wanted to schedule a hike to the top of Bear Peak they could enter Bear Peak into the Trip Title box and get a list of trip options:

In this example there are many options to choose from. Though they all visit Bear Peak they represent different routes with different difficulties. To get more information on a trip simply click on the schedule link; this will not immediately schedule the trip and you can return to this screen at any time by pressing your browser’s back button.

If your searches don’t return an applicable trip you can press the Schedule a Trip not in Catalog button. Scheduling an existing trip or scheduling a new trip will both take you to the Trip Edit screen:

If you’re scheduling a completely new trip then all of these fields will need to be filled in. If you’re scheduling a trip from the catalog then many of these fields will be filled in but each one should be checked and validated. You may opt for a different pace, for example, than the leader who wrote up the trip in the first place.

  • Map Buzz ID – This field can be ignored
  • Group – This will show the CMC chapter you belong to (Denver, Boulder, etc). Most leaders will not be able to change this value.
  • Second Leader – A trip leader may choose to assign a second leader. Their name and contact information will be listed on the trip description although they will not be able to alter trip information or check the online roster. Only authorized CMC trip leaders can be made second leader. To assign a second leader press the Lookup button; this will cause a search window to open. Enter in part of the leader’s name and press Search. Find the leader in the list and click on their name to have them added as the second leader.
  • Trip Type/Trip Difficulty – A description of these fields can be found on the Trip Classifications page.
  • Trip Prerequisite – Any special prerequisite skills or schools that trip participants are required to have. If your trip is particularly difficult or technical it is advised that you check the Register with Leader box (described below) and require that interested parties contact you personally. This field can be left blank if there are no trip prerequisites.
  • Trip Date Start – The date that the trip will occur on.
  • Trip Date End – The date that a multi-day trip will end on. If the trip is planned for a single day then this field should be left blank.
  • Confirmation Reminder – The proper setting of this value may depend on which CMC group you belong to. Members of the Denver group should leave this set to Email.
  • Pace – This is the speed at which the leader expects to accomplish the trip. The following guidelines should be used: A Slow pace means that breaks will be frequent and little concern is placed on reaching any goal by a certain time. A Moderate pace means breaks will occur when necessary (water, clothing, bathroom) but the leader will generally try to keep the trip on a particular schedule. A Fast pace means breaks will occur on a set schedule or only when absolutely necessary and there are goals that must be met within a certain amount of time.
  • Trip Title – These fields determine how the trip will appear in the master CMC schedule. The trip’s title should reflect not only the trip’s purpose but where it is taking place such as Wildflower Hike up Eccles Pass or Navajo Peak Scramble. Almost all trips only use Trip Title1 but the other trip titles can be used if you wish additional information to appear on additional lines. UseTitle1 is checked by default but the others should be checked if you fill in information that you want to appear.
  • Trail Mileage – How many miles of hiking/walking/cycling the trip will entail. This must be a whole number and it is usually better policy to round up.
  • Elevation Gain – The anticipated elevation gain for the trip in feet. When in doubt, round up.
  • Drive Distance – The total miles that must be driven from the meeting location to the trailhead and back again. This distance is frequently used to determine how much money is owed the driver when carpooling.
  • Topo Map – Any topographical maps that cover the area that the trip will take place in. This can be USGS, National Geographic, Sky Terrain, etc.
  • Long Description – This is the description of the trip that shows up in the schedule. This is the best opportunity for a trip leader to make potential trip participants aware of any complications (difficult terrain), expectations (leader plans to collect mushrooms) or equipment needs (microspikes for ice). Putting detail into the trip description increases the odds of a good match between the trip leader and trip participants.
  • Need Confirm – Leave this checked
  • LIT – Check this to indicate that this is a Leader in Training (LIT) hike. You can check this if you have someone in mind to LIT your hike or if you just want to make this hike available to anyone to LIT – first come, first serve.

Once all of these fields have been filled out to your satisfaction, press the Save to Activity Schedule button. Your new trip will be saved and listed on the Leader page with a status of Suggested.

At this point the trip must be reviewed by a trip scheduler before the trip can officially be added to the CMC schedule. Wait a day or so before moving onto the next steps.

 

Confirming a Trip

Once the trip scheduler has reviewed and approved the trip, the trip will show on the Leader page with a status of Approved. At this point the trip is visible on the CMC activity schedule though no one can sign up for it.

To confirm the trip, click on the edit link. This will return you to the Trip Edit screen. This screen is mostly the same as before but with some additional fields near the bottom:

The Need Confirm and LIT fields were covered in the previous section, the new fields are:

  • Meeting Time – The time that everyone should meet for the trip. This will only be shown to those that have successfully signed up for this trip.
  • Meeting Location – The location that everyone should meet at for the trip. Try to be as specific as possible, participants can have a hard time finding the trip leader in very large parking lots. This will only be shown to those that have successfully signed up for this trip.
  • Special Note – Any special instructions that trip participants should be made aware of. Unlike the Long Description this information is only shown to those who have successfully signed up for the trip.
  • Member Limit – The number of people, including leader, co-leader, and guests that may be on this trip.
  • Register With Leader – If this box is checked then no one can sign up for this trip unless they use the Pass Code. Check this box if you want to require any interested persons to contact you before they can sign up.
  • Guests Okay – Check this box if guests are welcome on this trip. Guests are not members of the CMC and can not be signed up through the usual manner.
  • Guest must call leader – Check this box if guests are only allowed if they contact the leader ahead of time. Leaving this box unchecked while the Guests Okay box is checked gives the indication that trip participants may bring guests with them to the meeting location, unannounced.
  • Pass Code – This code can be any word or number. If Register with Leader is checked then any interested person will need to know this code before they can sign up for your trip. If your trip has a difficulty of C or D then anyone with a lower rating will need this code to sign up. Many leaders use the same code for all their trips so people they hike with regularly can sign up on their own.
  • Roster To Leader – Leave this set to Online; you will be able to print out the roster when on need it via the website.

When the appropriate fields have been filled in, press the Confirm button to make your trip available for people to signup. This can only be done within 30 days of the trip’s start date. Once the trip is confirmed it will appear in the Leader page with a status of Confirmed.

 

Changing or Cancelling a Trip

Shortly after a trip has been confirmed, making changes is not difficult. At any point you can bring up the list of trips in the Leader page and click on the edit link; from there you can change pretty much any of the trip’s parameters.

Things become more complicated if there already people signed up for your trip. It is still possible to change trip specifics but it is important to communicate any changes to whoever is already signed up.

Making Announcements

There are many reasons a trip leader might want to make an announcement to everyone on a trip. Perhaps the weather will be colder than expected, the start time has changed, or the leader just wants to share some photos they took. The CMC website provides an easy way to get the word out to everyone who has already signed up for a trip.

Go to the Leader page and click on the roster link for the trip that you want to communicate with.

This will bring up the Trip Roster page:

Then click the Email to all button:

On this screen you can type out your message. When done, simply press Send emails and everyone on the roster will quickly be delivered a copy of your message.

Changing the Trip Date

This is as simple as editing the trip, changing the Trip Date Start/End, and pressing Save Changes. There are a couple of caveats.

First, make sure you use the Email to all button to alert anyone who is already signed up about the date change; the CMC website does not send alerts automatically. Second, it is important to put a note, preferably in the trip’s title, to indicate this is a reschedule; the second or third line of the trip’s title is perfect for this.

Changing the Trip Leader

If you find out you can’t lead a hike that you’ve already put on the schedule, try to line up a replacement leader. If you find one you can call the office and have the trip reassigned to them.

Cancelling the Trip

A trip can be cancelled at any time by clicking on the trip’s edit link and pressing the Cancel the trip button at the bottom.

Before you do this send a message to anyone who has already signed up. Also put the word CANCELED in the trip’s title.

Once the trip has been cancelled it is not removed from the CMC schedule, rather it is simply given a status of canceled.

 

Closing a Trip

A trip with a status of closed does not allow anyone to add or remove themselves from that trip. It is an important part of the CMC trip process; it prevents members from signing up/cancelling via the website minutes before the trip begins.

All trips are closed automatically on the midnight before the trip’s start date.

The recommended approach is for the trip leader to close the trip manually the night before the trip is held, then print the roster. This guarantees that no CMC member can add/remove themselves from the roster and they’ll have to contact the leader for any last minute changes.

To close a trip click on the trip’s edit link and scroll to the bottom of the Trip Edit page, there you will find the Close Trip button. Press it to close the trip.

Now navigate to the Trip Roster screen by clicking on the trip’s roster button.

Pressing the Export Roster button will generate a Word document that should open in your word processor. This can be printed out and carried during the trip.

Understanding the Printer Roster

It is highly, highly recommended that when leading a trip you print out the roster and carry it on your person during the entire length of the trip. The roster contains more than just a list of people, it also has contact and emergency contact information.

The above image is an actual roster, the information on some of the hikers have been redacted.

The top of the roster has statistics on the hike including meeting location, time, mileage, etc. All rosters also show the CMC emergency phone number, this is the phone number you must call should an emergency occur on your trip. One reason to keep the roster on the leader at all times is to keep this number on hand.

Each member of the trip has the following information displayed. The following information is displayed on the first line:

  • Name – Participant’s name
  • Group – CMC group the participant belongs to (Denver, Boulder, etc)
  • Leader – This will indicate if the participant is an approved trip leader. It is useful to note other trip leaders since they may be relied on if the group has to split up.
  • Ski Classification – The participant’s ski classification
  • Hike Classification – The participant’s hike classification
  • Ride/Drive – This indicates whether the participant would be interested in driving to the trailhead or would prefer riding as a passenger with someone else. This is useful when arranging carpools at the meeting location.
  • Phone Number – The participant’s home phone number. Their cell number, if they entered one, is not shown on this sheet.

The following information is displayed on the second line:

  • Emergency Contact’s Name – The name of the person to be called if this participant is injured or incapacitated. In extreme situations (such as a fatality) the trip leader is not obligated to contact the emergency contact directly and may rely on the CMC to handle the contact.
  • Emergency Contact’s Phone Number – The emergency contact’s phone number

Note that the member’s phone number is the rightmost column and the emergency contact number is in the second column. Don’t accidentally call the emergency contact just because the participant is running late!

Adding/Removing to the Roster

Once the trip has been closed the leader may still add and remove participants to the roster even though participants can’t add or remove themselves.

The steps in this section can actually be performed at any time but all leaders should exercise caution when doing so. Trip participants are not automatically informed when they are added or removed so doing so without consulting with them first is confusing and irritating and will ultimately lead to complaints.

Removing any participant from the roster is easy. Simply press the Cancel button that’s below their entry in the roster.

Any active CMC member can be easily added to the roster even if they do not meet the trip’s difficulty or prerequisites. In the box that reads Add member to the roster press the Lookup button. This will bring up the Admin Panel.

Enter full or part of the participant’s name into the text box and press the Search button. A list of matches will appear, click on the name of the participant you wish to add.

The Admin Panel will close and the participant’s CMC id number will have been added to the Add member to the roster box. Press Add Member to add them to the current trip.

Notice that the Admin Panel also provides a convenient method of looking up CMC member’s phone numbers, email addresses, and home addresses. Do not give out any CMC member’s personal information without their explicit approval.

 

Completing a Trip

Welcome back! I hope your trip went well and the weather cooperated. Time to sit down at your computer and finalize the trip report for the CMC’s benefit.

Did anyone call you before the meeting time and let you know they weren’t going to make it? Remove these people from the roster by pressing the Cancel button below their name.

Were there any no-shows, people who signed up but didn’t show up? Check the No Show checkbox next to their name.

Total Activity Hours is from the time the group left the trailhead till the point they returned. It does not count time spent commuting, stopping for coffee, etc.

For Trailhead Location or Activity Site simply write down the name of the trailhead if there was one.

Access Problems should note any changes in trail, parking, or roads that were unexpected and affected the trip.

Then fill in the Narrative. It doesn’t have to be long or too descriptive (these things hardly ever get read) but it is important to have a general record in case a complaint or concern is lodged. If an accident,  incident, or near miss occurred on this trip then mentioning it in the Narrative is insufficient – the CMC should be immediately contacted and an Incident/Injury/Illness Report Form should be filled out.

When all of this is complete go ahead and press the Activity Report Completed button. Your trip will be given a status of Complete and you’re done!