IMG SYSTEM FREQUENTLY ASKED QUESTIONS AND ANSWERS FOR BASEBALL CLUBS Season 2015/16

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IMG SYSTEM FREQUENTLY ASKED QUESTIONS AND ANSWERS FOR BASEBALL CLUBS Season 2015/16 The following is a list of the most frequently asked questions and answers Baseball Australia (BA) has received

1 IMG SYSTEM FREQUENTLY ASKED QUESTIONS AND ANSWERS FOR BASEBALL CLUBS Season 2015/16 The following is a list of the most frequently asked questions and answers Baseball Australia (BA) has received during the 2014/15 Season from States and Clubs. This FAQ has been updated to include all new system developments and functionalities Use this as a quick help guide in addition to the Support tab located in your console and the contacts provided at the bottom of this document. You should also read Baseball Australia s IMG Glossary. What notification do I get if a member registers online? How do I know if someone has registered at my club Online? Automatic Members Advice This feature will your main club contact as listed in the details section whenever a registration transaction is made against the club. Steps: Subscriptions > Other > Edit > > Automatic Members Advise YES > Save Is online payment the only way someone can register? No. There are two options available for payment with the system. 1. Online: Credit Card Transactions can be processed online by the member using Visa or MasterCard (Debit and Credit) 2. Manual* - Your Club has the option to decide whether it wants to take Manual payment; cash, cheque, EFT at your club. If you collect payment at your club, the registrar will have to then make the member financial by processing the transaction in your club console *Please not BVIC, BSA, BQLD, BWA have all mandated that the BA and State fee be paid online through the member portal. How do I process a payment? / How do I make a member Financial? To accept a payment you must generate a Subscription. This is like drawing an invoice. This creates a transaction record in the system. Steps: Subscriptions > Generate Subscription > Select Filter > Next > Generate > Post You must then pay off the Subscription to make them Financial. Currently the record will sit in unpaid. If this next step is not completed the member will appear as unfinancial Steps: Subscriptions > Transactions > Unpaid > Select

2 Member > $ > Enter details > Process Payment What does all the different Member Status mean? The Member will be sitting in one of three different statuses; Active, Inactive or Online. To change the status, simply click on the icon under the Status column to change from one to the next. Please note once made Active a member can only then be changed to Inactive. Active members are those members that your club deems to still be actively involved. The green tick in the Status column of your members listing can identify records with an Active Status. Inactive members are those members that your club deems to be no longer involved, or that you need to suspend. The red cross in the Status column of your members listing can identify records with an Inactive Status. Do not delete members if they leave your club; mark them as inactive so that their record remains with your club. Online members are those members that have joined your club for the first time via online registration. This status is assigned automatically and is a flag to your club that you have had new members or records added to your database. The light green world icon in the Status column of your members listing can identify records with an Online Status. To accept the member and make them active, click on the world. To not accept the new member click the world icon until they are inactive. Why can a member be listed as Unfinancial but have an Active status? Financial and Unfinancial and Active and Inactive are different things. A Financial member is someone who has paid and their registration is current. An unfinancial member is someone who has not paid the subscription for the current season. The player can be listed as active when unfinancial because they will be registering again for the next season. Likewise, a member can be financial but inactive, if they are suspended and will be continuing to play the season and made active again.

3 If I process a payment manually, how does the member get a receipt and can I customize what appears on the receipt? Automatic Payment This sends a copy of the Receipt to a member upon the processing of a manual payment. Steps: Subscriptions > Other > Edit > > Automatic Payment YES > Save. Note YES will turn this feature on. Yes you can customise the receipt also. Steps: Subscriptions > Subscriptions Types > Select a subscription by clicking on edit > Receipt > Add custom information > Save My club is absorbing the 4.40% processing fee. How do I set this up? Your club has the option to absorb the processing fee or pass this along to your members. The absorption rate can be set to any amount from 0% up to the 4.40%. Where you see 0.00% this shows you are passing that fee onto the member if they pay online. Steps Subscriptions > Options > Tax & Charge Options > Edit > enter amount in absorption rate > Yes if absorbing > Save Please see the Absorption Rate Explained document for further explanation and examples. What is a Member Type? Why can t I add my own? Member Types are nationally set categories for reporting on participation in the sport. Member types have been locked from a National Level and cannot be changed. IMPORTANT TO UNDERSTAND: A Member Type is the reporting category that the member sits in, a subscription type determines the member s playing category and the amount that they pay. What is a Subscription Type and why cant I add a new one? A Subscription Type is how much the person pays and the division or grade they are playing in. You will see that all new subscription types have the State and national fee blanked out. This is to ensure that these fees are not altered. What does the End Financial Date mean and can my club change this? The End Financial Date is set by Baseball Australia. A baseball season is from 1 st September to 31 st August irrespective of when the member plays. NO, you cannot edit this date at any level.

4 Age Restrictions why can t my club set them? Age restrictions are set by each State Body to be inline with the Player Pathway. Age restrictions apply to all Subscription Types. Please refer to your State if you have any questions or concerns around age restrictions. At your club, you are not allowed to change these dates. Our club has a list of rules our members sign when registering, where can I have this information online? If enabled this will appear under registration declaration with the National and State declarations that a member must tick Yes to be able to process their registration. Steps Members > Registration Declarations > Edit > enter information > Save Please Note: BA and your State already will have their registration declaration online which may cover some of the points listed in your clubs terms and conditions. Should I archive my old subscription types from previous seasons? Yes, Baseball Australia and IMG recommend that at the end of every season you archive your old subscription types, that way you can only see the fees for the current season and it prevents any manual registering mistakes. Steps: Subscriptions > Subscription Type > Edit > Other Options > Achieve > Yes >Save To view archived subscriptions, Subscriptions > Subscription Types > Archive Button. This will bring up all archived Subs, Click Current to go back and view this years subs. Please Note: For the 2015/16 season all clubs will have their subscription types archived in bulk as directed by your State body. Can I add an attachment to an ? Yes. You need to set this up in the tools section. Before you can add the document, you need to add its name to the List Types. Steps: Tools > Documents > Documents Types > Add > Name Document > Save Documents you can upload are PDF, Word etc. Once you have added the name you can now add the document Steps: Tools > Documents > Listing > Add >enter a Title > copy to

5 Document Title > Attachment > Browse > Save. Can I track if my members are opening their s? Yes, you can. Steps: Tools > Databases > Manage Campaign > select database > and you can click on any of the numbers in the columns and get the corresponding list. Why doesn t my club appear in the club finder section? Is it turned on? Have you entered all your club information? Make sure you have your club finder set up correctly, remember what you type in is what someone who searches online will see. To check or edit theses details: Steps > Tools > Finder > Edit > Save Is the information I can see in the backend what the member can see when log in to their member portal? No. The member can only access their membership information. In fact, the member is not even logging in to the same part of the system. How do I complete a transfer? Before completing a transfer, please contact your State administrator. Each State manages transfers and clearances differently. For further information on transfers, please also refer to the Understanding the Network Search document I have received an saying there is a pending transfer request, what is this? When a club or State requests that a member be transferred from your club, you will receive an notifying you of the request. You will than need to log into your club console and follow your State policy for approving requests. My club is not taking online registrations and I have accidently processed two subscriptions against a member, does it matter if I do not cancel one of them? YES, this does matter; all incorrect subscription payments MUST be cancelled. When BA or your State issues your club invoices that information is generated from the payments received transactions. If you have not cancelled incorrect subscriptions, you will be invoiced for them.

6 Members at my club don t know their username and password how can they get this information? There are a few ways a member can retrieve their username and password 1. Forgotten my username and password link this is on all membership portals, all the member needs to do is enter their address, and their username and password will be ed to them. Please note however, this is reliant on the club having recorded the address in the member record. 2. Baseball Australia New Season BA will be ing all members their usernames and password 3. Club provides information You are able to give your members these details. You can do a member export and the username and password will be listed STEPS: Members > Export > All Members > Export You are than able to filter to just the information you require. When my members enter their username and password an error message appears saying invalid, please help? The username and password function is font sensitive and sometimes the letter L and I can be confused. To avoid this get the member to copy and paste their username and password then once logged in update them to something easy to remember My club offers part payments can this be done? YES your State, IMG support or BA is able to assist you setting up any types of payment options your club has. Please Note: To ensure this is set up correctly please contact one of your support contacts for steps. Do my club committee, grounds people, canteen workers and other types of volunteers need to be registered? YES. Anyone who is involved in your club should be in IMG as a financial member they are a member of your club. This also helps you in being able to contact those members. There is a Volunteer Subscription Type on every

7 console. How do I run a report? You have several options when it comes to reporting. MemberDesq Dashboard: This provides a current snap shot of Financial and Unfinancial members, Member ages, Member edition, Member types, Subscription Types, Juniors and Seniors etc. This will provide you with graphs and number figures Member Export: Here you can chose to export information on a Single member, all members, unfinancial members, member groups etc. You can also build an export template to filter down the information Query Builder: If you are after specific information such as Males aged years old you can enter the relevant fields into your query to extract this data Additional information and support is available to you: 1. Use the SUPPORT tab in your console to search for a help guide whenever you need it. 2. Contact support@imgstg.com 3. Contact your State Administrator 4. Contact Baseball Australia at membership@baseball.org.au Disclaimer: The information provided to you in this help document is for guidance and information purposes, to assist Clubs when using the IMG STG system. Some of the operating functions explained in the document may not relate to your club, due to policies and procedures set at a State level. If you are unsure or have any questions, please contact your State Administrator for support. To allow design and specification developments of IMG STG and Baseball Australia, the information in this document is subject to change from time to time without notice.

ONLINE REGISTRATION SYSTEM UPDATE INSTRUCTIONS

ONLINE REGISTRATION SYSTEM UPDATE INSTRUCTIONS 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