ONLINE REGISTRATION SYSTEM UPDATE INSTRUCTIONS

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1 ONLINE REGISTRATION SYSTEM UPDATE INSTRUCTIONS June, 2013 This instruction manual has been written by the Little Athletics NSW. No part of this manual may be reproduced without the written permission from the Little Athletics NSW Copyright LANSW 2013

LOGGING ON 1. In your web browser type the web address: http://console.imgstg.com/ 2.

ADMINISTRATION 1. Click on Administration. 2. Click on Details then Edit. 3.

any necessary changes. 4. Click on Access. 5.

3 ADMINISTRATION 1. Click on Administration. 2. Click on Details then Edit. 3. Ensure that all of the details contained in the General section are up-todate and if not make any necessary changes. 4. Click on Access. 5. Change the username and password, if these details were known to anyone who is no longer on the committee. 4. Click on Bank Account Information and check that the current Centre Bank Account details are showing. If your Centre has changed their bank account, refer to the section at the back of this manual. Copyright 2013 Little Athletics NSW Page 3 of 12

CHANGE DISPLAY YEAR The date range selection for registration fees needs to be adjusted to ensure that only current season transactions are displayed. 1.

Scroll to the bottom of the page to the Date Range Selection section and change the start date to August 1, 2013 and end date to July 31, 2014.

4 CHANGE DISPLAY YEAR The date range selection for registration fees needs to be adjusted to ensure that only current season transactions are displayed. 1. Click on Registration Fees. 2. Click on Registration Fees Options. 3. Scroll to the bottom of the page to the Date Range Selection section. 4. Scroll to the bottom of the page to the Date Range Selection section and change the start date to August 1, 2013 and end date to July 31, You will need to change the end date first, to allow access to the correct month for the start date. 5. When the drop down calendar appears, make sure that you adjust the year and click on the date. 6. Click Save. Copyright 2013 Little Athletics NSW Page 4 of 12

5 UPDATE REGISTRATION FEES - TYPES Registration fees set by the LAANSW have been loaded into the online registration system. The amounts loaded are only those applicable to LAANSW (Association Fee) and each Centre is required to add their Centre fee to the system before proceeding. As for registration fees, Centres may use their own wording OR use the sample wording (on the attached document), which provides sufficient information to enable the online user to select the correct age group and the date, time and location of the registration days etc. UPDATE (AMEND) WORDING Centres will need to amend this wording to update the dates for the age group range and particulars of the registration days. This information appears in the registration portal for members to be able to see and also appears on the that the member receives. 1. Click on Registration Fees. 2. Click on Registration Fees Types. 3. Select the first age group for change and click Edit to update/amend sample wording and the following screen will appear. Copyright 2013 Little Athletics NSW Page 5 of 12

6 4. Click in the Details box and change wording where appropriate i.e. Registrar name, date, time and location of registration days. Attached is a document that includes some sample wording for each age group that you can copy and paste the text into each registration type if you wish. Standard word processing editing tools/commands can be used to make changes. Amend the dates up by one year and amend the date, time and location of registration days. DO NOT CHANGE THE FONT OR COLOUR OF THE TITLE After updating the sample wording scroll further down the same page to add the Centre registration fee. ADD CENTRE REGISTRATION FEE This must be done for the Centre to correctly receive online credit card payments. 1. Click in Total Amount box and enter the total registration fee for both the Association and your Centre. e.g. Association fee is $45.00 (amount already shown in Association box) plus Centre fee of $50.00, enter in total amount box ($ sign is not required). For family registrations it is easiest to add the total amount first, and then deduct the Association amount to work out the Centre component. 2. Click in Centre box and enter your Centre fee e.g using above example. 3. Check that the Centre and Association amount agree with the Total Amount. Check that: Total Amount equals Centre fee plus Association fee Copyright 2013 Little Athletics NSW Page 6 of 12

NB: The Association no longer charges ANY FEE for dual registrations UPDATE FINANCIAL STATUS This must be done to ensure that when the member pays, they are made financial for the correct season. 1.

7 NB: The Association no longer charges ANY FEE for dual registrations UPDATE FINANCIAL STATUS This must be done to ensure that when the member pays, they are made financial for the correct season. 1. Click on the Financial Status tab. 2. Ensure that the update financial status section is checked with Yes Financial End Date. 3. Set the financial end date to 31 July Please ensure that this date is selected do not put a different date. The financial end date has been decided to ensure that for the next year of registrations, the system will automatically make the members unfinancial when the new year registrations start, to assist in reporting. Copyright 2013 Little Athletics NSW Page 7 of 12

8 INCLUDE AGE GROUP IN MEMBERS SECTION / PORTAL This will ensure the registration fee type appears online for members to complete their registration details. 1. Click on the Member tab. 2. At Include Subscription In Member s Section / Member s Portal, select YES. If no is checked, this age group will not appear online for members to register. NB: If you do not wish to offer a certain age group (i.e. Tiny Tots), this box should be marked NO. 3. Ensure that the age group default matches the registration fee type that you are working on. Under 15 should be linked with Under 15 Age Group and so on. 4. For individual age groups (and dual registrations), make sure the single button is selected. For family registrations, the multiple button should be selected. Copyright 2013 Little Athletics NSW Page 8 of 12

UPDATE AGE VALIDATION This must be done for the Centre to ensure that athletes can only be registered in the correct age group. 1. Click on the Age Validation tab. 2.

This should be the same dates as that mentioned in the wording in your detail box.

9 UPDATE AGE VALIDATION This must be done for the Centre to ensure that athletes can only be registered in the correct age group. 1. Click on the Age Validation tab. 2. Make sure the age validation is turned to yes for all individual fee types. 3. Correct the start date and end date for the age group on which you are working, using the attached age group grid. This should be the same dates as that mentioned in the wording in your detail box. For family registrations, enter the start date of the youngest age group that your Centre offers and the end date of the oldest age group (i.e. if you offer 3 year old Tiny Tots to U17, you would put a start date of and an end date of ). You will need to change the end date first, to allow access to the correct month for the start date. 4. When the drop down calendar appears, make sure that you adjust the year and click on the date. Copyright 2013 Little Athletics NSW Page 9 of 12

10 DECLARATION, INVOICE & RECEIPT These sections can be left blank or you can include your own Centre requirements. If you click on the Declaration tab, this is where you can add a declaration applicable only to this age group. If you click on the Invoice tab, this is where you can add the wording to appear on the invoice (i.e. bring this invoice, along with payment and proof of age to one of our registration days, as listed below, to finalise your registration). If you click on the Receipt tab, this is where you can add the wording to appear on the receipt (i.e. bring this receipt, along with proof of age to one of our registration days, as listed below, to finalise your registration). OTHER OPTIONS You only need to access this section if you wish to no longer include an age group or change the order that the age groups will appear to the user when registering online. The order is the order that the age group will appear on the list. Some Centres like to put Family Registrations to the top of the list. Archive should be checked for NO, for all current age groups. If you no longer wish to offer an age group, DO NOT delete it, check yes for archive. Click on Save to finish the Centre requirements of the registration fee type, for the age group selected. Copyright 2013 Little Athletics NSW Page 10 of 12

Click on Listing to select next age group and repeat all of the steps listed in Update (Amend) Wording (4 steps), Add Centre Registration Fee (3 steps), Update Financial Status (3 steps), Include Age

11 Click on Listing to select next age group and repeat all of the steps listed in Update (Amend) Wording (4 steps), Add Centre Registration Fee (3 steps), Update Financial Status (3 steps), Include Age Group In Members Section / Portal (4 steps), and Update Age Validation (4 steps), until all age groups that your Centre offers have been updated with Centre registration information. (Please ensure that if Tiny Tots are accepted that only the correct category is active). Once you have completed each registration fee type, you have completed all the necessary administrative functions for set-up of the online registration system for this season. No other changes or additions are required unless your Centre wishes to add customised declarations, custom fields etc. If this is the case please contact the LAANSW for assistance. You are now ready to accept Online Registrations for your Centre for the coming season. Copyright 2013 Little Athletics NSW Page 11 of 12

Copy and paste the link into your internet browser to access the form. https://eventdesq.imgstg.com/index.cfm?

12 CHANGING BANK ACCOUNT DETAILS IMG Sports Technology has advised that there is a new means of adding/changing bank details for your Centre. If your Centre has not previously supplied bank details or if these details have changed, please complete the bank account form found at the link below. Copy and paste the link into your internet browser to access the form. OrgID=1666 (The link goes from "h" to the "6" so if the link has broken across two lines, ensure the whole link is copied and pasted into a browser window). To complete the form you will need your Organisation ID which can be found in the ADMINISTRATION / DETAILS page of your system, once you have logged on. Copyright 2013 Little Athletics NSW Page 12 of 12

ONLINE REGISTRATION SYSTEM UPDATE INSTRUCTIONS

ONLINE REGISTRATION SYSTEM UPDATE INSTRUCTIONS August, 2010 This instruction manual has been produced by the ACT Little Athletics Association based on the Little Athletics Association of NSW Inc. instruction