etms Member Management

Transcription

1 1. Club Administrators 1.1. Adding, Renewing and Editing a Member 1.2. Adding a Registration 1.3. Requesting a Transfer 1.4. Approving a Transfer 1.5. Entering for Tournaments Page 1 of 12 January 23

2 1. Club Administrators Clubs can appoint one or several administrators to manage the renewal and registration process of its members. The system distinguishes between members and registrations allowing clubs to add a member who may not be registered for one of the traditional roles within the Federation but has a function within a club eg. Chairperson, Vice Chairperson, Media and Marketing etc. This allows for a complete history of each club s and association s management structure and simplifies reporting functions to the Federation for reports such as the quarterly Department of Sport Scorecards. All members must provide the following information when joining a club or renewing a membership: 1. Full Names and Surname names as displayed in the ID Document or Birth Certificate 2. Nickname 3. SA ID Number or Passport Number for foreign Nationals 4. Contact Phone Numbers 5. address where possible always supply the member s address. Future functionality will allow members to manage their own profile, registrations and entries thus simplifying the role of the club administrator to one of approval only. 6. Physical address The following is optional information which may be supplied for the club s purposes. 1. Medical Aid Details 2. Passport Details Electronic copies of the following documents must be available to upload to the member s profile: 1. ID/Passport type photo clear and of good quality 2. SAWF Indemnity Form (Required on first renewal and valid till member is no longer active for a year) 3. United World Wrestling Anti-Doping form Must be completed with each annual renewal. 4. Copy of ID/Birth Certificate or Passport to be used to verify age and ID Number. Should the member wish to register as a non-school going PDI, Under Privileged or Foster Care Member then the completed SAWF - Application for Registration as Underprivileged Member form and accompany documents need to be uploaded. For Cadet/Junior/Senior Wrestlers, Officials, Coaches and Team Managers wishing to participate internationally a copy of their passport can be uploaded however it is an optional requirement at this point of registration but will be required when entering for National Trials or nominating members to accompany an international team. Page 2 of 12 January 23

3 Club administrators are able to perform the following functions: Adding a New Member Renewing a Member Editing a Member Adding a Registration Requesting a Transfer Entering for Tournaments 1.1. Adding, Renewing and Editing a Member After Signing in select in the menu Administration Member Management. This opens the Member Management Screen of the club the person signed in belongs to. This person has no access to any other club s information or members. There are three functions available at this stage to the administrator: Add a new member Renewing a member from the previous year Requesting a transfer of a member from another club Renewing a member from more than a year ago Page 3 of 12 January 23

4 Adding A New Member Click on the blue Add Member Button on top right hand side of Member Management Screen. Complete the information required in the form and click create The new member will now appear in your member list. Page 4 of 12 January 23

5 Adding A New Member If member exists in another club If you try and add a new member from a previous year or that exists in another club the following message will appear on the member management screen and the member WILL NOT be in your member list. If the member is an existing member of your club, then it will appear in your clubs member list or you can search for the member using the search tool. If the member is from another club, then use the Transfer Request function as explained later in the manual. Once the new member is added you can then edit the member s details and upload the forms required as per the Renew Membership section below. Page 5 of 12 January 23

6 Renewing a Member Search for or select the member you want to renew and click on the renew button and complete the required information and upload the required forms and photo (if necessary). Save your members completed forms required as per the list on page 2 in a folder on your computer. Click on the Choose file button and select your file you want to upload. NOTE: You can upload one file at a time or select all your files and upload at once. Once the upload is complete the green Document Uploaded message will be displayed and you can view each upload by clicking on the View Image button and if you want to upload a new/better quality version select the new file and click Upload the file will be replaced. NOTE: Once you have registered the member for a function in the club or SAWF and the Association Administrator has approved these registrations you can no longer upload a new indemnity, Ant-doping or PDI/UP/FC Application Form. You will however be able to upload a new Photo, ID/Birth Certificate, and passport. Page 6 of 12 January 23

7 Edit and update the member info below the document upload portion (this can be done before or after the documents are uploaded) and click the Renew Membership button. Once renewed you will be redirected to the Member Management Screen and the Register Button will be active next to the members entry and you are now ready to start registering the member for Admin, Coach, Team Manager, Official, Wrestler or Club Volunteer. You can also click on the Edit Button to edit and update member info if it changes at any time. NOTE: Error Messages will appear at the top in red if you leave something out or make a mistake. Page 7 of 12 January 23

8 1.2. Adding a Registration After the member has been added and renewed you can now register the member for a role in the SAWF or in your club. Click on the Register button to add the first registration. First, select the Member Type you want to register the member for, either Admin Official, Club Volunteer, Coach, Official, Team Manager or Medical (HSSC) Official or Wrestler. For 2016, please enter the current (this year s grading) of the member this will be verified at Federation level and in future will be maintained by the relevant council on Association and Federation Level. If the member is in school, college or university select the school by typing in the block. NOTE: You must select either Yes or No to the questions regarding Scholar, PDI, Under Privileged or in Foster Care if you do not an error will be displayed and the registration will not be processed. If you select either of the PDI, UP or FC as yes remember you MUST upload the SAWF - Application for Registration as Underprivileged Member form in the member screen. When done, click Register and you will be redirected to the Member Management Screen. A new button will appear next to the member View registrations this allows you to view and edit (until approved) the registrations for that member. You can also add further registrations by clicking the Add Registration Button Page 8 of 12 January 23

9 Adding a Club Volunteer and recording the position the member holds within the SAWF. In the registration screen select Club Volunteer this will change the view to show three new drop down lists ie. Position held club, Position held Association and Position held Federation. Select the position the member holds within the SAWF at these levels eg. Secretary in the club, Secretary General of the Association and Marketing & Media Chairperson of the Federation. The information will be verified at each level and recorded in the database to be used for various functions like reporting, generating address lists, creating a historical list of previous management teams at different levels etc. Page 9 of 12 January 23

10 1.3. Requesting a Transfer Only the club administrator of the new club can request a transfer of a member from another club. In the Filter Member Field type the surname of the member you want to request a transfer for and select the member in the drop down list. Click Search and verify that you have the correct member. Click Request Transfer and the process will be initiated and the members previous club and/or association will be notified of the request to action. Page 10 of 12 January 23

11 1.4. Approving a Transfer Once a request has been sent the club administrator in the old club will go to the Transfer Management section and approve the transfer. Before the approval can take place the releasing club needs to upload the members letter of good standing (skoonbrief) which will be kept on record. Transfers between clubs of the same association then require that association s administrator to approve the transfer the Association administrator can view the letter of good standing and then select the approve button. Transfers between clubs of different associations will require the releasing association to approve the transfer and upload a letter of good standing (skoonbrief) from the association before approving the transfer. The receiving Association then has to approve the final transfer. All member s approved registrations will then be transferred to the new club. Page 11 of 12 January 23

12 1.5. Entering for a Tournament In the events section select Add Entry Select the tournament you wish to enter for. Select the member you wish to enter Select the Style, Category and then the bracket. Add the entry. This section will be handled in more detail as part of the etms Tournament section Support As with any new software and system there are bound to be some issues. Although the system has been thoroughly tested by the team and we are confident here are little or no bugs we do understand that there may be one or two issues that we did not foresee. We have set up the following to assist with your queries and bugs so please feel free to send them through as well as suggestions to improve on the system. We have transferred the basic member information from SAMS to facilitate the process as quickly as possible however during the process we identified irregularities in the accuracy and quality of the information and therefore decided to ensure that the information is captured again to ensure that it is accurate. You can contact the support team through the following channels Skype Search for and add user shaunmds and I will add you to the support group Whatsapp Send a whatsapp to (Shaun Bartlett) and I will add you to the support group shaun@collivery.co.za or sawrestling.marketing@gmail.com Please send a detailed description of the problem experienced and we will resolve asap or help you where we can. We hope you enjoy working on etms and that the system will be able to minimise your workload into the future as we develop and deploy changes. Page 12 of 12 January 23