SLSA IT Systems Training Notes 2018

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1 SLSA IT Systems Training Notes 2018 System URL Notes Join/Rejoin Members Area formerly Members Portal Payment Gateway direct access pay.slsa.com.au When members go to this URL their Transaction field in Surfguard does not get updated Westpac ilink each registered club has their own login details, if a password reset is required log a support ticket Surfguard Online Help All SLSA IT guides and Forms SLS Website can be found here Beachsafe Public facing website for all beaches in Australia, patrolled and unpatrolled. Data comes across from Surfguard, Beachsafe and Operations App Forms Form 49 Click Useful Forms To be completed for Surfguard User Accounts Surfcom (requires State Centre Approval) Form Click Useful Forms To be completed for 1. New Payment Gateway Account 2. Updating payment gateway details eg new Bank Account, new address for payment notifications (maximum 3) Form Click Useful Forms To be completed for 1. New Payment Gateway Account P a g e 1 10

2 New Members Joining 1. If a new family is joining it is best if a member of 18 years joins first as once they submit their details they will be prompted to make a Family Group and add additional family members 2. If new members miss the prompt to make an online payment they need to be directed to pay.slsa.com.au as they will not be able to create a Members Area account and use Lifesaving Online functions until their pending request is processed and most clubs don t process Pending Requests until they have received a payment. 3. Clubs are encouraged to make it very clear in all communication to new Nippers families if a Parent is required to join. Payment Gateway 1. To setup a new Payment Gateway account, clubs need to complete Form 75 & From 79 (see above) and attach to a support ticket for processing. 2. Sample Prices List Template can be found at > Useful Forms > Payment Gateway Pricelist Example 3. A Member who is logged in to the Members Area and makes a payment for themselves and/or other family members via the Payment Gateway will have their Transaction field updated in Surfguard. 4. Payments made directly via pay.slsa.com.au do not update in the members Transaction field in Surfguard. 5. Clubs can nominate up to 3 addresses to receive notifications of payments to their club via the Payment Gateway. Submit a Form 75 to update 6. Clubs can login to Westpac ilink and download a daily transaction report. Members Area Details Required for a Member to Create a Members Area Account 1. For a member to create an account they need to enter the following information exactly as it appears in Surfguard: - * First Name * Surname *Date of Birth * 2. Club Officer/Administrators can check if a Member has a Members Area account as the Username, Creation Date and Last Login Date display in the bottom right-hand side of the Members detail screen in Surfguard Family Groups 1.A person must be a member of a club to create a Family Group eg if parent/s are not required to join a club as part of a nipper program or a not a member of the senior club they cannot create a Family Group. If this is the case each child participating in Nippers will have to have their own Members Area account created and be renewed individually. 2. A family group must have one primary member (has to be18 years or older) and one standard member 3. Members must have an address in their profile to be added to a family group as a Primary Member 4. Members can create Family Groups via their Members Area account and club officers / administrators can also create family groups in Surfguard. P a g e 2 10

Memberships Cannot Tick All Boxes in Family Group Reason in

3 Renew a Family Membership Click the link to Family Groups and on next screen click /Renew Memberships Click Renew Memberships Cannot Tick All Boxes in Family Group Reason in example below Molly has already renewed for the current season P a g e 3 10

4 Other Family Group Features in Members Area To access other Family Functions for a Family Group click View/Edit in the Action column No Family Group Displaying P a g e 4 10

Surfguard https://www.surfguard.slsa.asn.au Pending Requests 1. Can be sorted by the Blue Headings at top eg Member Name, Request Date, Membership Category. 2.

If you are unable to action a Pending Request ie the Select box on the left-hand side is greyed out, you need to click the? next to the Request Type. If a?

5 Surfguard Pending Requests 1. Can be sorted by the Blue Headings at top eg Member Name, Request Date, Membership Category. 2. Make sure you have the correct date range entered at the top of the screen, default is current patrol season 01Jul Jun If you are unable to action a Pending Request ie the Select box on the left-hand side is greyed out, you need to click the? next to the Request Type. If a? does not display check your Transfers as the member has probably requested a transfer to your club via the Members Area. Usually it is because the Member has requested a transfer. Bulk Processing Many tasks can be done in bulk. One task that should be done by the end of year is Archiving members who have not renewed for the current season. You may be charged capitation on members who are Active regardless of the season. You can also use this function to add a Note to multiple members profiles. Eg Attended State Championships 2017/18 season. P a g e 5 10

Transfer Process If you need to contact a Club/Branch/State regarding a transfer, click the name of the club on the Transfer page and it will highlight the contact details Who

Report Type: select Users 3. Format: select the output format required. 4. User Status: select Active 5. Display the report. Members Details 1.

6 Transfer Process If you need to contact a Club/Branch/State regarding a transfer, click the name of the club on the Transfer page and it will highlight the contact details Who Has Access to Surfguard? Clubs can run a report to see who has an Active Surfguard User account. 1. Reports > General Reporrs > Organisational Management Reports 2. Report Type: select Users 3. Format: select the output format required. 4. User Status: select Active 5. Display the report. Members Details 1. Date of Birth must be changed by State Centre 2. Members Protection Fields this relates to State based legislation and questions regarding how these fields are completed should be directed to your State Centre P a g e 6 10

7 Duplicate Members Merging Member merges are an automated Surfguard process that run overnight every night. The system checks for duplicate records and merges them when the baseline information is the same. To force this merge, you need to do the following: - 1) Match first name, last name & DOB on the two records. If you cannot match the date of birth, contact your member services team at your State centre. 2) Archive the record you do not want to keep. 3) Overnight, Surfguard will merge the two records, combining the information within them and then discarding the archived record. Setting up patrols in Surfguard 1. Setting Up Patrols - a. Create the Team b. Add a Roster to each team c. Complete the logs at the end of the Patrol 2. Members can view their Patrol Hours and Patrol roster via the Members Area > select Patrols tab How to see what Emaisl/SMS have been sent via Surfguard. Go to Maintenance > Background Reports Messages > Scheduled Background Reports/Messages. Complete the fields as per the screenshot below and click View to the see the content. P a g e 7 10

Organisational Details > Officer Positions 1. Ensure all Officer positions are up-to-date as they are used by State Centre to communicate with the person in the specific role. 2.

8 Organisational Details > Officer Positions 1. Ensure all Officer positions are up-to-date as they are used by State Centre to communicate with the person in the specific role. 2. CTO s who are put in the CTO Office position in Surfguard will automatically be assigned admin functions in elearning. Any other trainer who requires admin functions to monitor elearning progress of candidates needs to log a support ticket requesting admin access. 3. Process for Assigning Administrative Functions in Surfguard - club administrators/officers can assign the following admin functions via the Officer Positions in Surfguard: - Approve Members Area News Content Approved Member Area Library Content SLSA Online Member Store/Shop Administrator P a g e 8 10

candidates that display are not just the candidates for the specific age proficiency you are entering. 3.

9 Creating Assessments 1. Junior Preliminary & Junior Competition Proficiencies these are Proficiencies and NOT Awards 2. When adding candidates to Junior Preliminary & Junior Competition Proficiencies ensure you have a list of Nippers who have completed the proficiency as the candidates that display are not just the candidates for the specific age proficiency you are entering. 3. Award Qualification Checklist use this to determine why you are not able to add a Member/Trainer/Assessor to an Award or Proficiency. If you have already created the assessment you can add the Assessment ID or otherwise Search for the Award. P a g e 9 10

10 Notifications in Surfguard Surfguard User can receive notifications. (See screenshot on next page) More than one user can receive the s. To access go to the Maintenance and click Notification Settings. Reports General Reports 1. When using General Reports always click Advance Search to provide you with additional filtering options 2. to view a brief description of General Reports currently available in Surfguard Click Here Custom Reports 1. When creating Custom Reports any of the boxes you tick in Blue on the Left-Hand side will display as a column in Excel. You can filter in the green section of the report 2. For more information on Custom Reports Click Here SLSA Apps 1. Water Safety App to access log a support ticket advising if you require the App for ios or Android device 2. Event Risk App to access log a support ticket advising if you require the App for ios or Android device 3. Patrol Operations App available from Google Play or App Store also web version available 4. Beachsafe App available from Google Play or App Store P a g e 10 10

SLSA Lifesaving Online (LSO) in the Portal v April 2015

SLSA Lifesaving Online (LSO) in the Portal v2.0 21 April 2015 Contents Introduction 3 About Lifesaving Online in the Portal... 3 Benefits of Using Lifesaving Online in the Portal... 3 Before You Start