The Basketball Network Registration and Membership User Guide for Administrators NSW Ed. Manual Publication 16 October 2017 CONTENTS...

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2 Contents CONTENTS... 2 CONTACT DETAILS... 3 BASKETBALL REGISTRATION RULES... 3 KEY DEFINITIONS... 3 PASSPORT SIGN ON... 5 OVERVIEW... 7 MEMBERSHIP DASHBOARD... 8 DATABASE CONFIGURATION... 9 PAYMENTS COMMUNICATION MEMBERSHIP MANAGEMENT MEMBER DASHBOARD REPORTS SUPPORT PROCESS Page 2

3 Contact Details Ash Albury Digital & Database Coordinator, Basketball New South Wales Phone: SportsTG Support Centre SportsTG Passport Basketball Registration Rules 1. Each participant involved in an affiliated association must be currently registered. 2. A participant s status must be recorded in The Basketball Network, Basketball Australia s official registration system. 3. A participant must self-register into the system via the prescribed national form. 4. A player s registration status is determined by the state product purchased and the field date registered until which will be automatically generated by the system on receipt of payment. 5. A player can have a primary and secondary association. 6. An Affiliated association will collect the prescribed State Sporting Organisation (SSO) Fee on behalf of the SSO unless a split payment model is agreed by the SSO. 7. Every affiliated association must offer online payments through the National Payment Gateway. Key Definitions The Basketball Network is a whole of sport technology solution, which provides all levels of the sport with the capacity to better manage their sporting business. The majority of the system is powered by SportsTG and customised to Basketball s unique requirements. However, it also includes elements from other providers including FIBA LiveStats powered by Genius Sports. The system currently used is FSP Manager and comprises of the key modules registrations, membership, competition, and website. We have been rolling out enhancements to FSP Manager to ensure we can count participation and manage risk at a national level. These enhancements are known as National Registration. National Registration is the systematic approach to the registration of a person engaged with basketball. This means each individual participant will self-register on the prescribed national registration form. They will agree to the national terms and conditions and pay for the required state product. National Registration is how we collect and store a participant s details, it is one part of The Basketball Network. Page 3

4 Passport Sign up for Passport Go to SportsTG Passport combines your accounts - such as Competitions, Membership or Websites - in one location for easy access. To sign up for a SportsTG Passport, select Register. Fill out the details or choose to register for SportsTG Passport through Twitter or Facebook. Once done click on Create My Passport. Select the communications you wish to receive and click on Create my Passport to complete the process. A message will appear confirming the creation of your Passport. You will then receive a confirmation . Open the and click on the link to confirm your SP Passport. Your address must be verified before you can be given provided authorisation to your associations database. Tip: Each administrator requires their own passport account to ensure actions can be attributed to the actual person logged in. This also improves data security and ensures when administrators leave an organisation their access can be personally removed. Page 4

5 Updating Passport Details To update the Passport Account associated with an . Go to passport.sportstg.com select 'click to edit your profile' Update the required information. Sign On When using sign on, there are three possible scenarios for users. 1. The participant s address and member account are recognised. 2. The system has found your address but it is not linked to a member account, as such you are required to create a member account. 3. You are completely new to the system or don t have this address linked to your member record. Scenario One: The participant s address and member account are recognised. Your address and account are recognised, the participant will be prompted to type in their password (or choose forgot password). Then they will select either an existing member associated with the account or select I am registering for the first time to add a new member. Scenario Two - The system has found the participant s address but it is not linked to a member account, as such the participant is required to create a member account. The participant s address has been found in the system but detects that they do not have an Member Account with SportsTG. An will be sent to their account. The participant must click the highlighted link in their to set their password. Page 5

6 The Member Profile page will open, they then need to enter in their new password. Scenario Three The participant is completely new to the system or doesn t have this address linked to their member record. If the participant s address is not recognised, they will be prompted to click 'Yes, I'm new'. Please Note: if they believe they have registered previously and proceed to click 'No I've registered before', they may have registered into the system under a different address. They will need to enter in a different address or contact the association administrator to update their address. Administrators are cautioned to undertake appropriate security checks to identify the person before updating details. Incorrectly updating a person address will allow access to their personal information. Page 6

7 Overview The Basketball Network Structure The Basketball Network comprises of four modules; 1. Registrations and Payments 2. Membership Management 3. Competition Management 4. Web and Mobile. Each of the modules can be used in isolation but with limited functionality. Full benefit is realised when using all modules together. Hierarchy The database is hierarchical in structure, reflecting the federated sports model. Basketball Australia ACT NSW NT QLD SA TAS VIC WA Association(s) Clubs(s) Team(s) Participants Whilst the definition of a club and an association may differ in terms of affiliation status to the state and/or regional body for the purpose of the Basketball Network, the definitions are as follows; Association (interchangeable with League) runs competitions. Clubs collectively manage members and teams that participate in an Association (or League). However, an Association can be both, depending on their type of participation. For example, Sutherland Basketball Association run competitions, and is the Association in this scenario. But, are also a club in the Waratah competition, in this case the Association (or League) is Waratah Basketball. The functionality at each level changes. The major areas of difference are; competitions can only be managed at Association Level, Clearances are must be requested at Club Level. An Association that has teams with no club affiliation utilise General Club. This is to ensure that they are able to use the functionality only available at club level. Page 7

8 See Membership Menu Options Tip: When supporting clubs or troubleshooting it is always good to see exactly what they are seeing, as they may have limited or restricted functionality. To do this navigate to club level and add yourself via user management. Navigate back to passport > Membership Dashboard and now select the appropriate club rather than your association. Membership Dashboard Navigation Know your membership dashboard to navigate around your database and access SportsTG knowledge base and technical support. 1. Level The Level you are currently viewing (see hierarchy). 2. Home Click to return to the membership dashboard at the level you logged in. 3. Search Quick search. Partial word search can be used in both the 4. Your Name Click to return to the Passport Landing Page. 5. Support Click to access SportsTG knowledge base and technical support. Contacts, Details and Locator Ensure Association and Club information is always up to date. See Contacts The functions listed in Details are self-explanatory, if an administrator is associated with payments they will receive a copy of every tax invoice issued from the system at their level and below. Primary Contact will receive correspondence generated. See Details See Locator The information provided in Locator is displayed in several public locations, including the Basketball Australia homepage. Page 8

9 Tip: If your association has multiple locations it is recommended that you use the address of your office or main facility. This feature is predominantly used by new participants locating their closest basketball facility. Database Configuration Access to the database configuration is via the cog. Select the Cog Click Settings It is important the options displayed here are revisited and reconfigured every competition season. It is important to follow the start of competition season checklist when setting up a new season (prior to accepting player registrations and team entries). Page 9

10 Permissions Permissions allows you to manage the access and actions of clubs and teams. It can be valuable at specific times in your competition season. See Permissions Field Configuration See Field Configuration Consideration should be given to where a field configuration is adjusted. A field must be set to a minimum of editable within field configuration for it to be available when viewing an individual member. Administration view manage via Field Configuration. Participant view manage field configurations within the registration form. Tip: There are lots of fields and it can be difficult to locate the one you are after, the quickest way is to use the in browser search feature. For this command and 46 other useful shortcuts see 47 Keyboard Shortcuts Standard Field Settings. Associations should make the following field adjustments. 1. Member Field a. First Name Add Only Compulsory for Registration Form b. Surname - Add Only Compulsory for Registration Form c. DOB - Add Only Compulsory for Registration Form d. Gender - Add Only Compulsory for Registration Form 2. Team Field Page 10

11 a. Team Name - Add Only Compulsory for Registration Form and Levels Below. b. Three Letter Code Compulsory c. Compulsory for Registration Form and All Levels. 3. Club a. Club Name - Add Only Compulsory for Registration Form and Levels Below. Tip: Custom Fields are shared between an association and its member clubs. Associations should work with clubs to consolidate custom fields and ensure they are general reference not club specific. See Custom Fields Member List Display See Member List Display Filters will return a sticky response, i.e. what was set the last time you signed into Passport. Basketball Australia recommends the following fields be used, generating a quick reference point for phone numbers, participant numbers and an unregistered player list. Tip: Like Customer Fields, Member List Display is shared between an association and its member clubs. Associations should work with clubs to consolidate custom fields and ensure they are general reference not club specific. Page 11

12 Tip: You can sort any column within a grid view by clicking on a header. Seasons See Seasons Select Seasons > Adjust new registration season. Seasons should reflect the competition season not the registration period, with year followed by descriptor [e.g Winter] this will ensure they display in chronological order, unless you have overlapping compeititon seasons in this case the calendar year should be used. Associations should never attempt to use multiple competition simultaneously. Where possible use national seasons as they are formatted for optimal web and mobile display. The format, Year Descriptor is used to ensure appropriate sort order and. Best results occur when there is consistency from season to season, not only in season but all naming conventions. See Adjust a participant s season record Page 12

13 User Management See User Management Each administrator should have a unique login. This is to ensure that a person s use of the system can be tracked via the audit log. It is important that the access list is kept up to date for all levels and as such, associations should conduct a passport audit quarterly. Tip: To add a person via a user management they must have a verified passport account. If you are unable to add a person, ensure they have verified their account by clicking on the appropriate link in the received on sign up. There are three levels of access within the system; Full Access; Restricted Access; Venue Only Access. See Restricted Access Transfer Settings Transfers settings can be set at both association and club level. Transfer settings relates to your own association transfer (clearance) rules, not the national or state clearance rules. see Request a Clearance/Transfer Payments Payment Configuration See Apply to receive Online Payments The payment application is a two-step process; 1. Payment Application 2. Bank Account Details To complete the payment application, you require an electronic copy of your bank statement page one only. To verify that the account information listed in bank account details is the association s bank account. Page 13

14 Build Association and Club Products Basketball NSW will assist all affiliated associations with the setup of their 2018 registrations products (as required). Products can be utilised to capture any competition, event or program fee with is attributed to a participant or team. Here are examples of how associations around Australia utilise payments; Newcastle Basketball Association (NSW) capture representative registration fees and sponsor information. Northside Basketball Association (QLD) capture state, association and clubs fees through the one registration form. Broome Basketball Association (WA) collect their carnival entry fees. Basketbal Geelong (VIC) use products to manage camp registrations for holiday programs. Ringwood Basketball Association (VIC) use products to collect team entry and manage team bonds. Other associations use it to manage tryout registrations, merchandise, award dinners and upfront game fees. See how to create a product You have the capacity to collect your association (and club) registration fees utilising the national registration form (optional). The following will assist you in setting up your association products. Screen 1: Details This example demonstrates the ability to set two registration products based on age Junior and Senior [see Appendix A for Schedule] Notes: This product will register you from today and will expire on XXXX (replace with registered until date). Product Reporting Season should reflect the calendar year not the competition season. Page 14

15 Screen 2: Pricing The pricing structure is determined by your Association. Screen 3: Mandatory No mandatory products are required for registration. Screen 4: Actions Common Date: Set Product Expiry and Member Registered Until date to reflect common expiry date. Screen 5: Filter Filter should be used when a product is only available to participants based on age, gender, or membership type. It is recommended that you always have maximum and minimum ages regardless to minimise the likely hood of members entering incorrect data, for example YOB being These filters will need to be set for is your association levy is based on age. Page 15

16 Screen 6: Availability This feature must be set to ensure you don t sell a product outside the prescribed date range. It will also ensure that no manual action is required to change over the desired product on the registration form. Screen 7: Renewal The text here should be configured to reflect the individual requirements of your association; however the following can be used as a default; Your registration is due to expire in XX days. The easiest and most efficient way to renew is register and pay online by selecting the link. Your details will appear pre-populated in the online registration form and all you will need to do is update if necessary. It is important that you renew your registration before your expiration date as failure to do so will see your registration expire and your insurance lapse. Should you have any questions please throughout this process please do not hesitate to contact: <insert contact details> Notes; You can link the single BNSW product to multiple association products, e.g. the product can be linked to Association Winter Season Registration and Association Summer Season Registration. When a person purchases the BNSW product once the system will recognise this and will not prompt them to purchase the product again should they return for the second season, e.g. when Mary Smith registered for the first time she purchased the Association Winter Season Registration and a 2018 Page 16

17 BNSW Registration. When Mary returned to play for the next competition she logged onto an online registration form via Sign In. Mary then purchased the Association Summer Season Registration but was not required to purchase another 2018 BNSW Registration. However, if a person doesn t log on and registers as a new person it will force them to repurchase this product again, e.g. when Mary Smith returned to play for Summer she had forgotten her address and password so registered as a new participant and was require to purchase both an Association Summer Season Registration and a 2018 BNSW Registration. Mandatory products are only active for self-registration through an online registration form. To build club products navigate to the required club and repeat the above process. Select Clubs Click List Clubs Ensure you are at club level before proceeding. Page 17

18 Registration Forms National Registration Forms (Parent Body Forms) Basketball is moving to a complete self-registration process, the major driver being compliance with Privacy Legislation. By moving to an online form where participants self-register, each participant will agree to the National Terms and Conditions. Basketball Australia reviews the National Terms and Conditions annual, ensuring participants, your association, and the sport as a whole are protected. National Registration Forms have been created by looking at how registration forms have been used across the network and building based on the most frequently used fields and layout. Providing administrators with the best possible template without needing to setup from scratch. The benefit is that by moving to a self-registration system administrators are now saving hours of work previously spent manually entering data. Likewise, we know basketballers play at multiple associations, and multiple levels (club, association and elite) using the same form makes it easier for participants to navigate once the details are entered they will be prepopulated when they next register. It is important that all participants self-register annually via the national registration form, and agree to the most up to date version of the terms and conditions. As a result the 'add' member button and member rollover functionality has been removed. Review National Registration Form To review the National Registration Form Select Registrations Click Registration Form Find Parent Body Forms > Member to Club Form Click Edit Adjust Fields (if required) There are a standard set of fields defined by Basketball Australia and Basketball Queensland that will appear on the National Registration Form. As an association you have a capacity to add a new field (e.g. Preferred Name) or upgrade an existing field (e.g. Parent/Guardian 1 Mobile from editable to compulsory). If you add fields ensure that they are placed in the most logical location on the form via Layout. Add Association and Club Products (if applicable) Scroll down and locate the relevant association and club products. Active the product will appear on the form subject to filters and availability. Mandatory will be required to be purchased by the individual subject to filters and availability. Sequence the order in which the will appear on the registration form. Page 18

19 Tips: for Associations with Clubs that both utilise the National Registration Form Clubs do not need to utilise the basketball network to manage registrations and/or payments but if they do they must collect participant information via the National Forms #54301 or # The same national form should be used by association and club ensuring a participant only needs to register once. Associations should prepare the form first and then open to clubs to make the necessary adjustments. Clubs require Association sign off before publication of the registration form if a club or clubs are ready to collect registrations before other clubs within the association they must share the form from club level only. Once all clubs are ready (even if this is to indicate that they are not using the registration form to manage their own registration process) the Association can then share the form at Association level. Registering Member Types other than Players. The Basketball NSW registration fees for players will appear as mandatory on the national registration forms (note the participant will only see the fee relevant to their age). However, all other member types will appear as an optional product to be selected by the participant. This product should only be selected by non-playing members who are registering in another participation role. The messaging on the registration form will reflect this information. Page 19

20 Communication Publication of Registration Form By publishing your registration form either through the SPORTSTG Standard Website widget or by publishing a direct link you are providing your registrants with the ability to self-register. Whilst this is the preferred means of registering, the next step will show you how to manually add or edit a member. An individual can be directed to your registration form at any time by providing them with a hyperlink to the registration forms URL. Registration Form URL Open your registration form by selecting view Ensure you are on the first page of your registration form, this will be indicated in the URL as the form ID is displayed. Select the entire URL and copy this can then be pasted where you require ( , website, etc). URL for Registration NRS Widget Scroll to the bottom of your website and click 'Site Editor'. Page 20

21 Click 'Widget Manager'. Right click on the Widget name and click 'Configure'. Click on the box underneath 'Version' and ensure that 'National Registration Form' is highlighted. Click 'Save Configuration'. Page 21

22 Return to Widget Manager by clicking 'Return to your website' at the top of the page and navigate to widget editor. This time right click on the Widget name and click 'Edit'. Copy and Paste the URL from your NRS Registration Form in to the box provided below and click 'Update'. Page 22

23 Profile - Settings See Profile Settings Under ' Settings': Enter the Reply To address (compulsory). The Reply To address is the the address that replies will be sent to. messages can not be sent successfully until a Reply To address has been entered. Enter a default Footer/ Signature (optional) that will each new will automatically be populated with. Setting up a default footer / signature will save you from having to set it up each time you compose an . You can change or delete the default footer/signature when composing an . Send a Message Membership Group, Custom Group and Saved Report See Send a Message Sending a message via saved report is one of the most powerful features of The Basketball Network. You have the capacity to create a report where the member list updates automatically based on the parameters set. For example you would like to create a distribution list for all participants that play in a competition on Tuesday. Once the report parameters are set players that register to the competitions on this night of play will automatically join the distribution list. Member Renewals See Member Registration Renewal s Sent Message All messages sent from the system are stored and can be accessed by administrators. See Sent Messages Membership Management Duplicate Resolution See Duplicate Resolution Duplicate resolution cannot be undone. It is important for administrators to consider each duplicate and resolve appropriately. If you identify two members within your association that are duplicate records, you should then mark the second record as a duplicate. See Mark a Member as a Duplicate Page 23

24 Member Dashboard Member Details Once you have captured an individual s registration details there are several ways you are able to then report on this information, communicate to those whose registration is due, as well as enforce compliance for unregistered players. Checking an Individuals Record See View and Individual Member Record A registered individual is determined by using the following information; The State Product Purchased Date Registered Until Whilst the season record (right hand side) can be used to manage association and/or club registration. It is not a factor in determining state registration. Page 24

25 Add a manual payment See Manually Add a Payment Record to a Member Add Document See add a Document to a Member Record Add Photo See add a Photo to a Member Record Member Types See view Member Record Type Tribunal See add a Tribunal Record Member History See edit Member Record History Statistics See view member statistics Page 25

26 Reports See Reporting Report 1 Registered Individuals by Product with financial information Report 2 Unregistered Individuals by Last Recorded League Game. Note: Registered Until Date must be less than Last Recorded League Game Page 26

27 Report 3 Fund Received Report Finance > Funds Received Report Page 27

28 Support Process Who should I contact when I need help with The Basketball Network? Participant Club or Association support.sportstg.com request.sportstg.com Basketball participants should contact their Club or Association for support. Basketball Clubs should contact their Association for support in the first instance. If an Association is unable to resolve the issue (or have their own support related issue) they should seek guidance from the knowledge base If the issue is still unresolved they should then submit a support ticket via My Requests (Figure 1), then Submit a Request (Figure 2). By completing the online form, we receive critical information that assists us in resolving your issue efficiently. You will receive notification of any updates to the support query via . Clearly mark at the start of your ticket Attention Ash Albury Figure 1 My Requests Figure 2 Submit a request If your issue is urgent, contact SportsTG phone support on To assist us in servicing the entire sport fairly we ask that you reserve contacting support via phone for urgent matters only. What do I include in the support query? In the query clearly outline your issue with reference to what has occurred and what you expected to occur. Include references to the database name, website URL, specific examples (players names, team names, etc), registration form numbers, screenshots, etc. By providing us with all the necessary information in the initial ticket submission you minimise the number of times

29 2018 Registration and Membership Management (NSW v1.3) we come back to you asking for more information, you also ensure that your ticket is allocated to the appropriate person. Here are some examples to assist you with writing a good support ticket. TIP: use to identify important information about your device that may assist with the support ticket. Example 1 Teams associated with player Database Name: All Stars Basketball Association. Example 1 John Smith <FIBA ID Number # > What has occurred: When I bring up a list of members registered in 2016/2017, in the teams column, some member names have teams, some don t have teams, some have teams that they belonged to some years ago, why doesn t it come up with the team that they are playing with this year, that they registered with? Example 1 John Smith <FIBA ID Number # >. In members > list members he does not have a team assigned, but when I go into his profile he is affiliated with the team called Giants. Example 2 Mary Brown <FIBA ID Number # >. As you can see from the screen shot members list members it says she is with a team called Rockets. But on the profile below you can see she is with Saints. What I expect to occur: That the team listed in the member list display would not be blank and would match what is listed in the members dashboard. Example 2 Website not defaulting to current season Database Name: Basketball Australia Training Competition: KB Pool Competition Training The ladder is not appearing automatically for the 2016/ 2017 season on the competition website it is showing the 2017 first instead which has not yet started (see attached picture below). I have logged onto the website site editor, gone into the settings > other configuration and had a look through the settings but I am unsure of how to make this change. Could I please get some further assistance to make this change? 29 P a g e

30 2018 Registration and Membership Management (NSW v1.3) How do I respond to the support ticket? Whilst you receive an update to the ticket via , it is always best to login to support to update tickets and review their status. Attachments can only be viewed when logged in and will not appear in the notification. To login go to and sign in (top right). 30 P a g e

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