Azolve User Guide. Contact Details Scottish Swimming Tel GUIDE FOR MEMBERS

Transcription

1 2017 Azolve User Guide Contact Details Scottish Swimming Tel GUIDE FOR MEMBERS [COMPANY NAME] [Company address]

2 Contents Scottish Swimming Online Membership System... 2 New Members How do I join?... 2 How to Access your Account if your Club set you up on the system... 4 Existing Members How do I login... 5 How to update your personal details... 6 Family Module Adding Family Members on to the System How do I change my password Club Transfer Process an explanation How to Change/Transfer 1 st Claim Club Nominating a 2 nd Claim Club Transferring to a club which is already one of the clubs listed on a member s profile (ie a second (or possibly third) claim club)

3 Scottish Swimming Online Membership System In February 2016 Scottish Swimming moved to a new online membership database called Azolve. This database holds information for all Scottish Clubs, Swim Schools and their members (swimmers and nonswimmers). The database is only as good as the information on it so with the introduction of this guide it is our hope that all users can be encouraged to keep their information accurate and up to date. When someone joins a club as a swimmer or a non-swimmer (teacher/coach, technical official or club volunteer) they require a membership with Scottish Swimming. Membership allows access to affiliated clubs which offer structured and supervised training, events, as well as providing insurance for all club members. New Members How do I join? When you join a club as a new member, there is a choice either the club secretary can add your details onto the database, or you may be asked by your club secretary to sign up to the system yourself. Instructions for a new member to join Before you can register with Scottish Swimming, you must have permission from your affiliated Club or Swim School. Your club may already have registered you on the system, or you may have already joined in the past and are returning to swimming. We request that you do not register twice on our system to avoid confusion to check if you are already a registered member with Scottish Swimming, click this link- it will show if you appear on our membership list: If you appear on this list and do not know your log in details please info@scottishswimming requesting your username and password If you are not listed on our system (see instructions above), to register as a member go to 2

4 Select New Member: Sign Up Join today - fill in the blank fields. Make sure you remember your Account Details as you will need these when you log back into your account. You must select a swim club, or the club will not see you have registered as a member. To select which club you are a member of o Click on - My Clubs - Select Club o To find the club in Club Finder - type in the Club or Swim School, click Search and select the List view. Alternatively, you can search within a distance of your postcode to find your club. 3

5 Once you have selected your club, the Club or Swim School will receive a notification that you wish to join and will approve the membership. The club will then pay for the membership direct to Scottish Swimming (this is then charged back to members by each club, but the club is responsible for ensuring all club members have purchased membership with Scottish Swimming). You should then update all your personal details to ensure the Scottish Swimming database is accurate and that clubs/swim Schools have the correct details for you. (see instructions on the following pages) How to Access your Account if your Club set you up on the system If your club set you up on the system, the club secretary will send you a user name, and you can login and make sure your details are correct on the system. To access the system, first go to then click on activate membership Then enter the user name that your club has told you. An will be sent to you, asking you to set your password (this could go to your junk/spam folder). Then you can enter the system and proceed to updating your personal details. 4

6 Existing Members How do I login If you know your user name and password. Go to the login page:- In the Member Login section type in your User Name and password in the appropriate fields and click Login If you know your user name but not your password? o Type your User Name into the username field and click on Forgot password. An (check Junk folder) will be sent to the address held on your member/user record containing a password reset link. Your username is normally your Address or Membership Number o Click the link in the and you will be able to reset your password If you don t know your User Name? You need a user name to allow the forgot password link to work. If you cannot remember this please contact info@scottishswimming.com to confirm your User Name. Please do not register again simply because you cannot remember your user name Scottish Swimming will let you know your User Name promptly, allowing you to log on. Note Scottish Swimming cannot see your password so cannot tell you what your password is, but your password can be reset by Scottish Swimming. Once you have logged in as an existing member, please check that your personal details are all entered on your profile. To find information on how to update your information see next page. 5

7 How to update your personal details We ask all members to login and update their personal details. This means that Scottish Swimming and Clubs/Swim Schools hold the most accurate information on each member. It only takes a few minutes. Log on to your account for help logging on go to page 5. There is an easy way to check what information is outstanding on your record. From your home page click on credentials. On the left hand side of the page there are check boxes. Items with a green tick are completed. Items in yellow still require your information. To update/add your information Select My Profile from the top of the page 6

8 To Change Profile Details Select Profile - Basic Details Click on Update Details Review and Update your personal details and select Emergency Contact Add Emergency Contact details and select 7

9 Equality (Private information) This information is for Scottish Swimming records only, you will never be identified by the information that you supply, and this information is not accessible to clubs. The information is only used for tracking our equality within sport so we really appreciate you taking the time to complete this section so we can continue to improve our equality performance. Review and update your equality settings and remember to click Opt Ins Rankings & Membership Check Very important - if you select Opt out you will not show on the Membership check or Rankings website and this will stop you entering certain events. 8

10 Credentials / Qualifications If you have a qualification or credential you can add this to your record Scottish Swimming will then receive notification for approval 9

11 To amend Member Details Update details, paying particular attention to marking your disciplines and select Membership Category Please ensure you are registered in the correct Membership category, you can see here this member is both a swimmer and a non-swimmer. If this is incorrect please contact your club secretary. As a new member your details are all complete thankyou! 10

12 Family Module Adding Family Members on to the System Why use the family module? The family module allows members to be grouped together as a family. This allows a member to log into one account, but see all family members together on the system. Also it means one address can be used for multiple users. Each member s basic profile details (eg contact details) can be changed from logging in just once. However to change more detailed information for example disciplines, etc., each member needs to login to their own individual account. These instructions only apply when you are adding new members to a member who already exists on the database. If you would like to create a group of family members who already exist on the system, please contact info@scottishswimming.com detailing which members you would like grouped together and we will do it for you. How to Add New Family Members: Log into the main user at (for help logging on go to page 5) Click on Membership Category Click on Add a Family Type in a family name and click on Done 11

13 Add in the new member s basic details and MAKE SURE you click on Save at the top As you add in new members it will automatically transfer over your address. You can manually change this if you like, or leave the same to avoid receiving the same to different addresses. You will then see the family member on your screen. Make sure you select a club, which will then go to the club secretary for approval. To select club the list is the easiest way to find a club enter your postcode and click list then click to select a club or swim school this will be submitted to the club secretary for approval. 12

14 To add more members to the same family, click add new family member and return to page 11. How do I change my password 1. At the top right of the screen is a setting button (beside your name). Click the settings button to see a short menu. 2. The first item on this menu is Change Password 13

15 A pop up form will be displayed, enter Current Password, New Password and then Confirm Password. Click Save to save your new password. Club Transfer Process an explanation Any member who wants to transfer club is responsible for initiating the process themselves; the club cannot do this for the member. Primary/First Claim Club this is the club that you can represent (NB certain exclusions apply for eg with water polo, please ask your club secretary if in doubt). Second/third clubs if someone trains or coaches with more than one club, the other clubs need to be registered for insurance purposes. If you would like to change your Primary/First Claim Club then this can be done on azolve. Go to change/transfer 1 st claim club. The process for this is as follows: 1. The member applies to transfer Primary/1 st claim club. 2. An gets sent to the club that the member is leaving the club then has to approve the transfer. 3. Once approved, the club that the member is transferring TO gets an to approve the transfer. 4. Finally, Scottish Swimming will get a note to approve the transfer. 5. Once Scottish Swimming approves the transfer, the member is free to represent the new club from the 1 st of the following month. 6. Scottish Swimming will send an to the member once the process has all been approved hence the importance of ensuring addresses on a member s profile are up to date. (see Page 6 for how to update personal details) 14

16 How to Change/Transfer 1 st Claim Club Login to the system here:- (for help logging on go to page 5. Your username is usually either your membership number or your address) Click on My Profile. On the right hand side of the page is the My Clubs area. Hover your mouse over the 3 dots and select Transfer The screen below will appear and you can follow the process to transfer club. 15

17 Nominating a 2 nd Claim Club Any member who wants to add a club in addition to their Primary/First Claim Club can do so via the paper form which can be found here: Club-Form.doc Notes It is the responsibility of the Applicant (Swimmer) to initiate this process. 2. It is the responsibility of the swimmer s Primary/First Claim Club for ensuring that the SASA membership fee for the current year has been paid. 3. Once the Change of Club details have been processed, Clubs and District Secretaries will be notified by the Company. 4. Membership and Change of Club details can be accessed online via the Membership Check at 5. Each of these processes will require approval by the new club and the old club. The online system will generate notifications to the relevant membership secretary. 6. *If you have a problem with your username please info@scottishswimming.com with your name, date of birth and membership number and your password can be reset. By following this process, you agree to the following: I have read and understood the requirements of Company Rule R Swimming, Synchronised Swimming Masters and Open Water Swimming members can compete for their new club from the 1st of the month following receipt of this form by the Company. R5.2.1 An individual wishing to change their 1st or 2nd Claim Club must complete the appropriate form (available from the Company), and obtain the signature of the Secretaries, or other Club Officers, of the clubs involved. The form shall then be sent to the Company. R5.2.2 An individual shall be entitled to obtain the signature of a Club Secretary (or other Club Officer) or a reason for refusal within 14 days of the request being made. a) If no response is received by the individual within 14 days the individual can compete as unattached as per R b) If no response is received by the individual within 28 days the individual can compete for their new Club, provided they are not in breach of Section R4.5.5 or Sections R5.1.4 or R Transferring to a club which is already one of the clubs listed on a member s profile (ie a second (or possibly third) claim club) Some members have a few clubs listed in their profile one club will be their primary club and the others listed as additional clubs. The Primary club is the one that the member can represent (NB there are some exceptions for eg water polo to this rule, if in doubt please ask your membership secretary). If a member would like to transfer to a club which is already one they are registered with, they MUST complete a paper form and get approval from the club they are changing from and to (as their primary club). Once the approval process is complete, the member will be free to represent the new club from the 1 st day of the month following approval by Scottish Swimming. An will be sent to the member to confirm when the transfer has been complete. PLEASE do not try to transfer club by simply changing which club is selected as your primary club this is breaking the rules set by Scottish Swimming and could cause a member to be removed. The change of club form can be found here. 16