MyNetball User Guide 2019

Transcription

1 MyNetball User Guide 2019

2 Contents Introduction... 4 Administrative tasks... 4 MyNetball user agreements... 4 First time login... 5 Managing your organisations details... 5 Online registrations only in NQ prices and age brackets Opening the 2019 registration period Creating registration types and pricing Disbursement payments - how to set up bank account details Disbursement payments - how to update bank account details MyNetball payment service Part payments Merge Request Accreditation report de-registration process for junior, senior and non-playing members De-registration process for NetSetGO members Person List Person search Add new person Person Roles How to change participant logins and passwords Registration Tasks Creating membership products Making products inactive Creating saleable item products Creating a sign-up form How to add a custom field to a sign-up form Disclaimers NetSetGO centre registration How to check individual pack order status

3 Participant assistance How participants see part payments How participants change login details How participants change their password How participants link or unlink accounts Reports Transaction report Payment settlement report Registration accounts report Registration detail report Scheduled payments report

4 Introduction The 2019 MyNetball handbook is designed to be a tool that Associations can use throughout the season, it includes information on; administrative tasks, online registrations, reporting, competitions, umpire management and websites. Some of the great features that are in MyNetball include; Less administration. Associations can assign tasks to Clubs such as creating sign up forms and nominating teams for competitions Members can maintain their own information allowing for a more manageable workload More flexible and intuitive competition management Greater access to results and fixtures through the MyNetball app on mobile devices Integrated ability to SMS teams with late changes Automated umpires scheduling, with and/or SMS notifications Visibility over member s accreditation status; with the ability to encourage members to stay current Increased control over the look of information on your websites Enhanced communications, with delivery statistics and list management People management record the details of everyone involved in netball and assign them a role A central starting point, MyNetball will offer an informative and easy to navigate portal allowing people to quickly access information they want Administrative tasks MyNetball user agreements MyNetball user agreements will be managed by Netball Queensland for Associations and any affiliated Clubs. The user agreement can be found on Netball Queensland website under Associations, MyNetball or click here. 4

5 First time login Once you have received an with a user name and password log into Enter the user name and password on the right-hand side ensuring that you have the administrator option active. Managing your organisations details The next section is to familiarise yourself with the organisation details tab. This is where you can update information about your Association including website and Facebook accounts. The process below is the same whether you are an Association or Club. You would just be in different Modes. Associations can manage their organisation details under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. To access this section, you will need to select Organisation, Organisation Details on the left-hand side. 5

6 This will bring you to the Edit Organisation Details page, update all the information. The only information that can t be updated is the organisation name and abbreviation. If you require this information changed, please contact your Development Officer. PATH: Management or participation Organisation Origination details 6

7 Don t forget to click Save before you continue. 7

8 Manage office bearers details To update Office Bearers of the Association or Club ensure that the new season has been opened. The process below is the same whether you are an Association or Club. You would just be in different Modes. Associations can manage their office bearers under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. To access this section, you will need to select Organisation, Officer Bearers on the lefthand side. PATH: Management or participation Organisation Office bearers This will bring you to the Edit Office Bearers page. 8

9 Change the season Click on the icon to add an office bearer position and name. Enter a title and select the current person from the list, select the member. Repeat process to add; President, Secretary, Treasurer and any other office bearers that the Association or Club needs. Do not display addresses or contact numbers unless you have permission from the office bearer as the information is populated out of their personal MyNetball account. Don t forget to click Ok before you continue. 9

10 Online registrations only in 2019 Participant registrations for 2019 will be online only for all registration types NQ prices and age brackets All members are to be registered in their ages based on their date of birth by the end of the year. Registration Type Age Bracket 2019 Price NetSetGO - Net 5-6 years ( ) $80.30 ($25.30 NA, $55 NQ) NetSetGO - Set 7-8 years ( ) $80.30 ($25.30 NA, $55 NQ) NetSetGO - GO 9-10 years ( ) $80.30 ($25.30 NA, $55 NQ) Junior Player years ( ) $90 Senior Player 18 + (2001 or earlier) $90 Non-Playing Member Volunteer Executive committee, coaches, umpires, representative managers Any volunteer within your organisation $35 $0 Opening the 2019 registration period Before each new season (year) of MyNetball, Association must set up their fee structure in MyNetball to allow accurate reporting for the Association and Clubs every year. Clubs do not need to complete this step, just Associations. Associations can manage their registration period under Management. To access this section, you will need to select Registration, Registration Periods on the left-hand side. 10

11 PATH: Management Registration Registration periods This will bring you to the Registration Period Management page. Click on the edit symbol next to the relevant period. 11

12 A pop-up window will appear where you can edit the registration period. Ensure the lock date is after the opening date. Tick the Active box. Tick to allow inherit (clubs inherit the season). Then Update. Once you have completed this step, you need to update your Registration Types before 2019 registrations are open for your organisation and any affiliates. Creating registration types and pricing Associations must update their registration types for the new registration period (year). The registration type needs to be active for a parent type (NQ) for a child organisation (Association) to be able to use. Edit the Registration Type. Clubs do not need to complete this step, just Associations. Associations can manage their registration types under Management. This process needs to be completed for each registration type that you are wanting to offer within your organisation (Senior, Junior, & NetSetGO Net, Set & Go). 12

13 PATH: Management Registration Registration types This will bring you to the Registration Type Management page. Here you will see all the registrations types that your organisation offers. Click on the symbol next to the registration type you wish to update. This will open the Registration Type Edit page. 13

14 Give the registration type a Name and Description. Select a default Person Role for the registration role. Ensure it s active. Reg Business Rules Tick only the business rules boxes that apply to this registration type. Discounting Secondary: Participants registered multiple times to this registration type will only pay once per period. You need to consider your organisation s set up before ticking/unticking this. Do you have more than one season? Do you want participants to pay an organisational fee each season or just once per year? Ticking this means that if a player registers more than once to a Club under your Association, within the current registration period, the organisation fee (set up under Fee Structure below) will automatically be deducted from the total they pay for the additional registration(s). Basically, it means that participants only have to pay your organisation fee once per registration period. If you want them to pay the organisation fee per season that they play, then untick this option. 14

15 Discounting Conversion (All): Previous registrations against other types for this org will offset the cost of this registration. Ticking this means the if a player registers more than once to your organisation, to convert from a Non-playing Member to a Senior, in the current registration period, the organisation fee will be automatically deducted from the total they pay (they only pay it once). Discounting Conversion (Group): Previous registrations against other types (in this group only) for this org will offset the cost of this registration This can be ticked or unticked. Allow Duplicates: Multiple registrations for this type for a participant in this period from the same org are allowed (usually set for program registrations). You need to consider your competitions before ticking/unticking this. Do you have more than one season? Do you want participants to purchase membership products for each season? Ticking this means that participants can purchase membership products (for consecutive seasons) and pay the club fees. If you do not tick, participants will not be able to re-register for the new season, which makes it hard for Clubs to collect fees. The age range needs to be between the parent organisations age range. Enter the fee in the fee structure section. The Association charge only, not including NQ fee. 15

16 Save and repeat for each of the registration types that the Association offers. Once you have completed this step, you can communicate to your Clubs that they can create their products and sign up forms for the 2019 season. Disbursement payments - how to set up bank account details MyNetball allows you to collect payments online for Netball Queensland, Association and Club fees, uniform items etc. The Split Payments set up is a multi-disbursement gateway (MPS Gateway) that allows online payments to be disbursed to multiple recipients, to eliminate the need of invoicing for registrations. How does this MPS Gateway work exactly? A participant purchases a product online, through their Club, for $

17 Included in this $300 is the Netball QLD Membership ($90), an Association fee ($80) and a Club fee ($130). When the purchase is completed, $90 is disbursed to Netball QLD, $80 is disbursed to the Association and $130 is disbursed into the Club s bank account. Each Organisation receives the money they are expecting into their nominated bank account and there is no need for invoicing. Please ensure that you have entered your bank account details into MyNetball (to transition onto disbursement payments). Follow the below steps to complete this process. Enter your organisations bank details Account Name, BSB and Account Number. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage their gateways under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation Registration Gateway and payments Bank account details This will bring you to the Bank Account Details page. 16

18 Enter the Account Name, BSB and Account Number for your organisation. Scroll to the bottom of the page. Read the Payment Terms and Conditions and tick that you have read them. Click Update Account. The details of who last updated the bank account details will automatically populate once you click update. 17

19 The bank details can be updated here until the first successful transfer of funds. At that point you will no longer be able to change the bank details. See the steps below for Updating Your Bank Account Details for details of how to do this. Disbursement payments - how to update bank account details The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage their gateways under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. 18

20 PATH: Management or participation Registration Gateway and payments Bank account details This will bring you to the Bank Account Details page. Here you can see what bank account details are on file for your organisation. If you need update the bank account details for your organisation, the principal user needs to lodge a Support Ticket to Interact via the home page under Support and Help. 19

21 The Submit Ticket will allow you to submit a ticket to Interact directly. Click on the MyNetball option. Follow the prompts to submit your ticket. 20

22 MyNetball payment service MyNetball Payment Service is where the funds paid by the participant is paid directly into the organisations bank account (the organisation that created the sign-up form). This payment option needed to have been set up prior to the 2019 season. This process requires all levels; MO, Associations and Club to be involved with invoicing. Part payments Part payments is an optional feature for Associations and/or Clubs to choose to activate when setting up their sign-up form. It can be applied to any form type but will only apply to Registration Types/Products, not saleable items. Part Payments will appear on the online form as a Allow Part Payment checkbox within the payment settings of the registration form. 21

23 Organisation administrators will be able to access the Scheduled Payments Report to view processed part payments and upcoming part payments. Merge Request From time to time participants can have more than one MyNetball number created which can be difficult for participants to keep track of their registrations and their online learning. If you notice that your members have more than one MyNetball number, you can merge the numbers together to ensure that the data is as accurate as possible. Very Important!! Look at the members learning and accreditation tabs first to decide which number to keep. Keep the one with learning, if both have learning please to request the merge. There is no automated process to 'de-merge' records that have been merged in error. You should make absolutely sure that the two IDs you wish to merge relate to the same person before adding a merge to the list.. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can submit a merge request under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. 22

24 PATH: Management or participation People Merge person records Person merge request This will bring you to the Person Merge Request page. The Person Merge Request Screen is where you can add a person merge. Enter the from and to person IDs in the respective edit boxes. Click the Look Up button to check that the person IDs are valid IDs, and check that the records that display are indeed the records you wish to merge. 23

25 Once you are sure you wish to merge the two Person Records, click Submit Merge to add the merge to the merge list. Click Ok on the confirmation popup. If, however once completed the merged MyNetball states that you can t complete this merge (no access) please let your DO know and they can complete it for you. Accreditation report Accreditation reports can be generated for coaching, umpiring, and bench officials. This report gives the Association or Club the opportunity to audit officials to ensure that they are currently accredited for the new season or confirming if the member is wanting to complete the next level of accreditation. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage their accreditations under Management or Participation. 24

26 Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation People Accreditations Accreditation manager This will bring you to the Accreditation Manager page. On the Accreditation Manager screen, use the available filtering criteria to search for person records with a particular accreditation. denotes that the person accreditation is valid while has expired. denotes that the person's accreditation 25

27 If show all accreditation is ticked and a person has more than one accreditation against their record the person ID is shown multiple times to highlight each qualification. Use drag a column header and drop it here to group by that column to classify displayed data on the basis of Status, Person ID, Player name, Suburb, Latest Organisation, Accreditation or the date of achievement/expiry. For example, classification on the basis of Latest Organisation: 26

28 At the bottom of the page the Association or Club can down load accreditation data into an excel spreadsheet. An Association or Club can use the static person filter to send bulk s to coaches or umpires for up and coming courses de-registration process for junior, senior and non-playing members The 2019 de-registration process for players 11+ and non-playing members will be confirmed in 2019, for clarification contact your DO De-registration process for NetSetGO members The submit withdrawal form is to be used when de-registering a NetSetGO participant. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage their de-registrations under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. 27

29 PATH: Management or participation Programs Submit NetSetGO withdrawal Fill in the information required. The Association or Club will receive an to inform the organisation if a participant s pack has been sent or not. The participant pack will impact if a participant is entitled to a full refund or if the pack portion needs to be kept as the Association or Club will be invoiced for the pack. Person List To create a list of members with roles, registration status or age ranges. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can create person lists under Management or Participation. 28

30 Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation People Person list This will bring you to the person list/search page. Select the advanced search option on the left-hand side. 29

31 Filter through the options to create a list of members; select a role, age range, registration period or registration type. Select filter. Scroll down to the bottom of the page and download the data into an excel spreadsheet. Person search The person search tab will find anyone that has a role with the Association or Club; past or present. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can search for members under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation People Person search This will bring you to the person search page. Show extra filtering, can refine the search by year of birth and the person s age. 30

32 Add new person The add new person tab will allow the organisation to search Netball Australia s database for any participant that has a role within any affiliated organisation with Netball Australia. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can search for members under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation People Add new person This will bring you to the add new person page. Show extra filtering, can refine the search by year of birth and the person s age. Person Roles MyNetball has the ability for participants to have multiple role with multiple organisations depending on how the participant is involved with netball at any given year. Participants role status is completed through the registration process, as soon as a participant registers via the Associations or Clubs online registration form they receive a role eg. junior player, NetSetGO player or a team official umpire. If you need to add a role to a member of the Association or Club eg. The participant has registered as a senior player and they also umpire for the Association or Club and needed to add the role as an umpire to be able to be displayed on an umpiring list. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. 31

33 Associations can create person roles under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation People Person roles This will bring you to the reconfirm/change person roles page. 32

34 Each Person record can be assigned Roles within MyNetball. Assigning person roles in bulk or individually. Tick a role type box on the left-hand side and the screen moves to the screen below, either select all or manually select the members to add or change a role. Make a selection and hit select. The box below appears, tick the member/s you wish to add or change a role. Select done. 33

35 Choose to either change, add or remove a role. Select submit. How to change participant logins and passwords This screen allows the maintenance of participant logins. This is distinct from administrative logins, participant logins allow participants (i.e. anyone who has had a person record created within any organisation) to login using their numerical ID or address to update their own details, change their password, and depending on the roles they hold within various organisations, do things such as edit their availability for selection/allocation or view other statistics relevant to them. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can change participant logins and passwords under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. 34

36 PATH: Management or participation People Participant login manager This will bring you to the participant login management page. A participant must have a valid address entered on their record before a login can be created for them. A participant can also create their own login by clicking the appropriate link on the Login page and entering their numerical ID (provided their address has already been entered). Search via name or MyNetball ID number, select any role and any account status (this is advised to capture more participant options). Select filter. Account Status The participant login account can have the following statuses: 35

37 No Account*. No account exists for this participant (an account can be created). You can then use the box on the left-hand side and use the action box to send login invite. Invalid *. No account exists for this participant, but their address is missing or invalid (no account can be created until this is rectified). You will need to edit their record and enter in a valid address. You can then use the box on the left-hand side and use the action box to send login invite. Active*. Participant has an account which is active. Active account has been into their MyNetball account (should know their login details). If they have forgotten use the > box on the left-hand side to use the change password option. A digit will appear, provide the new password for you to pass on to your member. Locked*. Participant has an account which is locked (perhaps they have entered the wrong password too many times). To unlock the account, you can tick the box on the left hand side and then use the action box and choose to unlock accounts and perform action. Deleted*. Participant has an account which has been marked Deleted. Participant List After the search is performed results, are displayed in the results table with the following columns: Select*. This is a checkbox for each record to indicate you want to select this record. ID*. The internal ID of the participant. Edit*. A link to edit the participant details. *. The address for the participant. Last Logon*. If the participant has logged on then this is the date of their last logon, otherwise this will be blank. Current Roles*. Commas separated list of roles the participant has in this organisation. Status*. The current Status for the participant login account (see description of possible Status's above. Valid Actions*. A list of valid actions that can be performed against this login account. If you choose an action that is not valid the action will not be performed for this participant. Where a login already exists for the person concerned, that row will have a light green background otherwise there will be no background. Where a login account has been locked or deleted, the text will be displayed as orange or red. Registration Tasks Creating membership products Products are items that participants will be able to purchase through an online form. There are 2 types of product that can be can set up; membership subscription and saleable items. 36

38 Membership subscriptions are designed for taking online registrations. These include Netball Queensland Membership as well as any organisation fees that your organisation may wish to collect. Saleable items are designed for selling items such as uniforms etc. This process is the same whether you are an Association or Club. You would just be in different Modes. Associations can manage their products under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation Registration Product management This will bring you to the Configure Membership Signup Products page. Click on add member subscription product or edit a product that was used in previous years. This will bring you to the Edit Registration Type/Product page. 37

39 Name*. This is what will display as the name of the product. Clearly identify the year of the product and type of product. i.e Senior Membership, 2018 Junior Membership etc. Category*. The options here will depend on the type of organisation you are. Clubs will only have Membership, Course registration and Event/program registration to choose from while Associations will have options around team entries (Lodgement, Join and Renewal). The category that you select indicates which signup form the product will show up on. i.e. Membership category products only show on a Membership signup form For the purposes of online registrations, the category needs to be Membership. The category options are: Membership - annual memberships. Team lodgement use to register new teams to an event (not relevant for Clubs). Team renewal used to register returning teams to an event (not relevant for Clubs). Course registration links the item to a course. This is generally applied automatically to e- learning products (not relevant for Clubs). 38

40 Event/program registration links the item to an event. This is generally applied automatically to by our event management suite. Team Join - allows players to join a team that exists in the database. (not relevant for Clubs). Description*. This is a longer description of the product, which will display underneath the product name on a signup form. You can add a description of your choice here to here to clearly identify the product. i.e Senior Born on or before 31/12/2000. Price*. Select SIMPLE and enter the total cost for the product (which includes the Netball Queensland membership and any Association and/or Club fees). The amount needs to be above the registration liability, which is the cost set against the Registration Type. i.e. If your Association put an organisational fee in the Registration Types of $50 then the total amount listed here MUST be at least $140 to cover the organisational fee PLUS $90 Netball Queensland fee. Anything above $140 would be club fees. If you do not put an amount that is above the registration liability, the system will warn you of this, but it will not stop you from proceeding. It will also switch off any discounting that you selected so you will need to double check this. NOTE that changing the price after any products have been sold do not affect these previous sales. Class* (Product Type). For registrations to your organisation, this must be set as Membership Subscription/Registration otherwise it will NOT give the participant a registration. Saleable Item is for things that you are selling, such as hoodies or uniforms. 39

41 Number Available*. If your organisation (Association/League/Club) can only take a certain number of players, you can cap it here. If you leave it blank that will mean that an unlimited number are available. Available from/to*. The period in which members can register to the product. You can set this up to make the registration products available at a certain date in the future. You can also set it up to make the products are unavailable after a certain date. Active*. This must be ticked for the product to be active. If you are not ready for people to be able to purchase this product then you may want to consider leaving it Inactive (untick the box). Sort Order*. The order in which the product will display on the Sign-up Form. i.e. By entering 1 the product will display first on the Signup Form. You can leave this blank as you can change the order of products in the Signup Form when setting up the signup form. Start/End Date*. Length of registration period. This is mainly for display purposes to indicate to the participant when a membership is valid from and to. i.e. Start Date 01/01/2019; Finish Date 31/12/2019 Person Role*. When the person registers what role will be added to their profile? i.e. Player: Senior, Umpire: Senior, Umpire: Junior, etc. NOTE that this is just a way to tag someone in your database. 40

42 Automatically Register Participant To*. This is the organisation the player will be automatically registered to when they register. i.e. Test Association (Jude) Typically, this will be the Association which runs the competition that clubs or teams are competing in. If your Club sits under more than one Parent Organisation (Association) then you need to set up one product for Parent 1 and a separate product for Parent 2 When you select the Organisation to register the participant to, the Registration Period will automatically change to the one set as default (which is done when updating the Registration Type to the new registration period). Registration Period*. What year the registration will apply to. i.e. 2016, 2017, 2018 etc. Registration Type*. The registration type that the member will be registered as when they purchase this product. This list should contain each of the Registration Types that was set up (by you or your Parent organisation). i.e. Senior or junior etc Once you select the Registration Type the page will refresh and bring you back up to the top of the page. 41

43 There you will see that there is a new section in Registration Type/Product details. Amounts payable for the selected registration type*. This information will be automatically populated based on the registration type you selected below. Here you will see a breakdown of the registration liability show you how the membership fee will be distributed (based on the Registration Type). If your Association has added any organisational fees to their registration types, then the breakdown of the cost will show here. When setting the total cost of your product you need to account for these fees. i.e. If you are expecting $100 in your Club bank account, you need to charge $240 for a membership. If the participant already has a Netball Queensland membership, then they will be charged $90 less but the Club will still get $100. Allow product pricing to be discounted if the participant qualifies for a registration discount MUST be ticked. This means that participants will not be charged for secondary registrations. 42

44 Scroll to the bottom of the page again. General Discount*. If you want to offer a general discount here. It will be discounted as the participant registers. Please note that this is a $$ amount, not percentage. Discount Description*. You can put provide details of the discount however this does not appear to the participant. Early Discount*. The total about to be discounted i.e. $20 Early Discount Cut-off Date*. That date at which early discounts no longer apply. Click Update. NOTE: A separate product for each registration type must be created. NetSetGO should NOT be included here. Registrations for NetSetGO are done through the Programs tab within MyNetball. Making products inactive Netball Queensland recommend that you make any products you are no longer using inactive as this will help you with your product management. This process is the same whether you are an Association or Club. You would just be in different Modes. 43

45 Associations can manage their products under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation Registration Product management This will bring you to the Configure Membership Signup Products page. Here you will see all the active products your organisation has. To see any inactive products, you can click on the Show Inactive Products option and your list will include any items you have previously made inactive. 44

46 To make a product inactive, click on the click on the update. symbol next to the product you want to This will bring you to the Edit Registration Type/Product page. Here you need to untick the active box. 45

47 Scroll to the bottom of the page and click Update. NOTE: that once a product has been purchased it cannot be deleted so Netball Queensland recommend that you make any products you are not using Inactive. Creating saleable item products Setting up saleable items allows you to sell things such as uniforms. This process is the same whether you are an Association or Club. You would just be in different Modes. Associations can manage their products under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation Registration Product management This will bring you to the Configure Membership Signup Products page. Click on add member subscription product or edit a product that was used in previous years. This will bring you to the Edit Registration Type/Product page. 46

48 Name*. Clearly identify the type of product. i.e. Hoodie, Get Started Voucher Category*. The category that you select here indicates which signup form the product will show up on. i.e. Membership = Membership Signup form If you are wanting to sell this item at the same time of registrations on the same sign-up form, then the category needs to be membership. NOTE: that if you want your item to appear on the NetSetGO form then you need to select Event/Program Registration Description*. You can put what you want to here. You could include information around the product itself or details of how to advise what size the participant wants to order. Price*. Select simple and enter the total cost for the product. The advances option here does not work with saleable items. 47

49 NOTE: that changing the price after any products have been sold do not affect these previous sales. Class*. Must be set as Saleable Item otherwise it will give the participant a registration. Number Available*. You might only have a limited number of the item, so you can cap it here. If you leave it blank that will mean that an unlimited number are available. Available from/to*. The period in which members can purchase the product. You can set this up to make the registration products are available at a certain date in the future. You can also set it up to make the products are unavailable after a certain date. Active*. This must be ticked for the product to be active. If you are not ready for people to be able to purchase this product then you may want to consider leaving it inactive (untick the box). Sort Order*. The order in which the product will display on the Sign-up Form. i.e. By entering 1 the product will display first on the Signup Form. You can leave this blank as you can change the order of products in the Signup Form when setting up the signup form. General Discount*. If you want to offer a general discount here. It will be discounted as the participant registers. Please note that this is a $$ amount, not percentage. Discount Description*. You can put provide details of the discount however this does not appear to the participant. Early Discount*. The total about to be discounted i.e. $20 Early Discount Cut-off Date*. That date at which early discounts no longer apply. Click Update. Repeat until you have created all your products. 48

50 Now you have a membership product and or saleable items, you need to create a signup form to allow members to access the product and register for the current year. Creating a sign-up form The sign-up form is the way that members can access the membership products and sign-up to the organisation. Ensure that the product type matches the sign-up template type; eg. membership product is only visible on a membership signup form. Signup Forms are what organisations use to sell their products and process registrations online. Once you have set up all your products then you can set up your form. NOTE: Each year you do not need to create new sign-up form for that year, you can just rename the form that you used the previous year. i.e. for 2019 you can rename the form that you used in 2018, rather than creating a new one. The below process is the same whether you are an Association or Club. You would just be in different Modes. Associations can manage their sign-up forms under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation Registration Signup form management This will bring you to the Signup Form Manager page. Here you can see any active forms that your organisation currently has. 49

51 You can also click on Include inactive forms to see any forms you have that are inactive. If this is the first time you are creating a form, or you are creating a new form, then click on Add New Online Registration Form. If you are editing an existing form, then click on the click on the you want to update. edit symbol next to the form If you are creating a completely new form, you will go to the Edit Online Registration Form. 50

52 Select the NA Membership Signup Template from the drop-down list and hit Refresh. This will populate the Online Registration Form. 51

53 If you were editing an existing form, rather than clicking on Add New Online Registration Form, this is where you would be taken when you clicked edit. Template Name*. Membership Signup Template. This cannot be edited. 52

54 Form Type*. This determines the overall purpose of the form. It is automatically populated when you select the template. This will Membership. Title*. This displays at the top of the sign-up form. You can name the form as you chose however Netball Queensland recommend that you put the relevant year at the start of the title. i.e Test Association Registration Form Clearly identifying the form will also help members to establish with form they should be using when they are doing reporting. Welcome Page Top Description*. This will display at the top of the welcome page. Add whatever welcome message you want to have displayed at the top of your form, any information that you want your members to know before they purchase your product would be entered. Status*. Set the status for your form. Active - the form is publicly available and may be accessed via the Public Access URLs or via the club finder in the public portal or on the MyNetball App. Inactive - the form is not publicly available and can only be previewed with the provided links. Sort Order*. The order in which the Sign-up Form will display on your website. This seems to default to 8. You can leave this as 8 as you can change the order of the Signup Form. Disclaimer*. Global Disclaimer (from Netball Australia). This cannot be edited. Entity Disclaimers*. If you have added any custom disclaimers you can select the one you want to use from the drop-down list. Contact Name*. The IT User that is logged in when setting up the form will automatically have their details entered into these fields. Make sure you update this season to season, so participants are contacting the correct people. Contact *. See above. Payment Gateway*. Netball Queensland would recommend that the organisation selects the MPS DISBURSEMENT GATEWAY [NA]*. 53

55 DO NOT select this if you have not previously entered your bank details into MyNetball. It is very important that you do not select this option if you are not sure your bank details are entered and correct as it has flow on affects for other organisations. Allow Offline Payment*. Make sure that Allow offline payment is unticked so that you do not have offline payments. Netball Queensland strongly recommend that you do not allow offline payments as you will need to manually reconcile this with your registration accounts. If you really need to have offline payments, then we would recommend that your setup a separate form for this and only make it active when it is needed or assist members over the phone or in person to minimise the exposure to the offline payment option. Allow Part Payment*. Ticking this allows you to offer part payment plans to participant. Part payments is an optional feature for an Association or Club to choose to activate when setting up their sign-up form. Before selecting this option, Netball Queensland encourage you to read the part payment section at the beginning of this user guide and make sure you understand the implications this has for your organisation. Automatically Add Processing Fee*. Select Apply to online payments and enter the Variable Charge of 1.78%* and Fixed Charge as $0.31 to cover any processing fee costs incurred. This is the processing fee recommended by Netball Australia and PinPayments and it is the minimum amount required to cover the transaction. Offline Payment Description*. If you are taking offline payments, you can put details of how you want to receive the money here. Currency Format*. Leave as is. Tax Description*. Leave as is. Tax Rate*. Take out if the organisation is not registered for GST. 54

56 Personal Fields*. There are several personal fields that are automatically set up in the membership form. These cannot be changed, they are mandatory. These are fixed in the order they appear on the form. These fields for the basis of a participant s MyNetball profile so, as long as they are logging into their account (not creating a new one), they do not have to answer all these questions repeatedly. Other Fields*. Again, there is several fields that are automatically set up in the membership form. These cannot be changed, they are mandatory. You can add your own questions to your sign-up form(s), from the Available Fields box. These questions are ones created by your Association or Club. You can create your own Custom Fields to add to your form(s). To add a field to your form, just double click on it so it is in the selected fields boxes. You can then select which fields you would like to be mandatory fields so that the participant must provide 55

57 a response. If it is in the Selected Fields box, then it will appear on your form(s). See Creating Custom Fields on how to create your own. Registration Type/Products*. This is where the registration products you created (with the Membership category) should appear. Products on the left side will not appear on your form, products on the right side will appear on the form. Select the product(s) you want in your form and move them to the right side either by clicking the button (as indicated below) or by double clicking on the product. All products that you want in your sign-up form should be on the right side. Saleable Items*. 56

58 Any products that you had set up as saleable items would appear in the box on the left side. i.e. Hoodie The process for moving these to right side (to appear on your forms) is the same as it is for the registration products (outlined above). If it is on the left side it will not appear on your form and if it is on the right side it will. Behaviour Options. Leave Create logins for new registrants and Omit pay by credit card information from Offline payment form as ticked (they will automatically be ticked). The other options do not need to be ticked. Manually approve all new registrants*. Players that did not exist in the database prior to registering will need to be manually approved in order to activate their records. This will not stop someone registering to your organisation. It will only prevent their record (if they are new to the organisation) from being able to be edited, or found in your database Display payment split information if possible*. Includes a breakdown of the distribution of the payment within the organisation hierarchy in the registration detail section of a participant's record. 57

59 Allow sign ups on behalf of family members*. This activates family discount options for participants that have logged in to register. Allow no team preference*. When signing up for a team, players can choose to not select an existing team. Players that choose to do this will need to be assigned to a team by administrators. Syndication Options*. Before selecting any of these please carefully consider each option. Syndicate to Entity Teams*. When registering, participants will be able to select an entity team i.e. any entity team that is affiliated with you will appear in a drop-down list on your form. Syndicate to affiliated CLUBS*. When registering, participants will be able to select from a list of affiliated clubs. i.e. any club that is affiliated with you will appear in a drop-down list on your form. This is not required if signup forms are created at Club level. Syndicate to affiliated ASSOCATIONS*. When registering, participants will be able to select from a list of affiliated associations. Syndicate to affiliated ZONES*. When registering, participants will be able to select from a list of affiliated zones. Syndicate to affiliated REGIONS*. When registering, participants will be able to select from a list of affiliated regions. Syndicate to affiliated STATES*. When registering, participants will be able to select from a list of affiliated states. Syndicate only to direct affiliates*. Only organisations with a direct connection to your organisation (i.e. Parent / Child) will be displayed. NOTE: You do not need to select any of these options. Not selecting any of these will not mean that your form will not work, it will just mean that the person registering will just register to your organisation. 58

60 Click SAVE When the form submits successfully a green tick will appear at the top of the page. You can click Back to Management Screen to go back to your list. This will bring you back to the Signup Form Manager page where you will see your active sign up form(s). Now that the Sign-up Form is created, to out to members, selected the edit option. This will re-open your sign-up form the share link can be found at the bottom of the page. Select a public link which can be copied onto Websites, Facebook and other Social Media mediums as well as entered into an . 59

61 How to add a custom field to a sign-up form Adding additional custom fields to a sign-up form allows the Association or Club to ask questions to their members that aren t on Netball Australia s default list. On the Custom Person Field Management screen, you can add, maintain and delete custom person fields. The below process is the same whether you are an Association or Club. You would just be in different Modes. Associations can manage their sign-up forms under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation People Custom person lists Custom fields management This will take you to the Custom Person Field Management page. 60

62 Click the Add New Custom Field link to add another field. Complete the fields as per the table below. Name*. The name of the custom field (max 20 characters). This is for internal reference of the field and will not appear on the person edit screen (Custom Fields tab). Description*. Enter a description for the custom field (max 100 characters). This will appear as on the person edit screen (Custom Fields tab) as the prompt for data entry. Type*. Select a field type: Text Box - free text will be able to be entered for the field (a max of 1000 characters will be able to be entered) - e.g. Drop Down List - a single choice will be able to be selected from a list of options presented as a dropdown list - e.g. Radio Button List - a single choice will be able to be selected from a list of options presented as a radio button - e.g. Choice 1,Choice 2 Check Box List - multiple choices will be able to be selected from a list of options presented as a dropdown list - e.g. Option 1,Option 2 Options*. Enter the options for the field (not applicable for Text Box fields) - options must be separated by commas: e.g. essendon,geelong,richmond or YES,NO. At least one option must be entered. Child Orgs*. Associations and higher-level organisation types can also select whether to apply the field to child organisations. If selected, a Role must also be selected. For example, if an association checks the checkbox in the Child orgs column, and PLAYER is selected, then all PLAYERS for affiliated clubs will have access to the field. Leave the checkbox unchecked to apply the field to your own organisation. Apply to Role/Sub-Role*. Optionally, select a Role/Sub-Role from the Apply to Role/Sub-Role dropdown. If a selection is made in the top (Role) dropdown, this will make the field available only to person records that have the Role (regardless of the sub-role held). 61

63 For example, you could apply the field to just people who have PLAYER roles. If a selection is made in the bottom (Sub-Role) dropdown, this will make the field available only to person records that have the specific sub-role. For example, you could apply the field to just people who have the PLAYER-JUNIOR sub-roles. If selections are made in both dropdowns, the Role dropdown take precedence. If you don't make a selection in either dropdown, the fields will apply to all person records irrespective of Role/Sub-role. Active*. A field can be made Inactive by unchecking the checkbox in the Active column. Inactive fields will not be displayed on the Custom Fields tab. Sort*. Enter a sort order from 1 to 255. Fields will be sorted in the order both on this screen and on the player/match official edit screen. Edit custom person field Click the Edit link of the customer person field you wish to edit. Follow the steps as for Add custom person field. When finished click the Update link to save your changes or click the Cancel link to abandon your changes. Delete custom person field Click the Delete link of the customer person field you wish to edit. Click OK to confirm the deletion. Fields can only be deleted if no data has been entered for any person record for that field. In this case an error message will display. Unless the data for the field is cleared for every person record, the only option is to make the field Inactive, that does not delete the field, but will hide it from display. Please contact support if you wish to force a deletion of a field that has data entered. Information on Locked Fields Certain custom fields may be locked, that means they cannot be edited or deleted from this screen. Please contact support for further information. A Custom Person List can also be set up to summarise, output and extract this information. In the same way, associations can set up fields relating to their match officials, or to gather information from players of affiliated clubs. Data is maintained for a Custom Field via the Custom Fields tab on the Person edit screen. For example: 62

64 63

65 Disclaimers Entity disclaimers can be added to sign up forms as well as the national disclaimer provided by Netball Australia. As an organisation you can add disclaimers to your forms that participants must read and accept before being able to complete their registration. Examples of this could be the Club Rules, Membership Requirements, Club Codes of Conduct etc. Disclaimers are only accessible at the level they are created. i.e. if an Association creates a disclaimer, their Clubs cannot access it. This is optional and does not have to be done. You can choose not to have disclaimers however Netball Queensland recommends that organisations add a disclaimer to ensure your participants agree to your Organisation s policies. Multiple disclaimers may be created to provide a choice of which disclaimers are added to your online registration form. Disclaimers can be edited, added or removed from signup forms at any time. The below process is the same whether you are an Association or Club. You would just be in different Modes. Associations can manage their disclaimers under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. 64

66 PATH: Management or participation Registration Disclaimers This will bring you to the Disclaimer Page Maintenance page. Here you can see any disclaimers that you have previously created (if you have done so) or edit. To create a new disclaimer, click on Add New Disclaimer or edit. This will bring up the Edit Disclaimer Item page where you enter the details you want in your disclaimer(s). 65

67 NOTE: the following when completing the disclaimer: Item Title*. This is the headline of the disclaimer. This appears in the drop-down list when you are adding a disclaimer to your sign-up form. Item Content*. This can be whatever you want to put in your disclaimer. Click Save. Then Ok. Click Back to Disclaimer Maintenance to return to the Disclaimer Maintenance page. 66

68 This will show you the disclaimers that you have created. Once you have added all the disclaimers required, only one disclaimer can be added to a signup form at a time. This is how the disclaimer will appear to the participant. 67

69 If they click on the Terms & Conditions, then the information you put into the disclaimer will pop up. NetSetGO centre registration The Association s NetSetGO center will need to set up every year. The below process is the same whether you are an Association or Club. You would just be in different Modes. Associations can create their NetSetGo centre under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation Programs NetSetGo centre registration 68

70 This will bring you to the NetSetGO Centre Registration page. This screen is customised to your program and allows you to enter program details, including: Public Information visible on the public portal and program finder. Program time slots when you are going to run the program. Private information relating to administration of the program internally. Additionally, once your program settings have been established, you can apply for sanctioning through your MO by submitting your program application for approval. Information visible on the public portal Program information is made visible on Netball Australia s website through the finder club portal as well as the NetSetGo website. Program Slots Each program can be run in different program time slots. 69

71 Click the Edit link of a time slot to edit the detail or click Add New Program Slot button to add a new program slot to the list. The program slot details screen will open. Date of the week*. Select from the dropdown list. Start Time*. Enter the start time on the first day of the program. 70

72 Activity Start Date*. Enter the start date for the program. End Date*. Enter the last date of the program. Program Type*. Variations of program running simultaneously. For example, NetSetGo Go Program Cost*. The cost of the program for the registrant (total amount including all liabilities). Online Registration open date*. The first date when online registrations are made available. Online Registration close date*. The last date when online registrations are made available. Registration limit*. The limited number of registrants for a program, only enter a number if you need to limit the number (cap). Registration period*. The registration period in which the program is running. Status*. Select whether the program is Active (available for registration) or Inactive (no longer available for registration). Register participants to*. Select the organisation name of the association to which the registrants will be registered. Description*. Optional text relating to the program. Coach 1-4*. Coach names selected from the list of available coaches, you must have at least 1 coach before updating a program. Click the Update button to save program slot details. Click the Cancel button to close the screen without saving details. 71

73 Private information This information does not appear on the public portal. It is used by admin staff internally to manage the program, for example, specify delivery details for program packs. Approval Status Each program is set up for manual approval by the MO. Sanctioning is required, each Club and Association running the program will need to apply for approval from the MO after completing the program settings. The status of a program determines where it is in the approval process: Unsubmitted*. Program established by an organisation but not yet submitted to the MO for approval. Pending*. Program submitted to the MO for approval, but not yet approved. Deactivated*. Program deactivated by the MO. Approved*. Program approved by the MO. 72

74 Click Update Changes to save changes or Update Changes and Return... button to save changes and return to the Program Manager screen. Click Return button to return to the Program Manager screen without saving the latest changes. Select Submit to submit the program for approval from the MO. Registration Setup Clearly identifying the form will also help members to establish with form they should be using when they are doing reporting. 73

75 Title*. This displays at the top of the sign-up form. You can name the form as you chose however Netball Queensland recommend that you put the relevant year at the start of the title and leave NetSetGO in the title. i.e NSG Test Association Registration Form Clearly identifying the form will also help members to establish with form they should be using when they are doing reporting. Welcome Page Top Description*. This will display at the top of the welcome page. Add whatever welcome message you want to have displayed at the top of your form, any information that you want your members to know before they purchase your product would be entered. Status*. Set the status for your form. Active - the form is publicly available and may be accessed via the Public Access URLs or via the club finder in the public portal or on the MyNetball App. Inactive - the form is not publicly available and can only be previewed with the provided links. 74

76 Sort Order*. The order in which the Sign-up Form will display on your website. This seems to default to 8. You can leave this as 8 as you can change the order of the Signup Form. Disclaimer*. Global Disclaimer (from Netball Australia). This cannot be edited. Entity Disclaimers*. If you have added any custom disclaimers you can select the one you want to use from the drop-down list. Contact Name*. The IT User that is logged in when setting up the form will automatically have their details entered into these fields. Make sure you update this season to season, so participants are contacting the correct people. Contact *. See above. Payment Gateway*. Netball Queensland would recommend that the organisation selects the MPS DISBURSEMENT GATEWAY [NA]*. DO NOT select this if you have not previously entered your bank details into MyNetball. It is very important that you do not select this option if you are not sure your bank details are entered and correct as it has flow on affects for other organisations. Allow Offline Payment*. Make sure that Allow offline payment is unticked so that you do not have offline payments. Netball Queensland strongly recommend that you do not allow offline payments as you will need to manually reconcile this with your registration accounts. 75

77 If you really need to have offline payments, then we would recommend that your setup a separate form for this and only make it active when it is needed or assist members over the phone or in person to minimise the exposure to the offline payment option. Allow Part Payment*. Ticking this allows you to offer part payment plans to participant. Part payments is an optional feature for an Association or Club to choose to activate when setting up their sign-up form. Before selecting this option, Netball Queensland encourage you to read the part payment section at the beginning of this user guide and make sure you understand the implications this has for your organisation. Automatically Add Processing Fee*. Select Apply to online payments and enter the Variable Charge of 1.78%* and Fixed Charge as $0.31 to cover any processing fee costs incurred. This is the processing fee recommended by Netball Australia and PinPayments and it is the minimum amount required to cover the transaction. Offline Payment Description*. If you are taking offline payments, you can put details of how you want to receive the money here. Currency Format*. Leave as is. Tax Description*. Leave as is. Personal Fields*. 76

78 There are several personal fields that are automatically set up in the membership form. These cannot be changed, they are mandatory. These are fixed in the order they appear on the form. These fields for the basis of a participant s MyNetball profile so, as long as they are logging into their account (not creating a new one), they do not have to answer all these questions repeatedly. Other Fields*. Again, there is several fields that are automatically set up in the membership form. These cannot be changed, they are mandatory. You can add your own questions to your sign-up form(s), from the Available Fields box. These questions are ones created by your Association or Club. You can create your own Custom Fields to add to your form(s). To add a field to your form, just double click on it so it is in the selected fields boxes. You can then select which fields you would like to be mandatory fields so that the participant must provide a response. If it is in the Selected Fields box, then it will appear on your form(s). See Creating Custom Fields on how to create your own. Saleable Items*. Any products that you had set up as saleable items would appear in the box on the left side. i.e. Get Started Voucher 77

79 The process for moving these to right side (to appear on your forms) is the same as it is for the registration products (outlined above). If it is on the left side it will not appear on your form and if it is on the right side it will. Click Save. Go back to the Programs Settings Tab and scroll to the bottom of the age. Click on Submit Application. Netball Queensland will either approve the originations centre without additional information required or will be I touch if additional information is required. How to check individual pack order status In 2019 administrators will be able to view an individual participant pack order via the participants personal portal. The person search tab will find anyone that has a role with the Association or Club; past or present. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage participant pack information under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. 78

80 PATH: Management or participation People Person search This will bring you to the person search page. Show extra filtering, can refine the search by year of birth and the person s age. Once the member has been found click on the edit icon on the right-hand side. Select the workflows tab, pack detail for the screen below. This will show the pack information including delivery address. If the pack has not been received after 3 weeks (21 days) after the batch creation date, please be in touch with your DO. 79

81 Participant assistance How participants see part payments When the automated part payments feature is utilised by an organisation, the player has the option of making their payment in one, two, three or four instalments. NOTE: the number of installments available will depend on the total cost of the item. i.e. In the example below, the Netball Vic Membership is $73 (which will be the cost of the first installment). That leaves a balance of $27 to be paid later. With a minimum installment amount of $20, it will only allow 2 instalments to be paid. 80

82 The first instalment will be made immediately, and any future instalments will continue in the following calendar month. The first installment will cover the full processing fee. The minimum amount of the first payment will be the cost of the Netball Queensland membership and Association registration fee. The remainder part payments is for the Club fees. This will populate once the number of installments is selected. There would be more installment options based on the total amount charged. The player must authorise the storing of their credit card details for it to be processed as per the payment schedule detailed on the registration form. By doing so, the player has authorised the future payments to be taken at the agreed due dates from the supplied credit card. 81

83 Payments Outside the Schedule Players can elect to process future payments earlier than they are due by using the Pay Now function in the MyNetball Participant Portal. This will process the payment and remove it from the payment processing queue. When selecting the Pay Now button an invoice will popup which will prompt the player to enter their payment details for this payment instalment only. 82

84 What happens if there is a saleable item included in the registration product? The payment schedule will be based on the total amount including the saleable item/s and split accordingly. How are the fees distributed through the primary disbursement gateway? 83

85 All payment processing fees and any liabilities owed to Associations and State Member Organisation are calculated and paid on the first instalment. Therefore, the first payment amount is usually larger than the instalments that follow. What is the minimum instalment amount? The minimum instalment is $20. If an instalment amount is less than $20, then the part payment feature cannot be used by the player. How is the payment schedule determined? Payment schedule is determined by Netball Australia. All instalments following the initial payment will be due the following calendar month. It is currently set to the 15th of each month. The first payment will always be at the time of the registration and the second will be in the following calendar month. Can I make an early payment using a different credit card? Yes, using the Pay Now feature, a player can choose to pay using a different credit card. Any future automated payments will be charged to the original credit card where the authority was given. How do I update my credit card details for future instalments? Players can use the Payment Settings feature under the Activity menu on the Participant Portal to update or remove their credit card details at any time. What happens if my credit card is lost/stolen and needs to be cancelled? As above, players can use the Payment Settings feature under the Activity menu on the Participant Portal to update their credit card details to their new card. What happens if my credit card has insufficient funds and the payment is rejected? The payment instalment remains outstanding and visible in the scheduled payments report. In this case, the administrator should contact the player and either: Collect payment manually and mark the payment as paid Instruct the player to update their credit card details in the participant portal and use the Pay Now feature. NOTE: that there is currently no notification to administrators that a payment has been rejected but has been included in the future enhancements list. How participants change login details Participants can login into on the right-hand side using their old information either a wrong address or an old one. The organisation can change a password. 84

86 Click on the name on the top right-hand side of the screen and box drops down. Select the option to change login details. Enter a new address and it will ask you to generate an . Go into the new address and confirm the change. The next screen will ask you to confirm the changes and select generate on the left-hand side. 85

87 Before the process is complete the participant must login into their account and open the generated form MyNetball to confirm the login details change. How participants change their password Participants can login into on the right-hand side using their address or ID number and current password. Click on the name on the top right-hand side of the screen and box drops down. Select the option to change password. 86

88 Enter the old password and create and confirm a new password. Select change password on the left-hand side. How participants link or unlink accounts Participants can login into on the right-hand side using their address and password. Click on the name on the top right-hand side of the screen and box drops down. Select the option to link or unlink accounts. 87

89 To link other accounts, select search for other records to link on the bottom left hand side. To unlink a record select unlink on the right-hand side of the member. Reports Transaction report The transaction report allows the Association or Club to pull a report on their online registrations and payments which can be download into an excel spreadsheet if needed. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage their reports under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. 88

90 PATH: Management or participation Reports Scheduled payments report This will bring you to the Registration Transaction Report page where you can view all transactions via online sign-up forms. Select the registration form (must select one at a time to view answers to registration questions), date range and select Go. Located on the report is the participant s MyNetball number, name, date of invoice, amount paid, how that payment was created and the online payment reference. You can download the data into an excel spreadsheet by scrolling the bottom of the page and see all questions answered on the registration form; each question is found in a separate column. Payment settlement report The payment settlement report shows any disbursement payments that have been processed. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage their reports under Management or Participation. 89

91 Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation Reports Scheduled payments report This will bring you to the Payment Settlement Report where you can view any processed disbursement payments. For more information about the payment either select the detail option to the right of the payment made or and use the download report option. Registration accounts report Netball Queensland invoice Associations off the registration accounts report. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage their reports under Management or Participation. 90

92 Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation Reports Registration accounts This will bring you to the Entity Account Summary where you can view either financial transactions to parent organisations or for Associations, affiliated organisations (Clubs). Association and Clubs can view, within a certain date range: The total registration amount each affiliated Club is owing to its parent; or 91

93 The total amount that Association is owing to its parent MO governing body. To view a detailed account of each child organisation, click on the Detail link on the right-hand side. The auto settled column will have the amounts that have generated through disbursement payments. The adjustments column has any amounts created in the offline payment adjustments by the Association. This will display a registration account detail screen. The Registration Detail Report will appear if you scroll to the bottom and download extract. Registration detail report The registration detail report can be used to sort out last year s list of registered members to obtain their addresses and filter by date of birth. This way the Association or Club can out only the link (Junior or NetSetGO) that is relevant to the member to assist in registering to the correct form. The registraiton detail report is also The registration detail report can be downloaded into an excel spreadsheet. The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage their reports under Management or Participation. 92

94 Clubs will not have the option to choose between management or participation, they will just be in participation. PATH: Management or participation Reports Registration detail report This will bring you to the Registration Detail page where you can view any processed disbursement payments. Select the registration period, date range and leave the registration mode on all modes, then display registrations. The report will show al members that were regsitred to the year period selcted in the date range that was selected. 93

95 Scroll down to the bottom of the first page and select download detail report. Scheduled payments report The below process is the same at Association or Club level. Associations complete this in either mode, Management or Participation, while Clubs complete it in Participation Mode. Associations can manage their reports under Management or Participation. Clubs will not have the option to choose between management or participation, they will just be in participation. 94

96 PATH: Management or participation Reports Scheduled payments report This will bring you to the Scheduled Payments Report where you can view any processed part payments and see any upcoming part payments. Organisations can cancel upcoming instalments, which will remove the payment from the payment processing queue. 95

97 This can be done by clicking on view in the Payment Status column of the upcoming instalment. This will bring up the Transaction Details window where you can select either Cancelled or Paid depending on the scenario. Paid: The administrator will need to select the method of payment and the amount paid to create a paid transaction record will be created. Cancelled: The administrator will need to select a reason for cancelling the payment (i.e. player de-registered, remaining fees settled etc). The administrator should include a comment which will be included on the cancelled transaction record. 96

98 NOTE: Cancelling an upcoming payment does not automatically add the cancelled amount to the next payment. If a payment is made offline (i.e. cash), then the corresponding upcoming payment in the schedule should be marked as paid, not cancelled. If there are two scheduled payments remaining for a member, and the member wants to deregister, then the administrator must manually cancel the two remaining payments using the Scheduled Payments Report. 97