SCA Membership Management System Fall 2017

Transcription

1 SCA Membership Management System Fall 2017 Welcome to the second year of our implementation of our membership management software! As you will have seen with some reminder s, we have some fine-tuning to complete with the notification and reminder dates. Thank you for being patient as we work to streamline our services to you. As the default reminder period for our software follows the fiscal year, it is clear that we need to adjust firstly the membership invoice generation and then secondly the reminder . Since the membership invoice was generated before most members had a chance to determine and update their Number of Participants, the invoice in your account for membership will likely be inaccurate. If you have not paid your membership yet, you are required to update your Total Number of Participants and Total Number of Participants for Invoicing by November 30 th and a new invoice will be generated and ed to you on December 1 st. We apologize for this inconvenience. If you are interested in our future refinements, let us know and we d be happy to have a conversation. Membership To Do List You can use this checklist to ensure you have completed all necessary membership update requirements.! Ensure you are able to login to your online account at Determine your Total Number of Participants and update this in your online account.! Determine your Number of Participants for Membership Invoicing and update this in your online account. See this link for more information on participant numbers.! Update your Personal Profile (Section 4).! Update your Organization s Profile (Section 5).! Update your Organization s Roster (Section 6).! Ensure that you have included all Required Participant Information in your Roster Update. Looking ahead to this year, let s take a look at some housekeeping details that need to be taken care of in regards to your SCA Membership and as always, if you have any questions, send them to membership@sca.ca. SCA Membership Management System October 30 th, 2017 Page 1

2 Table of Contents This table of contents is included to give you a brief overview and links to the content covered in this document. 1. DOCUMENT AUDIENCE 3 2. HOW TO LOGIN TO YOUR SCA ACCOUNT 3 3. ANNUAL PERSONAL PROFILE UPDATE 6 4. ANNUAL ORGANIZATION (TEAM/CLUB) PROFILE UPDATE - ONLINE 8 5. ANNUAL ORGANIZATION (TEAM/CLUB) ROSTER UPDATE - ONLINE Deleting Current Participants Adding New Participants Editing Listed Participants Annual Organization Roster Update Online Summary ANNUAL ORGANIZATION (TEAM/CLUB) ROSTER UPDATE EXCEL FILE SYNC Excel File Sync Column Formatting Deleting Current Participants Adding New Participants Editing Listed Participants Annual Organization Roster Update Excel File Sync Summary REQUIRED PARTICIPANT INFORMATION DOCUMENT SUMMARY 19 SCA Membership Management System October 30 th, 2017 Page 2

3 1. Document Audience This document is aimed at those members who were previously members last year and are looking to renew their membership this year. For those who are NEW members (NO membership last year), you will need to go to the website and selected MEMBERS MEMBERSHIP ONLINE TEAM REGISTRATION. 2. How to Login to Your SCA Account Okay, so you signed up for a membership online last year. Now you ve gotten these automated invoices and and you re wondering what you need to do to make sure your membership is renewed accurately so that all your participants are covered. Let s dive into updating your team/club s profile, roster, and number of participants for the current season. 1. Login to your SCA account online. Go to and click on the MEMBER LOGIN link on the right side of the main menu. 2. Enter your address and password and click the Login button. SCA Membership Management System October 30 th, 2017 Page 3

4 3. Once you login, you will be presented with a menu of options. Select the Add/Edit Members (Athletes and Coaches) link. 4. Now you arrive at your ONLINE PROFILE. Your online profile contains two sections your personal profile and your organization s profile. It is important to note that each person and team/club exists as its own entity. When coaching staff changes, contact membership@sca.ca SCA Membership Management System October 30 th, 2017 Page 4

5 and will remove admin rights from the old coach/admin and give admin access to the new incoming coach/admin. Now let s go through the steps you will need to take to update mandatory information in order to complete your SCA Membership renewal. SCA Membership Management System October 30 th, 2017 Page 5

6 3. Annual Personal Profile Update As a coach/admin, you will be listed as the Main Contact for the team/club. Click on the gold View Profile/Edit Profile button. You will be taken to your personal profile. You will see that it illustrates the following details: Your personal contact details Login preferences and security Additional required participant information (a participant is anyone who participates in cheerleading activities athletes AND coaches). Which organizations (teams/clubs) that you are part of. Your personal participation history this will be any events you have registered for certifications, online exams, conferences, etc. Here s a sample of Sue s profile and all the missing information that Sue needs to fill in. Note all required fields are in RED and must be filled in to complete your SCA Membership renewal. Note that information with a question mark depicted next to it has additional details or information that can be access by hovering over the question mark graphic. Enter the required information if not there and click the SAVE button and you will be returned to the ONLINE PROFILE screen. SCA Membership Management System October 30 th, 2017 Page 6

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8 4. Annual Organization (Team/Club) Profile Update - Online Next, let s review the Organization (Team/Club) s profile for accuracy and completeness. Click on the View Profile/Edit Profile button in the Organization section. You will notice A LOT of information is provided in this screen, including: Organization Information The team/club s name and membership info. Contact Information If you have a separate team/club address and/or phone number include them here. Address This is the location of the team/club. Participant Numbers In additional to the Total Number of Participants, we have introduced a Number of Participants for Membership Invoicing field. This was added so that we can differentiate between the total number of participants with a program and the total number of participants needed for membership payment. The only case where the Total Number of Participants and Number of Participants for Membership Invoicing would differ, would be for school-based teams where some participants are also current involved in an all star program and will pay their SCA Membership fees through their all star program. For the season, the Number of Participants for Membership Invoicing will determine the invoiced amount for membership fees. Participant Roster IMPORTANT Each and every participant (and their required information) must be included for him or her to be covered by insurance. If you have a large number of participants, we can use a formatted Excel sheet to sync this information into the system rather than having to type it all in manually. If you have a roster of over 50 participants, see section 6. Annual Organization Roster Update Excel File Sync. Participation History This is a new feature that gives you access to a history of events. Feel free to explore this. SCA Membership Management System October 30 th, 2017 Page 8

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10 5. Annual Organization (Team/Club) Roster Update - Online The next critical update that you need to complete is fully updating your team or club s participant roster (this is circled in the above image). This will ensure the participant is covered by membership insurance and allows us to report the required information to Sask Sport. In order to update the roster, there are 2 options 1. Edit the roster online or utilize an Excel sync function for teams or clubs with a large roster. We will outline option 1 here, for option 2 see section 4. Annual Organization (Team/Club) Roster Update Excel File Sync 5.1. Deleting Current Participants The first step you should take is deleting current participants from your roster. Ensure that you are in your Organization Profile. SCA Membership Management System October 30 th, 2017 Page 10

11 Now to delete a participant, simply click on the Delete button next to their name. You will be asked to confirm your action before the deletion is made Adding New Participants To add a new participant there are two steps. First, click on the yellow Add a Participant button and fill in the required information. Image and title are optional, the rest are mandatory. SCA Membership Management System October 30 th, 2017 Page 11

12 Once you have added all participants, you will have to add all of their home addresses. To do this, click on the Back to Profile Overview in the top right corner of the screen. Now you will see your online profile summary again. You can quickly access a summary slide down for each participant by click on the More button. SCA Membership Management System October 30 th, 2017 Page 12

13 To add an address, gender, and participant type for each participant, click on their NAME to access their person profile and fill in the required information on this screen. We can appreciate that this two-step process isn t as streamlined as entering it all on one page. We have contacted our software vendor illustrating this quirk. They informed us that there are other users who have identified this as cumbersome and have added it to their feature enhancement list. We re hoping this change can be implemented for next season more info to come. Once again, thank you for your patience and support. Here s a screenshot of the individual participant details page. SCA Membership Management System October 30 th, 2017 Page 13

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15 5.3. Editing Listed Participants The third step is to review/update the listed participants that are still current participants. Likely nothing will have changed with current participants, so keep your eye out for address changes, address changes and participant type changes (let s say an athlete now decided to coach or judge) to help drive any updating of their profiles Annual Organization Roster Update Online Summary That concludes the steps needed to update your roster online. If you have more than 50 athletes and may already track participants in a spreadsheet, read about the Excel File Sync option below for a more automated roster update. 6. Annual Organization (Team/Club) Roster Update Excel File Sync If you have a large number of participants with your team or club, likely a file sync options is easiest for you. This involves us exporting your team/club account s data, providing you with an Excel file, then you send back the changes and we upload it and sync it with your file. This is especially handy if you already use an Excel sheet to track your participants. We just ensure that all the correct data is being captured and then we can pass this document back and forth as changes occur with your participants. If you have never used this method before, you will have to membership@sca.ca and let us know that you want to use a file sync to update your team/club profile. Once you have done this and you have the.xlsx file, follow along below. Once you have a copy of your team roster, open it in Excel and it will look like this. SCA Membership Management System October 30 th, 2017 Page 15

16 6.1. Excel File Sync Column Formatting This file contains all information that we require for all participants. The challenge with the Excel File Sync is that the information needs to either be in the correct format, or contain the correct value for some of the fields that are built as dropdowns or selection fields online. Here is a list of all columns and what the input should be: Org Name This is your team/club. Do not alter this column; each participant must have this same value. Org Number This is unique to your team/club. Each participant must have this value since it identifies your team/club uniquely. First Name Text field Last Name Text field Address Street address of the participant, NOT the team/club, text field City City the participant lives in, NOT the city of the team/club, text field Province SK for all Country Canada for all address for the participant. Important this is one of three unique identifiers to uniquely determine individuals. Text field Phone Number This is the participant s phone number; format is (000) Birthday Participant s birthday in the format MM/DD/YYYY. Gender One of three options Female, Male, Undeclared Declared Aboriginal Ancestry One of two options Yes or No Participant Type One of the following: Administrator Athlete Athlete/Coach Athlete/Coach/Judge Athlete/Judge Coach Coach/Judge Judge Staff Advisor Staff Advisor/Coach ** Note if one isn t applicable, please membership@sca.ca and let us know. Important - his value is used to calculate the number of coaches, athletes, advisors, and judges in the province Deleting Current Participants 1. The first step you should take is deleting current participants from your roster. To do this, simply highlight the row of the participant by clicking on the row number and clicking CTRL+C (Command+C on Mac) then cutting it by clicking CTRL+X (Command+X on Mac). 2. Click on the To Delete tab at the bottom of the file. SCA Membership Management System October 30 th, 2017 Page 16

17 3. Place your cursor in the next available row number and choose CTRL+V (Command+V on a Mac) to paste the row. By adding all your deletions to the To Delete sheet, it will signify the participants to be removed from your roster. SCA Membership Management System October 30 th, 2017 Page 17

18 6.3. Adding New Participants To add new participants, simply create a row for each participant and enter all the column information as per the formatting requirement in 6.1 Excel File Sync Column Formatting above Editing Listed Participants The second step is to review/update the listed participants that are still current participants. While being mindful not to alter existing data, update the information on your current participants Annual Organization Roster Update Excel File Sync Summary As you can see there are some trade-offs to both methods. It is important to ensure that the fields are in the correct format and contain valid options for the selection fields (Gender, Participant Type, and Declared Aboriginal Ancestry). If you have questions, please membership@sca.ca. You can use this spreadsheet to track your team s information and send it to us when you add, change, or remove participants throughout the year to ensure each of your participants is covered. 7. Required Participant Information The following information is required for ALL participants in order to complete your SCA membership and be fully covered with insurance. It is important to update your roster as soon after changes as possible. First Name Free text field Last Name Free text field Address Street address City Free text field Postal Code Free text field Address Free text field Phone Number Free text field, include area code Gender Choice of Female, Male, or Undeclared Participant Type Choice of Declared Aboriginal Ancestry Choice or Yes, No, or blank. ** This one is optional. SCA Membership Management System October 30 th, 2017 Page 18

19 It is important that the participant information is relevant to each participant. You cannot enter a club or club address for your participants. Why? 5. Firstly, the SCA is providing a service that includes insurance. In order for us to administer this properly and accurately, we need to know who all participants are. 6. Secondly, in order to maintain our status and funding from Sask Sport, we are required to report on some of this information. 7. Third, in order to communicate important information to our members, we need to be able to contact them. 8. Fourth, our membership management system uniquely identified individuals based on the trifecta of First Name, Last Name, and Address. By skirting the directions that we provide, the data in our system becomes disconnected causing future errors and preventing expected functionality. Therefore, it is important in many respects to adhere to our instructions on this. 8. Document Summary Once again, thank you for your patience and support as we head into our second year with this software and move from paper-based into digital processes. If you have any questions, comments, issues, or suggestions, please feel free to contact us at membership@sca.ca, or if it is urgent, you can give us a call (306) SCA Membership Management System October 30 th, 2017 Page 19