Basic Skills Members Only Reference Guide

Transcription

1 Basic Skills Members Only Reference Guide To register your Basic Skills members online, log in to the Members Only at When the log in screen appears, enter your personal membership number and password. If you do not know your password you can request it to be sent by . If you have any login problems please contact Member Services. Please Note: You need to be a current member to access Members Only. Remember that the temporary password sent in the is case-sensitive. Make sure you type the password exactly as it appears in your . Once you re logged in you may change your password by selecting the Account tab and then select Change Password which is the bottom option. The Basic Skills Skating Director/Contact and the Assistant are the only individuals who will have access to the Basic Skills Program tab to add and renew skaters in Members Only and they must have a current membership. The functions described below are available under your "Basic Skills Program" menu located on the top of your screen. Program Profile/View Trans The blue View Transactions section will allow you to view all invoices and receipts. This is where you can also print and save any past invoices and receipts.

2 The Program Information section is where you can edit the club/program information. The Addresses/Rinks section is where you can edit the program mailing address, change the rink information, and add a rink. The Program Contacts section is where you can replace or edit the program s contacts (Basic Skills Director/Assistant). To Add Contact enter the required information: Basic Skills Assistant or Basic Skills Director, click on the search to search by membership number or name, add the address, and select mailing address preference then select Add Officer. Current Program Roster This is a convenient feature because it will allow you to access and download a roster of your current members. It includes the U.S. Figure Skating membership numbers, names of skaters, addresses, and the rest of the information in our system. You may also download excel spreadsheets for your own records and print mailing labels. You can filter by name to verify if a skater is on your current roster. You can also print a temporary membership card for any member by clicking on Print Card on the right side of the member s name.

3 Renewal Rosters: If you would like an Excel spreadsheet or renewal roster of your members from a previous season to use for renewing them online for the current season please the Basic Skills Specialist, Tami Spears, at tspears@usfigureskating.org or call her at ext We implemented our new software program in December 2013 so all roster information before that you will need to contact Tami Spears. Add/Search Members (used to register new members or lookup members) Search Members

4 Search Members: The Search Database for Existing Member is a great tool to use before adding a member so we eliminate the possibility of a duplicate record. You can search by membership number or name then click on Search. Find the correct member from the list then click on that member once to highlight that name then select the Renew Selected Member at the bottom of the page. The member s information will pop up and you can change the membership Type by using the drop down button and select Basic Skills Instructor or Basic Skills Member. Verify all the member s information is correct. To change any information select the Edit Member Details and you can change their name, date of birth, gender, /phone, and address. If the US citizen information is incorrect please contact the Basic Skills Specialist, Tami Spears, or Member Services to have that changed. When the information is all correct select Add Person to Program. Once the person has been added you will see a note in green at the top of the screen that states member has been added.

5 Add Members Add Members: To add a member under Add/Search Member change the membership type if they are an instructor as it will automatically default to Basic Skills Member. The following information must be added: first name, last name, gender, US citizen (always check no if unsure), and address. Please keep in mind that all the information is important to enter (DOB, , and phone) to avoid duplicate member accounts. When done adding all the necessary information select the Add New Member at the bottom. When they are added you will see a note in green at the top of the screen that states member has been added. Repeat this process until you have finished registering all your new members. If the system recognizes that the member is already in our system it will display the possible matches stating We found similar members in our system. Look through that list and select Add This Member to the right of the correct name if they appear. If the correct person doesn t appear on that list then select Create Record to add them as a new member (this will give them a new number). Please check carefully through the list so we don t have duplicate members in the system. When you select Add This Member just verify the information is correct and change the Membership Type to Instructor, if they are, then select Add Person To Program. Now you will see a note in green at the top of the screen that states member has been added. They will now appear in Pending Memberships.

6 Upload Members This is a great new feature and helps to eliminate the amount of time spent on adding and renewing members. This feature will allow you to add your members to an Excel spreadsheet template so you can upload the information directly into our system without manually typing all the information in. Download the Excel Upload Template and add all the skaters information directly into this spreadsheet. The template must be used and cannot be altered (columns cannot be deleted). If any information is unknown please leave the field/column blank because if you alter the template it will not upload correctly. Please keep in mind the date of birth needs to be in 01/01/2001 format. Use the Select Files to select your saved file then select Upload. The system will give you an approximate time for the upload to finish, please keep in mind you cannot change tabs within the Members Only website or it will cancel the upload. You can leave the website as long as you only minimize and don t close out. The system will upload/add all the members information and any that cannot be uploaded will have an error message explaining why they weren t added. The most common ones are Duplicate members found. Please use the Add Member page and This user already has a membership. If you receive the duplicate members found message that is because the system recognizes the member may already be in the system and you will need to use the Add/Search Members feature to verify if they already have a membership number. Once all the members are uploaded you will find them in the Pending Memberships section.

7 Renew Members (Skaters who were current the previous season with your program) Renew Archived Members (Skaters who were members of your program prior to last season, for instance they were current in 2012 but not registered during the 2013 season-check the archived box): Search by name or membership number. Select member or instructor. Click on renew You will receive a note in green stating member has been added.

8 Pending Memberships All members that have been added as new or renewed will show up in pending memberships until they have been paid for. The members will automatically be selected to be paid so you must uncheck them if you don t want to pay for them. When all the members have been added and you are ready to make the payment you will click on the Pay for Selected and proceed by adding the billing and shipping addresses, please keep in mind we cannot deliver to PO Boxes. Add the payment information if it s credit card or check and submit. All orders will have a shipping fee for the shipment of the Basic Skills record books and badges along with the instructor kits (instructor manual, clip board, and marker). The USPS option is available for small orders and they will ship through the mail. With the FedEx options you can ship ground, 2 day, or overnight. Please don t select Local Pickup unless you are picking up the materials from the Colorado Springs Headquarters Office. A copy of the invoice will appear for your records to print or save. You can also print and save invoices and receipts from the Program Profile/View Trans tab under the Basic Skills Program tab. If a member is already a current member with another club/program and they are transferring there will not be a charge and you will not see them in your Pending Memberships. Transferring a member will not affect or alter a regular club/individual membership or eligibility status since you are only adding them as members of your Basic Skills program.

9 Approvals In this section you will add and print a Basic Skills Competition Approval and a Basic Skills Performance Approval. Click on the + Submit New Approval under the Basic Skills Competition Approval section to add a new competition. Click on the + Submit New Approval under the Basic Skills Performance Approval section to add a new performance. Add the title of the competition or performance. Performance type (only for performances) Event dates Is the competition in house? Yes or No Competition or performance contact click on search then search by member number or name Location (Facility) or rink click on search and enter rink name or state. If the rink doesn t appear please contact member services so they can add it. Upload the announcement (only for competitions) Guest skaters (only for performances) Click on the Submit Approval when done entering the competition/performance. You can click on Save Changes if you aren t ready to submit but please keep in mind you must click on submit when done or the competition/performance will not be submitted. The Basic Skills Competition Approval Rep will receive an and they will review and approve the competition. When it s approved the Basic Skills Director will receive an with directions on how to print the certificate. If the Approval Rep has any questions they will contact the Basic Skills Director directly. Our Basic Skills Program Manager, Erin Schopf, will receive an for the Basic Skills Performances and she will review and approve the performances. When it s approved the Basic Skills Director will receive an with directions on how to print the certificate. The certificates can also be printed from the Approvals tab once they have been approved.

10 Merchandise (Order badges and other merchandise) Click on the Merchandise tab. Choose personal cart or club cart Use club cart to order Basic Skills badges for the program. If you have any questions regarding the merchandise or when placing your merchandise orders please contact our order department at or ext Receipt of membership cards & packets We print and process the cards and materials within 5-7 business working days. Please contact us if you need us to pre-ship packets to you and the membership cards will follow later after the members have been added and the cards have been printed. Typically membership cards, rosters, and packets are shipped to you together. Please remember that when you have registered your students and instructors online their membership cards will accompany the packets. CONTACT/SUPPORT: Erin Schopf Basic Skills Program Manager or Tami Spears Basic Skills Specialist or ext. 452 Thank you for using U. S. Figure Skating Basic Skills Online Registration!