online registration system member registration€¦ · registration with registration number...

© Copyright 2013 Little Athletics NSW

ONLINE REGISTRATION SYSTEM

MEMBER REGISTRATION (GUIDE FOR CENTRE REGISTRARS)

June, 2013

This instruction manual has been written by the Little Athletics NSW. No part of this manual may be reproduced without the written permission from the Little Athletics NSW © Copyright LANSW Inc. 2013


CONTENTS

Pages

Online Registration – Credit Card Payment……………………..……….……….…….1-4 Online Registration – Invoice/Manual Payment………………………………..….…5-8 Manual Paper Registration………………………..………….………………………..…….9-16 New Members……………………………………………………….………….9-14

Re-registrations………………………………………….……………………14-16 Family Registrations (Paid Manually)…………………………………..…….………..17-22

Additional points to note…………………………………..……………………………..……..23


MEMBER REGISTRATION

ONLINE REGISTRATION – CREDIT CARD PAYMENT

This is when the member has completed the entire registration process online by entering their particulars and electing to submit payment online via their credit card. The registration fee is generated, completed, and the system updated with payment details. On registration day the member presents the receipt that was emailed immediately after their credit card payment was approved, as proof of their online payment, together with their proof of age documentation (refer to sample receipt at the end of this section). Make sure it is s receipt for payment, NOT an invoice for payment still to be made. The Centre Registrar will issue the registration number and other necessary items and update the member registration details with the registration number issued, proof of age sighted etc by the following steps.

1. Click on Members.

2. Click on Members Listing.

3. Ensure Member Status is set to All.

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4. Locate the members name and click on Edit.

5. Scroll to Membership Information and enter the registration number issued.

6. Check that athlete has been entered in correct age group by comparing date of

birth with that noted from the proof of age documentation and the date of birth range for that age group.

7. Scroll to Association Custom Fields and select the type of documentation sighted for proof of age from the drop down box. Use previously sighted if the athlete is a re-registration at your Centre.

8. Select registration type from drop down box.

9. Select the Zone that your Centre belongs to from the drop down box.

10. Update the number of years that the athlete has been a member.

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Update the number of years the athlete has been a member Select type of documentation sighted for proof of age.

Select registration type.

Select Zone.


11. Scroll to the bottom of the page and click on Update.

12. The following screen will appear showing updated member details. If changes are required click on edit and correct any errors.

13. If no changes are required click on listing and the following screen will display.

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14. Ensure that the member status of the member just updated is active by clicking on the status button until the tick appears. The members name should now appear in the active and financial member status listing.

15. To update another member from an Online Registration with credit card payment repeat steps 1 to 14.

This completes updating a member from an Online Registration with credit card payment. SAMPLE E-MAIL which member should receive following completing the online registration and selecting SUBMIT APPLICATION & PAY ONLINE.

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ONLINE REGISTRATION – INVOICE/MANUAL PAYMENT

This is when the member completes the registration form online by entering their particulars and elects to manually pay on registration day. An invoice for the registration fee will be produced, which the member should have printed on completing the online registration details.

On registration day the member presents the invoice (refer to sample at the end of this section) as proof of online registration, the amount due, together with proof of age documentation. The Centre Registrar will issue a receipt for payment, registration number and other necessary items, following which they will update the member registration with registration number issued, proof of age sighted and payment details etc by the following steps.

1. Perform steps 1 to 13 from the previous section (online registration – credit card payment), to update the members details such as registration number etc, until you are back at the following screen.

2. Click on Registration Fees, Transactions and finally Unpaid.

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3. The following screen will display. Locate the name of the member whose details have just been updated and click on symbol to update payment details.

NB: In the case of a family registration, the amount for the entire family will

be recorded against the child entered as member 1. Once you have clicked the green pay icon associated with the child that has the family registration figure attached and processed the payment in accordance with the instructions below, the “linked” transactions (i.e. other family members) will automatically come out of the Transactions / Unpaid list, and be put in the Transactions / Paid list. The financial status of all family members will be updated to financial.

4. Select the Payment Method from the drop down box, and enter the number of the receipt issued to the member in the Payment Reference box.

5. Click on Process Payment to update payment details. The following screen will display indicating that member has now paid.

Select method of payment from the drop down box.

Enter Receipt number issued.


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6. Click on Transactions Unpaid and you will return to the screen showing a list of

the remaining unpaid members. The member (family) you have just completed should no longer appear on the list.

7. This member (family) has been transferred from Transactions Unpaid to Transactions Paid.

8. To view the Transactions Paid list, click on Registration Fees, Transactions, Paid and the following screen will display showing the member (family) you have just completed.

9. To update another member from an Online Registration with manual payment

repeat steps 1 to 8. This completes updating a member from an Online Registration with manual payment.


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SAMPLE INVOICE which member should print following completing the online registration and selecting SUBMIT APPLICATION ONLY

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MANUAL PAPER REGISTRATION

This is when a member attends registration day and completes the entire registration process by completing the paper registration form supplied by LAANSW and pays the registration fee manually. The Centre Registrar will issue a registration number and other necessary items and add (or update) the member to the online registration system as follows. NB: Please refer to the section on family registrations, for additional steps required

when entering members of one family.

NEW MEMBERS (see page 14 for re-registrations)

1. Click on Members.


3. Click on Add.

4. Select your Club / Centre, then click on next.

5. Complete the Members Details fields displayed on screen. All fields marked with a are mandatory. Check that athlete has been entered in correct age group, confirm proof of age has been sited by selecting yes from the drop down box.

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Complete all fields from information supplied on the paper registration form.


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Sight proof of age and confirm document sighted by selecting from the drop down box.

Complete all fields from information supplied on paper registration form.


6. Click on the Update button at the bottom of the Member Details screen to upload the information that has been input and the following screen will appear. If changes are required click on edit and correct errors.

7. If all details are correct click on Subscription (Registration Fee) to create and record payments.

8. The following screen will display, indicating the payment record created will be for an Under 10 athlete. This should be the age group of the athlete just entered.

Check all details have been entered correctly and click on edit if changes are necessary


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9. Click on Continue if the age group is correct, if not click on the drop down box

and select the correct age group and then click on continue. (This last action should not be necessary as system should select correct age group charge based on the details entered). The following screen will appear.

10. Do not change any data and click on Generate and the following screen will

display.


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11. Click on Post to record the amount against the member and the following screen will display.

12. Click on Payment and record the method of payment and the receipt number in the following screen.

Enter Payment Method from drop down box i.e. Cash, Cheque.

Enter Number from receipt issue when payment was made.


13. Click on Process Payment to finalise the adding of a member and recording payment details.

- 13 - 14. Click on Members, then Members Listing (refer screen below). Check both the

Active and Financial buttons. The athlete just entered will now appear on the list in alphabetical order.

15. To update another NEW member from a Manual Paper Registration repeat steps

1 to 13. This completes adding a new member from manual paper registration. MANUAL RE-REGISTRATIONS 1. Click on Members.


3. Locate the members name and click on Edit.


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5. Check and update the Members Details fields displayed on screen against those on the registration form. Check that athlete is in the correct age group.

Confirm proof of age as previously sighted & update no. of years as member.

Check all fields from information supplied on the paper registration form.

Update new registration number & age group.


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6. Click on the Update button at the bottom of the Member Details screen to update the information that has been input and the following screen will appear. If changes are required click on edit and correct errors.

7. If all details are correct click on Subscription (Registration Fee) to create and record payments.

8. Repeat steps 8-13 from Adding A New Registration (above) to make the

members financial for the current season.

Check all details have been entered correctly and click on edit if changes are necessary


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FAMILY REGISTRATIONS (PAID MANUALLY)

This is when a Centre has a family registration fee type set-up for their Centre and wishes to process or generate a family registration, or when entering members of one family with the same contact details (for registrations that have been received by submission of a paper registration form). NEW MEMBERS (see page 22 for family re-registrations) 1. Follow steps 1 - 14 (the entire process including payment) of Adding A New

Member Manually (the entire process) for the first member of the family. 2. To process the second member of the family, click on copy on the members

listing page.

3. Type in the name of the first member of the family into the boxes and click

search.

4. Find the first family member and click on the copy member icon.

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4. As the data from the first family member has been copied across to the new

entry, you simply need to click on the edit button, amend any relevant details such as first and other names, date of birth, gender, registration number, age group etc. Make sure you also delete the word (copy) which will appear after the surname.

Update relevant details for the second family member


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5. Once all details have been updated, click on update at the bottom of the screen.

Update relevant details for the second family member


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6. Check that all of the athlete details are correct and if so, click on subscription.

7. Click on Continue if the age group is correct, if not click on the drop down box

and select the correct age group and then click on continue. (This last action should not be necessary as system should select correct age group charge based on the details entered). The following screen will appear.

8. If a discount applies for the second family member, amend the total amount and the Centre amount to reflect the discount. If no discount applies, do not change any data.

9. Click on Generate and the following screen will display.

If a discount applies for the second family member, amend the total amount and the Centre amount to reflect the discount


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10. Click on Post to record the amount against the member and the following screen will display.

11. Click on Payment and record the method of payment and the receipt number in

the following screen.

12. Click on Process Payment to finalise the adding of the member and recording payment details.

13. Repeat steps 2 -12 for any subsequent family members.


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RE-REGISTRATIONS – FAMILY REGISTRATION For family registrations of existing members, you will need to combine the processes above. e.g. Find the members and update the details as is the case with single members

(pages 14-16), then make the payment as per family registration above (pages 20-21).


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ADDITIONAL POINTS TO NOTE!

1. Centres that have had registrations paid by credit card will have funds deposited weekly, directly into their nominated bank account. Payments for each period will be made by the Wednesday of the next week. Settlement statements are to be collected directly from your Clubs Online management console. To collect your settlement for monies deposited, go to the menu Registration Fees / Transactions / Settlements. The dates and the dollar values are hyperlinked, and clicking on them opens the settlement document.

2. If your Centre has added the 6% administration charge on top of the Centre

component of your registration fee, then you will have complications when processing manual payments. Please contact the LAANSW for further information in this regard.

3. If you find that a member has been duplicated within the system, DO NOT delete

one of the records. The two records will need to be MERGED to retain the detail in the member history (i.e. payments received etc). Details on how to merge records can be found on the Clubs Online Noticeboard, or contact the LAANSW. You must ALWAYS merge the old record into the new record, to ensure the financial status remains correct.

4. If you find that a transaction has been accidentally duplicated for a particular

member, you will need to cancel one of the transactions. Please ensure that you do not cancel any transaction involving payment with a Credit Card. It is also important that you follow the steps contained in the ‘Cancelling Transactions Help File’, found on the Clubs Online Noticeboard, to ensure that you do not affect the financial status of the member.

5. If you need to issue a refund to an athlete, please contact the LAANSW, as this

will affect payments received by the Association. 6. If you locate a member’s transaction and cannot locate the member file, this

probably means that they have transferred to another Centre.


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